Webinar video file processing

How to record and post your webinars on YouTube using WebEx Event Center in 5 simple steps?

A few months ago, I had to organize some live webinars and I wanted to extend the lifetime value of this high quality content. Webinars are great to educate your audience when you sell products or solutions that deserve a little more explanation or demonstration than a datasheet.  Of course it’s always better to have your prospects attending the live event but if they didn’t have the chance to connect, you want to take the opportunity to record your live session and post it online for more leads over time.

There are many other platforms you can use to host a webinar but I decided to go with WebEx for many reasons – the most important one being that the tool is integrated to our marketing automation software which offers us:

  • More flexibility on registration page branding,
  • Attendee management directly within our systems,
  • Immediate lead follow-up without the management of lists outside of our own platform.

This is how the integration flow works:


If you are using WebEx, you will notice you can promote your webinar and send your prospects to the WebEx platform in order to replay the recording but they will need to download a plugin if they are not yet using WebEx – this could actually be a deal breaker and you might lost your prospects. In addition, YouTube will enable you to get more views, to benefit from traffic outside of your own database and will make your webinar easier to find and share!

Here are the 5 simple steps to enable you to download your webinar from WebEx, convert it to the format suitable for YouTube (MP4) and modify the video file in order to crop and cut the unwanted sections.

1. Record properly

First, activate the recording button on the top right section of WebEx home page.


Then, don’t forget to record on the server (to catch the audio from your dial-in platform on the bottom right section of WebEx) – make sure you do this at least 2 minutes before you want your recording to start in order not to miss any audio (don’t worry, you’ll be able to cut the unwanted sections later).


Finally, once the recording is over and before you close the event, don’t forget to stop (not
pause) the recording, otherwise, you might lose it 🙂 .


2. Download the ARF file

Once your event is over, you need to give a little bit of time for WebEx to make your recording available (your will receive an email once done). Download your file from your WebEx account on your computer (note that if you haven’t yet installed ARF, you’ll need to install the software from WebEx. You can find it here: Download ARF player ).

Go to your WebEx account => My WebEx => My Files => My Recordings => Events and
then select the arrow on the right and click “download”.


3. Convert ARF file to MP4

Here is what you get from WebEx, so go to file (top left) and select convert => to MP4.

Convert ARF to MP4.png

4. Crop the unwanted section using videotoolbox

This free tool will enable you to crop your video online – you will notice you’ll have a big grey area on the top and at the bottom of your file (due to the conversion) – this tool will enable you to have a full screen slide (it’s not a mandatory step, but it looks much better on screen).

Go to file manager, upload your video and then select the file => select action => Crop video.


5. Cut unwanted sections of the video file using Windows Movie Maker (free software)

This step is not mandatory – it depends on how many blanks you have or if you started recording a bit earlier. Select “Edit” => Cut to remove unwanted sections and you can add any text you want from the home page J. Then go to “File” => Record the movie and select the preferred format to automatically get the MP4 file.



You now have your video file ready to use and post on YouTube!

I recommend you host the embedded code from YouTube directly to your website or landing page to be able to promote and gate it behind a form in case if you want to collect more leads from pay-per-click campaigns.

Want to see an example?

Here is a webinar I posted on YouTube: YouTube posted webinar example

And here is a link to a webinar hosted using YouTube embedded code directly on the landing page: YouTube video on landing page

It’s all in French but at least it gives you a flavor.

Hope you will find this little “tutorial” useful – drop me a note and let me know which tools you use to process your videos and webinars.


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