options to recording webex

Recording a WebEx Meeting

Welcome to the Guide to WebEx Recording. This document presents the most commonly used methods for recording a WebEx session, lists existing resources for obtaining detailed information on different types of recording and discusses best practices for delivering a clear, crisp and efficient recorded event. 1. Why Record a Meeting? Recording a WebEx meeting, event, training session or presentation is an effective way to get the information to the users who were unable to attend “live”, and to archive the information that was presented during the event. Because the information is delivered via multiple channels, it is important that all aspects of the meeting are recorded: presentation, audio, Q&A, video, application sharing, annotations, chat, etc. Having the ability to edit the recording adds to the user experience, and posting the finished product on the internet or intranet allows multiple users to access the information at their convenience. 2. How can I record a WebEx Meeting? Three options are available today for all WebEx users.

• A: is to record your own meetings using the WebEx Recorder (integrated or standalone).

• B: is to use Professional Services to record your meetings and events and provide you with recorded files.

• C: is to use Network-Based Recording (NBR) to record your sessions, store the files on the WebEx servers, and provide your users with a clean links to view the content.

Below, we will explore all of these options. A: Recording your meeting or event using WebEx Recorder: Your meeting service site includes the WebEx Recorder, which lets you create video of all on-screen activity and capture audio, such as participants' talk in a teleconference. Using the recorder is easy, and more information is available in the WebEx Recorder User’s Guide. You can also choose to use a Standalone WebEx Recorder – a version of the WebEx Recorder that records on-screen activity on any Windows application or desktop. Unlike the WebEx Integrated Recorder, which is available only in the Meeting window, the standalone version is

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available offline, anytime. Using the standalone recorder, you can record applications or your desktop to create software demonstrations, training, etc. The recordings are created in the proprietary .wrf format. To play back the files that you recorded using your WebEx Recorder you will need a WebEx Player.

To record a teleconference for a meeting or a voice-over for a standalone session, you must connect the recording computer to a telephone using a phone recording adapter or a universal amplifier.

WHAT’S THAT?

Phone Recording Adapter is an adapter that connects your phone to your computer is required to record audio in a teleconference. DynaMetric is a recommended vendor that offers the TLP-120 and TMP-636 adapters. The TMP-636 adapter supports bi-directional audio between a phone and computer, which is useful for recording audio in UCF rich media.

You can use a Universal Amplifier as a phone adapter to record

teleconferences. WebEx recommends that presenters who often speak in teleconferences, Internet phone conferences, and standalone recording sessions use the Plantronics MX10 universal amplifier with the associated Plantronics headset.

Pros Cons

Easy to use, free, built-in (or downloadable) solution.

Recording and playback have specific hardware requirements, including minimal available disk space, RAM and sound card.

Captures all on-screen activity and audio (with additional hardware).

Additional hardware (including setup and maintenance) is required to record audio – such as phone recording adaptor or universal amplifier.

User has full control over the files, can e-mail them or post them on the Internet/intranet.

A computer microphone is required for Internet phone conferences or to record audio in a standalone recording session.

Editing is available using free downloadable WebEx Editor.

Because of the specific hardware requirements, it is recommended to designate a recording computer with the recommended system configuration.

Supports recording of Internet phone (VOIP) conferences (with additional hardware).

All recordings are stored locally on the user’s computer, requiring additional space (15-20 MB for a typical 1 hour recording), and limiting access to the files for other users unless the files are published on the web site.

PROS and CONS of using WebEx Recorder



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It is the user’s responsibility to publish and maintain the link to the recording. He/she will first be required to publish the files on the web site, and then publish the URLs for streaming playback.

Additional information on WebEx recording, playback and editing is available in the WebEx Recorder Job Aid, and the WebEx Recording FAQs. B: Have Professional Services record your meetings: To ease the process of recording and publishing the WebEx sessions, WebEx Professional Services offer the Premium Meeting Assist package. Customers who purchase this service receive edited, high-quality digital media file of their meetings. This eliminates the need for setting up your desktop or editing the recording.

Pros Cons Expert assistance for planning, handing and running your session (meeting, training or event).

While this may be appropriate for some high-profile events, this service may be not be cost-effective for all sessions.

Receive the edited, high-quality recording of your event.

Longer lead times for having the recoded event available for viewing and publishing.

PROS and CONS of using WebEx services

For recording C: Network-Based Recording Network-Based Recording (NBR) is the newest recording option available to WebEx customers on release WBS25 or higher. NBR enables users to capture all their session content, including audio for later playback or sharing. NBR recordings are saved to WebEx’s high availabilitystorage servers, which enable quick and easy access to and distribution of content. Unlike WebEx’s client side recording option, NBR is managed completely within the WebEx client and does not require the use of additional hardware, such as the phone recording adapter. The NBR Advantage: Meeting Experience:

• Easily start and stop recording • In-meeting recording indicator • Record attendee view • No hardware adapter required

Meeting Player:

• Meeting player is automatically downloaded with the streaming recording (this function is available in most customer environments, including highly secure locked-down systems).

