Download Attendance List From Microsoft Teams After a Meeting

If you’ve ever hosted a Teams meeting and needed to track who actually showed up, you already know how useful the attendance report is. Whether you’re a teacher tracking student participation, a project manager logging who attended a standup, or an HR coordinator running a training session, this report saves you from scribbling names on a sticky note during the call.

In this tutorial, I’ll walk you through every way to download the attendance list from Microsoft Teams — both during and after a meeting — and I’ll cover some common issues and how to fix them.

Let’s get into it.

What’s in the Attendance Report?

Before we jump into the how-to, here’s what you actually get when you download the report. The file is a .csv (comma-separated values) file that you can open directly in Excel. It includes:

• Attendee names
• Join time and leave time
• Total time spent in the meeting
• Contact information (in some cases)
• A summary at the top with the meeting title, total attendees, and start/end time

It’s a clean, straightforward file. Nothing fancy, but everything you need for a proper attendance record.

Before You Start — A Few Things to Know in Microsoft Teams

There are a couple of rules Microsoft has baked in here that catch people off guard:

• Only the meeting organizer or co-organizer can download the attendance report. If you were just a presenter or attendee, you wouldn’t see the option.
• The meeting needs to be scheduled via the Teams calendar. If someone just hit “Meet now” for a quick impromptu call, the attendance report may not be available.
• Your IT admin needs to enable the feature. If you don’t see attendance options at all, that’s usually why.
• The report typically appears a few minutes after the meeting ends — so don’t panic if it’s not there immediately. Give it about 5 minutes.

Okay, with that cleared up, here are all the ways to get the attendance list.

Download Attendance List From Microsoft Teams After a Meeting

Let’s check out the 4 best methods to download the attendance list from Microsoft Teams after a meeting.

Method 1: Download During the Teams Meeting (Live Attendance List)

This is great if you want a snapshot of who’s in the meeting at a specific point in time — say, right at the start or halfway through.

Here’s how to do it:

1. While you’re in the meeting, look at the meeting controls at the top (or bottom, depending on your Teams version).
2. Click the People icon (it looks like a silhouette of two people).
3. In the Participants panel that opens on the right, click the three dots (…) — that’s the “More actions” button.
4. Select Download attendance list.

That’s it. Teams will download a .csv file straight to your device’s Downloads folder. The file is named something like meetingAttendanceList.csv.

One thing to note here: if participants joined before the organizer, their join time in this live report will show as the organizer’s join time — not their actual entry time. So, for accurate individual join times, the post-meeting report is more reliable.

Method 2: Download After the Teams Meeting via the Chat Tab

This is probably the most common way people find the report. After the meeting ends, Teams automatically posts the attendance report as a card in the meeting chat.

Here’s how to find it:

1. Go to Chat in the left navigation bar of Microsoft Teams.
2. Find the chat that corresponds to your meeting — it will have the same name as your meeting title.
3. Scroll to the bottom of the chat. You’ll see an Attendance tab.
4. Click the Download (the little down-arrow) on the card to save it as a .csv file.

Pro tip: If you don’t see it immediately after the meeting, wait 5–10 minutes and then refresh. It usually shows up within that window once the meeting data is processed.

This method works for standard scheduled meetings. If your meeting was held inside a Teams channel, skip to Method 4 below.

Method 3: Download After the Teams Meeting via the Calendar (Attendance Tab)

This is the cleanest method and the one Microsoft now recommends as the primary location for attendance reports. It’s especially useful for recurring meetings because you can toggle between different sessions.

Here’s how:

1. Click Calendar in the left navigation of Microsoft Teams.
2. Find the past meeting on your calendar and double-click it to open the meeting details.
3. At the top of the meeting details panel, look for the Tracking tab.
4. Click Attendance.
5. You’ll see the full report right there — names, join/leave times, duration.
6. Click Download in the top right to save it as a .csv file.

This is my personal favorite method because you can see the data on screen before downloading, and it handles recurring meetings really well. You can switch between dates in a recurring series and download whichever session you need.

Method 4: Export via Microsoft Purview (Admin-Level, Bulk Reporting)

If you’re an IT admin or need to pull attendance data for multiple meetings at once — maybe for compliance or HR reporting — the Microsoft Purview Audit Logs are the way to go.

Here’s a quick overview of how it works:

1. Log in to the Microsoft Purview portal.
2. Go to Solutions > Audit.
3. Set your date and time range.
4. In the activity search, enter MeetingParticipantDetail as the activity type.
5. Run the search and export the results.

This method is more advanced and isn’t suitable for everyday attendance tracking. But if you need a centralized log of who attended what meeting across your entire organization, this is the tool for it.

Hide Identity in Attendance Reports in Microsoft Teams

You can decide whether you want your identity shown in attendance reports. To hide your identity in attendance reports:

• Go to Settings and more Microsoft Teams more options icon(…) > Settings button in Teams.
• Select the Privacy settings button.
• Turn the Identify me in attendance reports toggle on or off.

What the CSV File Looks Like

Once you open the downloaded file in Excel, here’s a typical structure:

Full Name	Join Time	Leave Time	Duration
Sarah Johnson	10:02 AM	11:00 AM	58 min
Raj Patel	10:05 AM	10:45 AM	40 min
Emily Clarke	10:00 AM	11:00 AM	60 min

The top of the file also includes a summary block showing the meeting title, date, organizer name, and total headcount. It’s clean enough to share directly with a manager or paste into another report.

Common Issues and How to Fix Them

I can’t see the Attendance tab in Calendar

This usually means one of two things:

• Your IT admin has disabled attendance reports in the Teams admin center. Ask them to go to Teams Admin Center > Meetings > Meeting Policies and make sure “Attendance and engagement report” is set to On.
• You weren’t the meeting organizer. Only organizers and co-organizers have access to this tab.

The attendance report isn’t showing in chat

• Wait at least 5–10 minutes after the meeting ends.
• Confirm you’re the organizer, not just a presenter.
• Make sure the meeting wasn’t cancelled or ended abruptly — the report only generates when the meeting closes normally.

The report only shows some attendees

• External guests or attendees who joined anonymously may not appear or may show limited information.
• If someone joined before you (the organizer), their individual join time might reflect your join time instead.

The Attendance option is completely missing

• This is almost always an admin policy setting. Your organization’s Teams admin needs to enable it. Have them check Meetings > Meeting Policies > Attendance and engagement report in the Teams Admin Center and switch it on.

Recap: Which Method Should You Use?

Here’s a quick guide based on your situation:

• During the meeting → Use Method 1 (People panel > three dots > Download attendance list)
• After a regular scheduled meeting → Use Method 2 (Chat tab) or Method 3 (Calendar > Attendance tab)
• After a channel meeting → Use Method 4 (Channel posts > Replies)
• Bulk/compliance reporting → Use Method 5 (Microsoft Purview Audit Logs)

The Calendar > Attendance Tab method (Method 3) is the most reliable one for day-to-day use and the one I’d recommend as your go-to.

Final Tips

• If you run recurring meetings, the Attendance tab in the calendar lets you flip between sessions — super handy for weekly check-ins or monthly all-hands.
• You can open the .csv in Excel and filter or sort by duration to quickly see who dropped off early.
• If you’re running a Webinar in Teams, the attendance report also captures registration data, which is a bit more detailed than a regular meeting report.
• Always wait a few minutes after the meeting ends before looking for the report. It doesn’t appear instantly.

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• 6 Easiest Ways to Take a Screenshot in Microsoft Teams
• 6 Best Ways to Disable Notifications During a Meeting in Microsoft Teams
• Send Approvals in Microsoft Teams Using Power Automate