Pre-recording instructions

Pre-recording instructions

In order to ensure that the conference runs smoothly, all authors are kindly asked to record their presentation in advance and to upload it to ConfTool. During the conference, presenters can choose whether they prefer to give their presentation live (in which case the recording serves as backup if technical problems occur) or whether the recorded video should be played back. Presenters must, however, attend the online session to which their paper is assigned, as the presentations are followed by a discussion with questions.

Please note that the recorded presentations will not be made publicly available on the internet. However, registered conference participants will be able to watch (not download) the videos during the conference and for two months afterwards.

Presenters are free to choose how to record their presentation. For authors who are not familiar with recording presentations, we have prepared a recording guideline with different recording options. Recorded presentations must be uploaded to ConfTool as .mp4 (preferred) or .avi files. The maximum file size is 200 MB.

Recording options


Recording with PowerPoint

PowerPoint 2010 or newer versions offer the feature to export a "narrated presentation" as a video. Please use the following link for instructions of how to record a slide show with narration (Microsoft`s official guide): Record a slide show with narration and slide timing.

Please follow the link below for further information on how to export your presentation as an .mp4 video (which you can subsequently upload in ConfTool): Turn your presentation into a video.


Recording with Keynote (For Mac)

Please follow the link below for further information on how to export your presentation as a video with Keynote (which you can subsequently upload in ConfTool): Record Keynote presentations on Mac.


Using screen recording

For Mac – use the screen recording feature built into QuickTime Player (see https://support.apple.com/en-us/HT208721)

For Windows – use built-in video capture tool called Game box. It can easily capture video of screen activity from your web browser, Windows applications, and many other programs. Any screen activity you record is automatically saved as an MP4 video file.

First, make sure that Game Bar is enabled. Open Settings > Gaming > Game bar and turn on the switch to Record game clips, screenshots, and broadcast using Game Bar, if it's not already on.

To select the folder location you want to save your recordings, go to Settings > Gaming > Captures. Click the Open folder button and choose a preferred folder.

(1) Open presentation

♦ Open your presentation in PowerPoint or any other presentation program (You cannot start a capture from the Windows desktop or File Explorer).

♦ Enter the presentation mode.

♦ Press Win+G to open the Game Bar. Several Game Bar widgets pop up with options for capturing screenshots, controlling your video and audio, and viewing your Xbox social account. The pane also displays the name of your current app, file, or window as the source for the video capture.

(2) Record presentation

♦  Click the Start Recording button to capture your screen activity. Instead of going through the Game Bar pane, you can also just press Win+Alt+R to start your recording. The first time you choose to record screen activity from a specific application or window, Game Bar needs your permission. Click the checkbox to "Enable gaming features for this app to record gameplay." Click the Start Recording button again, and the video capture starts.

♦  The Game Bar widgets vanish, replaced by a small floating bar in the upper-right corner of the screen through which you can control the recording.

♦  Do your presentation.

♦  To stop the recording, click the Recording button on the floating bar. A notification appears telling you that the game clip was recorded. Click the notification, and File Explorer opens to the specified location.

(3) Upload file

♦  Upload the .mp4 file with the recorded presentation in ConfTool.

Game Bar does impose certain system requirements, including the right type of graphics card. If Game Bar is not supported on your computer, there are other options:

♦  Flashback Express (very easy to use, free forever),

♦  Free screen recorder,

♦  TechSmith Snagit (free 15 day trial) – available for Windows and Mac.

Recording with ZOOM

You can also use ZOOM to record your presentation. If you do not have a ZOOM account, you can create one free of charge: Sign up in ZOOM. ZOOM also offers you the option to login with a Gmail or Facebook account without setting up a ZOOM account.

To record your presentation:

(1) Start ZOOM meeting

♦  Log in to ZOOM

♦  Click on the "Meetings" button on the left hand side.

♦  Choose "Schedule a New Meeting".

