How to Capture Zoom Meetings as a Non-Host

Meetings / By Guest Author / Updated May 20, 2024 / Approximate 10 minutes read

It's undeniable: understanding how to capture a Zoom meeting can substantially improve your workday productivity, particularly when considering that a large percentage of professionals use Zoom for business discussions. Why is this? Because when you're involved in meetings focused on knowledge dissemination or critical decision-making, chronicling each step of the dialogue is vital for subsequent actions. In other scenarios, you might need to convey meeting details to colleagues and lack the time to draft an extensive summary outlining the specifics of what was covered.

If your goal is to learn the methods for recording, storing, distributing, and retrieving your Zoom meetings even without host or recording privileges, you've arrived at the correct destination. Continue reading to discover how to elevate your meeting management!

Table of Contents

• Is Capturing a Zoom Session Feasible?
• How to Capture a Zoom Meeting as an Attendee?
• Option 1: Manually Capturing a Zoom Meeting
• Option 2: Automatically Capturing Zoom Meetings & Post-Processing with AI
• Is It Permissible to Record a Zoom Meeting Covertly?
• Unlock Enhanced Value with DeepVo.ai
  • A. Precision Transcription & AI-Generated Summaries
  • B. Structured Knowledge through Mind Maps
  • C. Centralized Hub for Meeting Intelligence
• Common Questions About Capturing Zoom Sessions
  • 1. How Can I Distribute a Zoom Recording?
  • 2. Where Can I Find My Past Zoom Meetings?
  • 3. Will Fellow Participants Be Aware I'm Recording?
  • 4. How Do I Record Separate Audio Streams in Zoom?
  • 5. How Can I Authorize Participants to Record Locally in Zoom?
• Begin Utilizing DeepVo.ai Today for Optimized Meetings!

Is Capturing a Zoom Session Feasible?

Yes, capturing a Zoom session is entirely possible. If you are the host, you can employ the platform's built-in recording capabilities to save your session. If you are not a host, you will require the host to authorize you to record the meeting or utilize third-party applications. Regardless of the situation, when it comes to recording Zoom meetings, the necessary actions can differ based on several factors. For example, while users with free accounts can record Zoom meetings using the video conferencing tool (with host permission), these recorded files can consume significant storage space, and recording directly from a mobile phone is not an option. Possessing a paid account offers little advantage concerning the permissions needed to record meetings. However, this option does grant you Cloud storage for your Zoom recordings and the ability to record from your mobile device.

What's the solution? You can always capture a Zoom meeting using a third-party screen recorder, and then leverage powerful AI tools like DeepVo.ai to process the recording for highly accurate transcripts, concise AI summaries, and even structured mind maps.

How to Capture a Zoom Meeting as an Attendee?

There are two primary methods to record a Zoom meeting if you are not the host:

• Manually, with authorization from the meeting host.
• Automatically, using screen recording software, followed by AI processing.

However, prior to recording your meeting, it's essential to grasp the distinction between local and cloud recording:

• The Local Recording option enables you to record and access local captures directly on your computer. To share these recorded Zoom meetings with other team members, you can upload the files to services such as Google Drive, Dropbox, iCloud, etc.
• The Cloud Recording option saves the meeting to the Zoom Cloud, providing an option to download the Zoom meeting recording after the session concludes. Cloud recordings, however, are exclusively available to hosts and co-hosts who are also paid subscribers. If cloud recording is enabled, a prompt will appear asking for your preferred save location for the recording.

NOTE: Certain functionalities like recording the active speaker, gallery view, and shared screen separately are available only for Cloud recordings.

Option 1: Manually Capturing a Zoom Meeting

As a participant manually recording a Zoom meeting, you'll need to utilize Zoom's native recording feature. The caveat: Zoom meeting hosts are the sole individuals who can grant participants permission to record meetings, so it's crucial to coordinate with the organizer for a smooth process. Furthermore, you will only be able to download and access these recordings locally on your device.

Here’s how to record a Zoom meeting as a participant using Zoom's built-in feature:

1. Once the host has granted you permission to screen record the meeting, click on the "Record" button in the Zoom interface. Select "Record on this Computer."
2. When you stop recording or after the meeting concludes, Zoom initiates a conversion process that allows you to access the recording files. Do not shut down or restart your computer during this, as it can interrupt the conversion and potentially corrupt or render your files unrecoverable.
3. As soon as the recording is converted, the folder containing the file will automatically open. Your Zoom screen recording will be stored as an MP4 video file or as an audio-only M4A file.

NOTE: When recording locally, you’ll be able to record multiple audio files. Subsequently, you can share only the relevant audio tracks from your Zoom recordings with other participants.

