Video Conferencing - How to Hold Zoom Conferences on a PC or Mobile Device

---

Important Notes:

• Afraid of Zoom Bombing? See Zoom Bombing - How to Prevent and Respond to Interruptions.
• Can't find a Zoom Cloud recording? Zoom Cloud recordings were temporarily available for longer than 30 days. In December 2020, they reverted to only being available for 30 days. All Zoom Cloud recordings are saved to My Media in Canvas, so go to that version instead. 
• Having bandwidth issues? To conserve bandwidth, pre-record lectures in Kaltura whenever possible instead of holding video conferences. 
• Make written, accessible (captioned) versions of video conference and video content. Some students have unreliable or low-bandwidth internet connections, and some use note-takers.

---

Contents

Getting Started

About Zoom at Virginia Tech Zoom Pro accounts Zoom Basic accounts Meeting recordings and transcripts Glossary of Zoom Terms Setting Up Zoom Activate your Virginia Tech email account Log into the Zoom web portal Set up default meeting settings Install the Zoom client & mobile app Update the Zoom client Log into the Zoom client Log into the Zoom mobile app Hosting Instant Meetings From the web portal From the Zoom client From the mobile app Safe Driving Mode Scheduling Meetings From the web portal From the Zoom client From the mobile app From Microsoft Outlook Having Others Schedule and Start Your Meetings Set an alternative host From the web portal From the Zoom client Assign someone scheduling privilege in your account Inviting Participants Invite participants to an ongoing meeting From the Zoom client From the mobile app Invite participants to a scheduled meeting From the web portal From the Zoom client From the mobile app Download attendance reports

Joining Meetings From the web portal From the Zoom client From the mobile app Using Zoom in Canvas Use the Zoom Canvas tool Add a Zoom Meeting to a Module Add alternative hosts Using Zoom in Microsoft Outlook and the Outlook Web App From Microsoft Outlook Install the Zoom Plugin Schedule a meeting Reschedule a recurring WebEx meeting in Zoom From the Outlook Web App Recording Meetings Record meetings in the cloud or on your computer From the Zoom client From the mobile app View and share recordings on the cloud Relink from Kaltura any Zoom cloud recordings  that were removed after 30 days Download cloud recordings View recordings on your computer ("local recordings") Troubleshooting local recordings Back up recordings Webinars About Webinars Hosting Webinars Webinar reporting Streaming a Meeting or Webinar to more than 500 people

Managing Meetings

Managing Meetings From the web portal From the Zoom client From the mobile app Manage language interpretation Sharing Your Screen Set your desktop preferences for dual monitors Share your screen From the Zoom client From the mobile app Allow participants to share their screen Set up PowerPoint for sharing Share video clips Enable Zoom window sharing Request remote control Give remote control Zoom Immersive View Enable Immersive View Start Immersive View Use Custom Immersive View End Immersive View Polling Create a poll before a meeting Create or launch a poll during a meeting Download poll results Responding to Interruptions Meeting security settings Suspend participant activities Stop background noise / mute all participants Lock annotations Report and remove disruptive participants

Using Breakout Rooms Enable Breakout Rooms Create Breakout Rooms Pre-assign Breakout Rooms A. Create rooms manually B. Import room assignments from CSV Manage Breakout Rooms Edit breakout rooms Start breakout sessions Manage ongoing breakout sessions Manage pre-assigned breakout rooms Stop breakout sessions Screen Share to All Active Breakout Rooms Join a Breakout Room Participate in a Breakout Room Ask for Help Leave a Breakout Room Generating Meeting Reports Attendance reports Polling reports

Best Practices

Best Practices for Meetings General Make sure everyone can see and hear you Mitigate bandwidth issues Hold Q&A via chat Zoom for Instruction Schedule class meetings through Canvas Plan to convey lecture information in writing Best Practices for Security Background About Zoom bombing Security settings overview Waiting rooms Passcodes Authentication profiles Meeting registration Recordings and chat logs Meeting ID Settings Set account security settings Schedule secure meetings In the Zoom Portal In the Zoom Client In Canvas Other preventative actions Update Zoom client Don't share invitation URLs online Pay attention to security emails

Meeting management Manage secure meetings Meeting security settings Prevent participants from turning on their video Mute participants Prevent participants from making annotations Run secure breakout rooms Respond to interruptions Suspend participant activities Report participants to Zoom Remove participants Making Zoom Accessible Zoom closed captioning Closed caption and live transcript settings Start closed captions and live transcripts View closed captions and live transcripts American Sign Language interpretation Transcripts of recordings Keyboard shortcuts Always show meeting controls Play a sound when participants join or leave meetings Zoom Bandwidth and Hardware Recommendations System requirements Supported operating systems Supported tablet and mobile devices Supported browsers Web camera recommendations Headset recommendations Capture cards Ethernet adapters Smartphone document camera Roles and Permissions in Zoom Permissions chart for Zoom Meetings Permissions chart for Zoom Webinar

Troubleshooting

Troubleshooting Zoom Problems Getting Started I can't join my meeting Zoom won't connect or takes a long time to connect I can't update Zoom My Zoom account has the wrong email address My Zoom account's sign-in email address is a string of characters Problems during Meetings Meeting was interrupted Meeting audio and video quality is poor I've joined my meeting, but no one else is here I can't hear people; they can't hear me People can't see me My video is poor quality

Problems with Recording I can't record I can't access or view my recordings I accidentally deleted a recording I have multiple recordings of the same meeting in My Media Troubleshooting failed conversion of local recordings Non-VT people can't watch my recordings Getting Help with Zoom

 

Zoom Help Center

---

---

Getting Started

---

About Zoom at Virginia Tech

Zoom is a versatile video conferencing tool. Host and join video conferences from your computer, tablet, or smartphone. 

Zoom Licensed (formerly "Pro") accounts

Current Virginia Tech students, faculty, and staff members have Virginia Tech Zoom Licensed/Pro accounts, where they can host, schedule, participate in, and record meetings for free on the cloud. 

• Current Virginia Tech affiliates can host, schedule, record, and participate in meetings. 
• Students can host meetings with up to 300 participants.
• Faculty and staff members can host meetings with up to 500 participants.
• External collaborators can join VT Zoom meetings. 

Zoom Basic accounts

Zoom Basic (free) accounts are available to the public. Former Virginia Tech affiliates, like alumni, can log into either zoom.us or virginiatech.zoom.us to use Zoom for free. 

• Free account holders can host meetings with up to 300 participants. 
• Group meeting length is limited to 40 minutes. 

Meeting recordings and transcripts

• Zoom meetings recorded to the cloud automatically appear in My Media in Canvas. You can caption, download, and edit recordings in Kaltura. You can also make them public on the Internet. 

Glossary of Zoom Terms

Zoom	Virginia Tech's platform for video conferencing. It can be used on personal computers, in classrooms, and in conference rooms. Zoom meetings recorded to the cloud appear in My Media in Canvas.
Zoom Personal Room	Every Zoom user's personal virtual meeting space.
Connected Classroom	A TLOS classroom supporting videoconferencing for teaching and learning. Connections are made via Zoom. Classes can be recorded and posted to a course site's Media Gallery. See: Connected Classrooms - How to Schedule and Use
Zoom Room	A hardware solution, sold by Zoom, that turns a conference room or classroom into a video conferencing room.
Zoom Web Portal	The Virginia Tech Zoom website at https://virginiatech.zoom.us. You can configure your Zoom settings and schedule and launch meetings through the portal.
Zoom Client	The desktop application where Zoom meetings occur. You can schedule and launch Zoom meetings from the client. Also called "Zoom Meetings" or "Zoom Client for Meetings."
Zoom Mobile App	The mobile application where Zoom meetings occur; not for teaching and learning.
Kaltura My Media Media Gallery	Kaltura is a video content management system with Canvas tools My Media and Media Gallery. See: Video Content Management - How to Use My Media and Media Gallery (for Instructors)

 

Back to Contents | Zoom Help Center

---

Setting Up Zoom

Activate your Virginia Tech email account

New students and employees cannot use Zoom until they activate their VT email accounts. To do so: 

1. Go to https://onecampus.vt.edu and log in.
2. Click Manage Accounts.
3. In the E-mail Accounts box, next to VT Google Apps for email, click Activate. 
4. Go to virginiatech.zoom.us and log in. 
5. If you have trouble logging in to or using Zoom, go to 4help.vt.edu and click Get Help. Ask for a Zoom admin to repair your Zoom account. 

Log into the Zoom web portal

Current Virginia Tech students, faculty, and staff have Zoom Pro accounts. To set up your Zoom account:

1. Go to https://virginiatech.zoom.us.
2. Click Sign in and log in with your PID and password.
   
   
   
   
3. You'll go to your Zoom Profile page. From the menu on the left, you can schedule meetings, view your meeting recordings, and update your Zoom profile.
   
   
   
   

Set up default meeting settings

1. Go to https://virginiatech.zoom.us and click Sign in.
2. Log in with your PID and password. You'll go to your Meetings by default.
3. Click Settings. It will default to the Meetings tab in the Security section.
   
   • Below are the possible default settings for new meetings. If you change your default settings here, you can still override them when scheduling individual meetings. 
     
     • Waiting Room - Enable to make meetings default to requiring a Waiting Room. 
     • Require a passcode - You can set meeting defaults to require passcodes for various meeting types and participants:
       
       • Require a passcode when scheduling new meetings - You can override when scheduling individual meetings.
       • Require a passcode for instant meetings - You can override when scheduling individual meetings.
       • Require a passcode for Personal Meeting ID (PMI) - You can override when scheduling individual meetings.
       • Require a passcode for Personal Audio Conference - Not available at Virginia Tech.
       • Require passcode for participants joining by phone - Participants key in the passcode to join.
       • Embed passcode in invite link for one-click join - Invitation link contains passcode, so people with the link can join without having to key it in.
         
         
         
         
     • Only authenticated users can join meetings - Authentication (login) profiles prevent people not logged into Zoom from joining your meeting.
       
       • Once activated in Settings, you can choose an authentication profile when scheduling meetings. 
       • You can only access authentication profiles when scheduling via the VT Zoom Web Portal, not the Zoom client. 
       • Virginia Tech has two authentication profiles:
         
         • Need to be signed into Zoom: Anyone signed into any Zoom account can join. 
         • Need to be signed into Virginia Tech Zoom: Only those signed into Virginia Tech Zoom can join. 
       • If participants aren't signed in and attempt to join your meeting, be directed to the Zoom login page. Once they log in, they join the meeting. 
         
         
         
         
     • Only authenticated users can join meetings from Web client - Requires people joining meetings from a web portal to also be logged into Zoom. 

Install the Zoom client & mobile app

You'll use the Zoom portal for managing your account settings. On a computer you'll use the Zoom client (an application) for hosting and joining meetings. 

