Chapter 10: Importing Files - Bringing External Recordings into SeaMeet

Throughout this manual, we've focused on recordings you make directly with SeaMeet. But what about recordings you already have? Perhaps you have old meeting recordings from another app, voice memos from your phone, or video files you want to extract audio from. Maybe a colleague sent you a recording that you want to organize alongside your SeaMeet recordings.

This chapter explains how to bring external audio and video files into SeaMeet's library. You'll learn which formats are supported, the different ways to import, what happens during the import process, and how to manage imported files alongside your native SeaMeet recordings.

Why Import Files?

Before diving into the technical details, let's understand why you might want to import files into SeaMeet rather than just playing them in their original location.

Centralized Organization

The problem: Your recordings are scattered across different locations:

Downloads folder has Zoom recordings
Voice memos app has phone recordings
Desktop has random audio files
Email attachments contain meeting recordings
External hard drive has archived files

The solution: Import everything into SeaMeet:

One central library for all recordings
Consistent interface for playback
Unified organization and naming
Easy searching across all files

Think of it like: Consolidating all your photos into one photo library instead of having them scattered across different cameras, phones, and computers.

Consistent Playback Experience

The problem: Different files require different apps:

MP3s open in music player
MP4s open in video player
WebM files might not play in default player
Each app has different controls and interface

The solution: SeaMeet can play (almost) everything:

All your recordings in one interface
Same playback controls for all files
Consistent timeline and waveform display
Unified keyboard shortcuts

Better Organization Features

What SeaMeet adds:

Renaming: Give descriptive names to cryptic files
Metadata: Timestamps, source labels, duration info
Search: Find any recording instantly
Waveforms: Visual representation of audio (even for files that didn't have them)
Sorting and filtering: Organize by date, size, source

Example: That file named recording_1634578921.mp3 becomes Client Call - Budget Discussion - Oct 15

Audio Extraction from Video

The special feature: SeaMeet can extract audio tracks from video files.

Use cases:

Import a Zoom video recording, keep just the audio
Extract podcast audio from a YouTube video
Save space by keeping audio only from large video files
Focus on content without video distractions

Supported Import Formats

SeaMeet supports a wide range of audio and video formats for import. Here's the complete list:

Audio Formats Supported

Format	Extension	Notes
MP3	.mp3	Universal compatibility, compressed
WAV	.wav	Uncompressed, large files, perfect quality
WebM Audio	.webm	SeaMeet's native format
M4A/AAC	.m4a, .aac	Apple format, good quality
OGG	.ogg, .oga	Open source format
FLAC	.flac	Lossless compression, audiophile quality
Opus	.opus	Modern, efficient codec
AIFF	.aiff, .aif	Apple uncompressed format
CAF	.caf	Core Audio Format (Apple)
MKA	.mka	Matroska audio container

Total audio formats: 13

Video Formats Supported

Format	Extension	Notes
MP4	.mp4	Universal video format, most compatible
WebM	.webm	Modern web format, efficient
MOV	.mov	Apple QuickTime format
MKV	.mkv	Flexible container, can hold anything

Total video formats: 4

What Happens with Video Files?

When you import a video file, SeaMeet:

Copies the file to your SeaMeet storage location
Extracts or preserves the audio track
Makes it playable in SeaMeet's interface
Shows the video in the player (for video files)

Audio extraction:

SeaMeet can automatically extract audio from video files
This happens during import or as a separate action
The original video is kept, audio is added as a separate track or option

Format Compatibility Notes

Best formats for import:

MP3 - Works everywhere, good compression
MP4 - Universal video format
WebM - Native to SeaMeet, efficient
M4A - Good quality, Apple ecosystem

Formats that might have issues:

Proprietary formats (WMA, WMV from Windows Media)
Very old formats (AVI with old codecs)
DRM-protected files (purchased music, encrypted videos)
Corrupted files (damaged data)

If a file won't import:

Check if it's in the supported list above
Try converting it to MP3/MP4 first (see Chapter 5)
Check if the file plays in other apps (VLC)
The file might be corrupted

How to Import Files

SeaMeet offers two main ways to import files: the Import button and drag-and-drop.

