How to Record a Webex Meeting

Virtual meetings have become an integral part of professional communication, with platforms like Webex leading the way. Whether you’re hosting a critical business discussion or attending a valuable training session, recording meetings has become essential. 

Recording ensures you can revisit important details, share insights with colleagues, and maintain an accurate record of your interactions. 

This article will guide you through the process of recording a Webex meeting, providing you with the necessary steps to capture your sessions effectively. Whether you’re a seasoned user or new to the platform, understanding how to utilize this feature can enhance your productivity and ensure that no valuable information is lost during your meetings.

Why Record Webex Meetings?

Recording your Webex meetings provides a valuable resource for future reference and sharing. Here are some key reasons to record team meetings with Webex.

• Training and Onboarding: Recordings serve as excellent training materials for new hires or team members who need to get up to speed on a project. They can review the content at their own pace and refer back to important points as needed.
• Sharing with Absent Colleagues: When team members can’t attend a live meeting, a recording ensures they don’t miss out on critical information. They can catch up on the discussion and stay in the loop, even if they can’t be there in person.
• Documentation and Compliance: In some industries, meeting recordings are necessary for legal or compliance purposes. Having a clear record of what was discussed and decided can be invaluable in case of disputes or audits.
• Transcription and Analysis: With a recording, you can transcribe the meeting content into text, making it searchable and easier to analyze. This allows you to quickly find key points, extract action items, and gain insights from the discussion.
• Maximizing Meeting Value: Recording ensures that the valuable information shared in a meeting doesn’t disappear once the call ends. You can revisit important ideas, share the recording with a wider audience, and maximize the impact of the time invested in the meeting.

How to Record Webex Meetings

Webex makes it really simple to record meetings with built-in features to support this. Here’s how you can enable Webex’s recording features.

1. Start or Join a Webex Meeting

To record a Webex meeting, you need to be the host or have permission from the host to record. If you’re the host, start your scheduled Webex meeting as usual. If you’re a participant, join the meeting using the invitation link provided.

Once you’re in the meeting, check that your audio and video settings are configured correctly. You can do this by clicking the “Audio” and “Video” buttons in the Webex control panel. Make sure your microphone and camera are working properly, and that you’re connected to the right audio source.

If you’re the host, you can also set up any necessary meeting options, such as muting participants on entry or requiring a password to join. These settings can be adjusted in the “Meeting Options” menu.

When you’re ready to start recording, look for the “Record” button in the Webex control panel. It’s usually located in the bottom right corner of the screen. If you don’t see the “Record” button, it may be hidden under the “More” menu.

2. Access the Recording Options

Once you’re in the Webex meeting, look for the “Record” button at the bottom of the meeting window. It should be clearly visible in the control panel, along with other options like mute, video, and share screen.

If you don’t see the “Record” button, there are a few possible reasons:

1. You’re not the host: In most cases, only the meeting host has the ability to start a recording. If you’re a participant and need to record, ask the host to grant you recording permission or to start the recording themselves.
2. Recording is disabled: Depending on your organization’s Webex settings, the recording feature may be turned off by default. If this is the case, you’ll need to contact your Webex administrator to enable recording for your account.
3. You’re using an older version of Webex: If you’re running an outdated version of the Webex software, the recording option may not be available. Make sure you have the latest version installed to access all the current features.

Assuming the “Record” button is visible and clickable, you’re ready to move on to the next step and choose your recording preferences.

When you click “Record,” Webex will present you with a few options for how and where to save your recording. The two main choices are to record to the cloud or to your local computer.

3. Choose Your Recording Preferences

When the recording options appear, select your preferred recording destination: cloud or computer. For most users, cloud recording is the best choice. It automatically uploads the video and audio to your Webex account, making it easy to access and share the recording from anywhere.

If you have limited cloud storage or need to keep the recording offline, you can choose to record to your computer instead. This saves the recording as an MP4 file on your local device, giving you direct control over the file.

It’s important to keep in mind that the cloud storage feature is only available for individuals on the paid plan. If you’re on the free plan of Webex, you will not have access to this feature.

Along with the recording destination, you may see additional options like automatic transcription or recording layout. Automatic transcription, available with some Webex plans, creates a searchable text version of the meeting audio. If this feature is available and you need a transcript, enable it before starting the recording.

The recording layout option allows you to customize how the recording appears, such as showing only the active speaker, displaying a grid of all participants, or including shared screens. Choose the layout that best fits your meeting content and purpose.

4. Start Recording

Once you’ve selected your recording preferences, click the “Record” button to start capturing the meeting. All participants will hear a verbal confirmation that the recording has begun.

During the recording, you can pause and resume as needed by clicking the “Pause” button. This is handy if there are breaks or off-topic discussions you don’t want to include in the final recording.

As the meeting progresses, Webex will capture all the audio, video, and screen sharing content according to your chosen layout and settings. Participants can continue to interact normally, and the recording will capture everything seamlessly in the background.

If you need to switch layouts or adjust settings during the recording, you can do so using the options in the Webex control panel. For example, you might want to switch from showing just the active speaker to displaying a grid of all participants, or you may need to mute your microphone temporarily.

