Zoom: Recording a Meeting

Introduction

Zoom meetings can be recorded to the cloud by their hosts and stored in the Quinnipiac Zoom web portal. Meetings can be recorded ad hoc or set to automatically record when they begin. The host of the meeting determines whether the meeting records and what recording settings are applied. This document will cover how to adjust recording settings in the Quinnipiac Zoom portal, two ways to record a meeting, and how to access and share a recording once it is ready.

Enable Cloud Recording

Cloud recordings can be set to capture different aspects of a meeting beyond just the audio input and screen sharing that take place.

Go to the Quinnipiac Zoom web portal (https://quinnipiac.zoom.us) and click Sign in.
You may be directed to the Quinnipiac Single Sign-On (SSO) page where you will need to login with your standard Quinnipiac username and password.
Click Settings in the left-hand navigation bar and select the Recording tab. Make sure the toggle switch is in the ON position (blue) under Cloud recording.
By default, the recording includes audio from participants as well as any screen sharing content. Additional options include recording a thumbnail of the presenter during screensharing, saving chat messages, et cetera. For more detailed information about these settings, view the "Zoom: Cloud Recording Settings" solution article.

Ad Hoc Recording

The host of a meeting can start, pause, resume, and stop a recording at any time from the toolbar at the bottom of the meeting screen.

Click the Record button on the toolbar and then select Record to the cloud. Click Continue on the popup confirmation notification to begin recording the meeting to the cloud. Once started, an audio reminder will alert participants that the meeting is being recorded.
In addition to the audio reminder, a visual reminder will be displayed in the upper right-hand corner of the meeting window, indicating that recording is in progress.
As the meeting host, you can pause, resume, and stop the recording as needed. There are two locations where you can do this: from the recording bar at the top of the meeting window or in the Zoom meeting toolbar at the bottom of the window.

NOTE: If you stop one recording and begin another while in the same meeting, a separate recording file will be created and uploaded to the cloud. Both recordings will be listed under the same meeting recording name, though.

Automatically Record a Meeting

When scheduling a meeting, the host can set it up to record automatically ahead of time.

IMPORTANT! If the host has turned on the Enable join before host option in their Settings, participants can join without the host, and the meeting will begin recording as soon as the first participant joins. A recording is created each time the meeting is started, whether by the host or by a participant who joins before the host. Please be mindful that if a participant clicks the meeting link to test it out before the actual meeting time, a recording will be created each time this happens.

Open the Zoom desktop application on your computer. Alternatively, you can schedule a meeting using the Zoom Add-in for Outlook or within the Zoom web portal (https://quinnipiac.zoom.us). If you do either of those, skip to Step 3 below.
Click Schedule on the Home screen.
Click on More Options in the meeting details window. In the New event popup window, scroll down to the bottom until you see the Advanced drop-down menu and click on it to expand it.
Check the box Automatically record meeting in the cloud. Remember that checking the box for Allow participants to join anytime will trigger the recording, even if the meeting host has not yet joined the meeting.
Configure the other meeting settings as you would like, including the date and time of the meeting.

Accessing and Sharing Recordings

Once the recording is finished processing and is ready for viewing, the host will receive an email confirming its availability. The email will include a link for the host to review the recording and a sharing link to disseminate to others for viewing. Below is a sample email.

A screenshot of Zoom email, confirming the availability of a recording.

In addition to the email notification, the host can also access current and past recordings through Zoom web portal as follows. This method allows the host to change sharing settings before disseminating the viewing link.

Go to the Quinnipiac Zoom web portal (https://quinnipiac.zoom.us) and click Sign in.
You may be directed to the Quinnipiac Single Sign-On (SSO) page where you will need to login with your standard Quinnipiac username and password.
Click Recordings & Transcripts in the left-hand navigation bar and select the Cloud recordings tab. Then click on the Advanced search button, to expand the search functions.
Locate your recording in the list. You can filter your recording list by narrowing the dates and status of the recordings. Additionally, use the search field to search by meeting ID, topic, or keyword.

ITEM DESCRIPTION A Search – Search your recordings by meeting ID, topic, or keyword. You can also export a CSV file of your recordings list. B Date & Status Filter – accessed by clicking the “advanced search” button highlighted by the red rectangle. Filter your list of recordings by date and/or status. C Meeting Topics – Click on the name of a meeting to access and view the files associated with it. D File size – View how many files and the total size for the recording. Click the link to access those files and more details about them. E Auto delete in – States the number of days that remain until the file is automatically deleted from the cloud. It is also pinned at the top of the recordings list as a notification. F Share – Click to access sharing settings and shareable links. G More options – Click the ellipsis (3-dot menu) to access more menu options to download the recording files or delete the recording from the cloud.
View the recording by clicking on the meeting topic or the thumbnail. You will now see additional options for this particular meeting recording, as illustrated below.

NOTE: If multiple recordings were created within one meeting, there will be one thumbnail per recording when you click on the meeting name.

ITEM DESCRIPTION A Recording Thumbnail – Click the thumbnail to view the recording. B Download – Download all the recording files. C Recording files – Hover your mouse over each file to see a menu of options on the right, including downloading that individual file, copying the shareable link for that individual file, or deleting that individual file. D Share – Access the sharing window to modify sharing settings for the recording. Sharing via this method will share every recording associated with this meeting. E Copy shareable link – Copy the shareable link for the recording to your clipboard with the current sharing settings. F Delete – Click the trashcan to delete the recording and all of its files.
By default, a recording is set to public, so the shareable link sent to your email and the one you can copy when viewing the page for a recording (see Step 5 above) will have that setting unless you change it. To change the sharing settings, click the Share button on the recordings list screen (see Step 5D) or the Share button on an individual recording page (see Step 5C). Make sure the Share this recording toggle is on.

NOTE: You can change the default recording sharing settings under Settings > Recording in the Zoom web portal (See Enable Cloud Recording – Step 4 above).

ITEM DESCRIPTION A Copy Link – Copy the shareable link. If your recordings are set to automatically have a passcode, this button will display as "Copy link and passcode". Clicking this button will copy both the shareable link and the passcode to the clipboard.
B Who can view – Modify who can view the recording: Everyone with the recording link (public), Signed-in users in my account (QU-only people), Only people you shared with below (individuals added via email address; see Item C), and Nobody else can view (private to just the owner).
C Share with specific people – Add individual email addresses in this field to send these people emails with a view link and passcode if one exists.
D More settings - Click to open more share settings. E More Share Settings – Set an expiration date on the link, enable downloading of the recording by viewers, enable viewers to see the transcript and chat (if included in the recording), enable registration for those wishing to view the video on demand (generally only used for webinars, so the recommendation is to leave this off), enable/modify the passcode, and allow invitees to access recordings without the passcode.