To host or join a meeting, you need to install the Zoom client or app (you'll be prompted to do so if you don't!):

• From a computer - go to Zoom web portal. Scroll down to Modernize your meeting solution and click Download Zoom Client for Meetings. 
• From a smart phone - go to the Apple App Store or the Google Play Store and search for Zoom Cloud Meetings. 
  
  

If you don't want to install the client, you can use the Zoom Launcher Plugin in a browser. We don't recommend this approach, because the plug-in has less functionality than the client. 

Update the client / check Zoom version

See: Where Do I Download The Latest Version?

1. Open the Zoom client and log in. 
2. Click your icon at the top right of the window.
3. Click Check for Updates. Your Zoom client version will be listed.
   
   
   
   
4. If a newer version is available, click Update in the Update Available popup. 
   
   

Log into the Zoom client

Logging into the Zoom client is different from logging into the web portal, but both require Virginia Tech's two-factor authentication. 

1. Open the Zoom client.
2. On the right, choose Sign In with SSO.
   
   
   
   
3. Enter virginiatech as your company domain, and click Continue.
   
   
   
   
4. Enter your PID and password, and click Login.
5. Authenticate with your second factor.

Log into the Zoom mobile app

1. On your mobile device, download, install, and open the app called Zoom Cloud Meetings.
2. On the app home page, tap Sign in. Scroll down to OR, SIGN IN WITH, and tap SSO. 
   
    
   
   
3. Enter virginiatech for the company domain and tap Continue. Your mobile browser will open and to go Virginia Tech's single sign on (SSO) page. Enter your PID and PID password, and authenticate with your second factor. 
   
    
   
   
4. You will be redirected back to the app. 

Top | Getting Started | Zoom Help Center

---

Hosting Instant Meetings

Instant meetings happen in your Zoom Personal Room. You can invite others there using your Personal Link. 

• Before you start your meeting, test your device by hosting a Zoom test meeting. 
• Instant meetings do not have polls.
  
  • To take polls, schedule a meeting. 
• Instant meetings are named by default as [your name]'s Zoom Meeting. All instant meeting recordings will have the same file name.
  
  • To give recordings meaningful names, schedule a meeting. 

From the web portal

1. Go to the Zoom web portal.
   
   • Click Host and log in with your PID and PID password. 
2. OR, click Sign In and log in with your PID and PID password, then hover over Host a Meeting at the top right of the screen. 
   
   
   
   
3. Select With Video Off or With Video On.
   
   • If you haven't installed the Zoom client, you'll be prompted to do so. 

From the Zoom client

1. Open and log into the Zoom client.
2. Click the down arrow next to New Meeting.
3. Check the Start with video box if you want video. 
4. When you're ready to begin your video, click the orange button.
   
   
   
   

From the mobile app

1. Open the Zoom mobile app. 
2. On the home screen, tap Start Meeting. 
3. Choose whether to turn on video and whether to use a Personal Meeting ID. Tap Start a Meeting. 
   
    
   
   
4. Allow Zoom to access your device's camera and microphone. Your meeting will start.
   
     
   
   
   
   
5. Tap the screen to toggle Zoom menus display. 
   
    
   
   

Safe Driving Mode

Safe Driving Mode in the mobile app uses audio only and has a touch-to-speak button to reduce road noise. 

1. During a Zoom meeting on your mobile device, swipe right. Safe Driving Mode will be enabled, your video will stop, and your mic will be muted.
2. To speak, tap the Tap to Speak button. When you're done, tap the Done Speaking button. 
   
     
   
   

Top | Getting Started | Zoom Help Center

---

Scheduling Meetings

From the web portal

1. Log into the Zoom web portal.
2. From the left menu, click Meetings.
3. Click Schedule a New Meeting.
   
   
   
   
4. Enter meeting information: 
   
   • Give each meeting a unique Topic, so meeting recordings have unique file names. 
   • Enter the meeting start time and Duration.  
   • To make it a recurring meeting, check Recurring meeting and enter recurrence information. 
   • Next to Audio, choose Computer audio. 
   • Choose Meeting Options.
     
     • Meeting ID - Check Generate Automatically. Randomly generated passwords are harder to guess. 
     • Meeting Passcode - If feasible, check Require meeting passcode.
     • Video - Turn on host video and turn off participant video. You can allow participants to share video during the meeting. 
     • Meeting Options
       
       • Uncheck Enable join before host to prevent unwanted use of the meeting and/or extra meeting recordings. 
       • Check Mute participants on entry to prevent interruption.
       • Check Only authenticated users can join the box and choose a profile from the drop down (you will only see this option if you enabled Only authenticated users can join meetings in your default meeting settings):
         
         • Need to be signed into Zoom: participants must be signed into a Zoom account to join the meeting.
         • Need to be signed into Virginia Tech Zoom: participants must be Virginia Tech affiliates signed into VT Zoom. 
           
           
           
           
   • Use the drop-down to enter a Purpose.
5. Scroll down and click Save. The meeting will be saved and you'll go to the Manage page for the meeting.
   
   • Next to Time, you can choose to add the meeting to your Outlook or Google calendar.
   • If you want to begin the meeting immediately, click Start this Meeting.
6. You can copy the meeting's Join URL or meeting invitation text to your clipboard. 
   
   
   
   

From the Zoom client

1. Open and log into the Zoom client.
2. Click Schedule.
   
   
   
   
3. Enter the meeting information: 
   
   1. Enter the meeting Topic, Start time, and Duration.  
   2. Set Meeting ID to Generate Automatically.
   3. To make it a recurring meeting, check Recurring meeting. 
   4. Under Security, click Passcode.
   5. Enable a Waiting Room.
   6. Under Video, turn on host video. Turn off participant's video. 
   7. Under Audio Options, click Computer audio Only. 
   8. Under Advanced Options, use the drop-down to enter a Purpose.
   9. Under Calendar, you can choose to add the meeting to Outlook, Google, or a different calendar. If you don't have Outlook or Google Calendar, the Zoom client will prompt you to install and/or link to the appropriate calendar. 
4. Click Schedule.
   
   
   
   

From the mobile app

1. On the mobile app home screen, tap Schedule.
2. Enter a meeting name, start time and duration, choose meeting options, set password, and tap Done. 
   
    
   
   
3. It will ask you to invite participates through the email accounts you have set up on your phone. Choose you preferred account.
   
    
   
   

From Microsoft Outlook

Install the Zoom Plugin

1. Go to the Zoom Download Center.
2. Download and install Zoom Plugin for Microsoft Outlook.
   
   • The Zoom Plugin for Microsoft 365 is only available for PC. If you have a Mac, use the Outlook Web App instead. 
3. Restart Outlook. 

Schedule the Meeting

1. Open Outlook on your computer.
2. Near the upper left, click Schedule a New Meeting. A new window will appear.
   
   
   
   
3. Change the options as needed and click a Purpose from the drop-down menu. If you can't click a Purpose, type one instead.
   
   
   
   
4. Enter the meeting information: 
   
   1. Enter the meeting Topic, Start time, and Duration.  
   2. Set Meeting ID to Generate Automatically.
   3. To make it a recurring meeting, check Recurring meeting. 
   4. Under Password, click Require meeting password.
   5. Enable a Waiting Room.
   6. Under Video, turn on host video. Turn off participant's video. 
   7. Under Audio Options, click Computer audio Only. 
   8. Under Advanced Options, use the drop-down to enter a Purpose.
   9. Under Calendar, you can choose to add the meeting to Outlook, Google, or a different calendar. If you don't have Outlook or Google Calendar, the Zoom client will prompt you to install and/or link to the appropriate calendar. 
5. Click Continue. You'll see an automatically generated notification about the Zoom meeting. You can edit the notification. 
6. Check that the Start Time and End Time of the meeting are correct.
7. Click Send. 

Top | Getting Started | Zoom Help Center

---

Having Others Schedule and Start Your Meetings

Set an alternative host

When you schedule a meeting, you can set another Virginia Tech user as an alternative host. Either the host or the alternative host can start the meeting.

• The alternative host will receive an email notifying them that they've been added and get a link to start the meeting. 
• The original host will become host if they join after the alternative host. Then the alternative host will become a co-host if the co-host feature is enabled for the meeting, or they'll become a normal participant if co-host is disabled. 

From the web portal

1. Go to the Zoom web portal and sign in. You will go to your profile page.
2. From the left menu, click Meetings. Click Schedule a New Meeting.
3. At the bottom of the Schedule a Meeting page, next to Alternative Hosts, enter the alternative host's email address and save.

From the Zoom client

1. In the Zoom Download Center page, under Online Meetings, download Zoom Client for Meetings. Allow app to make changes to your computer.
2. Click Schedule. 
3. In the Schedule a new meeting popup, under Meeting Options, click Advanced Options. More meeting options will appear. 
4. Under Alternative hosts, enter the alternative host's email address. 

If you want to add an alternative host to a meeting you've already scheduled, see Managing Meetings below. 

Assign someone scheduling privilege in your account

• Schedule meetings on your behalf.
• Manage and act as an alternative host for all your meetings.

1. In the Zoom web portal, click Settings->Other. 
   
   
   
   
2. Under Schedule Privilege, click the [+] next to Assign scheduling privilege to. 
   
   
   
   
3. In the Assign scheduling privilege popup, enter your delegate's email address and click Assign. 
   
   

Top | Getting Started | Zoom Help Center

---

Inviting Participants

 See Zoom Status for updates. 

Invite participants to an ongoing meeting

From the Zoom client

1. Click Manage Participants at the bottom of the Zoom client.
   
   
   
   
2. In the Participants screen, click Invite.
   
   
   
   
3. Copy the URL and paste it into an email or other message.
4. Click the other tabs at the top to invite participants by other means. 
   
   1. Contacts lists everyone registered in the VT Zoom instance.
   2. Zoom Rooms connect to Zoom enabled classrooms on campus.
   3. Email allows you to invite people via your default email.
      
      
      
      

 From the mobile app

1. During a meeting, tap the screen to display the meeting toolbar. 
2. Tap Participants, then tap Invite. 
   
    
   
   
3. Select how you'll invite participants. We strongly advise you to use one of these options: 
   
   • Gmail/Email will create an email that includes the Zoom invitation text. You'll need to add invitee addresses.
   • Message will create a new message with the meeting URL. You'll need to add invitee phone numbers. 
   • Copy URL will copy the URL to your device's clipboard. You can then paste and share it.
     
      
     
     

Top | Getting Started | Zoom Help Center

---

Invite participants to a scheduled meeting

From the web portal

1. Open and log into the Zoom web portal.
2. Click Meetings and then click the meeting you want to invite people to. 
3. In the Invite Attendees area, you have two choices: 
   
   • Copy the Join URL and paste it into an email or chat message to your invitees. 
   • Click Copy the invitation, and a window with a pre-written email text will appear. You can copy that text to send to your participants.
     
