A few weeks ago, we noted how the coronavirus outbreak is forcing employees worldwide to isolate and work from home.  Since then we have been looking at a number of tools that individuals and businesses can use to keep life ticking over during these challenging times.  

From Skype to Google Hangout to Zoom to GoToMeeting, there are a number of video conferencing tools that can keep you connected during this unprecedented moment in our world's history.

Today we are going to highlight how to record and transcribe a Zoom Meeting into text.

What is Zoom?

Zoom is a video and web conferencing service that allows participants from varied locations to get together, view, and listen to the same content. Zoom offers Zoom Meetings and Zoom Webinars.

Zoom Meetings are more collaborative.  Participants are able to screen share, turn on their video and audio, and see who else is in the meeting. The meeting attendees are capped at 1,000 for paid subscribers and 100 for free members. Additionally, Zoom Meetings can be conducted with Zoom’s basic account plan, which is free.

Zoom Webinars are more presentation orientated.  Attendees are only allowed to view the hosts video.  Only the host and designated panelists can share their video, audio and screen. Zoom Webinars can accommodate up to 10,000 participants with the right plan.  However,  Zoom Webinars are only available to premium subscribers.

Why Transcribe a Zoom Recording?

Ever notice the amount of information that is shared and the number of small decisions that get made in an hour business meeting?

When you record a Zoom Meeting and use an Automatic Transcription Software service to transcribe the audio into text you get a complete and accurate record of all that information and actions.

Not only does this eliminate the need of a note-taker, it means that everyone in the meeting can actively participate without having to worry about jotting down decisions and action items. Additionally, the transcription of a meeting can help speed up the distribution of minutes of the meeting to your team. This helps improve communication and transparency within a team.

To Transcribe a Zoom Meeting into Text, You'll Need:

  • A Zoom Account
  • A Zoom Desktop App (PC or MAC)
  • A Happy Scribe Account
  • 10 Minutes of Your Time

Steps to Record and Transcribe a Zoom Meeting

1. Go to the Zoom Website

If you don’t already have a Zoom Account, you can sign up and get a free account at https://zoom.us/signup.  You may need to download the zoom desktop app software to your computer or smartphone to get the platform to run smoothly, but this doesn’t take much time.

If you already have an account, click on ‘My Account’ and log in.

2. Click on 'Schedule a Meeting'

Click on 'Schedule A Meeting' and start entering the details for your meeting including giving your meeting a topic name, inserting a description, selecting the date/time/duration/and time zone.  

Zoom makes it easy to schedule a meeting.

As you scroll down you will see ‘Meeting Options.’ Select ‘Record the meeting Automatically.’ If you have a free account, you will only be able to record on your local computer.  However, if you have a Pro, Business or Enterprise paid account you will be given two options: ‘On the local computer’ and ‘In the cloud.’ Be sure to look at the pros and cons of Zoom recording locations before you choose.

Zoom Meetings allow you to record on the local computer or in the cloud,

Once you’ve made your selection hit 'Save'.

3. Start Your Meeting

At the scheduled date and time, log back into your account.  Click on ‘Meetings’ in the left side bar. Find your meeting. Click ‘Start’ Your meeting will start recording instantly.

4. Retrieve Your Recording

Zoom will automatically start converting the recording once the meeting has ended.

Zoom automatically coverts the recording once the meeting has ended.

Once the conversion process is complete, Zoom will automatically create a Zoom folder in the following paths on these devices:

  • PC: C:\Users\User Name\Documents\Zoom
  • Mac: /Users/User Name/Documents/Zoom

By default, the audio/video file (MP4) will be named Zoom_0.mp4. The audio only file (M4A) is named audio_only.m4a.

Alternatively, you can choose a file folder and a filename.

5. Sign Up to Happy Scribe

If you already have an Happy Scribe account, go to step 6.

Otherwise, to use Happy Scribe's Automatic Transcription Software, go to our signup page and submit your information.

Once you have successfully signed up, you can upload your Zoom Meeting recording on Happy Scribe. Happy Scribe offers a free trial to all new users.

6. Upload Your Zoom Meeting Recording

Click "Upload" to open a pop-up browser. Find your Zoom meeting recording and wait.

Happy Scribe will automatically covert the audio into text. It usually takes half of the file length to transcribe a file completely.

7. Proofread & Correct Your Zoom Meeting Transcript

Once your Zoom Meeting has been successfully transcribed, open the transcript to proofread and review your text. Potential errors will be highlighted in red to help you proofread your transcript.

8. Share the Zoom Meeting Transcript With Your Team!

Your transcript is done! It's time to share it with your team! Click on "Share" and copy your sharing link.

What Can You Do With Your Zoom Meeting Transcript?

Whilst the transcript is beneficial for accurate minutes of a meeting, the text can be used in lots of additional ways.  The Zoom Meeting transcript could be repurposed to create training tools, company-wide emails, and press releases. Moreover, it makes keyword searches of hundreds of company videos possible. The ways to repurpose your transcripts are endless!