Managing and sharing cloud recordings

As an account owner or administrator, you can manage and share cloud recordings. You can also set permissions for who can view or edit recordings, and use links or invites to share them. Additionally, you can oversee your users' cloud recordings by:

• Finding and viewing recording files
• Deleting recording files
• Sharing recording files

Note: If you're having issues finding or sharing cloud recordings, learn how to troubleshoot these issues properly.

Requirements for managing and sharing cloud recordings

• Account owner or administrator privileges
• Cloud recording enabled
• Cloud recording sharing enabled
• Authentication to view cloud recordings enabled

Notes:

• To access a cloud recording in the Zoom web portal, it must be fully processed first.
• To edit or delete cloud recordings as a user, your account owner or administrator must grant you permission.
• Users with scheduling privileges can access, download, and share cloud recordings for meetings hosted by the user they represent, but they can’t delete these recordings.

How to access recording management

Account

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click Account Management, then Recording and Transcript Management.
3. Click the Recordings tab.
   You will see a list of cloud recordings on your account.
4. Search recordings by meeting ID, topic, or keywords in audio transcripts.
5. (Optional) Click Advanced Search to filter the result with these parameters:
   • Date range
   • Host
   • Storage location
6. Click Search, or press Enter on your keyboard.
   A list of matching topics will appear.

User

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Recording.
3. Click the Cloud recordings tab.
   You will see a list of your processed cloud recordings.
   Note: Users with scheduling privileges may also access these recordings.
4. Search recordings by meeting ID, topic, or keywords in audio transcripts.
5. (Optional) Click Advanced Search to filter the result with these parameters:
   • All status
   • Shared
   • On demand
   • Uploaded
6. Click Search, or press Enter on your keyboard.
   A list of matching topics will appear.

How to manage cloud recordings from the recording page

Share cloud recordings

1. Access recording management.
2. Select the cloud recording you want to share.
3. In the top-right corner, click Share .
4. (Optional) Next to the recording thumbnail, click Copy shareable link to copy the cloud recording link with the passcode to your clipboard. You can then share it via email, chat, or any other platform.
5. Adjust your share settings as desired.
6. Next to Shareable Link, click Copy , then paste or send the link to your email or desired platform.

Download cloud recordings

1. Access recording management.
2. Select the cloud recording you want to download.
3. In the recording’s page, click Download on the desired recording.
   A confirmation prompt will appear.
4. Click Download to confirm.
   Note: Depending on your setup, you might receive prompts asking for confirmation to download files, choose a save location, or provide additional information. Follow these prompts to complete the download process.

Add to Zoom Clips

1. Access recording management.
2. Select the cloud recording you want to download.
   A window which allows you to trim the recording will appear.
3. In the top right corner of the window, click Trim video.
4. Trim and adjust the recording according to your preference. Learn how to trim cloud recordings.
5. Once done, click Save.

Delete cloud recordings

Learn how to delete cloud recordings.

Notes:

• If a user accesses a cloud recording with auto-delete enabled, they can disable auto-delete unless their admin has locked the option.
• Users with scheduling privileges can access, download, and share cloud recordings for meetings hosted by the user they are a delegate for, but they can’t delete those recordings.
• Learn how to recover deleted recordings or find out what happens to cloud recording files after deletion.

Settings for sharing cloud recordings

You can access the following options when sharing cloud recordings. After you’re done configuring the settings in this section, use the shareable link to share your cloud recording.

Note: You can also change user-level recording settings.

