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How do I make a cloud recording in Zoom? AVB

Updated

This guide outlines the basic workflow for recording, saving, and sharing your recordings made using Zoom's Cloud recording option. Zoom's cloud recording option lets you save your meeting video and audio to the Zoom cloud storage (online) and includes several additional options and layouts.  Note that in this guide we do not recommend sharing using Zoom's cloud recording sharing option. [Insert why??]

NOTE: Zoom cloud storage is for temporary storage only- it is not a long-term archiving solution. Zoom cloud recordings should be downloaded for long term access. Starting in July 2022, the University of Toronto (U of T) is implementing a 365-day retention update on Zoom recordings.

  • Recordings created after July 5th, 2021, will be held on the Zoom Cloud for 365 calendar days and will then be deleted. 
  • Recordings created prior to July 5, 2021, will be deleted on July 5, 2022

 

For full details about Zoom storage and retention limits at UofT, see ACT's Zoom Information website.

Before you begin

  1. Download the Zoom desktop app (select the Zoom Client for Meetings option) for access to settings for local recordings and other settings
  2. Upgrade Zoom to the latest version
  3. Sync your U of T OneDrive account to your computer to be able to set up a download location where you will save your recordings

1. Before your meeting: Configure your Cloud Recording Settings

1.1. Enable cloud recordings in the Zoom web application

After logging in to the U of T Zoom Web Portal:

  1. Use the left sidebar navigation menu and select Settings.
  2. Select the Recording tab.
  3. Select the Cloud Recording toggle to enable it.

1.2. Select your cloud recording settings (using the web application)

Cloud recordings offer several options for which aspects of the meeting should be recorded. These options can be selected and changed at any time for future recordings (changes made while a meeting is in progress will not apply to that meeting). The number of settings you enable will affect the size and processing time of your recordings.

Under Settings>Recordings (see previous step for how to access the Recordings tab), select from the 5 suggested options below and then Save to apply your changes:

From the UoftT Zoom web portal: https://utoronto.zoom.us/, under Settings>Recordings, enable the following options:

  1. Record active speaker with shared screen: Records both the active speaker view and any shared content on the same video.
  2. Record active speaker, gallery view and shared screen separately: Records the active speaker, gallery view and shared screen as separate videos. This option provides more customization of recordings to download and share. For example, if you are sharing the recording more widely, you may only wish to share the content that was shared on-screen and not share the speaker or gallery view of participants who were present at the meeting.
  3. Save chat messages from the meeting/webinar: Saves chat messages from the meeting as a TXT file. Includes only chat messages sent to everyone. Private messages sent between individuals are not saved on the cloud. 
  4. Create audio transcript: Automatically transcribes the meeting audio and saves the transcription as a VTT file. Transcription files include speaker names.
  5. Save closed captions as a VTT file: If you enable captions in your meeting settings, this option will automatically transcribe the meeting audio and save the captions as a VTT file. Captions files do not include speaker names.
  6. Select Save to confirm your changes.

1.4. Set up a download location for storing your recordings

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2. During your meeting: Start, stop, or pause stop the recording

[Is there value in showing the entire interface here? Some might find find this particular menu bar tricky if they are not used to Zoom?]

2.1. Start the recording

After starting your meeting as the host (see how to enable and add a co-host),

  1. Select the Record button from the options at the bottom of your screen [Are people back in the Zoom client now? We should probably say that]
  2. If a menu pops up select Record to the Cloud (the menu will appear if you've also enabled local recordings) [I've always used rectangles as shapes; can we all use rectangles to make them match with previous guides? I also generally prefer if the number highlight touches the border of the emphasized element in order to very tightly connect them to the read (it can get complicated with a busy image)]

2.2. Pause/stop the recording

  1. You can pause or stop your recording at any point during the meeting. Selecting End Meeting will also stop the recording.

What is the difference between using "Pause" and using "Stop"?

  • If you pause and then resume recording during the meeting, the recording will continue to the same video file.
  • If you stop the recording and then start recording again in the same meeting, a new video file will be created.

3. After your meeting: Manage your Zoom Recording

[Do we not recommend sharing the recording via Zoom cloud recording? If not, why do we recommend doing this versus just local recording? I believe it is because there's more options here, but I think we should include that someone can use Zoom cloud recordings to share if they want to?

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  2. Upload the recording to a hosting service.
  3. Share the recording link.

3.1. Find and download your recording (using the Zoom web application)

Zoom cloud recordings are accessed from the U of T Zoom web application [however you say this!] and not the desktop client.

To download your Zoom cloud recordings, login to the U of T Zoom account [bury link under U of T] and:

  1. Use the left sidebar menu to select Recordings.
  2. Your cloud recordings will be listed under the Cloud Recordings tab.
  3. When you find the video you'd like to download, select the More option (3 horizontal dots), then select Download to save your recording to the location set up previously (e.g. a OneDrive folder).

Selecting the Download option from the More options menu will download all the files associated with the video, including different views, audio only files, and transcript and captions files. To download specific files only, select the video title and select from the available files.

3.2. Optional: Edit your recording

If you want to edit some sections of your recording before sharing (e.g., to remove any sections showing information or content you don't wish to share), have a look at our guides for self-editing using:

  1.  no-cost software editing tools or
  2.  paid editing tools.

Looking for some help to edit your video content? If you have any questions about how to edit your Zoom recordings, please book a consultation and we'd be happy to assist you.

3.3. Upload the recording to a hosting service

Uploading your recordings to a hosting/streaming service will allow you to archive your recordings for re-use, and create links that can be easily shared with your students. If you're unsure which service to use, see Select a video/hosting streaming service for a comparison of options.

ETO's Recommended Video Hosting Solutions:

  1. See How do I upload a video or audio file to MyMedia? (If you are using MyMedia in a course, we recommend requesting a course-based MyMedia account instead of tying your content to your personal UTORid.)
  2. See How do I upload a video to OneDrive?

Why don't we recommend uploading videos directly to Quercus? Not only will this chew through your course's storage quota, Quercus is not optimized for video playback and does not archive your videos for re-use.

After uploading your recordings to a hosting service, you can share recordings with your students in your Quercus course, using one of the following options (the guides below  include steps for both MyMedia and MS Stream):  

  1. Using the share link (URL): How can I copy the share link for my video?
  2. Using the video embed code: How can I copy the embed code for my video?
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