     
     
     

From the Zoom Client

1. Open and log into the Zoom Client.
2. Select Meetings from the bottom menu bar, and click the meeting you want to invite people to. 
3. Click Copy to copy the default invitation email text to your clipboard.
   
   
   
   
4. Paste the text into an email to your invitees. 

From the mobile app

1. On the mobile app home screen, tap Upcoming. 
2. Tap the meeting you want to invite people to. 
3. On the Info page, tap Add invitees. You have three options:
   
   • Email will create an email that includes the Zoom invitation text. You'll need to add invitee addresses.
   • Messages will create a new message with the meeting URL. You'll need to add invitee phone numbers. 
   • Copy to Clipboard will copy the Join URL to your device's clipboard. You can then paste and share it. 
     
     

 

---

Download attendance reports

 

Top | Getting Started | Zoom Help Center

---

Joining Meetings

Before joining a real meeting, follow these instructions to join a Zoom test meeting to verify that your Internet connection, audio, and video work. 

From the web portal

1. Log into the Zoom web portal.
2. Click Join.
   
   
   
   
3. Enter the Meeting ID or Personal Link provided by your host, and click Join. The meeting will begin in the Zoom client. 
   
   • If don't have the Zoom client, download and install it. Or, click Start from your browser to join the meeting without video. 

From the Zoom client

1. Open and log into the Zoom client.
2. Click Join.
   
   
   
   
3. Enter the Meeting ID or Personal Link provided by your host, and click Join.
   
   • To join a test meeting, click the drop-down for Meeting ID or Personal Link Name and choose Free Test Meeting. 

From the mobile app

1. On the mobile app home screen, tap Join.
2. Enter a Meeting ID. Or, tap Join with a personal link name and enter that. Then tap Join. 
   
    

Back to Contents | Zoom Help Center

---

Using Zoom in Canvas

If you add a Zoom Meeting to your Canvas site:

• Students need to log into Canvas to go to join the meeting. 
• Scheduling class meetings through Canvas prevents unwanted participants. 
• You can keep more course-related information in one place.
• You can only add scheduled meetings to Canvas.
• Scheduled meetings through the Zoom tool will automatically appear in students' Canvas course calendar.

Videos by TLOS: Professional Development Network

Use the Zoom Canvas Tool

1. Go to a Canvas site and, on the Course Navigation Menu, click Zoom. 
   
   • If you're a student and don't see Zoom, it's because the instructor hasn't made it available. 
   • If you're an instructor, you can change which tools appear on the Course Navigation menu in Settings -> Navigation.
2. The first time you go to Zoom from Canvas, click Authenticate. 
   
   
   
   
3. On the popup, click Authorize. You'll go to the Zoom tool in Canvas, which has some of the same functions as the Zoom Client. 
   
   • To start an instant meeting, in the Upcoming Meetings tab, next to Personal Meeting Room, click Start. 
   • To start a scheduled meeting, in the Upcoming Meetings tab, next to the scheduled meeting information, click Start. 
     
     
     
     
   • To schedule a new meeting, click Schedule a New Meeting.
   • On the Schedule a Meeting page, enter the topic, time, duration, and other meeting options and click Save. 
     
     
     
     
     
   • To see a list of past meetings, click Previous Meetings. 
   • To view and delete meeting recordings on the Zoom cloud, click Cloud Recordings. 
   • Meetings saved to the Zoom cloud appear in Kaltura's My Media tool in Canvas. Zoom cloud recordings are removed after 30 days.
     
     
     
     

Videos by TLOS: Professional Development Network

 

Top | Getting Started | Zoom Help Center

---

Add a Zoom Meeting to a Module

1.  In Zoom, create a meeting and copy the meeting's join URL .
   
   • If you don't know your meeting's join URL, go to https://virginiatech.zoom.us/meeting and click your meeting topic.
   • Next to Join URL under Invite Attendees, copy the meeting URL.
   • You cannot link instant meetings to Canvas.
2. Log into Canvas and go to the site where you want to add the Zoom meeting.
3. Create a new module (click Modules -> +Module) or edit an existing module (click Modules and the module you want to edit).
4. To the right of the module, click the add (+) button to add a content item.
   
   
   
   
5. From the Add drop-down list, select External Tool.
6. Scroll to the bottom, and click Zoom.
   
   
   
   
7. In the URL field, enter the meeting's join URL that you copied in step 1.
8. Change the Page Name to something descriptive.
9. Click Add Item to save.
   
   
   
   
10. Click the Publish icon to the right of the content item to make it a green check mark.
11. If the module is not yet published, click the Publish icon to the right of the module title to make it a green check mark.
    
    
    
    
12. Click the module link to test the integration.

Top | Getting Started | Zoom Help Center

---

Add alternative hosts

An alternative host allows you to choose someone to start meetings without you. As a teacher, you can assign your TA or another professor to start your class if you will be late or unable to attend. 

To add an alternative host to a scheduled meeting:

1. In your canvas site, click Zoom in your course navigation menu.
2. Click on the meeting topic.
   
   
   
   
3. Scroll to the bottom of the information page and click Edit this Meeting.
   
   
   
   
4. In the edit page, scroll down to Alternative Hosts, then type in the email of who you want to host for you.
5. Click Save.
   
   

Back to Contents | Zoom Help Center

---

Using Zoom in Microsoft Outlook and the Outlook Web App

• Zoom has a plugin for Microsoft Outlook in Windows that lets you schedule Zoom meetings from your Outlook calendar.
• Zoom has an add-on for the Microsoft Outlook Web App that lets you schedule Zoom meetings from the Microsoft Outlook Web App. 

From Microsoft Outlook

Install the Zoom Plugin

1. Go to the Zoom Download Center.
2. Download and install Zoom Plugin for Microsoft Outlook.
   
   • The Zoom Plugin for Microsoft 365 is only available for PC. If you have a Mac, use the Outlook Web App instead. 
     
     
     
     
3. Restart Outlook.

Schedule a meeting 

1. Open Outlook on your computer. 
2. Near the upper-left, click Schedule a Meeting. A new window will appear.
   
   
   
   
3. Change the options as needed, and click a Purpose from the drop-down menu. If you can't click a Purpose, type one instead. 
   
   
   
   
4. Click Continue. You'll see an automatically generated notification about the Zoom meeting. You can edit the notification. 
5. Check that the Start Time and End Time of the meeting are correct.
6. Click Send.
   
   
   
   

Reschedule a recurring WebEx meeting in Zoom

1. Uninstall WebEx Productivity Tools from your computer.
   
   • See: Uninstall WebEx Productivity Tools
2. Go to Outlook and open your calendar.
3. Double-click the meeting you want to change to Zoom.
4. Click Edit Series.
5. Click Cancel WebEx Meeting icon. The WebEx call-in information will disappear from the meeting invitation (if it doesn't, close the meeting, re-open it, and try again).
6. Click Send Update. The meeting will close.
7. Go back to the meeting and click Add Zoom Meeting.
   
   1. A pop-up should appear where you can select Zoom meeting preferences.
   2. Set your preferences and click Continue.
8. Click Send Update. Your recurring meeting should now be updated with Zoom meeting connection information.
9. Close Outlook.
10. Uninstall WebEx Productivity Tools.

From the Outlook Web App

• For instructions on installing the Zoom add-in and scheduling and managing meetings, see: Microsoft 365 (Outlook Web) Add-In. 
• When you schedule your first meeting, click Zoom then Settings to log in to Virginia Tech Zoom. After that you can click Zoom and Add a Zoom Meeting. 

Top | Getting Started | Zoom Help Center

---

Recording Meetings

• You can record your Zoom meetings and save them on the Zoom cloud or to your computer.
  
  • Meetings saved to the Zoom cloud appear in My Media in Canvas. Zoom cloud recordings are removed after 30 days (the retention time was temporarily increased due to COVID-19 but has gone back to 30 days).
  • Give your meetings unique names, so it's easier to find the recordings in Kaltura. 
• You cannot record a Zoom meeting locally onto a mobile device.
• Only hosts can record meetings, unless they allow others to record via Manage Participants.

Record meetings on the cloud or on your computer

From the Zoom client

1. During a Zoom meeting in the Zoom client, click Record and choose whether to Record on this Computer or Record to the Cloud.
   
   
   
   
2. To pause your recording, click the Pause icon. To stop recording, click the Stop icon.
3. Recording will automatically stop when you end the meeting. 
   
   • If you recorded to the cloud, Zoom will notify you when the recording is ready. Zoom cloud recordings are removed after 30 days.
   • Meetings recorded to the Zoom cloud appear in My Media in Canvas. 
   • If you recorded on your computer, you can view it immediately. 

From the mobile app

1. During a meeting, tap the screen to display the meeting menus. 
2. Tap More, then tap Record to the Cloud. Recording will begin. 
   
   • You cannot record Zoom meetings to your mobile device.  
   • Zoom cloud recordings are removed after 30 days, but they are saved permanently in My Media in Canvas. 
     
      
     
     
3. To stop recording, tap Recording at the top right of the screen. Tap Stop and then confirm you want to stop recording.
   
    
   
   

View and share recordings on the cloud

Recordings saved to the Zoom cloud appear in My Media in Canvas. Zoom cloud recordings are removed after 30 days. So, you should watch, edit, and share the recording through My Media.

• If your recording was removed from the cloud, you can recover it from the trash for an additional 30 days. See: Recover a Deleted Cloud Recording.
• You cannot share a recording saved to your computer unless you upload it to My Media first. 

If you cannot access the recording in My Media and you want to share it immediately, you can share the Zoom Cloud version for 30 days after recording. See Cloud Recording Playback.

Relink from Kaltura any Zoom cloud recordings that were removed after 30 days

If you linked to a Zoom cloud recording and the recording was removed, re-link to the version of the recording in Kaltura.

• If your recording was removed from the cloud, you can recover it from the trash for an additional 30 days. See: Recover a Deleted Cloud Recording.
• If you linked to the Zoom cloud recording from a Canvas Page, re-link to version in Kaltura using the Embed Kaltura Media button in Canvas' Rich Content Editor. See Video Content Management - How Instructors Use Kaltura: Add Videos to Pages. 
• If you linked to the Zoom cloud recording somewhere else, Video Content Management - How Instructors Use Kaltura: Publish on the Internet to retrieve the embed code. 

Download cloud recordings

1. Sign into the Zoom Portal at virginiatech.zoom.us.
2. Click Recordings. 
3. Find the recording you want to download and click More → Download (2 files).
   
   
   
   
4. The recording will be downloaded to your computer.

View recordings on your computer ("local recordings")

Recordings on your computer are saved in your Documents folder in the Zoom subfolder. Recording folders are named for the date and time of recording, the meeting number, and the meeting name. 

