Recording a narrated presentation via Microsoft Teams video call

Contents

This guide will explain how to record a narrated presentation via Microsoft Teams, from the video call function. The video call function can be used to screen share and record your desktop and any content displayed on your desktop, such as PowerPoint slides.

Before recording, please ensure you read our ‘top tips for recording content‘ guide. This guide is aimed at tutors and clinicians recording learning & teaching materials using a desktop computer or laptop. It includes some simple tips, such as setting up your equipment and recording environment, to produce the best possible quality for your recordings.

For teaching content delivered via PowerPoint presentations, please use the HYMS template. To ensure content is accessible, please be sure to enter text into the title text boxes on every slide. Click on the link above and enter your HYMS email account details to access the slides. From file choose to download a copy to save your own version on your desktop to edit. Please contact help@hyms.ac.uk if you do not have HYMS log in details and need to be sent the template directly.

Overview

Start a video call meeting in Teams
Start a recording of your presentation / present your content
Access and download a recording
Share your recording with the Learning Enhancement and Support team
Upload your recording directly to Echo360

Recording content is possible for HYMS Office 365 account holders with access to HYMS Microsoft Teams, and users who have other Office 365 accounts and full associated access to other versions of Microsoft Teams.

Guest level access does not give access to the full functionality required to record content. However, it is possible during a video call meeting to record a guest’s desktop view on their behalf. Please contact the Learning Enhancement and Support team at help@hyms.ac.uk to arrange a video call where we record content on your behalf. The following guidance will still be of use in terms of preparing your presentation and joining a call. Please also see our other pages related to guest access to a Teams video call and guest member access to a Team; creating video meetings in Microsoft Teams and adding an external guest to a HYMS Microsoft Team

Start a video call meeting in Teams

Open Microsoft Teams from a browser or the app. Please see further guidance on the following help page; accessing Microsoft Teams.

From a browser, only Google Chrome or the latest version of Microsoft Edge will allow screen sharing. Mac users may be prompted to change privacy settings to screen share, and window sharing isn’t available for Linux users.
Click on the meet now option from your Teams calendar to start a video call (please click on the following link for further guidance; creating video call meetings in Microsoft Teams).
You will now see an option to join now. Before you join, select devices to check that your preferred device settings are selected for audio and video input. Also check the audio icon indicates audio is on (a line through the icon means it is off).You can choose to turn off your video by double clicking on the video icon. This will mean your webcam will not show your image. If you leave your video on, your image will appear in the bottom right-hand corner during your recording. If you turn it off, it will show your initials or your saved profile picture.
Click on join now when you are ready to start.

Start a recording of your presentation

It is strongly advised to complete the following steps with a test recording of a few minutes duration to check you are happy with the recorded view of your content and the sound quality.

If you make a significant mistake, start the narration of a particular segment / slide from the beginning again, whilst keeping the recording going. Make a note of when it happened. It is possible to trim the start and end of a recording and also cut out an unwanted segment / slide narration. It is not possible to easily cut out many minor mistakes in a flow of uninterrupted speech. If you make many mistakes, the easiest thing to do is to start a new recording.

Navigate to your desktop and open your PowerPoint slides or other content you wish to narrate over (for example an image, a Word document, a website in your browser).
Navigate back to the Teams video call you have started.
Select more options/ start recording from the call menu bar. As explained above, if you are a guest, you will need to have arranged a call with a non-guest to record on your behalf.
In the call menu bar now choose to screen share your desktop (please click on the following link for further guidance; screen share during a video call in Microsoft Teams).

Choose from the listed options to share:

your desktop (useful if you want to share views of multiple items you are accessing – browser windows, your desktop, and files etc,.)
a browser window only (useful for sharing a view on one item you are accessing – a browser window, a file you have open etc,.)
a PowerPoint file only

It is preferable to share a view of a PowerPoint file that is open on your desktop. If you share and display a PowerPoint file in Teams, the image may be slightly compressed or framed by additional content in Teams.

Present your content

If you are presenting only slides, navigate to your PowerPoint slides on your desktop and open slide show view.
You can now present your slides and narrate over the content.Your voice and the slide show view of your slides will be recorded, as well as either your image in the right-hand corner or your initials / profile picture.
To stop sharing, navigate back to the meeting tool bar in Teams and select stop sharing.
To stop recording, navigate back to the meeting tool bar and select stop recording.

As soon as you select record, you will be recording everything you are sharing. Please ensure you have checked there is nothing you have open / displayed that you do not want in a recording.

Access and download a recording

In chat in Teams, you will see the ‘meeting’ listed that you set up above with a notification that a recording is now ready. This may take a while to appear. If someone set this up on your behalf because you are a guest, they will see this notification in their chat history. They can download and share content with you if required.

If the recording was done via a meeting in a Teams channel, the recording will appear in the meeting chat for that Team’s channel. The option to download content will appear as displayed in the screenshot below.

These recordings will be available in Teams channels / meeting chats (shortly after the meeting ends) for 21 days. After 21 days, the meeting recordings will be deleted. It is important to download content as soon as possible. Please see further guidance on the following help page regarding sharing downloaded content; https://docs.microsoft.com/en-us/stream/portal-upload-teams-meeting-recording

You can notify the Learning Enhancement and Support team that you have made a recording at help@hyms.ac.uk. We will then be able to transfer your recording to the Echo360 platform and share your content in Blackboard, as required.

One method of sharing your recording with us is to upload it to OneDrive.

Log in to your HYMS Office 365 account and navigate to OneDrive. Please see our help pages at the following links; access your HYMS email via a Web Browser and sharing OneDrive and Microsoft Teams files.
Choose to upload a file and upload your recording.
Once the recording is uploaded, right click on the file and choose to share.
You can specify to share the link with editing rights to an individual’s email address.

Upload your recording directly to Echo360

HYMS staff with the required level of access to Echo360, can also upload content directly to Echo360.

Log in to the Echo360 online platform.
Log in with your HYMS details in the format hyxxxx@hyms.ac.uk + HYMS password. Then log in with your username (hyxxxx) + HYMS password.
Click on create in the left-hand corner on the homepage.
Select upload media and upload your recording.
Navigate to library on your Echo360 homepage. Search by date order. Once it is processed, your recording will appear as a recent upload.
You will then be able to share your content. Hover over your recording and click on the more actions icon. Choose to share / then share to a class/ then search for the appropriate course location.
You can share your content to an Echo360 course area, then create a link to it in Blackboard. Please also see the following help page regarding linking content on Blackboard; adding an Echo360 video to Blackboard