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


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


Important Notes:


Contents

Getting Started

About Zoom at Virginia Tech

Setting Up Zoom

Hosting Instant Meetings

Scheduling Meetings

Having Others Schedule and Start Your Meetings

Inviting Participants

Joining Meetings

Using Zoom in Canvas

Using Zoom in Microsoft Outlook and the Outlook Web App

Recording Meetings

Webinars

Managing Meetings

Managing Meetings

Sharing Your Screen

Zoom Immersive View

Polling

Responding to Interruptions

Using Breakout Rooms

Generating Meeting Reports

Best Practices

Best Practices for Meetings

General

Zoom for Instruction

Best Practices for Security

Background

Settings

Meeting management

Making Zoom Accessible

Zoom Bandwidth and Hardware Recommendations

Roles and Permissions in Zoom

Troubleshooting

Troubleshooting Zoom

Problems Getting Started

Problems during Meetings

Problems with Recording

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. 

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. 

Meeting recordings and transcripts

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.

    Sign in button circled at the bottom

  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.

    Navigation menu circled

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!):

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.

    Incorrect sign in is crossed out. correct sign in is circled

  3. Enter virginiatech as your company domain, and click Continue.

    virginiatech typed in text box. Continue button circled

  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

    Sign in button circled on app SSO button circled

  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. 

    Virginiatech typed in text box. Continue circled Login credentials circled

  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

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. 

    Host a meeting circled in the top right of the web portal

  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.

    New Meeting icon circled

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

    Start meeting icon circled Start a meeting button circled

  4. Allow Zoom to access your device's camera and microphone. Your meeting will start.

    Got it circled in the permission notification Allow circled in notification pop-up 

    Allow circled in notification pop-up

  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. 

    Arrow pointing right to indicate the swipe direction  

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. 

            Meeting options in schedule meeting

    • 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. 

    Start this meeting button circled. Google Calendar circled. Join URL circled

From the Zoom client

  1. Open and log into the Zoom client.
  2. Click Schedule.

    Schedule icon circled

  3. Enter the meeting information: 
    1. Enter the meeting TopicStart 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

    Schedule icon circled in mobile app Done circled in the top right of the app

  3. It will ask you to invite participates through the email accounts you have set up on your phone. Choose you preferred account.

    Options circled in pop-up 

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.

    Schedule a meeting circled in outlook

  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.

    Purpose circled in Outlook pop-up

  4. Enter the meeting information: 
    1. Enter the meeting TopicStart 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.

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

This allows another Virginia Tech user to: 
  1. In the Zoom web portal, click Settings->Other

    Settings tab circled in website. Other circled

  2. Under Schedule Privilege, click the [+] next to Assign scheduling privilege to

    Assign privilege circled

  3. In the Assign scheduling privilege popup, enter your delegate's email address and click Assign

    Textbox circled. Assign button circled

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.

    Zoom client meeting

  2. In the Participants screen, click Invite.

    manage participants

  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.

      Zoom client invite

 From the mobile app

  1. During a meeting, tap the screen to display the meeting toolbar. 
  2. Tap Participants, then tap Invite

    Participants tab circled at the bottom Invite button circled at the bottom

  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.

      Messages, Gmail, and Email circled together. Copy URL circled at the bottom 

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.

      URL and copy invitation circled in website

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.

    Copy invitation button circled

  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. 

      Email options circled at top. Messages and copy circled at bottom

 


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.

    Join circled in the middle

  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.

    Join button circled

  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

    Join button circled in app Meeting ID and join link circled

Back to Contents | Zoom Help Center


Using Zoom in Canvas

If you add a Zoom Meeting to your Canvas site:

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

    Zoom tab circled in course navigation. Authenticate circled in page

  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

      Main page for Zoom tool in Canvas

    • 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

      Zoom Canvas Meeting information
      Second part of meeting info

    • 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.

      Zoom Cloud recordings in Canvas

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.

    Modules tab circled in course navigation. +Module circled at the top of the page. Add module button circled

  5. From the Add drop-down list, select External Tool.
  6. Scroll to the bottom, and click Zoom.

    Add drop-down circled with External tool filled in. Zoom circled in options

  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.

    URL and Page Name text boxes circled

  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.

    Green published icon circled in first module. Unpublished grey icon circled in second module

  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.

    Zoom tool in canvas

  3. Scroll to the bottom of the information page and click Edit this Meeting.

    Bottom of meeting information

  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.

    Edit meeting page

Back to Contents | Zoom Help Center


Using Zoom in Microsoft Outlook and the 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. 

      Download button circled under Zoom plugin for microsoft outlook

  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.

    Schedule a meeting circled in toolbar

  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. 

    Screenshot of the pop-up

  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.

    Email address circled, start and end time circled. Send button circled

Reschedule a recurring WebEx meeting in Zoom

  1. Uninstall WebEx Productivity Tools from your computer.
  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

Top | Getting Started | Zoom Help Center


Recording Meetings

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. 

      More button circled in mobile toolbar Record circled in pop-up

  3. To stop recording, tap Recording at the top right of the screen. Tap Stop and then confirm you want to stop recording.

    Stop button circled in the first pop-up OK circled in the second pop-up

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 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.

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).

    Zoom online recordings

  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

Top | Getting Started | Zoom Help Center


Webinars

About Webinars

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

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

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

There is no charge to use a Webinar license. 

Webinar license charges

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.

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.

    Meeting settings

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.

    Meetings tab circled. Meeting title circled

  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.

    Meetings tab circled. Meeting title circled

  3. Click the meeting you want to manage, and click Edit.

    Edit button circled

  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

    Edit circled in the top right of info page Done circled in top right of edit page

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.

