Instructions to Speakers – Prerecording Presentation

If you are pre-recording your session for a WUPCHS webinar, note your video submission will be your final submission, so please review and make all final edits to your presentation before recording your video. Additionally, review your video file before submitting to WUPCHS.

(With thanks to CHSS/ECHSA for the foundation of these instructions)

How to Record Your Presentation for a Virtual Meeting Using Zoom

STEP ONE: Prepare Your Content

This may be the most difficult step, because most likely, you will need to finalize your presentation several days before the conference. The actual recording of your presentation only takes as long as your actual presentation length, so make sure you are aware of any deadlines ahead of time.

With key dates in mind, it’s time to go through your PowerPoint®, Keynote®, PREZI®, or other presentation software with a careful eye to detail:

  • Remember to proof your slides individually, to be certain that your content is final. If you have a team that can review your presentation prior to your recording, this will save you potential re-recording or editing steps.
  • Include a presentation title slide during your audio introduction with your name, organization, and abstract title. We provide a handy template file to use
  • Many industries require that you include a disclosure slide. It’s best to add this immediately after your title slide. If you have no disclosures, please state during your narration that you have no disclosures while recording this slide.
  • Zoom allows you to record “laser pointer” or mouse movements. Use the pointer to make a circular motion around any key elements of your slides for emphasis. When not using your mouse as a pointer, remember to move it off the screen or to a corner of your slide.
  • Do not simply read your bulleted presentation content. Instead, develop scripted bullet points that enhance the content of each slide. This will make the listening and viewing of your video presentation much more interesting, and allows you to provide more information than the physical space of each slide. It also helps to keep your narration sounding “live,” versus scripted.
  • Practice and time yourself giving your presentation, to ensure that you stay within the maximum video length that is allowed for your time slot. Ask your event contact if you must leave time for Q+A, or if you can use your full time slot for the recorded presentation. Keep in mind that if your pre-recorded video submission runs long, the conference organizers may choose to not include you in the virtual event.

STEP TWO: Set Up Your Recording Studio

This might seem like a no-brainer, but once you do a test-record, you may find that your kitchen is louder than you thought. Find a quiet place and use the best equipment you have available.

  • Determine the best location and time to record your presentation. This may be late in the evening or early in the morning, when there are fewer distractions and less background noise.
  • Remember that even a quiet HVAC unit may sound louder on your recording.
  • The closer you are to your microphone, the higher the quality. Do a test record to confirm you are happy with the quality. Too close, however, and your voice might be distorted.
  • Raise your webcam to eye level or above.
  • If you use an external keyboard or mouse, they may be louder on the finished video than you think, so keep this in mind and listen to your test recording.
  • If your embedded videos include audio, plug headphones into your audio jack or mute the speakers. You do not want to “double-record” the audio by the software and through your microphone at the same time.
  • Turn off your cell phone and unplug any other phones or devices that may unexpectedly turn on or make noise during your recording session.
  • If possible, set up your recording session so the speaker view includes you along side your slides. This helps the audience connect to you as the speaker.
  • Don’t forget to start your recording with an introduction that includes your name, organization and presentation title. And if you need to mention any disclosures, do so at the start of your presentation.
  • Pretend that you are presenting to a “live” audience. Use bullet points and don’t read a script. Look at your webcam as much as possible.

STEP THREE: Press Record!

You’ve finalized your content, proofed for errors, and practiced your timing. Now it’s time to record.

You may use Zoom already for your online meetings, so taking it step further by using it to record your presentation may be the best plan for you. The best part is, you do not need anyone else to be on the call; you can do this all by yourself, even with the free version of Zoom.

If you are recording a Discussant presentation, you will not need to share your screen; simply record your webcam only.

Open Your PowerPoint Presentation

First, open your PowerPoint presentation and click “Slide Show” Then click “Set Up Slide Show.” Under “Show Type”, choose “Browsed by an Individual (Window)” as this will allow you to present in slideshow view without being in full-screen mode. Click “begin the slide show.” Finally, click “Play from Start” or “From Beginning” to start the slide show.

Open the Zoom App and Share Your Content

Now it’s time to start a New Meeting within Zoom. If you are asked to choose an audio conference option, click “Join with Computer Audio.” At the bottom of the Zoom window, click on the “Share Screen” button. A window opens, showing the various options you have for sharing. Click on your PowerPoint presentation.

If your presentation includes any sound files or videos with audio, make sure check off the box titled “Share Computer Sound.” You can also check the box to “Optimize Screen Sharing for Video” if your presentation includes a video. Finally, click the “Share” button. You should see a green outline/box appear around your PowerPoint presentation window.

Set Up Your Webcam Window

You should also see your webcam window. If others are on the call with you, make sure you set it so that you only see your webcam, not a “stacked” gallery of all webcams. This comes in handy if you are co- presenting, but generally we only want to see you during your pre-recorded presentation. Go ahead and reposition and re-size your webcam window. Drag it right to the top-right edge of your PowerPoint window. Do not drag your webcam OVER your PowerPoint; the webcam will be recorded even if it is outside of the green box.

*If you leave your webcam over your content, Zoom will record that, and your webcam will be covering your presentation content.

Start Your Zoom Recording

When you begin “sharing” within Zoom, the control bar minimizes and moves to the top of your Zoom window. If you hover your mouse at the top of the window, you will see the full set of Zoom controls. First, make sure you are muted. To being your recording, click the “…More” button, then select “Record on this Computer.” You may also choose to “Record to the Cloud.” You are now recording and can begin speaking and clicking through your slides.

If you seem to have lost control of slide advance, first click the PowerPoint window to focus your keyboard and mouse commands to that window.

If you plan on sharing more than one presentation, document, website, etc., you can click on “New Share” in the Zoom control bar, select the new window you wish to share/record, then click “Share.”

Stop Your Zoom Recording to Save Your Video File

When you are finished with your presentation click the “…More” button under the Zoom controls. In order for the recording to be saved, you must click “End Meeting”, and then “End Meeting for All”. This initiates the transfer and preparation of the recording.

STEP FOUR: Sending the File To WUPCHS

Verify with the WUCPSH office about where to send your recording. Email might be best, but if the file is particularly large, we may offer you a cloud folder location to deposit it in.