Video Conferencing - Collaborating in Zoom Meetings


Introduction

Zoom is a versatile video conferencing tool that unifies cloud video conferencing, simple online meetings, group messaging, and a software-defined conference room solution into one easy-to-use platform. You can host and join Zoom video conferences from your computer, tablet, or smartphone. 

The Zoom Help Center has full instructions on using Zoom. The instructions below are specific to Virginia Tech. To see other Zoom topics, please see Video Conferencing - Holding Zoom Conferences on a PC or Mobile Device.

This article details how to collaborate in meetings in Virginia Tech Zoom.

One of the options, Zoom Docs, has been disabled as of March 7, 2025. Please see Disabling Zoom Docs for the details on this decision.

Contents

Instructions

Collaborating with Zoom Notes

Click on each topic to learn how to collaborate using Zoom notes:

Creating a note during a meeting
  1. Start a meeting from the Zoom desktop client. 
  2. In the meeting control toolbar, click the Notes button.
    • You may need to click More to see the Notes button.
      Image of the above instructions
  3. At the top right, click + New to create a new note.
    Image of the above instructions
Creating a note in the Zoom desktop client
  1. Sign in to the Zoom desktop client. 
  2. Click the Notes button.
    Image of the above instructions
  3. At the top right, click + New to create a new note.
    Image of the above instructions
Creating a note in the Zoom web portal
  1. Sign in to the Zoom web portal. 
  2. Click Notes in the left-side navigation menu.
  3. At the top right, click + New to create a new note.
    Image of the above instructions

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Collaborating with External Online Files

Click on each topic to learn how to collaborate on or present from an external Document, Slide Deck, or Spreadsheet while in a meeting:

Sharing link via chat

Great for open documents when permissions are already set up.

  1. Start or join a meeting.
  2. In the meeting control toolbar, click Chat. The chat window will appear.
  3. Paste the URL to your online file in the chat window and click send.
    Image of the above instructions
Sharing via Share button

The meeting attendees will be given permission to the document depending on whether you select collaboration or presentation (View Only). This feature uses your VT email address associated with your Zoom account. 

  1. Start or join a meeting.
  2. In the meeting control toolbar, click Share. The sharing window will appear.
  3. Select the Documents tab.
  4. Depending on where the file is located, select either Google Drive or Microsoft OneDrive and then click Share.
    Image of the above instructions
    • First-time users will have their default web browser open and will need to follow the on-screen prompts to connect to their Google Drive or Microsoft OneDrive account.
      Image of the above instructions
  5. Select an existing document or click New Document in the top-right corner of the window.
    Image of the above instructions
  6. Choose how you want to open the document in the meeting:
    • Collaborate: Grants meeting invitees edit access and invites them to co-edit the document. Participants who join the collaboration will open the document in their system browser for editing.*
    • Share Screen: Opens the document in a new browser window and then starts screen sharing the new window. Other participants will have view-only access to the document.
      Image of the above instructions

* When collaborating on a document, participants will have the same document editing controls, which vary depending on the document service that is hosting the document. 

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Getting Help

For instructions on resolving common issues with Zoom, see: Video Conferencing - Troubleshooting Zoom.

For problems logging into Zoom, contact Virginia Tech 4Help:
  • Go to 4Help, log in with your Virginia Tech Username (PID) and password, and click Get Help.
  • Call 540-231-4357.

For problems using Zoom, contact Zoom Support:

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