Method 1: Import Button

Step-by-step:

Open SeaMeet and look for the Import button
- Usually in the top toolbar
- May be labeled "Import" or have a 📥 icon
- Or found in File menu: File → Import
Click the Import button
- A file picker dialog opens
Navigate to your file
- Browse to where the file is stored
- Select the file you want to import
- You can select multiple files (Ctrl+Click or Cmd+Click)
Click "Open" or "Import"
- Import process begins
- You may see a progress indicator
Wait for import to complete
- Small files: Instant
- Large video files: May take time (converting/extracting)
File appears in your library
- Now visible in the recording list
- Can be played, renamed, organized like any recording

Example workflow:

1. Click Import button
2. Navigate to Downloads/Old_Meetings/
3. Select "team_meeting_march15.mp3"
4. Click Open
5. File imports
6. Appears in library as "team_meeting_march15"
7. You rename it to "Team Meeting - March 15 - Q1 Review"

Method 2: Drag and Drop

The easiest method: Simply drag files from your file explorer directly into SeaMeet.

Step-by-step:

Open your file explorer (Finder on Mac, File Explorer on Windows)
Navigate to the file(s) you want to import
Arrange windows so you can see both:
- The file explorer with your files
- The SeaMeet window
Click and hold on the file(s)
Drag them into the SeaMeet window
Drop them in the recording list area
Files import automatically

Drag and drop tips:

Multiple files:

Select multiple files in file explorer (Ctrl+Click or Cmd+Click)
Drag them all at once
All files import together

Where to drop:

Drop in the recording list area (sidebar)
Some versions accept drops anywhere in the window
Watch for visual feedback (highlight, border change)

Keyboard modifiers:

Ctrl+Drag (Windows) / Cmd+Drag (Mac): Create copy (don't move original)
Alt+Drag: Create shortcut (may not work for import)

If available in your version:

Find the file in your file explorer
Right-click (or Control+Click) the file
Look for "Open with SeaMeet" or "Import to SeaMeet"
Click the option
SeaMeet opens (if not already open) and imports the file

Note: This requires SeaMeet to register with the operating system as a handler for these file types. Not all versions support this.

Method 4: Import Folder/Directory (If Available)

For bulk importing:

Go to File → Import Folder (if available)
Select an entire folder
SeaMeet imports all supported files from that folder
Progress indicator shows bulk import status

Useful for:

Migrating from another recording app
Importing years of archived recordings
Consolidating scattered files

What Happens During Import

Understanding the import process helps you know what to expect and how long it might take.

The Import Process Step-by-Step

Step 1: File Validation

SeaMeet checks if the file format is supported
Verifies file isn't corrupted
Checks for sufficient storage space

Step 2: File Copying

Original file stays in its current location
SeaMeet creates a copy in your SeaMeet storage folder
This prevents accidentally modifying or deleting the original

Step 3: Metadata Extraction

Reads file creation date (uses as recording timestamp)
Determines file duration
Identifies codec and format
Extracts any existing metadata

Step 4: Waveform Generation (Audio)

Analyzes audio content
Generates visual waveform
This may take time for large files
Stored for future quick display

Step 5: Video Processing (If Applicable)

For video files: prepares video for playback
May extract audio track
Creates thumbnail or preview

Step 6: Library Entry Creation

Adds entry to SeaMeet's library database
Assigns default name (based on filename)
Ready for playback and organization

Import Time Estimates

How long does importing take?

File Type	Size	Approximate Import Time
Small audio (MP3, < 10 MB)	10 MB	1-5 seconds
Medium audio (MP3, < 50 MB)	50 MB	5-15 seconds
Large audio (WAV, > 100 MB)	100 MB+	15-60 seconds
Short video (< 5 min)	50-100 MB	10-30 seconds
Long video (30+ min)	500 MB+	1-5 minutes
Batch import (10+ files)	Various	2-10 minutes

Factors affecting import time:

File size: Larger = longer
Format: Some formats need more processing
Computer speed: Faster CPU = faster import
Waveform generation: First-time audio analysis takes time
Video extraction: Extracting audio from video adds time

Storage Implications

Important: Importing creates a COPY of the file.

Before import:

Original file location: 50 MB
SeaMeet storage used: 0 MB
Total space used: 50 MB

After import:

Original file location: 50 MB (unchanged)
SeaMeet storage used: 50 MB (new copy)
Total space used: 100 MB

Why this matters:

Importing doubles storage usage (temporarily)
You can delete the original after import to save space
Or keep both for backup purposes

Storage planning:

Ensure you have at least 2x the file size available
For 1 GB of files to import, need 2 GB free space
After import, you can delete originals if confident

Organizing Imported Files

Once files are imported, they appear in your library alongside native SeaMeet recordings. Here's how to manage them effectively.