Keep in mind that the recording will capture everything that happens in the meeting, so it’s a good idea to inform participants that they’re being recorded and to avoid discussing sensitive or confidential information that shouldn’t be included.

As the host, you can also use the “Pause” button strategically to create breaks in the recording. For instance, if there’s a long discussion that goes off-topic, you can pause the recording until the conversation returns to relevant material. This can help keep the final recording focused and easier to navigate.

You can find the pause button by clicking the same “Record” button that you pressed to start the recording.

5. Stop Recording

When you’re ready to finish, click the “Stop Recording” button in the Webex control panel. This will end the recording and begin processing the video file.

For cloud recordings, Webex will automatically upload the video to your account and send you an email with a link to access it. Depending on the length of your meeting and the amount of content recorded, processing may take a few minutes.

If you choose to record to your computer, Webex will save the recording as an MP4 file in your designated location (usually your Documents folder by default). The file name will typically include your or the host’s name along with the date and time of the meeting.

Once the recording has finished processing, it’s a good idea to check that everything was captured correctly. For cloud recordings, click the link in the email to open the video player and review the content. If you recorded locally, navigate to the saved MP4 file and play it back to ensure the audio and video quality is satisfactory.

If you notice any issues with the recording, such as missing content or poor audio, you may need to adjust your settings for future meetings. Double-check your microphone and camera setup, and ensure you have a stable internet connection to minimize disruptions.

With the recording successfully completed and reviewed, you now have a valuable resource to share with your team, refer back to for important details, or use for training and documentation purposes.

6. Access and Share the Recording

After stopping the recording, Webex processes the video file. For cloud recordings, you’ll receive an email with a link to access the recording. Simply click the link to open the video player and review the content.

You can find all your cloud recordings under the “Recordings” tab on the Webex site. From there, you have several options:

1. Play: Click the play button to watch the recording directly in your web browser.
2. Share: Use the “Share” button to copy the recording link or send it via email. You can control whether viewers need to log in or enter a password to access the recording.
3. Download: Click the “Download” button to save the MP4 file to your computer. This is useful if you need to edit the video or store it locally.
4. Delete: If you no longer need a recording, click “Delete” to remove it from your Webex account.

For local recordings, browse to the location where you saved the MP4 file on your computer. The default save location is usually the “Documents” folder on Windows or the “Movies” folder on Mac. You can play the recording using any compatible video player, such as Windows Media Player or QuickTime.

To share a local recording, you can either attach the MP4 file directly to an email or upload it to a cloud storage service like Google Drive or Dropbox. This allows you to send a link to the recording instead of a large file attachment.

When sharing Webex recordings, consider your organization’s policies and the sensitivity of the content. You may need to restrict access to certain recordings or ensure they’re shared securely.

7. Transcribe the Recording

If you’re looking to genuinely maximize the potential of your online meetings, running your recordings through a transcription software can be a great idea. Transcription unlocks a whole new realm of possibilities for organizing, analyzing, and repurposing your meeting content.

Transcription makes it easy to:

1. Search for specific topics, keywords, or speakers within the recording
2. Quickly skim the content and jump to relevant sections
3. Extract key insights, action items, and decisions from the discussion
4. Create written summaries, notes, or follow-up materials
5. Generate captions or subtitles for better accessibility
6. Translate the content into other languages for global teams

If you’re looking for a transcription software that is reliable, accurate, and secure enough to keep sensitive company information safe, Sonix is your best option. 

Sonix stands out as a top-tier transcription service, boasting 99% accuracy across its impressive support of 49+ languages. This ensures that your transcriptions are both precise and versatile. 

When it comes to uploading key company data, Sonix’s impenetrable security has our back. Sonix offers SOC 2 Type 2 compliance, robust encryption for data storage and transfer, two-factor authentication, secure servers, and regular penetration testing. 

Additionally, Sonix’s advanced AI analysis features provide powerful tools for thematic analysis, tone detection, entity detection, and summaries. Apart from that, Sonix integrates directly with the Cisco Webex app so you can conveniently transcribe your recordings without extra effort.

These features make it more than just a transcription service—Sonix is an invaluable resource for gaining deep insights from your audio and video content.

How to Transcribe Your Webex Meeting with Sonix

Transcribing your Webex meetings with Sonix is a seamless process that allows you to convert your audio or video files into accurate, readable text. Here’s a step-by-step guide to help you make the most out of Sonix’s powerful transcription services.

1. Log into Sonix

Start by logging into your Sonix account. If you don’t have an account yet, you can quickly sign up on their website. Once logged in, you’ll have access to a dashboard where you can manage your files and transcriptions.

2. Upload Your File

To transcribe your Webex meeting, upload the recording file to Sonix. Sonix supports a variety of file formats including MP4, MP3, WAV, and more. Additionally, you can upload files directly from cloud services like YouTube, Dropbox, or Google Drive by simply pasting the link. This flexibility ensures you can easily access and transcribe your recordings, regardless of where they are stored.

3. Select the Language and Confirm Settings

Once your file is uploaded, you’ll be prompted to select the language of the recording. If you’re unsure or want to simplify the process, Sonix offers an auto-detection feature that identifies the language automatically. 

