When you edit a message in Teams, does it let the other person know?

Have you ever wondered if other people can see when you edit a message in Teams? It’s a common question, and in this article, you’ll learn everything you need to know about edited messages, including who can see them and how to find them.

When you edit a message in Teams, does it let the other person know?

The answer is yes. Other users in Microsoft Teams can see when you’ve edited a message. The word ‘Edited’ will appear above the message.

Please continue reading our in-depth guide on everything you need to know about edited messages in Microsoft Teams.

We’ve also created a video to help guide you through the process:

Delayed Send – Teams Message scheduler

Schedule your MS Teams messages to be sent in the future!


How to edit a message in Teams

In this section, we’ll edit messages in the main channel, although editing messages during a Teams meeting will have the same effect. First, open your Microsoft Teams web app or desktop app. and go to Chat.’

  • Write any message in the main channel, then right-click the message.
  • Alternatively, hover your cursor over the message.
  • Then click the three dots at the end of the Emoji bar.
A message to edit.
  • Select ‘Edit‘ from the pop-up menu.
Edit.
  • Your message will appear inside an editable box.
  • Edit your message and click the tick icon in the bottom-right corner.
Tick.
  • Now the word ‘Edited‘ will appear above your message.
Edited.
Note: You can ‘Undo‘ a deleted message. However, that option is not available for edited messages.

What can other people see when you edit a message in Teams?

Whether you’re posting in a Teams meeting or on the main channel, other users can see when you’ve edited a message. Edited messages are indicated by the word ‘Edited,‘ which will appear above them.

While a notification will also appear in the ‘Recent‘ chat box for deleted messages, this will not happen with edited messages.

Recent chat box will not say edited.
Note that ‘Edited‘ does not appear in the ‘Recent‘ chat box.
  • When another user edits their message, you will see ‘Edited‘ above it.
Edited.

Are edited Teams messages saved?

The short answer is yes. Edited messages are stored inside a hidden Outlook folder called the Exchange mailbox, which eDiscovery managers and administrators can access.

Which Teams data is saved?
SavedNot saved
Card contentAudio
Chat messages (private and public)Code snippets
Deleted messagesFeed notifications
Edited messagesReactions
Images (emojis, stickers, GIFs)
Inline images
Loops
Metadata
Quotes
Subject
Tables
Note: metadata includes start, end, and duration of a meeting, and also users joining and exiting.

Who can see when you edit a message in Teams?

We briefly touched on eDiscovery managers and administrators. They are people within the organization who have access to stored Teams data. You can recover Teams data by running an eDiscovery search. However, the eDiscovery tool is only available to users with the Microsoft compliance license.

If you have access to the license, we’ll show you how to run an eDiscovery search in the next section.


Run an eDiscovery search for edited Teams messages

In this section, you will learn how to run an eDiscovery search, view the results, and export them. To start this guide, please head over to your Compliance portal.

Step 1 – Create an eDiscovery manager or administrator

  • Click on ‘Permissions‘ on the left menu in your compliance portal.
  • Click on ‘Roles.’
  • Then check the box next to ‘eDiscovery Manager.’
Permissions > Roles > eDiscovery Manager.
  • Click ‘Edit‘ next to ‘manager‘ or ‘administrator‘ to add or remove admins and managers.
  • You can also click the ‘Edit role group‘ button and then ‘Choose eDiscovery manager.’
Note:Administrators have access to all cases, whereas managers only have access to cases they created or are members of.
Edit eDiscovery manager.
  • Click ‘Choose eDiscovery manager‘ in the small blue text.
  • Then click the ‘+ Add‘ button.
Choose eDiscovery Manager > Add
  • Select your name from the list.
  • Click ‘Add‘ and then ‘Done.’
Select user > Add > Done.
  • Finally, click the ‘Save‘ button.
Save.

Here are some messages from a Teams meeting that we’re going to search for:

Messages.

Step 2 – Run a content search or eDiscovery search

Once you’re set up as an eDiscovery manager or administrator, head back to the left menu of your compliance portal and click on ‘Content search‘ or eDiscovery > User data search. We’ll show you how to use both methods. First, we’ll look at Content search.

Run a content search

  • First, click on ‘New search.’
New search.
  • Enter a name for your search.
  • Add an optional description.
  • Click the ‘Next‘ button.
Name and description.
  • Toggle on the location, ‘Exchange mailboxes.’
  • Then click the ‘Next‘ button.
Toggle on Exchange mailboxes.
  • Next, click ‘+ Add condition.’
  • Add the conditions ‘Date’ and ‘Type.’
Add conditions > Date and Type.
  • Select ‘Between‘ and choose the same date to search within a particular day.
  • Check the box next to ‘Instant messages.’
  • Then click the ‘Next‘ button.
Set between dates and check Instant messages.
  • Click the ‘Submit‘ button.
Submit.
  • When you see ‘New search created,’ go down and click the ‘Done‘ button.
Done.
  • Now we can view the search results.
  • Click the name of your search.
Click your search.
  • Then click the ‘Review sample‘ button at the bottom of the page.
Review sample.
Note: It may take a few moments for the search to run before you can review the sample.
  • You will be able to view the messages once the results have finished loading.
View results.

