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How to record your online meetings in 4 easy steps

Ring Central Blog


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7 min read

Some of us already spend countless hours stuck in meetings, so why does recording them for reference later sound like a good idea? Well, for some obvious yet overlooked reasons:

Plus, with more work taking place remotely, an extra cup of coffee doesn’t always help with staying engaged and focused during virtual meetings. Let’s face it—it can be easy to tune out during remote calls when there isn’t the same level of physical accountability. That’s all the more reason why recording virtual meetings can be a helpful way to adjust to a remote work lifestyle. 

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Specializing in providing intuitive ways of virtually communicating with colleagues and customers, we’ve created a set of guidelines to help you get started with recording your next online meeting. We recognize there’s more to it than pressing Start and Stop, and so this post focuses on helping you tackle specific challenges you may come across.

We’ll look at how to record an online meeting in four steps—skip ahead if you’d like:

🔍  Are you thinking about getting a new online meeting tool and unsure how to get started? Here’s a checklist to help you pick the right one for your business.

👀   Get this free checklist to pick the right online meeting tool for your business.


4 steps to recording your online meetings

1. Choose the right meeting recording software

To start recording online meetings, the most important thing you need to have is a communications tool that supports this feature and is easy to use. Beyond just having the ability to record though, this tool should let you access recordings instantly and allow you to share it quickly.

When considering a tool that gives you the ability to do these three things well, just remember that not every software is built the same—some come with advantages that others don’t. Try to choose one that’s intentionally designed to account for every aspect of the recording process so that you can focus on the meeting itself and let the technology do the work for you in the background.

Here’s a helpful set of criteria for things you should consider when choosing your next meeting recording tool:

2. Create the recording

Nice! You’ve picked the right software to use. The next step is to actually get to recording. Typically, this step is pretty obvious. There should be a notable recording icon that allows you to start, pause, and resume your capture of the meeting:

recording an online meeting in RingCentral Video

Just make sure you’ve selected this before your actual meeting starts and not in the middle of it.

Here’s an example of what recording a meeting looks like with RingCentral Video (note that whatever video conferencing software you’re using, there should be some visual indication that the recording is happening successfully):

record online meeting example in RingCentral Video


Ready to take it a step further? You can try automating your recordings or even using keystrokes to start them. Here’s are two examples of situations where you might want to do that:

Common problem 1: You forget to record a lot of the meetings you intend to, sometimes because they happen so unpredictably, or maybe just because you’re used to in-person meetings and it’s not a habit you’ve picked up (yet!).

Solution 1: Set up automatic recording for all incoming or outgoing calls for desktop and mobile. If you’re the administrator for your business’s video conferencing or screen sharing software, you can even enable this for your entire team. Note that not every tool supports this feature; if it appeals to you, RingCentral is a popular option that allows you to do this.

Common problem 2: You want to record a phone call but the screen is small, the record icon isn’t obvious, and you can’t seem to figure it out on the spot.

Solution 2: Use on-demand recording, which lets you record a call anytime using a keystroke. With RingCentral, it’s as simple as pressing *9 (star 9) on a phone’s dial pad.

3. Access the recording

You’ve got your meeting recording, but where do you go to find it? Actually, this should be something you figure out before you hit record.

There are a couple of ways recordings are stored. Usually, either they’re automatically saved in a dedicated location within the tool, or you’ll have the option to manually choose a location for where recorded files go. 

💡 Pro-tip: 

You’ll be accessing this file location a lot, so select one that’s easy to get to and consider creating a shortcut for it on your desktop.


Common problem: You’ve successfully recorded every important meeting in the last month, but now that you’ve got over 50 recordings stored, it’s hard to find exactly what you need quickly. 

Solution: The ability to sort, filter, and search through your repository of recordings is not just a nice to have feature, it’s a need to have if you’re going to be regularly referring back to previous recordings.

4. Share the recording

If you’re frequently sharing recorded files with others (both in and outside of your organization), then having the ability to conveniently do this is paramount. You want to make sure there’s versatility in the playback options supported. (As in you want to be able to stream a recording, not just download it!) 

Common problem: You frequently need to share recorded files, but attaching a file size of 100MB+ in an email is just not feasible.

Solution: Make sure your meeting recording software supports hosting the video or call file so that all you need to do is share a clickable link for others to access your recording. This eliminates the need for your teammates= to download a large file every time.

💡 Pro-tip: 

With RingCentral, an automatic email is sent to the meeting host after the recording has been processed with a link to view it. The host can then share the link with others or simply forward the email along:

online meeting recording file

🕹️ Get a hands-on look at how RingCentral works by booking a product tour:

💰 You can also use this calculator to see roughly how much your business could save by using RingCentral to support your team’s communication with each other—and clients.

Remember, online meeting recordings are more than just files for the archive

The ability to record virtual get-togethers shouldn’t just stop at team meetings or status updates. 

Think of any situation where:

As you’re probably realizing, recorded meetings shouldn’t be thought of as a dusty archive that takes up valuable storage space.

Instead, consider the possibilities above to create efficiencies in your workday or to improve your current workflow processes. From training sessions for new hires to important documentation for big projects, online meeting recordings can be super useful—just depends on how you use them.

Originally published Jul 08, 2020, updated Feb 25, 2021

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