Language interpretation in settings

Back to Contents | Zoom Help Center


Sharing Your Screen

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.

    Use dual monitors checked off under content sharing

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. 

    Share button circled in app. Share options listed

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...

    Screen share menu

  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.

    Slideshow tab circled. Set up slideshow button circled

  2. Choose Browsed by an individual (window), and click OK

    Check box for browsed by individual is filled. Ok button is circled

    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.

    Preferences circled under zoom.us

  3. Under General, check Share Zoom windows in desktop sharing.

Windows

  1. Open and log into the Zoom client.
  2. Click Settings (gear icon).

    Settings icon circled

  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.

    Screenshare options

  4. In the pop-up, click Request.

    Request control pop-up

  5. You can now control the participant's screen.
  6. To exit remote control, click View Options → Give up Remote Control.

    Controlling screenshare

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].

    Remote control screenshare

Top | Managing Meetings | Zoom Help Center


Zoom Immersive 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.



TopZoom Immersive View | Zoom Help Center


Polling

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

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.

    Add link circled in poll section

  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. 

      Question and Answers in poll circled. Add a question circled. Save button circled

  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:

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.  

      Zoom client polls

  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. 

      Launch polling circled in Poll pop-up

  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:

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...

    report user

  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

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: 

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.

    Number of rooms and Create rooms is circled

  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.

      Assign next to breakout rooms are circled

    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. 

Start breakout sessions

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

Open all rooms button circled

Manage ongoing breakout sessions

Manage pre-assigned breakout 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.

Close all Rooms button circled in the breakout rooms pop-up

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.

Zoom screen sharing popup window with the Share to breakout room option circled a the bottom center of the window.

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.

Shared screen toolbar at the top of the screen with the More option selected showing a dropdown menu with "Share to Breakout Rooms" selected and circled.

Join a Breakout Room

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

Join button circled in pop-up

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:

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.

    Ask for help circled in toolbar. Invite host circled in pop-up

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.

    Leave and return circled in pop-up

Top | Managing Meetings | Zoom Help Center


Generating Meeting Reports

Attendance reports

See also: 

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.

See also: 

Download polling report

  1. Log into the Zoom web portal.
  2. Under Account Management, click Reports.
  3. On the Reports page, click Meeting.

    Reports tab circled on website. Meeting circled.

  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. 

      Search functions circled

  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:

Mitigate bandwidth issues

Hold Q&A via chat

Zoom for instruction

Schedule class meetings through Canvas

If you add a Zoom Meeting to your Canvas site:

When scheduling: 

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

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: 

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

Zoom security settings can prevent Zoom bombing attacks! 

Security settings overview

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. 

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. 

Authentication profiles

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

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.

Recording and chat logs

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

Meeting ID

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

Top | Best Practices and Troubleshooting | Zoom Help Center


Set account security settings

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

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.
  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: 

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. 

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:

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: 

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: 

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...

    report user

  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.

See also:

 

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 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. 

 

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

Keyboard shortcuts

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

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.

    settings button circled in desktop app. Accessibility tab circled in pop-up. Meeting controls circled in pop-up

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. 

    In Meeting tab circled in Settings page.Sound toggle is switched off

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

Supported operating systems

Supported tablet and mobile devices

Supported browsers

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.

Ethernet adapters

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

For computers that only have a USB C port:

Smartphone document camera

Top | Best Practices and Troubleshooting | Zoom Help Center


Troubleshooting Zoom

Getting started

I can't join my meeting

If you're getting the following messages: 

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:

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

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

People can't see me

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

My video is poor quality

Recording problems

I can't record

I can't access or view my recordings

I accidentally deleted a recording

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.
  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

Action

Host

Co-host

Participant

Answer poll

No

No

✔Yes

Ask poll

✔Yes

✔Yes

No

Chat

✔Yes

✔Yes

✔Yes

Designate co-host

✔Yes

No

No

End meeting

✔Yes

No

No

File sharing

✔Yes

✔Yes

✔Yes

Lock meeting

✔Yes

✔Yes

No

Lock screen sharing

✔Yes

✔Yes

No

Modify meeting settings

✔Yes

✔Yes

No

Mute/unmute all*

✔Yes

✔Yes

No

Put participant on hold**

✔Yes

✔Yes

No

Raise hand

No

No

✔Yes

Remove attendee

✔Yes

✔Yes

No

Share video

✔Yes

✔Yes

✔Yes

Stop video

✔Yes

✔Yes

No

*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

 Action

Host

Co-host

Panelist

Participant

Answer poll*

No

No

✔Yes

✔Yes

Answer question

✔Yes

✔Yes

✔Yes

No

Ask poll

✔Yes

✔Yes

No

No

Chat

✔Yes

✔Yes

✔Yes

✔Yes

Designate co-host

✔Yes

No

No

No

End meeting

✔Yes

No

No

No

Lock meeting

✔Yes

✔Yes

No

No

Lock screen sharing

✔Yes

✔Yes

No

No

Modify meeting settings

✔Yes

✔Yes

No

No

Mute/unmute all

✔Yes

✔Yes

No

No

Put participant on hold**

✔Yes

✔Yes

No

No

Raise hand

No

No

No

✔Yes

Remove attendee

✔Yes

✔Yes

No

No

Share video

✔Yes

✔Yes

✔Yes

✔Yes

Stop video

✔Yes

✔Yes

No

No

*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

For problems logging into Zoom, contact Virginia Tech 4Help:

For problems using Zoom, contact Zoom Support:

Top | Best Practices and Troubleshooting | Zoom Help Center