While you can view the messages here, you must export the results to determine which messages have been edited. Please click the blue ‘X‘ to close the window and continue with the guide.

  • Click on the name of your search again and this time click the ‘Actions‘ button.
  • Select ‘Export results‘ from the pop-up menu.
Actions > Export results.
  • Leave the default options and click the ‘Export‘ button.
Export
  • A box will pop-up explaining that ‘A job has been created.’
  • Click ‘OK.’
A job has been created > OK.
  • Click on ‘Export‘ at the top.
Export.
  • Click the name of your search again.
  • Then click the ‘Download results‘ button.
Note:It may take several minutes for the download button to appear. You can click the ‘Refresh‘ button to see if the results are ready for download.
Click your export.

Please head down to the download section to continue with the guide. Or continue reading for a guide on how to run an eDiscovery search. Both methods will produce the same results.

Run an eDiscovery search

eDiscovery > User data search.
  • On the next page, click ‘Create a case.’
Create a case.
  • Create a name for the case and add an optional description.
  • Click the ‘Next‘ button.
  • Click the input box under ‘User who filed the request‘ and select your name.
  • Click the ‘Next‘ button.
  • Finally, click the ‘Save‘ button.
Name > description > Next > Select your name > Next > Save.
  • Click ‘Finish.’
  • If you click ‘Show me search results,’ cancel the search and continue below.
Finish.
  • Select your case, then click ‘Open case.
Select your case > Open case.
  • Click ‘Searches‘ at the top when the next window opens.
  • Then click on ‘Guided search.’
Searches > Guided search.
  • Click ‘Cancel‘ and ‘Yes.’
  • You will now have a blank canvas to work with.

The best practice for searching for Teams data is to narrow your search parameters. That means looking for specific time frames and content types or messages from specific people.

  • To narrow your search, click ‘Add conditions.’
  • Select ‘Date‘ and ‘Type,’ then click the ‘Add‘ button.
Add condition > Date and Type > Add.
  • Next, select your time frame.
  • Select ‘Between‘ and choose the same date to search for a particular day.
  • Then check the box next to ‘Instant messages.’
Set between dates and check Instant messages.
  • Now go down to ‘Specific locations‘ and click ‘Modify…
Modify.
  • Toggle on the top section that includes ‘Teams messages.’
  • Then click the ‘Save‘ button.
Toggle on Exchange email.
Save.
  • Click ‘Save & run.’
Save & run.
  • Enter a new name for this search.
  • Finally, click ‘Save.’
Save search.
  • You can now view the results, but let’s first export the results to check for edited messages.
  • Click on the name of your new search and then click the ‘Export results‘ button.
Click search > Export results.
  • Leave the default options and click the ‘Export‘ button.
Export.
  • Click the ‘Close‘ button.
  • Then click the ‘Exports‘ tab at the top.
Close > Exports.
  • Click on the name of your export.
Click on your export.

Step 3 – Download and view the export

After you’ve exported the results, it’s time to download the export. It’s best to use Excel or Google sheets to view the download, as you’ll be opening a CSV file.

  • Click on ‘Download results.’
Download results.
  • A pop-up box will ask you if you want to ‘Open this file?’
  • Click ‘Open.’
Open.
  • The first time you open an export file, you’ll be asked to install the eDiscovery export tool.
  • Install the tool and then click ‘Copy to clipboard‘ to copy the ‘Export key.’
Copy to clipboard.
  • Paste the export key into the first input box.
  • Then click ‘Browse‘ to choose a save location.
  • Finally, click the ‘Start‘ button.
Paste export key > Browse > Start.
  • Click the link next to ‘Export location‘ when the download is complete.
Click download link.
  • Open your results in Excel or Google sheets.
  • You can open the file with any text editor, but the readability may be poor.
Results.

There are two things to notice in the results. Firstly, the ‘ExportItem Id‘ and ‘Sent‘ times will be identical for messages that have been edited. And secondly, the ‘Item identity‘ will indicate that the edited message has been stored in a different location, namely Recoverable Items\SubstrateHolds.

TeamsMessagesData\Item (2).msgThis is the location of the original message.
SubstrateHolds\Item.msgThis is the location of the new message after editing.
Results in Excel.

Now we know the name of the files we need to look for, we can go back to our results folder. This time, go to Exchange > your email address (Primary) >Recoverable Items > SubstrateHolds to find the original message. And Exchange > your email address (Primary) > TeamsMessagesDate to find the new message after editing.

Folder structure.

You can see from the image above that we changed ‘Message 5‘ to say ‘Message 4.’


Conclusion

In short, other team members or participants of a Teams meeting can see when you’ve edited a message. And edited messages can be recovered by administrators using eDiscovery. However, if someone quotes your message before you edit it, the quote will preserve the original message in the chat.

Thanks for reading.

John Gleave

John Gleave has been a researcher, content writer, and senior editor at Business Tech Planet since 2022. John was formerly a data analyst and web designer with expertise in several programming languages, such as JavaScript, JQuery, PHP, CSS, SQL, and more! With a passion for writing and technology, he has now focused his skills on crafting tech guides for BTP. You can connect with John on LinkedIn.

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