Option 2: Automatically Capturing Zoom Meetings & Post-Processing with AI

If you're seeking a more straightforward method to automatically record any Zoom call (perhaps using your OS's built-in screen recorder or a third-party tool), especially when joining from various devices, and then supercharge that recording, a platform like DeepVo.ai is exceptionally beneficial.

DeepVo.ai is a sophisticated AI-powered service that excels in transforming your raw meeting recordings into actionable intelligence with minimal effort on your part. Even if you use a standard screen recorder, DeepVo.ai steps in to add immense value post-capture.

How does it achieve this? DeepVo.ai not only allows you to obtain highly accurate transcripts from your audio/video files but also offers features like generating intelligent AI summaries within seconds, creating visual mind maps of discussions, and ensuring your data is handled securely with end-to-end encryption. Plus, it offers a generous free tier.

Here’s what the process of enhancing your Zoom recordings looks like with DeepVo.ai, your go-to AI assistant for meeting content:

1. Obtain Your Recording: Use Zoom's local recording (if permitted by the host), your operating system's screen recording tool, or any third-party screen capture software to record your Zoom meeting. Ensure you have the necessary permissions.
2. Upload to DeepVo.ai: Navigate to the DeepVo.ai website and upload your saved audio or video file. The platform is designed for ease of use and offers free processing capabilities.
3. Leverage AI Power:
   • High-Accuracy Transcription: DeepVo.ai delivers outstanding speech-to-text conversion, achieving up to 99.5% accuracy and supporting over 100 languages. This ensures your meeting dialogue is captured precisely.
   • Intelligent AI Summaries: In typically under 10 seconds, receive concise and relevant summaries of your meeting. DeepVo.ai also supports customizable summary templates to cater to your specific requirements.
   • Smart Mind Maps: Visualize the core topics, arguments, and structure of your meeting discussions with automatically generated mind maps. These are excellent for quick comprehension and can be easily exported as images for sharing or documentation.
4. Access and Distribute Your Insights: Shortly after processing, your transcript, summary, and mind map will be available in your DeepVo.ai account. You can then easily access, review, and share these valuable assets with your team or stakeholders as needed.

PRO TIP: Even if you've already recorded your meeting using Zoom’s native function, you can still harness DeepVo.ai's advanced features by simply uploading the existing recording to the platform. Let its AI work its magic!

Benefits of using DeepVo.ai for your Zoom recordings include:

• Transcription in over 100 languages with up to 99.5% accuracy.
• Keyword search functionality within transcripts to pinpoint specific moments.
• Rapid AI summaries (under 10 seconds) with customizable templates.
• Automated generation of intelligent mind maps for visual understanding.
• The option to share the entire recording's outputs or specific parts with your team.

NOTE: DeepVo.ai prioritizes data security, employing end-to-end encryption to guarantee privacy protection for your sensitive meeting information. It is also free to get started.

Is It Permissible to Record a Zoom Meeting Covertly?

While technical means might exist to record Zoom meetings secretly, doing so can lead to severe legal repercussions in many jurisdictions, potentially resulting in civil damages or, in certain instances, criminal charges. In the United States, several states mandate all-party consent, while EU member states rely on GDPR to enforce personal data protection. Before recording any Zoom meeting, it is imperative to ensure you possess the appropriate permissions and that all participants are aware the meeting will be recorded. The most straightforward way to achieve this is to inform other participants in the meeting invitation email that you intend to record the session and how you plan to use the Zoom recording. It may also be prudent to reiterate, at the very beginning of the Zoom meeting, how recording the conversation and having it transcribed (e.g., using DeepVo.ai for enhanced analysis) will benefit the entire team.

Once they comprehend the advantages of Zoom recordings and how they can utilize the captured information to foster transparency and knowledge sharing, they are likely to readily agree. Indeed, a significant number of employees feel burdened by the volume of meetings they must attend, so avoiding redundant meetings held merely because no record of a previous discussion exists is highly advantageous.

Unlock Enhanced Value with DeepVo.ai

Now that you're acquainted with how to record a Zoom meeting even as a non-host, it’s time to delve into the supplementary benefits of using DeepVo.ai, the AI-powered service that seamlessly enhances your meeting content!

A. Precision Transcription & AI-Generated Summaries

With DeepVo.ai, you transform your recordings into highly accurate text. Supporting over 100 languages with up to 99.5% accuracy, these transcripts become searchable documents. Following this, the AI can generate concise summaries in seconds, highlighting key takeaways and action items, often with customizable templates to fit various meeting types. This saves immense time compared to manually rewatching and summarizing.