Immediate Actions After Import

1. Rename the file

Before: "zoom_1615489321x2.mp4"
After: "Client Presentation - March 15 - Website Redesign"

2. Check the source label

May show "Imported" or the original app name
Helps distinguish from native recordings

3. Verify it plays correctly

Play first 30 seconds to check
Verify audio/video quality
Ensure no corruption during import

4. Organize into your system

Apply your naming convention
Add to appropriate category
Consider deleting original if import successful

Distinguishing Imported from Native Recordings

How to tell them apart:

Source labels:

Native: "Zoom", "Teams", "Microphone"
Imported: "Imported", "File", original app name, or filename

Timestamps:

Native: Exact recording time
Imported: File creation date (may be different from actual recording time)

Waveform quality:

Native: High-quality waveform
Imported: May vary based on original quality

Updating Metadata for Imported Files

The challenge: Imported files may have incorrect or missing metadata.

Common issues:

Wrong date: File creation date ≠ recording date
No source info: Doesn't show which app originally recorded it
Generic names: Filename doesn't describe content

Solutions:

1. Rename with date:

"Budget Meeting - [Original Date] - Q3 Planning"
"Budget Meeting - March 15, 2024 - Q3 Planning"

2. Add source in name:

"[Zoom] Team Standup - March 15"
"[Phone] Voice Memo - App Idea"
"[Downloaded] Podcast Episode 47"

3. Use description field (if available): Some versions allow adding notes or descriptions to recordings.

Audio Extraction from Video Files

One of SeaMeet's most useful import features is the ability to extract audio from video files, saving space while preserving the content you need.

What is Audio Extraction?

The concept: A video file contains both:

Video track: The picture/visual content
Audio track: The sound/voices/music

Audio extraction creates a new file containing only the audio track, discarding the video.

Why extract audio?

Save space: Audio is 5-10x smaller than video
Focus on content: Listen without visual distractions
Easier playback: Audio files load faster
Transcription: Easier to transcribe from audio-only

When to Extract Audio

Good candidates for extraction:

✅ Meeting recordings with screen sharing

You only need the conversation
The shared screen is captured in notes
Extract audio, delete video

✅ Lectures and presentations

The slides are available separately
Just need the lecturer's voice
Audio-only is sufficient for review

✅ Long videos where you only care about sound

Podcasts, interviews
Background content
Music or voice recordings

✅ Voice memos recorded as video

Phone recorded as video by mistake
No important visual content
Convert to efficient audio format

When to Keep the Video

Don't extract audio if:

❌ Visual content is important

Demonstrations, tutorials
Sign language videos
Body language matters

❌ You need to see slides/screens

Presentation recordings
Software tutorials
Visual references

❌ Quality comparison needed

Comparing before/after
Visual evidence
Screen recordings with important visuals

How to Extract Audio

Method 1: During Import

Some versions offer extraction as an import option:

Start importing a video file
Look for "Extract audio" checkbox
Check it before completing import
SeaMeet creates both:
- Video file (original)
- Audio file (extracted)

Method 2: After Import

Import the video file normally
Find it in your library
Right-click or look for actions menu
Select "Extract Audio" or "Create Audio Version"
SeaMeet processes and adds audio file to library

Method 3: Export/Download Audio

Play the video in SeaMeet
Look for download or export options
Select "Audio only" format
Save the extracted audio

File Size Comparison

Example: 1-hour meeting recording

Format	Approximate Size	Space Saved
Video (1080p)	~3.6 GB	0% (baseline)
Video (720p)	~2 GB	44% savings
Audio (MP3)	~60 MB	98% savings
Audio (M4A)	~50 MB	99% savings

Real-world example:

You have 50 one-hour meeting recordings:
As video (720p): 100 GB total
As audio (M4A): 2.5 GB total
Space saved: 97.5 GB

Import Best Practices

Before You Import

1. Check file integrity

Make sure the file plays in another app (VLC)
Verify it's not corrupted
Check you have the right file

2. Check available storage

Remember: import creates a copy
Ensure you have 2x the file size available
Example: Importing 10 GB needs 20 GB free

3. Organize before importing

Group files by project or date
Rename cryptic filenames before import
Delete files you definitely don't need

4. Consider conversion first

Very old or unusual formats might not import well
Convert to MP3/MP4 first if needed (see Chapter 5)
Ensures better compatibility

During Import

1. Import in batches

Don't import hundreds of files at once
Do 10-20 at a time
Easier to manage and troubleshoot

2. Monitor progress

Watch for error messages
Large video files take time—be patient
Don't close SeaMeet during import

3. Verify each import

After a file imports, quickly check it
Make sure it plays
Verify the name looks correct

After Import

1. Rename immediately

Don't leave default filenames
Use descriptive names while you remember what it is
Follow your naming convention

2. Organize into categories

Apply any filters or labels
Move to folders if using external organization
Add to playlists or collections if available

3. Decide on originals

Keep originals as backup? (Safest)
Or delete to save space? (If confident)
Move originals to archive storage

4. Update your system

If importing many files, update your organization system
Create new categories if needed
Consider if current structure still works

Common Import Issues and Solutions

"File format not supported"

Problem: You try to import a file and get an error saying the format isn't supported.