Recordings should automatically convert after you finish recording. If they don't:

1. Navigate to your computer's Documents folder.
2. In Documents, open the Zoom folder.
3. Find the recording you'd like to view and open that folder. 
4. A meeting recording file will be listed as double_click_to_convert_01.
5. Double-click the file, and Zoom will convert the recording and show you the conversion status. 
   
   
   
   
6. When conversion is done, the double_click_to_convert_0X file will be replaced by three files:
   
   • audio_only - an M4A file
   • playback - an M3U file with video and audio
   • zoom_0 - an MP4 file with video and audio
7. Play the files in a media player. 
8. If you want to share the recording, you'll have to save the file and share it manually. 

For more about accessing your local recordings and changing the recording location, see Local Recording in the Zoom Help Center.

Troubleshooting local recordings

See: Troubleshooting failed conversion of local recordings

Back up recordings

• Recordings on the Cloud are removed after 30 days, but are automatically saved in My Media in Canvas. 
• Recordings on the Cloud can be backed up on your computer.
• Recordings on your computer can be backed up by saving the entire recording folder that Zoom created to an additional drive. 

Top | Getting Started | Zoom Help Center

---

Webinars

About Webinars

Zoom Meetings accommodate the vast majority of video conferencing needs. Both Meetings and Webinars have:

• Recording, captioning, and chat for questions.
• Security features for:
  
  • registration, passwords & waiting rooms,
  • disabling recording & locking the meeting,
  • stopping all participants' video and audio, and
  • reporting & removing participants.
• Live streaming.

Webinars are designed for events that have open/public registration of more than 100 participants.

• Webinars have a Question & Answer (Q&A) tool, but questions can also be answered in Meeting chat, especially for fewer than 100 participants.
• Webinar attendees can't share video or unmute by default. However, Meeting hosts can block participant video and audio using meeting security settings and by suspending participant activities.
• Webinars don't have breakout rooms.
• Webinar licenses are available for 500 participants (no charge) and 1000 participants (charged to requesting department).

Virginia Tech has a very limited number of Zoom Webinar licenses reserved for those hosting open/public events with more than 100 participants.

• Request your Webinar license up to 30 days before event. Requests for events more than 30 days in the future will not be processed. 
• Licenses will be reallocated after the event. So, export Webinar reports immediately after the event while you still hold the Webinar license. See: Webinar reporting. 

There is no charge to use a Webinar license. 

Webinar license charges

• Webinar licenses for 500 participants are available at no charge. Licenses are limited. 
• Webinar licenses for up to 1000 participants are available for a charge of $100 per event or $3200 per year, billable to the requesting department.
• To request a Webinar license, go to Zoom - Webinar Feature Request.

Hosting Webinars

To host a webinar, you must first request the Webinar feature be added to your Zoom account. Webinar licenses are limited, so requests will only be fulfilled for those who need the feature. 

Virginia Tech has a very limited number of Zoom Webinar licenses reserved for those hosting open/public events with more than 100 participants. To request a Webinar license, go to Zoom - Webinar Feature Request.

• Not all requests can be fulfilled.
• Webinar licenses will be reallocated after the Ends date on the request form. 

Webinar reporting

Export Webinar registration and polling reports immediately after the event. See: Webinar reporting. Once your webinar license is reallocated, you will no longer be able to access Webinar data. 

Streaming a Meeting or Webinar to more than the allowed participants

If you want more than the allowed number of participants to view the meeting or webinar, you can stream it over YouTube Live. 

Enable live streaming

It can take up to 24 hours to enable You Tube live streaming. Plan accordingly. 

1. Enable live streaming in YouTube. See Get started live streaming.  
2. Go to https://virginiatech.zoom.us.
3. Sign in with your PID and password.
4. Click Settings in the navigation.
5. In the Meetings tab, scroll down to Allow live streaming meetings and enable it.
6. Click YouTube and Save.
   
   
   
   

Live stream a Meeting or Webinar

For full instructions, see: Initiating a Live Stream to Youtube

1. Start the Meeting or Webinar.
2. In Meeting/Webinar controls, click More.
3. Log into YouTube with your Virginia Tech Google account. The Broadcast Zoom Meeting to YouTube Live window will appear.
4. Choose broadcast settings. 
5. Click Go Live! Wait for a notification from the Zoom client that you are live. 
6. Stop streaming by ending the Meeting or Webinar or by clicking More then Stop Live Stream. 

 

Top | Getting Started | Zoom Help Center

---

---

Managing Meetings

---

Managing Meetings

You can change settings, like meeting name, time, and recurrence, in scheduled meetings via the web portal or Zoom client.

From the web portal

1. Log into the Zoom web portal.
2. Click Meetings, and click the meeting you want to manage.
   
   
   
   
3. Scroll down and click Edit this Meeting.
   
   
   
   
4. In the Edit meeting page, make changes and then click Save. 

From the Zoom client

1. Open and log into the Zoom client.
2. Select Meetings from the top bar or select the title of the meeting in the card on the right.
   
   
   
   
3. Click the meeting you want to manage, and click Edit.
   
   
   
   
4. Make changes and click Save.

From the mobile app

1. On the mobile app home screen, tap Upcoming. 
2. Tap any meeting to view its settings. On the Info screen, you can add invitees, start, or delete the meeting.
3. To make other changes, tap Edit. When you're done, tap Done. 
   
    

Language interpretation

Hosts can designate a participant as a language interpreter during meetings. Interpreters translate into their own audio channel. Attendees can choose which audio channel to listen to.

• Hosts must provide their own language interpreters.
• Language interpretation is on by default in user settings.
• For instructions see: Language interpretation in meetings and webinars

Back to Contents | Zoom Help Center

---

Sharing Your Screen

• You can share media such as documents, images, web browsers, video clips, and PowerPoint presentations in Zoom Meetings using the screen sharing feature.
• You can also set your desktop and window appearance before sharing.

Set your desktop preferences for dual monitors

1. Open the Zoom Client.
2. Move and resize the windows you want to share.
3. Open and log into your Zoom desktop client.
4. If you are using multiple monitors, in Zoom, click Settings (gear icon), and under General, check Use dual monitors.
   
   
   
   

Share your screen

From the Zoom client

1. During your Zoom meeting, click Share Screen on the bottom menu. 
   
   
   
   
2. Choose which Desktop monitor, Device screen, or application you want to share, and click Share Screen.
   
   
   
   

From the mobile app

1. During a meeting, tap the screen to display the meeting menus. 
2. Tap Share Content, then choose what to share. 
   
   
   
   

Allow participants to share their screen

Hosts can only share their screen by default. If the host wants participants to share their screen, then they will have to enable it during the meeting.

1. In the meeting, click the up-arrow next to Share. 
2. Click Advanced Sharing Options...
   
   
   
   
3. Under Who can share? click All Participants.

Top | Managing Meetings | Zoom Help Center

---

Set up PowerPoint for sharing

You can set up PowerPoint and Zoom so you can resize and move the PowerPoint presentation.

1. In PowerPoint, click Slide Show and then Set Up Slide Show.
   
   
   
   
2. Choose Browsed by an individual (window), and click OK. 
   
   
   
   

   Top | Managing Meetings | Zoom Help Center

---

Share video clips

Zoom's built-in video player allows for video clips to be shared in meetings.

1. Start or join a Zoom meeting. 
2. Click the Share Screen button.
   
   
   
   
3. At the top of the pop-up window, click Advanced. Then click Video.
   
   
   
   
4. Check Share sound if the video has audio. 
5. Check Optimize for video clip. 
6. Browse to the video you want to share and click Open.

 

Top | Managing Meetings | Zoom Help Center

---

Enable Zoom window sharing

By default, windows that run the Zoom client aren't shared or recorded. If you want to share and record them, you need to change a setting in Zoom.

MacOS

1. Open and log into the Zoom client. 
2. In the top menu bar, click zoom.us -> Preferences.
   
   
   
   
3. Under General, check Share Zoom windows in desktop sharing.

Windows

1. Open and log into the Zoom client.
2. Click Settings (gear icon).
   
   
   
   
3. Under General, click View More Settings.
   
   
   
   
4. Scroll down and enable Show Zoom windows during screen share.
   
   

 

Top | Managing Meetings | Zoom Help Center

---

Request remote control

1. Make sure the person giving remote control is sharing their screen. 
2. At the top of your meeting, click View Options.
3. In the drop-down, click Request Remote Control.
   
   
   
   
4. In the pop-up, click Request.
   
   
   
   
5. You can now control the participant's screen.
6. To exit remote control, click View Options → Give up Remote Control.
   
   

Give remote control

1. While you are sharing your screen, go to the top of the meeting and click Remote Control.
2. In the drop-down, click Give Mouse/Keyboard Control to : [Name of Participant].

   

Top | Managing Meetings | Zoom Help Center

---

Zoom Immersive View

• Hosts can place up to 25 video participants onto a single virtual background to recreate a classroom or conference setting.
• Hosts may select their own virtual background and adjust participant order.
• Immersive View works in meetings and webinars. 
• Recordings in Immersive View will appear as gallery view. 

Enable Immersive View

1. Go to the Zoom web portal and log in. 
2. Click Settings in the navigation menu.
   
   
   
   
3. Click In Meeting (Advanced) in the Meetings tab.
   
   
   
   
4. Scroll down to the Immersive View option and enable it.
   
   
   
   

Start Immersive View

1. In the top-right corner, click View.
   
   
   
   
2. Click Immersive Scene.
   
   
   
   
3. Click Automatically or Manually for placing participants into the scene.
   
   
   
   
4. Select the scene you would like to use. 
   
   • Each scene states the maximum number of predefined places for participants.
5. Click Start.
   
   
   
   

Use Custom Immersive View

Custom Immersive View is only enabled in Immersive Scene mode.

1. In the top-right corner, click View.
   
   
   
   
2. Click Change Immersive View.
   
   
   
   
3. Click + symbol to add a custom background.
   
   
   
   
4. In the pop-up window, find and select the background you want.
5. Click Open.
6. Click Start.
7. Click and drag participant videos down onto the scene.
8. Adjust video size by clicking on the video participant. You will see a thin, blue outline you drag to resize. 

End Immersive View

1. In the top-right corner, click View.
2. Click Gallery View or Speaker View.
3. In the pop-up window click Stop.
   
   
   
   

Top | Zoom Immersive View | Zoom Help Center

---

Polling

Hosts can use polling during scheduled Zoom Meetings to collect feedback and information from participants.

• Polls only work from scheduled meetings, not instant meetings. 
• Polls are not available in the mobile app. 
• Hosts can set up poll questions in a scheduled meeting beforehand, or add them once the meeting starts. 

Create a poll before a meeting

You can only create polls before a scheduled meeting if you're using the Zoom web portal.

