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Recurring meeting in Teams - How to separate each week's meeting records?

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New Contributor

I have a weekly meeting I want to move to a Teams channel but have to get this worked out first.

 

I tested by creating a recurring daily meeting over the course of a few days. I notice that the chat and notes for each instance of the meeting are MERGED under the meeting header in the Conversations tab. When I join today's instance of the meeting, I still see the notes and chat from all previous instances. I don't want this. I want to split out each instance of the recurring meeting so we capture the notes,chat, and attendees for that instance, with that instance. How can I make this happen?

 

Creating an individual instance of the meeting every single week until eternity is NOT an option. We have folks who only call in occasionally and need to have the conference call-in information remaining the same. Changing it every week, as it does when you create a new meeting each time, is not okay with the boss.

 

Thanks!

10 Replies
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Hi,

 

That is how Teams meetings works, since it is the same meeting it will be the same chat and the same notes. If you check in outlook and open the different occurrences one by one you will se that they have the same Conference ID.

 

Even if you say that creating a individual meeting for each week is not an option I would say that is your only option if you want to have separate meeting chats and notes. See it as a reoccurring meeting in real life on the same topic, usually you bring the meeting notes from the meeting the week before and continue discussing that.

  

 

 

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@Linus Cansby 

 

Thank you for your response. How are we supposed to refer back to a specific week's discussion or notes, then, when the replies are not timestamped in the conversations tab? You have to open the meeting back up and look in the chat tab to see the timestamp. Likewise with notes, everything just overwrite the previous week's stuff.

 

I would love to be able to create a meeting with a single conference ID but have the notes and chat for each instance stored separately, and also to log attendance for each instance of the meeting. This doesn't seem possible and really puts a damper on the functionality of Teams as a product for hosting recurring meetings.

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@beckylineberry We're trying this live for the first time today, and here's what we settled on. We've got 4-5 attendees in the conference room (2 of them on computers), and a guest person hooking in from outside.

We have a normal recurring meeting in Outlook, but it isn't really a meeting, just a placeholder, with a link to a Teams channel that is only used for the weekly meeting. We use the 'meet now' and will start up a new one each week. Each 'meet now' starts up its own conversation thread. Someone will keep notes in the conversation, and those can be summarized in a document later.

 

In our case, we actually created a separate team for this, because it made some guest features (or lack thereof) easier to deal with. 

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Hi,

 

This is how a reoccurring meeting notes in a channel looks like for me.

 

image.png

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@beckylineberry  Notes and recurring meetings have always been hard to automate. Even OneNote didn't handle it well.

I have a recurring meeting in a Teams channel. We use the Meeting Notes tab instead of OneNote. I create a new page for each meeting and separate sections on each page for each agenda topic. Looks like this. So far it's worked well. Since it's readily available in Teams on a dedicated tab, no one seems to have missed using OneNote. 

clipboard_image_0.png

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@Rachel Davis I'm doing a similar thing however each week when we go into the meeting and we select show meeting notes we can only see the initial page. Since each meeting has its own page in Meeting Notes we want to be able to see the related page without having to exit the main meeting view. Very frustrating. Seems like you should at least be able to navigate to other pages while in the main meeting view.

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Hi @Rachel Davis,

 

how were you able to create separate tabs on Meeting Notes? I'm only able to create new Sections within the same Meeting notes page, which is hard to scan through since as more and more recurring meetings are added, I'm looking at a long list of pages stacked on top of each other, without a clear separation and it's easy to miss the different page Headlines/Titles.

 

I'm not entirely sure how to enable the different tabs that you are showing (which looks very similar to OneNote), but this would be ideal to organize and create some sort of a summary for easy access.

 

See below for what mine looks like and the only option I have is to move a section up or down.

 

Thanks!

 

 

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@Jack Failla & @Sab_2020 

Use the hamburger menu at the left to create new pages. Then I create a new section on each page for each agenda item.

 

The Wiki pages are based on the OneNote Win 10 app. If you're still using OneNote 2016 for a desktop , it will seem very odd.

clipboard_image_0.png

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@Rachel Davis , thanks for your reply and suggestion.

 

The challenge is that my Meeting notes are not in a channel.

 

I created the recurring meeting invite in Outlook, and attached a Teams line to it.

 

When I create Meeting Notes, it seems to be maintained in the "Chat" for the recurring meeting.

 

See screenshot that might help.

 

Thanks again for your help!

Sabina

 

 

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@Sab_2020 I got an error message trying to open the screenshot, so I'll do the best I can based on your description.

It doesn't matter how you created the meeting as long as you have a Teams channel. Personally, I have deleted all my recurring Teams meetings from Outlook and redone them in Teams and assigned them to channels. If nothing else, it saves you from managing who is on the invite list.

 

But even if you keep the meeting invite from Outlook, you can still go to Teams and keep your notes there. You can use the default Wiki or add a tab for OneNote. When people join the meeting, just navigate to the Teams channel, open the appropriate tab and create a separate page for that meeting.