Section	Options
Shareable Link	Link to access the shared cloud recording. Copy: Copies the link and passcode (if enabled) of your cloud recording. This link provides users with view access to all video clips available under the recorded meeting. Passcode: The password required to access the cloud recording. Note: If the Passcode section doesn’t appear, this means that the passcode is already embedded in the shareable link.
Who can view	Allows the recording to be shared publicly or internally. Changes are saved automatically. Note: You might not see options removed or hidden by your account administrator at the group or account level. Contact your account administrator if you need access to an option you don’t see. Everyone with the recording link: Anyone with the share link can access the recording. You can still require a passcode for viewing. Signed-in users in my account: Only signed-in users from the same account can view the recording. Authentication for cloud recordings must be enabled. Sign in to Zoom: Only users signed-in to their Zoom account can access the recording. Authentication for cloud recordings must be enabled. Domains: Only users signed-in to Zoom with the domains specified by the account administrator can access the recording. Authentication for cloud recordings must be enabled. Sign in to external Single Sign-On (SSO): Only users who sign in to external SSO specified by the account administrator can access the recording. Authentication for cloud recordings must be enabled. Only people you shared with below: Only specified users, both within the same account and external, can access the recording. Nobody else can view: Restricts access to only you. Use this to limit access for everyone else.
Share with specific people	Specify external or internal users who can access the recording. Added users will also receive an email notification with a link to the recording. To add a user: In the Enter a name or email address field, enter the user's display name or email address. A dropdown with a list of matching results will appear. Click the desired user to add them. (Optional) Repeat steps 1–2 to add more than one user. Click Send. The list of email addresses you’ve shared the recording to will appear below the search field. Note: To remove an added user, next to their name, click the icon.
Share with all invitees	Send an email notification to all invitees with a link to the recording
Share Settings	Click to access these additional settings: Set expiration date: Specifies the number of days or a specific date when the link will expire. Viewers can download: Allows viewers to download the video in addition to online viewing. Viewers can see transcript: Enables viewers to see the audio transcript, if available. Viewers need to register to watch:. Requires users to enter their name and email address before viewing or downloading the recording. The host can download a list of registrants. Passcode: Requires a password for viewing or downloading. A pre-generated passcode is provided, but you can also create a custom one. Allow invitees to access recordings without the passcode: Allows invited users to view recordings without entering a passcode. This option only appears if a passcode is enabled. Once you’re done configuring all settings in this screen, click Save to confirm your changes.

How to view, rename, and check the analytics of cloud recordings

View cloud recordings

1. Access recording management.
2. Click the topic of the recording you want to view.
   A new browser tab will open to display the recording for playback.
   Note: If the recording is still processing, you must wait until it's fully processed before you can access it.
3. In the recording playback page, the following options to control the recording are available:
   • Play : Starts playback.
   • Pause : Stop playback.
   • Volume : Adjust the volume.
   • Speed: Adjusts playback speed.
   • Trim : Trim the recording
   • Closed captions : Show or hide subtitles.
   • Full screen : Enters full screen.
4. (Optional) You can also use these features to edit and tailor your recording to better suit your needs.
   • Recording highlights
   • Manage smart chapters

Change a cloud recording’s topic

1. Access recording management.
2. Click the topic of the recording you want to rename.
3. In the top-left corner, click pencil icon next to the recording’s current topic.
   A text field will appear.
4. In the text field, enter your new topic.
5. Click Save to confirm.

Update a cloud recording’s display name

1. Access recording management.
2. Click the topic of the recording you want to update.
3. To the right of the recording’s thumbnail, click the pencil icon next to the recording’s current display name.
   A text field will appear.
4. In the text field, enter your new display name.
5. Click Save to confirm.

View cloud recording analytics

1. Access recording management.
2. Click the topic of the recording for which you want to view the analytics.
3. In the top-left corner, under the recording’s topic, click Recording Analytics.
   You’ll be directed to the Recording Analytics page.
4. In the top-left corner, use the drop-down menus to adjust the date range, then click Search.
   The following metrics will appear, allowing you to view specific parts of the recording analytics:
   • Summary: A brief summary of views and downloads by date.
   • By View: The number of times that someone viewed the recording page, as well as how long they viewed the recording.
     • This metric doesn’t track the number of times the recording was played.
     • This metric doesn’t count unique page views; thus, if someone reloads the page, it counts as another view.
   • By Download: The number of times that someone clicked Download in the cloud recording page.
     • This metric counts each click of Download, regardless of whether the download was completed.
5. (Optional) Click Export as CSV file to save the current tab's data as a CSV file.

Notes:

• If a signed-in Zoom user views or downloads the recording, their profile name and email address will appear in their respective tabs. Users who view the recording without providing their email won’t be displayed, and their email will be hidden in the By View tab.

• The metrics won’t reset if you change the sharing settings for the cloud recording, such as from private to public.

How to export a list of cloud recordings

Note: You can export a CSV (comma-separated values) file with recording details, including the host's email, meeting ID, meeting topic, start date and time, and file size.

1. Access recording management.
2. Enter the search criteria for which you would like to download a report.
3. Click Export.

Need to catch up on a long meeting or webinar? Smart Recording allows you to get the key takeaways in a quick and digestible format through recording highlights, and identify action items to take after the meeting or webinar with next steps.

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