1. Log into the Zoom web portal.
2. On the left-hand menu, click Meetings and then click the meeting you want to add a poll to. You'll go to the Manage Meeting page. 
   
   • Or, click Schedule a New Meeting, schedule it, and click it on the Meetings page. 
3. Scroll to the bottom of the Manage Meeting page. Next to You have not created any polls yet, click Add.
   
   
   
   
4. On the Add a Poll popup: 
   
   1. Enter a title and question text.
   2. Choose Single Choice or Multiple Choice. 
   3. Enter answer text. 
      
      
      
      
5. Click Add a Question to add more questions. 
6. When you're done, click Save.  
7. After you click Save, you'll go to the Manage Meetings page.

It's good to remember that you can:

• Save intermittently while adding questions. 
• Add more questions to a poll. To do this, click Edit next to the poll name.
• Add up to 25 polls per meeting. You can add unlimited questions to each poll.

Create or launch a poll during a meeting 

You can create polls from the Zoom client during a scheduled meeting.

1. During the meeting, in the Zoom client's bottom menu bar, click Polls. 
   
   • If you don't see Polls, click More.
   • If you still don't see Polls, make sure you're not in an instant meeting.  
     
     
     
     
2. If you don't have polls saved in the meeting, you'll go to Poll 1.
   
   • Click Add a Question. See Create a poll before a meeting for instructions.
   • When you're done adding questions, click Launch Polling to start the poll. 
3. If you have saved polls, you'll see the poll name next to Polling 1. Click Launch Polling.
   
   • You can also click Edit to edit this and other polls in the meeting. 
     
     
     
     
4. The participants in the meeting will then be prompted to answer the polling questions. The host will be able to see the results live.
5. To stop the poll, click End Polling.
6. To share the results of the poll with the meeting participants, click Share Results.

Download poll results

Top | Managing Meetings | Zoom Help Center

---

Responding to Interruptions

In the meeting, click Security and Manage Participants to prevent and stop interruptions.

Meeting security settings

At the bottom of the Zoom client, click Security. These are the most secure in-meeting settings:

• After everyone has joined, click Lock Meeting to prevent unwanted participants. 
• If the meeting is unlocked, you can Enable Waiting Room to hold new participants. 
• You can choose to Hide Profile Pictures of participants. 
• Under Allow participants to, uncheck any boxes to prevent participants from doing those actions. 

Suspend participant activities

Click Security then Suspend Participant Activities to mute all video and audio, stop screen sharing, end all breakout rooms, and pause recording.

Stop background noise / mute all participants

Click Manage Participants then Mute All.

Lock annotations

1. While screen sharing, click More in the controls.
2. Click Disable participants annotation.
   
   

Report and remove disruptive participants

1. Click Manage Participants.
2. The participants window will open to the right of your meeting. 
3. In the new window, hover over the participant's name and click More.
4. Click Report...
   
   
   
   
5. In the Report popup, add any other interrupters and let Zoom know What happened? Add a screenshot if you have one and click Submit. 
   
   
   
   
6. After reporting them, hover over More again and click Remove. You can remove someone without reporting them, but reporting them helps Zoom prevent future disruptions. 

To allow them to rejoin, see: Allowing Removed Participants or Panelists to Rejoin. 

Top | Managing Meetings | Zoom Help Center

---

Using Breakout Rooms

• Zoom's Breakout Room feature allows meeting hosts and co-hosts to automatically or manually split Zoom meetings in up to 50 separate Breakout Rooms.
• Each participant can use audio, video, and screen-sharing in Breakout Rooms.
• The host can share their screen to all active Breakout Rooms.
• You can pre-assign participants to breakout rooms via the web portal (virginiatech.zoom.us), not through the Zoom client or Zoom in Canvas. 
• Hosts and co-hosts can assign participants to breakout rooms. 

Screen sharing cannot be disabled for breakout rooms, so participants can always turn on their audio and video. To prevent and mitigate interruptions, use breakout room monitors: 

• Host and co-host monitors can respond to interruptions.
• Participant monitors can click the Ask for Help (question mark) icon in the breakout room, prompting the host to join the breakout room.

Pre-assign participants to breakout rooms whenever possible and notify hosts and co-hosts of their role in monitoring breakrooms. 

Enable Breakout Rooms

1. Log into the Zoom web portal at virginiatech.zoom.us.
2. Click Settings and go to In Meeting (Advanced). 
3. Enable Breakout room.
4. Check Allow host to assign participants to breakout rooms when scheduling. 

Create Breakout Rooms

1. Start an instant or scheduled meeting.
2. On the bottom menu, click Breakout Rooms.
   
   
   
   
3. Select the number of breakout rooms you would like to create and whether you would like participants to be assigned to rooms Automatically or Manually.
   
   • For automatically assigned rooms, Zoom will randomly split all participants into even groups.
   • For manually assigning participants to rooms, continue following these instructions.
4. Click Create Rooms. Your Breakout Rooms will be created, but they will not start yet.
   
   
   
   
5. To manually assign participants rooms (only if you didn't assign participants automatically):
   
   1. Click Assign next to the room you want to assign participants to, and check the box next to each participant you want in that room.
      
      
      
      
   2. Repeat this procedure for each room.
   3. Once a participant has been assigned to a room, the total number of participants will show instead of the Assign button.
   4. Unassigned participants will stay in the main meeting.

Pre-assign Breakout Rooms

1. Log into the Zoom web portal at virginiatech.zoom.us.
2. Click Meetings. Your Zoom meetings, including the ones you scheduled in Canvas, will be listed. 
3. Hover over the meeting listing and click Edit.
   
   1. If you have a recurring meeting and want to use the same breakout rooms and assignments, click Edit for all occurrences.
4. Either A. Create rooms manually or B. Import room assignments from CSV. 

A. Create rooms manually

1. Click +Create Rooms. 
2. In the Breakout Room Assignment popup, click [+] next to Rooms for each room you want to create. 
3. Click on each room name to rename it. 
4. To add participants, type in participant names in the Add participants box. Be sure to spell their names correctly. 
5. Save. 
6. Back in Meeting Settings click Save. 

B. Import room assignments from CSV

1. Click Import form CSV. 
2. Click download to download a CSV template. 
3. Open the CSV file and note the formatting. 
   
   • In column A, Pre-assign Room Name, enter the breakout room name. 
   • In column B, Email Address, enter the person's VT email address. 
   • Make sure every person is assigned a breakout room in column A.
   • Make sure the breakout room names are spelled the same way for the same room. 
   • Make sure email addresses are spelled correctly. 
4. Save as CSV. 
5. Go back to the Zoom Import from CSV window and drag and drop your CSV file. 
6. Inspect and edit the breakout rooms. 
7. Save. 
8. Back in Meeting Settings click Save. 

Manage Breakout Rooms

Edit Breakout Rooms before the breakout session

Hosts and co-hosts can manage breakout rooms. 

• Move to allows you to select a room to move a participant to.
• Exchange allows you to select a participant and swap them with a participant in a different room.
• Delete Room allows you to delete the selected room.
• Recreate allows you place the rooms already made with a new set.
• Add a Room allows you to add a new room.
• Options allows you to set the parameters of the breakout session.
  
  
  
  

Start breakout sessions

Click Open All Rooms. This will begin the breakout sessions.

• All participants will be moved to their respective rooms after they confirm the prompt to join.
• The host will be left in the main meeting until manually joining one of the breakout rooms.
• If a participant has not joined the session yet, it will say (not joined) next to their name.

Manage ongoing breakout sessions

• Join allows you to join the selected breakout room.
• Leave allows you to leave the room and return to the main meeting.
• Broadcast a message to all -> Broadcast lets the host send a message to all rooms.

Manage pre-assigned breakout rooms

• Click Breakout Rooms to see the pre-assigned rooms.
• Students who joined before the host will be assigned to their rooms. 
• To assign students who joined after the host, click Recreate then Recover to pre-assigned rooms. 
• To empty all breakout rooms, click Recreate then Recreate all rooms. 

Stop breakout sessions

Click Close All Rooms to stop the breakout sessions. A 60-second countdown is broadcasted to the host and participants. All participants will be redirected to the main meeting when the countdown is over.

Screen Share to All Active Breakout Rooms

To share your screen to all active Breakout Rooms, select Share Screen and the image or item you want to share and then select Share to breakout rooms at the bottom of the window before selecting Share.

If you are already screen sharing when you enable the breakout rooms, navigate to the More option on the screen sharing controls and select "Share to Breakout Rooms". You won't see this option in the menu if you aren't sharing your screen.

Join a Breakout Room

Once the meeting host invites you to join a breakout room, click Join.

If you choose to join the breakout session later, you can join by clicking Breakout Rooms on the bottom menu bar in your meeting and then Join Breakout Room.

Participate in a Breakout Room

Once you have joined a breakout room, you can click:

• Mute/Unmute - to control your microphone.
• Start/Stop Video - to control your camera.
• Participants - to view the list of participants in your room.
• Share Screen - to share your screen.
• Chat - to type messages to the other participants in your room.
• Record - to record the session if the host gives you recording permission.
• Ask for Help - to request help from the meeting host.

Ask for help

Asking for help will ask the meeting host and co-hosts to join your breakout room.

1. From a Breakout Room's bottom menu, click Ask for Help.
2. Confirm that you would like assistance by clicking Invite Host.
   
   

The meeting host will be prompted to join that room by clicking Join Breakout Room.

Leave a Breakout Room

You can leave a breakout room and return to the main meeting at any time. You can also leave the meeting entirely from your breakout room.

When the host ends the breakout rooms manually, you will be notified and given the option to return to the main meeting immediately or in 60 seconds.

1. In the right corner of the bottom menu, click Leave Breakout Room.
2. Choose if you want to leave the breakout room or the entire meeting by clicking Return to Main Session or Leave Meeting.
   
   

Top | Managing Meetings | Zoom Help Center

---

Generating Meeting Reports

Attendance reports

• Download a meeting attendance report 30 minutes after the meeting ends.
• Only reports for the last 30 days are available.  

See also: 

• Setting up registration for a meeting
• Generating Meeting Reports for Registration and Polling

Download attendance report

1. Log into the Zoom portal.
2. On the left-hand menu click Reports.
3. Under Usage Reports click Usage. 
   
   
   
   
4. Enter the date(s) you want reports for end click Search. A list of meetings you hosted will appear. 
5. In the Participants column click the highlighted number of participants for a meeting. 
   
   
   
   
6. Review the report.
   
   • Click Export with meeting data.
   • If you need to see a collapsed list of each unique attendee and their total duration in the meeting, click Show Unique users.
7. Click Export. 

Polling reports

You can download polling reports for meetings whether or not they required registration. Download the poll results after your meeting has ended, not during the meeting. Download polling reports right after the meeting, because reports are deleted after 30 days.