Possible causes:

Format truly not supported (check Chapter 5 list)
File extension doesn't match actual format
File uses codec SeaMeet can't handle
DRM-protected file (purchased music/movies)

Solutions:

1. Check the format:

Right-click file → Properties (Windows) or Get Info (Mac)
Verify the format is in our supported list

2. Convert the file:

Use VLC or online converter
Convert to MP3 (audio) or MP4 (video)
Try importing the converted version

3. Check for DRM:

Files from iTunes, Apple Music, Netflix, etc. may be protected
DRM files often can't be imported
Check if you can play in VLC (if VLC can't play, probably DRM)

"Import failed or file is corrupted"

Problem: Import starts but fails partway through, or imported file won't play.

Solutions:

1. Check file in another player:

Try playing in VLC Media Player
If VLC can't play it, file is likely corrupted

2. Check file size:

If file size is 0 KB or extremely small, it's empty/corrupted
Check original file is complete

3. Try re-downloading/re-copying:

If file came from download, download again
If copied from elsewhere, recopy
Original may have been incomplete

4. Check storage space:

Import may fail if disk is full
Check available space
Free up space if needed

"Import is taking forever"

Problem: Import process seems stuck or extremely slow.

Normal vs. Problem:

Normal for large files:

1 GB video taking 2-3 minutes is normal
Waveform generation for 2-hour audio takes time
Progress bar should still be moving

Problem signs:

Progress bar frozen for 10+ minutes
No disk activity (check Task Manager/Activity Monitor)
SeaMeet appears frozen

Solutions:

1. Wait longer:

Very large files (5 GB+) can take 10+ minutes
Be patient, watch progress bar

2. Check system resources:

Open Task Manager (Windows) or Activity Monitor (Mac)
Check CPU and disk usage
If SeaMeet is using resources, it's working

3. Try smaller chunks:

Cancel import if stuck
Import files one at a time
Or in smaller batches

4. Restart SeaMeet:

If truly frozen, force quit and restart
May need to clear partial import
Try importing again

"Imported file plays but no sound / no video"

Problem: File imports successfully but playback is missing audio or video.

Solutions:

No sound:

Check SeaMeet volume isn't muted
Check system volume
Try playing in VLC to verify file has audio
Some video files may have audio in unsupported codec

No video (black screen):

Video codec may not be supported
Try playing in VLC to verify
Convert to MP4 with H.264 codec
Re-import converted version

"Duplicate recordings appeared"

Problem: Same recording appears multiple times in library.

Possible causes:

Imported same file twice
File exists in multiple locations
SeaMeet rescanned and found duplicates

Solutions:

1. Delete duplicates:

Identify which are duplicates
Delete extra copies
Keep the best-named one

2. Prevent future duplicates:

Check library before importing
Use "Refresh" instead of re-importing
Keep files in one location

"Wrong timestamp on imported file"

Problem: Imported file shows wrong date/time.

Why this happens:

SeaMeet uses file creation date as timestamp
If file was copied or downloaded, creation date may be recent
Not the actual recording date

Solution:

Manually rename with correct date
Example: "Team Meeting - [March 15, 2024] - Budget Review"
Include date in the name for clarity

Migrating from Other Recording Apps

If you're switching to SeaMeet from another recording app, here's how to migrate your existing library.

