The Scenario
A content team records client interviews on Zoom. Everything goes to cloud storage. There's a vague team understanding that anything older than three weeks gets downloaded before Zoom's auto-delete window closes — but the actual follow-through has been inconsistent.
A new producer joined the team last month. This week, the content director asked her to audit what's in the account and make sure nothing critical disappears over the weekend.
She logs into the Zoom admin panel. The recordings section shows a grid view with small thumbnails. She can filter by date range but can't easily see file size. She starts a notes document and begins working through the list manually — topic, date, approximate size, download link.
Twenty minutes in, she's documented fourteen recordings. The list has sixty.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. Through its built-in Zoom integration it can pull all cloud recording metadata into the workbook — topic, duration, file size, download URL — and flag anything approaching the auto-delete window.
List all Zoom cloud recordings for user 'me' from the past 30 days and write meeting topic, start time, duration, total size, and download URL to columns A through E. In column F, write 'DOWNLOAD NOW' if the recording start date is more than 25 days ago.
What You Get
- One row per recording with topic, start time, duration, file size, and download URL.
- Column F pre-populated with "DOWNLOAD NOW" for anything close to auto-deletion.
- A sortable, filterable workbook — no more grid-scrolling in the Zoom portal.
- Download URLs in the workbook, so the actual download is one click away.
What If the Data Is Not Quite Ready
You need a longer window — the past 90 days, not just 30
List all Zoom cloud recordings for user 'me' from the past 90 days and write meeting topic, start time, duration, total file size in MB, and download URL to columns A through E. In column F, flag recordings older than 25 days with 'DOWNLOAD NOW' and recordings 20–25 days old with 'DOWNLOAD SOON'.
Multiple hosts — you need recordings for three specific user emails
For each user email in column A of this workbook, list their Zoom cloud recordings from the past 30 days and append each recording as a row with columns: HostEmail, Topic, StartTime, DurationMinutes, FileSizeMB, DownloadURL. Flag column G with 'DOWNLOAD NOW' if older than 25 days.
You only want recordings larger than 500 MB
List all Zoom cloud recordings for user 'me' from the past 60 days. Only include recordings where total file size is greater than 500 MB. Write topic, start time, duration, file size in MB, and download URL to columns A through E.
Full audit: pull recordings, apply urgency tiers, and add a team notes column
List all Zoom cloud recordings for user 'me' from the past 90 days and write meeting topic, start time, duration, file size in MB, and download URL to columns A through E. In column F, write 'URGENT' if older than 25 days, 'REVIEW' if 15–25 days old, and 'SAFE' if under 15 days. Leave column G blank for team notes.
One prompt, full audit workbook ready for the team.
Try It
Get the 7-day free trial of SheetXAI and open a blank Excel workbook, then ask it to pull all your Zoom cloud recordings with urgency flags. For inventorying whiteboards or auditing scheduled meetings instead, see those spokes, or the hub overview on all the ways to connect Zoom to Excel.