• If the meeting required registration, the polling report will include participant names and email addresses. If it did not require registration, the polling report will only include names users signed into Virginia Tech Zoom. If the poll was anonymous, it will not include participant names. 
• If you used the poll twice, only the most recent results will be saved. To repeat a poll, make two versions of it instead. 

See also: 

• Polling for meetings
• Setting up registration for a meeting
• Generating Meeting Reports for Registration and Polling

Download polling report

1. Log into the Zoom web portal.
2. Under Account Management, click Reports.
3. On the Reports page, click Meeting.
   
   
   
   
4. On the Meeting Report tab, click Poll Report next to Report Type. 
5. Find the meeting you want a poll report for.
   
   • If you need to, search for the meeting by time range. 
     
     
     
     
6. Check the meeting(s) you want a report for and click Generate.
   
   • Or, click Generate next to the meeting ID. 
7. On the Report Queue tab, if the report was successful, a Download button will appear.

Top | Managing Meetings | Zoom Help Center

---

---

Best Practices and Troubleshooting

---

Best Practices for Meetings

General

Make sure everyone can see and hear you

Before lecturing or presenting:

• Check your audio and video. You can Join a test meeting, test your audio, and test your video. 
• Make sure participants can see and hear you. Ask via video conference and have them reply using Zoom chat or Zoom nonverbal feedback. 

Mitigate bandwidth issues

• If there are issues with bandwidth (video halting, the meeting disconnecting, audio sounding distorted) ask participants to turn off their videos.
• Tell participants to ask questions or make comments in the chat rather than speaking.
• Have participants call into the meeting from their phones. 

Hold Q&A via chat

• In large meetings and courses, mute participants and students. Have them ask and answer questions using Zoom chat.
• Consider having a delegate or TA as a co-host, so they can monitor the chat room during the meeting. They can either answer questions directly via chat or they can unmute themself and ask you during the meeting or lecture.  

Zoom for instruction

Schedule class meetings through Canvas

If you add a Zoom Meeting to your Canvas site:

• Students need to log into Canvas to join the meeting.
• Scheduling class meetings through Canvas prevents unwanted participants. 

When scheduling: 

• Check Require meeting password and distribute a password to students through a Canvas Page or Home Page. 
• Check Only authenticated users can Join: Sign in to Zoom so only students signed in with their PID can join. 
• Uncheck Use Personal Meeting ID so the Meeting ID will be randomly generated. 
• Uncheck Enable join before host. If you're recording the meeting, each time a student joins will create a separate video. 
• Consider checking Record the meeting automatically in the cloud. Students with bandwidth or technology issues can watch the recording or can read automatic captions of the recording. Recordings appear in your My Media area within a day of the meeting. They aren't visible to students unless you publish them in the course Media Gallery. 
  
  

Plan to convey lecture information in writing

In case students have accommodations requiring written materials or don't have enough bandwidth, plan to convey your lecture content in writing. You can email or post teaching notes online and/or make captions for your recordings in My Media.

Top | Best Practices and Troubleshooting | Zoom Help Center

---

Best Practices for Security

• Secure future meetings by (1) setting secure default settings for new meetings in your Zoom profile and (2) choosing secure settings when scheduling meetings. 
• During a meeting, manage participants to stop interruptions and prevent future interruptions. 

About Zoom bombing

Zoom bombing (also Zoombombing) is when someone joins your meeting uninvited and says, shows on video, or writes in chat inappropriate, threatening, racist/sexist messages. The following meeting types are susceptible: 

• Meetings where the join URL or meeting ID is posted online.
• Meetings where the meeting ID has been bombed before (it's a known target).
• Meetings open to the public but without meeting registration.
• Meetings without waiting rooms.
• Meetings without passcodes.
• Meetings where people not logged into Zoom or VT Zoom can join.

Zoom bombers are typically groups of bad actors who obtain and share meeting information and coordinate their attacks.

• Once your meeting has been disrupted, it's very difficult to remove every attacker and regain control. It's best to abandon the meeting. 
• Zoom bombers are rarely VT affiliates, so VT authorities like VTPD, HR, and Student Affairs cannot enforce consequences.
• Law enforcement can only act if physical threats were made. 

Zoom security settings can prevent Zoom bombing attacks! 

Security settings overview

• All meetings will be require one of three security options by default: waiting rooms, passcodes, or only authenticated users can join. 
• Additional settings related to security are meeting registration, meeting recording, and random Meeting IDs. 

Waiting rooms

Waiting rooms let you look at who wants to join your meeting before you let them in. All meetings have waiting rooms set by default. 

• Participants joining the meeting are placed in a waiting room.
• Hosts admit participants one at a time or all at once.
• Hosts can put participants back in the waiting room.
• If waiting rooms are enabled, join before host will not work. 
• Webinars do not support Waiting Room. Use a webinar practice session as an alternative.

To edit your waiting room rules: 

1. Log in to the Zoom web portal.
2. In the navigation menu, click Settings.
3. Under the Security section, the Waiting Room feature will be automatically enabled. 
4. Click Edit Options to select who you want to admit to the Waiting Room.
   
   • Everyone: All participants joining your meeting will be admitted to the Waiting Room. 
   • Users not in your account: Only participants who are not on your Zoom account or are not logged in will be admitted to the Waiting Room. If not logged in, they will have an option to log in. 
   • Users who are not in your account and not part of the allowed domains: Users who are on your account or signed in to a Zoom account at the domains you list will bypass the Waiting Room. After selecting this option, enter the domain(s) here, separating multiple domains by a comma. 

Passcodes

There are two ways to join a Zoom meeting - by entering the Join ID or using a meeting invitation URL. 

• Passcodes prevent someone from entering your Join ID and accessing your meeting without the passcode. 
• Passcodes are included in the meeting invitation URL. Do not share your invitation URL on the Internet. 

Authentication profiles

Authentication profiles allow you to restrict the meeting to one of the following: 

• Anyone logged into Zoom
• Anyone logged into a U.S. instance of Zoom
• Anyone logged into Virginia Tech Zoom.

Anyone logged into Virginia Tech Zoom is the most secure authentication profile. If you have a non-VT guest speaker, you can add them as an exception. See Adding authentication exceptions (users). 

Meeting registration

You can require attendees register before the meeting.

• Filter attendees by name and email address. 
• Only meetings with registration have polling and registration (attendance) reports. See: Generating Meeting Reports for Registration and Polling

Recording and chat logs

It is easier to investigate interruptions captured in Zoom cloud recordings and in meeting chat. 

• You can set your meetings to record and save chats by default. 

Meeting ID

Do not use your personal meeting ID for public or recurring events.

• Once meeting IDs are shared online, it's easier for an attacker to strike again.  
• Use random, Zoom generated meeting IDs instead.  

Top | Best Practices and Troubleshooting | Zoom Help Center

---

Set account security settings

• Account settings determine defaults for all meetings scheduled by a user. We suggest you enable the most secure default settings. 
• Meeting settings can override the defaults when scheduling individual meetings. 

You can override account settings when scheduling individual meetings.

To configure account settings: 

1. Go to https://virginiatech.zoom.us and click Sign in. 
2. Log in with your PID and password. You'll go to your Meetings by default. 
3. Click Settings. It will default to the Meetings tab in the Security section. 
   
   
   
   
4. Keep Require that all meetings are secured with one security option enabled. This ensures cannot accidentally override security settings and hold an insecure meeting. 
5. Enable Waiting Room and click Edit Options. Under Who should go in the waiting room? (instead of joining the meeting directly) choose:
   
   • Everyone (most secure) if you want all participants to first go to the waiting room. 
   • Users not in your account if you only want non-VT people to go in the waiting room. VT people will be prompted to log in.
   • Users who are not in your account and not part of the allowed domains if you only want non-VT people and people not in domains you list to go to the waiting room.
6. There are six (6) passcode settings:
   
   • Enable Require a passcode when scheduling new meetings
   • Enable Require a passcode when scheduling new meetings
   • Enable Require a passcode for instant meetings
   • Enable Require a passcode for Personal Meeting ID (PMI) and All meetings using PMI.
   • Enable Require passcode for participants joining by phone
   • Only enable Embed passcode in invite link for one-click join if you will never post your meeting invitation link publicly. If you post it publicly, require registration and send the passcode to registrants separately. 
7. Enable Only authenticated users can join meetings. When you schedule meetings, you can choose from the three authentication options:  
   
   • Need to be signed into Zoom: Anyone signed into any Zoom account can join. 
   • Need to be signed into Virginia Tech Zoom: Only those signed into Virginia Tech Zoom can join.
     
     • You can add individual non-VT email addresses as exceptions. See Adding authentication exceptions (users). 
     • Regarding phone users, choose the setting that aligns with your typical Zoom attendees. 
8. Enable Only authenticated users can join meetings from Web client. 
9. Most Zoom bombing attacks originate in the U.S., but you can choose to enable Approve or block entry to users from specific regions/countries.
10. These are the most secure account settings:
    
    

Top | Best Practices and Troubleshooting | Zoom Help Center

---

Schedule secure meetings

• When you schedule a new meeting, it will have your account setting by default. 
• You can change settings for individual meetings. 
• The Zoom web portal at https://virginiatech.zoom.us has more scheduling settings than the Zoom client. 

In the Zoom portal

To schedule a meeting:

1. Log into the Zoom web portal at https://virginiatech.zoom.us.
2. Click Meetings, then click Schedule a Meeting. 
3. Enter the Topic, Description, date and time, and recurrences. 
4. Meeting settings related to security start with Registration. 

We suggest these settings: 

1. Registration - Requiring registration means participants must register to be able to join the meeting once it starts. Hosts can screen participants or have Zoom approve them automatically. 
   
   • If your meeting includes members of the public, check Required next to Registration. 
2. Meeting ID - Check Generate Automatically. Randomly generated passwords are harder to guess. 
3. Security - You must choose at least one Security option. We recommend you choose more than one.
   
   • Meeting Passcode - Require a passcode. Passcodes are included in the invitation URL. Participants joining by URL need not enter a passcode. Only participants joining by Meeting ID enter passcodes. 
   • Waiting Room - Participants join a waiting room before entering the meeting. The host then admits them to the meeting. 
   • Only authenticated users can join. Choose the most secure profile that will meet your needs:
     
     • Need to be signed into Virginia Tech (most secure!): participants must be Virginia Tech affiliates signed into VT Zoom. 
     • Need to be signed into Zoom: participants must be signed into a Zoom account to join the meeting.
       