Step 1: Locate Your Old Recordings

Common locations:

Zoom: Documents/Zoom/
Teams: Downloaded meeting files
Voice Memos (iPhone): iTunes sync or iCloud
Audacity: Your chosen save location
Other apps: Usually in Documents or Downloads

How to find:

Open the old app
Check settings for "Save location" or "Storage"
Browse to that folder
Look for your recordings

Step 2: Prepare Files for Import

Organize before importing:

Gather all files:
- Copy them to one temporary folder
- Makes import easier
Rename cryptic files:
- Many apps use timestamps as filenames
- Rename to something descriptive
- Use pattern: "Topic - Date - Context"
Check formats:
- Ensure files are in supported formats
- Convert unusual formats before import
Delete junk:
- Test recordings
- Accidental recordings
- Files you definitely don't need

Step 3: Import in Batches

Don't import everything at once:

Start with recent files:
- Import last 3 months first
- Most likely to be needed
- Manageable batch size
Verify each batch:
- Make sure files play correctly
- Check names and metadata
- Organize before next batch
Work backwards:
- Then import 3-6 months ago
- Then 6-12 months ago
- Continue until done
Archive very old files:
- Files over 1-2 years old
- May not need in active library
- Keep in external storage

Step 4: Update Organization System

Your system may need updating:

Review categories:
- Do your folders/labels still make sense?
- Add new categories if needed
- Merge or split existing ones
Update naming convention:
- Ensure it's working for new files
- Document it for future reference
- Train any team members
Archive old structure:
- Once imported, old folder structure can be archived
- Keep as backup for a while
- Delete when confident

Quick Reference: Import Guide

┌─────────────────────────────────────────────────────────────┐
│              IMPORT QUICK REFERENCE                         │
├─────────────────────────────────────────────────────────────┤
│                                                             │
│  SUPPORTED FORMATS:                                        │
│  Audio: MP3, WAV, WebM, M4A, OGG, FLAC, Opus, AIFF, CAF   │
│  Video: MP4, WebM, MOV, MKV                               │
│                                                             │
│  IMPORT METHODS:                                           │
│  1. Import Button: File → Import → Select files           │
│  2. Drag & Drop: Drag files from explorer to SeaMeet      │
│  3. Right-click: "Open with SeaMeet" (if available)       │
│  4. Import Folder: File → Import Folder (bulk)            │
│                                                             │
│  WHAT HAPPENS:                                             │
│  • File is copied (not moved) to SeaMeet storage          │
│  • Metadata is extracted (duration, date, etc.)           │
│  • Waveform is generated (for audio files)                │
│  • Entry added to library                                 │
│                                                             │
│  AFTER IMPORT:                                             │
│  1. Rename with descriptive name                         │
│  2. Verify it plays correctly                            │
│  3. Organize (apply labels, filters, etc.)               │
│  4. Decide: keep original or delete to save space        │
│                                                             │
│  AUDIO EXTRACTION:                                         │
│  • Import video → Right-click → Extract Audio            │
│  • Saves 90%+ space vs keeping video                     │
│  • Great for meetings, lectures, voice-only content      │
│                                                             │
│  TROUBLESHOOTING:                                          │
│  • "Format not supported" → Convert to MP3/MP4 first     │
│  • "Import failed" → Check file isn't corrupted          │
│  • "Taking forever" → Large files take time, be patient  │
│  • "Wrong timestamp" → Rename with correct date          │
│                                                             │
└─────────────────────────────────────────────────────────────┘

Last updated: 2026-02-01 Part of the SeaMeet User Manual Previous: Chapter 9 - Playback Features Next: Chapter 11 - The Main Interface

SeaMeet

Importing Files - Bringing External Recordings into SeaMeet

Chapter 10: Importing Files - Bringing External Recordings into SeaMeet

Why Import Files?

Centralized Organization

Consistent Playback Experience

Better Organization Features

Audio Extraction from Video

Supported Import Formats

Audio Formats Supported

Video Formats Supported

What Happens with Video Files?

Format Compatibility Notes

How to Import Files

Method 1: Import Button

Method 2: Drag and Drop

Method 3: Right-Click Import (Context Menu)

Method 4: Import Folder/Directory (If Available)

What Happens During Import

The Import Process Step-by-Step

Import Time Estimates

Storage Implications

Organizing Imported Files

Immediate Actions After Import

Distinguishing Imported from Native Recordings

Updating Metadata for Imported Files

Audio Extraction from Video Files

What is Audio Extraction?

When to Extract Audio

When to Keep the Video

How to Extract Audio

File Size Comparison

Import Best Practices

Before You Import

During Import

After Import

Common Import Issues and Solutions

"File format not supported"

"Import failed or file is corrupted"

"Import is taking forever"

"Imported file plays but no sound / no video"

"Duplicate recordings appeared"

"Wrong timestamp on imported file"

Migrating from Other Recording Apps

Step 1: Locate Your Old Recordings

Step 2: Prepare Files for Import

Step 3: Import in Batches

Step 4: Update Organization System

Quick Reference: Import Guide