B. Structured Knowledge through Mind Maps

One of the standout features of DeepVo.ai is its ability to create intelligent mind maps from your meeting content. These visual representations help in quickly grasping the core themes, discussion flow, and relationships between different points. Mind maps are excellent for recall and can be easily exported as images for reports or presentations, offering a unique way to digest complex conversations.

C. Centralized Hub for Meeting Intelligence

DeepVo.ai enables you to build a searchable archive of your processed meetings. You can quickly find specific information within transcripts, review summaries, or refer to mind maps from past discussions. This ensures you are always well-prepared for subsequent meetings and that valuable knowledge isn't lost. This centralized repository promotes better team alignment and reduces the need for repetitive information-sharing sessions.

Common Questions About Capturing Zoom Sessions

1. How Can I Distribute a Zoom Recording?

If you've made a local recording, you can share it by sending the file via email or by uploading it to a cloud-sharing service like Dropbox or Google Drive. Paid Zoom account users can opt to share their Zoom meeting via a link to the Cloud recording, which they receive by email. If you missed the email, simply log into Zoom and navigate to the 'My Recordings' section. From there, click the 'Share' button next to the desired recording to obtain a shareable link from the pop-up window.

If you've processed your recording with DeepVo.ai, sharing is straightforward. You can distribute the generated transcripts, summaries, or mind map images via email or by uploading them to your preferred cloud services. This provides more versatile and digestible content for sharing.

NOTE: Processing recordings with DeepVo.ai works regardless of how you initially obtained the recording – whether via the Zoom desktop app, mobile device, or the Zoom web portal, as long as you have the audio/video file.

2. Where Can I Find My Past Zoom Meetings?

To view all your previous Zoom meetings recorded via Zoom itself, you must be logged into your Zoom application or web portal. You will typically be directed to a 'Meetings' or 'Recordings' tab. If you have numerous meetings, making it difficult to find a specific Zoom meeting recording, you can usually use a search bar within Zoom's interface.

With DeepVo.ai, your processed files (transcripts, summaries, mind maps) are securely stored and accessible through your account on their platform, organized for easy retrieval.

3. Will Fellow Participants Be Aware I'm Recording?

Regardless of how you choose to record your Zoom meetings (whether using Zoom's record button or a third-party tool), your teammates will – and ethically, should – know that you're recording the meeting. Zoom's built-in recording feature typically notifies participants. If using external tools, it remains your responsibility to inform all attendees, ideally before the meeting starts and again at the beginning of the session.

4. How Do I Record Separate Audio Streams in Zoom?

Here’s how to record multiple audio files in Zoom (this is a Zoom-specific setting):

1. Launch the Zoom desktop client and go to "Settings."
2. Select the "Recording" tab.
3. Enable the option "Record a separate audio file for each participant."
4. Record your Zoom meeting and save it to your computer.
5. Once your meeting concludes and the recording is processed by Zoom, open the recording folder. Inside, you’ll find an "Audio Record" subfolder. Here, you'll see each participant's separate audio file, with each audio-only track named after the unique participant.

5. How Can I Authorize Participants to Record Locally in Zoom?

Here are the steps for enabling local Zoom recordings for users in an account (requires admin privileges in Zoom):

1. Log into the Zoom web portal as an administrator with permission to edit account settings.
2. In the "Account Management" section from the navigation menu, click on "Account Settings."
3. Navigate to the "Recording" tab.
4. In the "Recording" section, use the "Local Recording" toggle to enable or disable this feature.
5. If prompted, click "Enable" or "Disable" to confirm your choice.
6. To activate additional features, select the desired checkboxes and then click "Save":
   • Save chat messages: This option allows hosts to include in-meeting chat messages in the local recording files.
   • Save closed captions as a VTT file: This enables hosts to save closed captions in the local recordings.
   • Hosts can allow meeting participants to record locally: This setting permits hosts to grant participants the ability to record locally.
7. To apply this setting for all users in your account, click the lock icon, then select "Lock" to apply the setting universally.

Begin Utilizing DeepVo.ai Today for Optimized Meetings!

Zoom's video and audio quality establish it as an essential tool for collaboration. However, what truly amplifies the effectiveness of your meetings is the practice of recording them and, crucially, extracting meaningful insights. If you aim to streamline this entire process, the DeepVo.ai AI service can handle the complex tasks of transcribing, summarizing, and visually structuring your meeting content from recordings, enabling you to concentrate on being fully present and engaged during your discussions and quickly access key information afterward.

Explore DeepVo.ai for free to personally experience all the advantages of transforming your meeting recordings into actionable intelligence!

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