• Player available for off-line viewing. • User can choose which streams to view (Q&A, polling etc). • Easy navigation within the recording.






File management:

• Small, streamable and downloadable file format. • Separated streams for video, document share, chat, etc. • Store, manage, publish, password-protect and download recordings. • File ready for playback in less than 30 minutes.

Using NBR: Using NBR for recording is easy. Simply start your WebEx session and select Start Recording from the Meeting menu1. You will be prompted to select which method you would like to use, client-side or Network-Based recording. Select NBR and set this as your default to avoid this prompt in the future.

After you select NBR, you will be asked to choose a teleconference to record. Your options are to not record audio at all, to record a WebEx teleconference (for WebEx Audio customers) or to record a third-party teleconference. The NBR service will establish a connection to the selected audio bridge. This usually takes 2-3 seconds for the WebEx Audio customers, and slightly longer for customers using third-party conferencing services, as the service must make a connection outside the WebEx network. Once the connection is established, you may start recording by clicking on the Start Recording button.

1 Only the session Host has access to NBR.



After you’ve started recording, a Recorder Panel will pop up on the host’s screen. The panel provides easy to use controls and details about the recording, and can be dragged to anywhere on the screen. When you are done recording, click the Stop button on the Recorder panel or end your WebEx session.

After your session has ended, the recording will be rendered and accessible from your WebEx account within 30 minutes. You can access your recordings from My Files -> My Recordings or from each Center’s homepage.

Click on the link to navigate to a complete list of your recordings. From here you can choose to play it back (stream), download, modify recording properties (change the name, add a description or add password protection) or delete the recording from storage. Basic editing functionality is available in NBR 2.2 (included in release WBS26). For more advanced editing, users can convert their .ARF recording files into Windows Media Files (.WMF) format.



To share a recording, click on the recording from your list. This will take you to a page that provides two unique links for the recording. The first is a streaming link and the second is a download link. This enables the recording owner to choose which method the viewers will use to access the content. Streaming does not require viewers to download and install any software before viewing your recording. The users will simply click on the link to start playback. If you choose to provide the recording via download, your viewers will need to download and install the player in order to view the recording.

Pros Cons Easy to record, modify, edit, store and share the recording files.

If the user wants to perform significant edits, the file must be converted to a third-party format.

No additional hardware is required for capturing high-quality audio. Recording files are stored on WebEx servers eliminating additional storage requirements on your computer. Recording files are streamed to the users with high quality, speed and reliability using WebEx’s technology and network.

3. Recording Best Practices Whether you are using WebEx recorder, relying on the WebEx professional services to do the job for you or enjoying the convenience of NBR, it is helpful to consider the following best practices for meeting or event recording:

PROS and CONS of using NBR

In order to maximize the quality of the recording and to record all aspects of the meeting: shared video, chat, annotations, presentations, Q&A, etc, NBR produces files in the .ARF format. ARF stands for “Advanced Recording File” and is a proprietary WebEx format for NBR recording files. If you would like to perform advanced editing of your recordings, you would need to convert your .ARF files into Windows Media Video (.WMV) format. Complete step-by-step directions for file conversion can be found in the NBR File Conversion Guide.

WHAT’S THAT?

NBR plays back the attendee view - it records and plays back everything that the meeting attendee can see and hear. Therefore private chat with the host or polling results that were not shared with the audience will not be included into the NBR recording.




Preparation and Audio

1. Practice, practice, practice! Set aside a few minutes before your meeting or event to familiarize yourself with the various elements of hosting a WebEx session – even if you are not new to the WebEx technology. For new users, try doing a dry-run meeting to make sure you are thoroughly familiar with the recording controls.

2. If you are not using integrated audio conference, practice connecting the recording service to

your teleconference number.

3. Login to the event five minutes early to allow enough time to connect the recordingservice to the teleconference. (NOTE: Recording must start within ten minutesof establishing a connection to the teleconference).

4. When possible, avoid using the speakerphone. Ideally, use a quality headset. If you

cannot use a headset, use your telephone handset.

5. If you can’t avoid using the speakerphone, remind participants that the meeting is being recorded and ask them to speak close to the microphone(s).

6. When using a speakerphone, try to reduce background noise by moving your computer

(fan noise, typing) away from the microphone(s).

7. When delivering a presentation or training, try to do it from a quiet room. Avoid large conference rooms to reduce echo.

8. Request that speakers who are not actively participating in the session mute their phone

lines until they are ready to speak. Presentation Sharing

1. If you plan to share a presentation, keep slide images simple, with large fonts, clean graphics and basic colors.

2. Avoid rapidly changing slides. Show each slide for at least 10 seconds.

For training or technical assistance call us at 1-877-283-7062.



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