You’ll also have the option to enable speaker identification, which is particularly useful for meetings with multiple participants, as it helps distinguish between different voices in the transcription.

4. Transcribe Your Recording

After confirming your settings, initiate the transcription process. Sonix’s AI-powered transcription engine will begin converting your audio or video file into text. 

The process typically takes a few minutes, depending on the length and complexity of the recording. Once the transcription is complete, you’ll receive an email notification letting you know it’s ready for review.

5. Double Check the Transcription

Before finalizing your transcription, it’s a good practice to double-check the text using Sonix’s in-browser editor. This editor allows you to listen to the recording while following along with the transcription, making it easy to catch and correct any errors. 

The editor also offers tools for adding timestamps, notes, and identifying speakers, ensuring that your final transcription is as accurate and useful as possible.

6. Export the Transcription or Burn Subtitles into the Video

Once you’re satisfied with the transcription, Sonix offers a wide range of export options. You can download the text in various formats, including VTT, SRT, PDF, and DOCX, depending on your needs. 

Additionally, if you want to make your video content more accessible, Sonix allows you to burn subtitles directly into the video. This feature is particularly valuable for creating accessible content or for sharing videos with non-native speakers.

By following these steps, you can efficiently transcribe your Webex meetings with Sonix, ensuring you have accurate and accessible records of your discussions. Whether you need a written transcript for reference or want to enhance your videos with subtitles, Sonix provides the tools to make the process easy and effective.

Tips for Recording Better Webex Meetings

Recording a Webex meeting effectively requires more than just hitting the record button. By taking a few extra steps, you can significantly improve the quality of your recordings, making them more valuable for future reference or sharing. Here’s how:

1. Prepare Ahead of Time

Preparation is key to ensuring a smooth and successful recording. Start by checking your equipment—make sure your microphone, camera, and any other necessary devices are functioning properly. 

It’s also crucial to have a strong and stable internet connection to avoid disruptions during the meeting. If possible, conduct a test recording beforehand. This allows you to identify and resolve any potential technical issues, ensuring that the actual meeting goes off without a hitch.

2. Inform Participants

Transparency is essential when recording meetings. Before the meeting starts, inform all participants that the session will be recorded. This not only ensures that everyone is aware and consents to being recorded, but it also gives participants the opportunity to prepare accordingly, whether by adjusting their settings, ensuring their environment is appropriate, or simply being mindful of their contributions during the meeting. 

In some states and countries, recording people without their permission can be a violation of privacy laws. However, since Webex clearly announces that the meeting is being recorded, it’s unlikely that you accidentally end up violating any laws. However, clear communication about this beforehand is just an ethical way of ensuring participants are okay with being recorded.

3. Minimize Background Noise

The quality of your recording can be significantly impacted by background noise. Choose a quiet location for the meeting and take steps to minimize potential disruptions. Encourage participants to do the same, and remind them to mute their microphones when they are not speaking. 

This simple step can greatly reduce unwanted noise, such as typing, shuffling papers, or background conversations, resulting in a cleaner, more professional recording. Additionally, consider using noise-canceling headphones or a dedicated microphone to further enhance audio quality.

Maximizing the Value of Webex Meeting Recordings with Sonix

Recording Webex meetings is a powerful way to capture and preserve the important discussions, presentations, and decisions made during your online sessions. By recording these meetings, you ensure that nothing is lost, allowing you to revisit and review the content whenever needed. 

This is especially valuable in today’s remote work environment, where virtual meetings have become a crucial part of business operations. Whether for training purposes, sharing with absent colleagues, or keeping a detailed record for compliance, recording your Webex meetings provides a wealth of benefits that extend far beyond the initial conversation.

However, recording is only the first step. To truly unlock the value of your Webex meetings, it’s essential to convert those recordings into searchable, accessible text. This is where Sonix comes in. Sonix offers an advanced transcription service that seamlessly transforms your recorded audio and video into accurate text, making it easier to analyze, share, and repurpose the content. 

With Sonix, you can quickly extract key points, action items, and insights from your meetings, ensuring that every important detail is captured and put to use. The ability to search through transcripts for specific topics or decisions adds an extra layer of utility to your recorded content, making it a vital tool for effective collaboration and productivity.

By choosing Sonix to transcribe your Webex recordings, you’re not just preserving the content—you’re enhancing it. Sonix’s transcription services allow you to maximize the impact of your Webex meetings by turning raw audio and video into structured, actionable information. 

Try Sonix’s free trial today and get 30-minutes of free transcription. No credit card required. 

How to Record a Webex Meeting: Frequently Asked Questions

Can I Record if I’m Not the Meeting Host?

Only the host can start a recording by default. However, the host can give recording permission to specific participants, allowing them to record as well.

How Do I Record a Webex Meeting on My Phone?

You can record from the Webex mobile app by tapping the “Record” option under the “More” menu. This feature is available on both iOS and Android devices.

Are Webex Meeting Recordings Secure?

Webex recordings are protected by encryption. Meetings can require a password to access the recording, adding an extra layer of security to your content.