♦  Click on "Start this Meeting" on the top right.

At this point your browser might ask you to download and install ZOOM. If ZOOM it is already installed on your computer, the browser might ask you to “open this meeting with ZOOM”.

(2) Enter meeting

♦  Choose "Join with computer audio".

♦  If you also want to record yourself with a webcam while presenting, click the "Video" button on the lower left side of the screen.

(3) Share screen

♦  Click on the green "Share Screen" button on the lower side of your screen.

♦  Choose whether you want to share the entire screen (on which you are going to run your presentation) or a specific window. From now on, the ZOOM toolbar will be hidden until you move the cursor over the green meeting ID at the top of your screen.

(4) Open presentation

♦  Open your presentation in PowerPoint or any other presentation program.

♦  Enter the presentation mode.

(5) Record presentation

♦  Open the ZOOM toolbar by moving the cursor over the green meeting ID on the top of your screen.

♦  Click on the “…” button on the right and choose “Record on this Computer”.

♦  Do your presentation.

♦  When you are finished with the presentation, click again on the “…” button and choose “Stop recording”.

♦  You can now exit the meeting.

♦  ZOOM will ask you where you want to store the recorded file. Choose a folder on your computer. If ZOOM finished processing your video, it will open the folder which contains the produced video.

(6) Upload file

♦  Upload the .mp4 file with the recorded presentation in ConfTool.


Recording with WebEx

You can also use WebEx to record your presentation. If you do not have a WebEx account, you can create one free of charge: Sign up in WebEx.

To record your presentation:

(1) Start WebEx meeting

♦  Log in to WebEx

♦  Click on the green button "Start a Meeting".

♦  When you start a meeting for the first time, the browser will ask you to download and install WebEx.

♦  If a popup dialogue box appears, continue by clicking “Open Cisco WebEx Meeting”.

(2) Enter meeting

♦  You will now see a window in which you can make basic settings and start the meeting.

♦  Before starting the meeting, make sure that you select “Using computer for audio” in the menu below the green “Start meeting” button. You can select the microphone and the speakers by moving the cursor to the field “Communication Settings” on the right hand side.

♦  If you also want to record yourself with a webcam while presenting, click the round "Start video" button with the camera symbol.

♦  You can mute the microphone by clicking the round button with the microphone symbol. Make sure that the microphone is not muted when you enter the meeting.

♦  Click on the green "Start meeting" button to start and enter the WebEx meeting.

(3) Share screen

♦  Click on "Share Content", which is the third round button in the toolbar at the bottom of the window. You may have to move the cursor that the buttons appear.

♦  Choose whether you want to share the entire screen (on which you are going to run your presentation) or a specific window.

♦  From now on, the WebEx toolbar is hidden until you move the cursor over the orange field at the top of the screen.

(4) Open presentation

♦  Open your presentation in PowerPoint or any other presentation program.

♦  Enter the presentation mode.

(5) Record presentation

♦  Open the WebEx toolbar by moving the cursor over the orange field at the top of the screen.

♦  Click on the “Recorder” button and choose “Record on my computer” instead of “Record in cloud”. Press the record button and select the folder where you would like to save the recorded file.

♦  Do your presentation.

♦  Click on "Pause" if you want to pause recording and on "Resume" to continue. Choose "Stop" to finish your recording.

♦  You can now exit the meeting. WebEx will then process your recording and save it in the selected folder.

(6) Upload file

♦ Upload the .mp4 file with the recorded presentation in ConfTool.


Using OBS studio

(To be updated)


Compressing the video

Video files can be large, several hundred Mb. Prior to uploading the video you may wish to reduce the file size using a dedicated application since the reduction in file size can be significant with little or no noticeable loss of quality. One of the most powerful tools is HandBrake. It is free and multi-platform.
Please follow the link for further information on how to reduce the file size using HandBrake: https://handbrake.fr/docs/en/1.3.0/introduction/quick-start.html