       • You can add individual non-VT email addresses as exceptions. See Adding authentication exceptions (users). 
4. Video - Turn on host video and turn off participant video. You can allow participants to share video during the meeting. 
5. Audio - Choose how participants can join. Restrict where participants can dial in from. 
6. Meeting Options
   
   • Allow participants to join anytime - Uncheck this to prevent participants from joining before you. 
   • Must participants upon entry - Check.
   • Automatically record meeting - It's easier to investigate interruptions if the meeting was recorded. 
   • Approve or block entry to users from specific regions/countries - Check to choose which countries to either allow or exclude. Save. 
7. Choose a Purpose (required).
8. Save
9. These are the most secure meeting settings: 
   
   

In the Zoom client

The Zoom client has fewer meeting scheduling than the Zoom web portal. To schedule a meeting, click Schedule on the Home screen. 

We suggest: 

• Meeting ID - Set to Generate Automatically. Randomly generated meeting IDs are harder to guess.
• Passcode - Set your own passcode or use Zoom's 
• Video - Turn on host video but turn off participant's video. They can turn on video after they join. 
  
  

In Canvas

See Schedule class meetings through Canvas above. 

Top | Best Practices and Troubleshooting | Zoom Help Center

---

Other preventative actions

Update Zoom client

Older Zoom client versions might not have updated security settings. In the Zoom client, click your icon then Check for Updates. 

Don't share invitation URLs online

Do not share meeting IDs or passcodes via social media. If you must share meeting information on the Internet:

1. Require registration.
2. Require a passcode. Don't share the invitation URL or passcode. 
3. Use authentication profiles to require attendees be signed into Zoom. 
   
   • Any free Zoom account will work. Most bad actors never sign into Zoom. 
4. Have a backup plan.
   
   • Set up a secondary location or meeting you can move to if you're interrupted.
   • Only give known attendees information on the backup session. 

Pay attention to security emails 

Virginia Tech notifies hosts if their Zoom meeting information is exposed online. 

• Do not ignore these emails.
• Work with TLOS to secure your meeting. Either Schedule an Appointment with a TLOS Consultant or go to 4help.vt.edu, log in, and click Get Help. 

Top | Best Practices and Troubleshooting | Zoom Help Center

---

Manage secure meetings

Some meeting controls are only available after the meeting begins. 

Meeting security settings

At the bottom of the Zoom client, click Security. These are the most secure in-meeting settings:

• After everyone has joined, click Lock Meeting to prevent unwanted participants. 
• If the meeting is unlocked, you can Enable Waiting Room to hold new participants. 
• You can choose to Hide Profile Pictures of participants. 
• Under Allow participants to, uncheck any boxes to prevent participants from doing those actions. 

Prevent participants from turning on their video

After the meeting starts, click Participants. Hover over a participant and click More then Stop Video. Repeat for all participants (or have the co-host do so).

Mute participants

After the meeting starts, click Participants. You can: 

• Click Mute All.
• Click the more icon [...] at the bottom right and uncheck Allow Participants to Unmute Themselves. 

Prevent participants from making annotations

1. While screen sharing, click More in the controls.
2. Click Disable participants annotation.
   
   

Run secure breakout rooms

Screen sharing cannot be disabled for breakout rooms, so participants can always turn on their audio and video. To prevent and mitigate interruptions, use breakout room monitors: 

• Host and alternative host monitors can respond to interruptions.
• Participant monitors can click the Ask for Help (question mark) icon in the breakout room, prompting the host to join the breakout room.

Pre-assign participants to breakout rooms whenever possible and notify host and participant monitors of their role. 

Top | Best Practices and Troubleshooting | Zoom Help Center

---

Respond to interruptions

Zoom bombers often coordinate their attacks and repeatedly enter and disrupt meetings. If your meeting has been interrupted, consider immediately ending the meeting. If the community has a safe backup meeting location, move the meeting or event there. Only share the new meeting information with legitimate participants.

If you do not want to end the meeting, you can:

Suspend participant activities

Click Security then Suspend Participant Activities to mute all video and audio, stop screen sharing, end all breakout rooms, and pause recording.

Report participants to Zoom

1. Click Manage Participants.
2. The participants window will open to the right of your meeting. 
3. In the new window, hover over the participant's name and click More.
4. Click Report...
   
   
   
   
5. In the Report popup, add any other interrupters and let Zoom know What happened? Add a screenshot if you have one and click Submit. 
   
   
   
   

Remove participants

After reporting them, hover over More again and click Remove. You can remove someone without reporting them, but reporting them helps Zoom prevent future disruptions. 

To allow them to rejoin, see: Allowing Removed Participants or Panelists to Rejoin. 

Top | Best Practices and Troubleshooting | Zoom Help Center

---

Making Zoom Accessible

Zoom has features that let those with disabilities schedule, attend, and participate in Zoom Meetings. For more, see Accessibility Features on Zoom and About Settings.

Zoom closed captioning and live transcription

Zoom has free automatic speech recognition (ASR) closed captioning and live transcription for meetings.

• Only Hosts can enable Zoom closed captions and live transcripts.
  
  • All participants can view closed captions and live transcripts. 
  • Individual participants can also use Web Captioner. 
• Hosts can control whether to display closed captions only or a live transcript. 
• Hosts can disable live transcript download. 
• Participants can choose to show or hide closed captions. 
• Closed captions and live transcripts are not saved to Zoom recordings on the Zoom cloud or in My Media in Canvas. 

See also:

 

• Closed captioning and live transcription
• Captioning Services request form
  
  • Live captioning requests should be made 48 hours in advance. Rush requests will be processed if there is a captionist available.
  • The default turnaround time for post-production captioning is 5 business days.
• Accessible Technologies - Closed Captioning

Closed caption and live transcript settings

Hosts control closed captioning settings at the account level. The below settings are enabled by default, but hosts can disable them. 

Go to virginiatech.zoom.us and log in. Click Settings then In Meeting (Advanced).

• Enable live transcription service to show transcript on the side panel in-meeting. If live transcription is disabled, participants will only see closed captions at the bottom of the screen. 
• Allow participants to save fully closed captions or transcripts. If saving transcripts is disabled, participants won't see the button do download them. 

Enable closed captions and live transcripts

1. During the meeting click Live Transcripts then Enable Auto-Transcription. 
   
   • You can also assign someone in the meeting to type captions. 
   • If your meeting has professional captioning, Copy the API token and follow the any instructions provided by the captioning service. 
     
     
     
     
2. Closed captions will appear at the bottom of the screen for all participants. 
   
   • To show and download a live transcript, click the arrow next to Live Transcript then View Full Transcript. 
   • To save the transcript, at the bottom of the transcript pane click Save Transcript. 
     
     
     
     
   • To hide the transcript, click the arrow then Close Full Transcript.
   • To hide the closed captions, click the arrow then Hide Subtitle.
     
     

View closed captions and live transcripts

Hosts must enable closed captions. Individual participants can also use Web Captioner to caption Zoom meetings. 

Closed captions will appear at the bottom of the screen. 

• To show a live transcript, click Live Transcript then View Full Transcript. Hosts may disable this feature. 
• To download the transcript, at the bottom of the transcript pane click Save Transcript. Hosts may disable this feature. 
  
  
  
  
• To hide the transcript, click the arrow then Close Full Transcript.
• To hide the closed captions, click the arrow then Hide Subtitle.
  
  

 

American Sign Language interpretation

If American Sign Language interpretation is specifically requested, please refer to the list of regional or state resource listings.

Also see: Accessible Technologies: Closed Captioning

Transcripts of recordings

Meetings saved to the Zoom cloud appear in My Media in Canvas. Zoom cloud recordings are removed after 30 days. So, we suggest you caption any recordings in My Media. 

• To enable and manage meeting transcription in Zoom, see Zoom Help Center: Automatically Transcribe Cloud Recordings.

Keyboard shortcuts

For a list of Windows and Mac keyboard shortcuts available during Zoom Meetings:

• See Hot keys and Keyboard Shortcuts for Zoom.
• See the Zoom client under Settings -> Accessibility.

Always show meeting controls

You can prevent the meeting control bar at the bottom of meeting screens from auto-hiding. 

1. Open and log into the Zoom client.
2. Click Settings -> Accessibility.
3. Click Always show meeting controls.
   
   
   
   

Play a sound when participants join or leave meetings

You can configure your account to enable sounds to play when people join or leave your meetings. 

1. Log into the Zoom web portal.
2. Click Settings from the left menu.
3. Under In Meeting (Basic), click the toggle next to Play sound when participants join or leave. Choose whether the sound will be heard by you or by all attendees. 
   
   

Top | Best Practices and Troubleshooting | Zoom Help Center

---

Zoom Bandwidth and Hardware Recommendations

See also Zoom's documentation: Meeting and Webinar Best Practices and Resources

System Requirements

• An internet connection – broadband wired or wireless (3G or 4G/LTE). 
  
  • The minimum bandwidth for Zoom is 600kbps (up/down).
  • The recommended bandwidth is 1.5 Mbps (up/down). 
• Speakers and a microphone – built-in or USB plug-in or wireless Bluetooth.
• A webcam or HD webcam - built-in or USB plug-in.
• Or, a HD cam or HD camcorder with video capture card.

Supported operating systems

• macOS X with macOS 10.7 or later
• Windows 10
• Windows 8 or 8.1
• Windows 7
• Windows Vista with SP1 or later
• Windows XP with SP3 or later
• Ubuntu 12.04 or higher
• Mint 17.1 or higher
• Red Hat Enterprise Linux 6.4 or higher
• Oracle Linux 6.4 or higher
• CentOS 6.4 or higher
• Fedora 21 or higher
• OpenSUSE 13.2 or higher
• ArchLinux (64-bit only)

Supported tablet and mobile devices

• Surface PRO 2 running Win 8.1
• Surface PRO 3 running Win 10
• iOS and Android devices
• Blackberry devices

Supported browsers

• Windows: IE 11+,  Edge 12+, Firefox 27+,  Chrome 30+
• Mac: Safari 7+, Firefox 27+,  Chrome 30+
• Linux: Firefox 27+,  Chrome 30+

Web camera recommendations

1. Logitech BCC950
   
   • Built in speaker and microphone with auto echo canceling, remote for adjusting camera and audio.
   • MRSP: $299.99
2. Logitech C920
   
   • Built in stereo microphone.
   • MSRP: $79.99
3. Logitech C615
   
   • Built in noise reducing microphone. 360° rotating camera.
   • $69.99

Headset recommendations

1. Plantronics HW261N
   
   • MSRP: $129.99
2. Logitech H570e
   
   • MSRP: $54.99
3. Microsoft LifeChat LX-6000
   
   • MSRP: $75.95
4. Corsair HS35
   
   • MSRP: $39.99

Capture cards

Enable adding a Document Camera or the full function of an iPad into a Zoom Meeting hosted on a laptop or desktop computer.

