The Scenario
The content team records every client interview on Zoom. Recordings live in the cloud. The team has an unwritten policy of downloading anything over two weeks old before Zoom's auto-deletion window closes — but nobody has actually audited what's in the account in months.
A new project manager joined last week. On her first Friday, she's asked to make sure nothing important gets deleted over the weekend. She logs into the Zoom admin panel and starts scrolling through the cloud recordings list. There's no way to sort by age and file size simultaneously. She starts writing things down in a notebook.
Forty-five minutes later she has an incomplete list and a headache.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. Through its built-in Zoom integration, it can pull all cloud recording metadata into the sheet — topic, duration, size, download URL — and apply whatever flags you need.
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 columns for topic, start time, duration, file size, and download URL.
- Column F pre-populated with "DOWNLOAD NOW" for anything approaching auto-deletion.
- A sheet you can sort, filter, and share — no more scrolling through the Zoom portal.
- Download URLs are clickable, so the actual download is one click from the sheet.
What If the Data Is Not Quite Ready
You want to cover 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 any recording older than 25 days with 'DOWNLOAD NOW' and any older than 20 days with 'DOWNLOAD SOON'.
Recordings span multiple hosts — you need data for three specific user emails
For each user email in column A of this sheet, 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 care about recordings that are 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, flag by urgency, and add a notes column for the team
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 produces the full audit sheet, sorted and staged for the team to act on.
Try It
Get the 7-day free trial of SheetXAI and open a blank Google Sheet, then ask it to pull all your Zoom cloud recordings with urgency flags. For managing meeting schedules or attendee data instead, see the spoke on exporting scheduled meetings, or the hub overview on all the ways to connect Zoom to Google Sheets.