Scale Support: Mastering Built-in Screen Recording on Mac

By: Hovan Zadourian, Apple Professional Learning Specialist

Answer Once, Help Dozens

IT professionals solve technical challenges for their users every day. Sometimes this involves answering the same questions repeatedly: "How do I log into the new portal?", "What's the process for requesting an app?", "Can you remind me how to set up my email signature?".

Every question matters, but answering them one by one doesn’t scale. A powerful tool on Mac can help: screen recording.

Custom Tutorials that Match Your Environment

When supporting your staff, It's tempting to direct users to any relevant video on the internet, but generic tutorials rarely address the specifics of a school's unique digital ecosystem. They don't reflect your single sign-on provider, software versions, or internal procedures for submitting a help desk ticket.

This is where you, the expert on your school's environment, can create something far more valuable: precision-guided support. The built-in screen recording feature on macOS allows you to create custom videos that speak directly to your users' needs, within the context of your specific systems. It's the difference between a paper map and a personalized, guided tour.

Putting it into Practice: The New Teacher Survival Guide

In my previous role as a Technology Integration Specialist, screen recording was a game-changer. We created a "New Teacher Survival Guide" on a collaborative board, but at its heart, it was a collection of custom screen recordings. In just a few minutes, we could simplify processes that would have otherwise taken hours of one-on-one support.

Our library included quick, targeted videos demonstrating how to:

• Set up their district email account and signature
• Sign into their staff iPad for the first time
• Navigate the portal to submit a request for a substitute
• Use our system to request a new app for their classroom

The impact was immediate. New employees felt more confident and empowered from day one. The IT team was able to focus on more complex, high-priority issues.

Your First Recording: A 60-Second Guide

Getting started is simple. The screen recording tool is part of the Screenshot app, located in Applications > Utilities.

Memorize the Keyboard Shortcut: Command + Shift + 5

This command will launch the screen recording toolbar at the bottom of your screen. You'll see several options, but for video, you'll focus on these three:

• Record Entire Screen: The perfect place to start. It captures everything you do.
• Record Selected Window: For when you need to focus attention on just one application.
• Record Selected Portion: Ideal when you need to show more than a window, but not the entire screen.

Tips: Before You Press Record

1. Use your voice: In the "Options" menu on the toolbar, select your microphone. A friendly, verbal walkthrough adds a crucial layer of clarity and personality.
2. Show your clicks: Also in the "Options" menu, check "Show Mouse Clicks". This creates a visual highlight around your cursor every time you click, making it easy for viewers to follow along.
3. Keep it short and sweet: Aim for single-topic videos that are 1-2 minutes long. The goal is a quick solution.

For a comprehensive overview of every setting, the official Mac User Guide is an excellent resource.

Beyond the Ticket: Building a Lasting Resource

Every time a recurring issue is solved, take an extra two minutes to record the solution. This approach doesn't just close a ticket — it builds a lasting, scalable resource for the entire community. By investing a small amount of time upfront, IT teams scale expertise, build a culture of self-sufficiency, and reclaim valuable time. Let us know in the comments how you've used a screen recording to create great learning for your staff and students!