• Recommended: Magewell HDMI capture (Mac or Windows)
• Mac: Blackmagic Design Intensity Extreme
• PC: Startech Video Capture Device

Ethernet adapters

For computers that have USB 3.0 ports (still usable by USB 2.0):

• TP-Link TL-UE300
• Anker USB 3.0 to Gigabit Ethernet Adapter
• UGREEN Ethernet Adapter USB 2.0

For computers that only have a USB C port:

• Anker USB C to Ethernet Adapter

Smartphone document camera

• UBeesize Selfie Ring Light with Cell Phone Holder Stand

Top | Best Practices and Troubleshooting | Zoom Help Center

---

Troubleshooting Zoom

Getting started

I can't join my meeting

• If you're connecting from a computer or mobile device, be sure you've installed the Zoom client and that it's up to date. See What version of Zoom am I running?
• Zoom is currently inaccessible to participants in China. See Zoom Status for updates. 

If you're getting the following messages: 

• You are on hold: The host has enabled a waiting room; you'll remain on hold until the host admits you into the meeting room.
• Room connector is not enabled for this meeting: If you are using videoconferencing equipment to join a meeting hosted by a free Zoom account or an account that doesn't have the room connector enabled, you will receive this error. Connect to the meeting using a desktop or mobile device instead.
• Please wait for the host to start this meeting: The setting "enable join before host " is not set, and the host has not yet joined the meeting. Hosts automatically receive email asking them to join. You will be prompted to join the meeting a short time after the host joins.
• Please enter the meeting password: The meeting requires a password; enter the password provided by the meeting host. If you do not know the password, contact the meeting host for assistance.
  
  • Some videoconferencing equipment doesn't allow letters in Zoom passwords. If you're using videoconferencing equipment, and the password contains alphabetical characters, contact the host.
• This meeting does not allow phone dial-in: The host only enabled VoIP. You must join the meeting from a computer or mobile device. 
• Not meeting host. (3,003): If you received a link to a Zoom meeting in the format http://virginiatech.zoom.us/meeting/123456789, change /meeting/ in the URL to /j/ and try to connect again. For example, http://virginiatech.zoom.us/meeting/123456789 should instead be http://virginiatech.zoom.us/j/123456789.

Zoom won't connect or takes a long time to connect

This is a symptom of poor connectivity or a degraded Zoom service. 

It you are the only one affected:

1. Leave (click Leave) and rejoin the meeting. 
2. Check your Internet bandwidth using Speedtest. The minimum bandwidth for Zoom is 600kbps (up/down). The recommended bandwidth is 1.5 Mbps (up/down). 
3. Update the Zoom Client. 
4. Contact Zoom Support.

If everyone in the meeting is affected: 

1. Check Zoom Status. If Zoom Meetings are not Operational, wait until the service is restored and meet then. 
2. Contact Zoom Support.

I can't update Zoom

1. Make sure you're working in the Zoom client (Zoom on your computer), not the Zoom portal (website at virginiatech.zoom.us).  
2. Follow the instructions to update Zoom:Where Do I Download The Latest Version?
3. If Zoom still won't update, uninstall it then install the Zoom client again.
4. Contact Zoom Support.

My Zoom account has the wrong email address

Zoom accounts are created with your preferred Virginia Tech email address as set in OneCampus. If you would like Zoom to use a different email address:

1. Log out of Zoom from all devices. 
2. Change your preferred email address in OneCampus. See: Adding, Creating, and Using Email Aliases for VT Google Workspace for Education Mail.
3. Log in to Zoom. 
4. Go to 4help.vt.edu, log in, and click Get Help. Write that would like your Zoom account changed to your new preferred email address. Include both your old and new preferred email addresses. 
5. A Zoom admin will merge your Zoom accounts, preserving your meetings and recordings, so they are accessible via your new preferred email address. 

My Zoom account's sign-in email address is a string of characters

Zoom accounts use your Virginia Tech email address. If you log into Zoom before setting up your VT email, it will cause an error.  

1. Activate your VT email account. Go to https://onecampus.vt.edu and log in.
2. Click Manage Accounts.
3. In the E-mail Accounts box, next to VT Google Apps for email, click Activate. 
4. Go to 4help.vt.edu and click Get Help. Ask for a Zoom admin to repair your Zoom account because you logged in before setting up your email. 
5. Once your account is repaired, go to virginiatech.zoom.us and log in. 

Meeting problems

Meeting was interrupted

See Respond to interruptions.

Meeting audio and video quality is poor

These are symptoms of poor connectivity or a degraded Zoom service. 

If you are the only one affected:

1. Reduce your bandwidth usage:
   
   1. If you're using a virtual background, disable it. Go to Settings > Virtual Background and click None. See Virtual Background.
   2. Uncheck HD video. Go to Settings > Video and uncheck Enable HD. See: Changing settings in the desktop client or mobile app.
   3. Stop your video. In meeting controls, click Stop Video. See: Attendee controls in a meeting.
2. If you're connecting via VPN, choose VT traffic over SSL VPN instead of All Traffic over SSL VPN. See: Connecting to the Remote Access VPN with Pulse Secure on Android or iOS Devices. 
3. Check your Internet bandwidth using Speedtest. The minimum bandwidth for Zoom is 600kbps (up/down). The recommended bandwidth is 1.5 Mbps (up/down). 
4. Leave (click Leave) and rejoin the meeting. 
5. Update the Zoom Client.
6. Contact Zoom Support.

If everyone in the meeting is affected:

1. Have participants stop their video. In meeting controls, click Stop Video. See: Attendee controls in a meeting.
2. Have the host end the meeting (click End > End Meeting for All). Then restart the meeting and have participants rejoin. 
3. Check Zoom Status. If Zoom Meetings are not Operational, wait until the service is restored and meet then. 
4. Contact Zoom Support.

I've joined my meeting, but no one else is here

If you've joined a meeting but don't see other participants:

• Confirm with the meeting host that the meeting has begun. If it has, ask for the meeting ID at the top of the host's Zoom window (e.g., Zoom Meeting ID: 123-456-7890) and compare that to the meeting ID at the top of yours. If they don't match, you've joined a different meeting. Ask the host for the meeting ID, and join that meeting.
• If you're the host, ensure that you haven't enabled a waiting room. If you have, you need to manually admit each participant before they can join your meeting.

I can't hear people. They can't hear me. 

If you're unable to hear or talk to people in a meeting:

• Check the attendee controls at the bottom of your meeting window. If you see the Join Audio icon on the far left, click it.
  
  • If you've already joined your audio, you'll instead see the mute/unmute icon.
• To check whether the issue is related to Zoom, see:
  
  • How do I join or test my computer audio?
  • My audio is not working on iOS  (iPhone, iPad)
  • Where are my audio settings for iOS?  (iPhone, iPad)
  • My audio is not working on Android
• If your audio isn't working in the Zoom client outside of the meeting, try troubleshooting the device itself. Contact your local IT group or 4Help for help. 

People can't see me

If you've joined a meeting successfully but others can't see you:

• Make sure your video isn't turned off by checking the Start Video icon in the attendee controls at the bottom of your meeting window.
• If you're connecting from a Lenovo device and your video isn't working, see Video not working on Lenovo devices.
• If your video isn't working in the Zoom client outside of the meeting, try troubleshooting the device itself. Contact your local IT group or 4Help for help. 

My video is poor quality

• The Optimize for full screen video clip setting reduces video quality. Restart the screen share with that setting unchecked.
• Check your connectivity. Bandwidth problems can cause poor quality video. 

Recording problems

I can't record

• You cannot record from a mobile device.
• Only hosts can record. If you can't record, check to see whether you're the host by clicking the Participants icon in the attendee controls at the bottom of your meeting window.

I can't access or view my recordings

• If it's been longer than 30 days, find your recording in My Media in Canvas. Zoom's version was removed. 
• There's a chance it was recorded locally instead of in the cloud. Check the computer you hosted the meeting on. Recordings are named double_click_to_convert_01.zoom. 
  
  • Go to Documents/Zoom on the computer.
  • If you don't see it, see the Change location for Recording section of Local recording to view recording location settings. 
  • You can't record to mobile devices, so recordings won't be saved there. 

I accidentally deleted a recording

• Clicking Delete in the Zoom client removes the recording from the recorded meetings list in Zoom, but not from the device. Go to the Documents -> Zoom folder and look for the recording folder.
• If you've deleted the recording from your device, check its trash folder. 

I have multiple recordings of the same Zoom meeting in My Media

Make sure your recording settings are for only one video per meeting.

1. Log into the Zoom Portal at virginiatech.zoom.us.
2. Click Settings then go to Recordings tab. 
3. Make sure Record active speaker, gallery view and shared screen separately is not enabled.
4. Changes are saved automatically.

Separate recordings are made if meetings record automatically and participants are allowed to join before you. So, turn off join before host. 

1. Log into the Zoom Portal at virginiatech.zoom.us.
2. Click Settings then go to Meetings tab. 
3. Under Schedule meeting, disable Join before host. 
4. Changes are saved automatically. 

Troubleshooting failed conversion of local recordings

Zoom needs processing power, a valid file path, and disc space to convert the double_click_to_convert_01.zoom file to video and audio files.

If you can't convert the file, see: Troubleshooting failed conversion of local recordings.

Non-VT people can't watch my recording

1. Share videos through a Media Gallery in Canvas. 
   
   • Don't share Zoom recordings, because they're removed after 30 days. 
   • Don't share via My Media at video.vt.edu, because it won't let you share with non-VT guests. 
2. Create a Canvas site and add your non-VT guests.
   
   • See Adding (non-VT)guests in Canvas - How to Use Canvas at Virginia Tech (for Instructors) 
     
     OR - make the site public.
   • See Other settings in Canvas - How to Use Canvas at Virginia Tech (for Instructors).  
3. Publish your recording to the site's Media Gallery. See Publishing Kaltura Videos in Video Content Management - How Instructors Use Kaltura

Top | Best Practices and Troubleshooting | Zoom Help Center

---

Roles and Permissions in Zoom

Permissions chart for Zoom Meetings

*Participants can unmute themselves at any time. Hosts/co-hosts can lock screen sharing but can't lock audio sharing.

**Not available in the Linux Zoom client.

Permissions chart for Zoom Webinars

*Panelists may answer a poll if permitted by the host or co-host.

**Not available in the Linux Zoom client.

Top | Best Practices and Troubleshooting | Zoom Help Center

---

Getting Help with Zoom

• Go to 4help.vt.edu, log in with your PID and PID password, and click Get Help.
• Call (540) 231-4357.

For problems using Zoom, contact Zoom Support:

• Search Zoom documentation in the Zoom Help Center.
• Chat live (24-7) with Zoom support. Go to Zoom Video Communications Technical Support and click Chat live.
• Call Zoom support (24-7) at 888-799-9666 ext 2.

Top | Best Practices and Troubleshooting | Zoom Help Center