Web Conferencing With Zoom

With UWSP's web conferencing system Zoom you can schedule and participate in online classes and meetings from any location with an internet connection - you can even collaborate on class projects from a distance.

Need to schedule an interview for a company internship or a meeting with colleagues at different institutions?  Use Zoom to meet with people from outside organizations.

Have a distance education class?  UWSP's DE classrooms are powered by Zoom!

What can Zoom do?  

Zoom sessions support web-based video, audio and chat.  With Zoom you can easily share your computer screen and any annotations made.  You can even share computer audio to showcase YouTube and video/audio clips from other sources.  Do you have activities or planning sessions where participants work in groups?  Use Zoom to create up to 50 private Breakout Rooms for group work.  Record your sessions locally or in the cloud for those who are unable to join at your scheduled meeting time.  

What do you need to get started with Zoom?

You need a computer or mobile device with access to the internet, a web camera (built-in or external) and a mic.

Have a weak internet signal?  You can still attend your meeting or class - Use Zoom's "dial-in" number to join by telephone.

Scheduling a Zoom meeting in your Outlook Desktop app is this easy!


Activate your UWSP Zoom account

You must activate your Zoom account before you can schedule a meeting. To activate, simply sign in to the Zoom portal for the first time.

Go to https://zoom.uwsp.edu and click Sign in.

Sign in with your UWSP account.

 

Your Zoom Profile page will display. Take a few minutes to orient.  At the left you will see links to change your Zoom Settings, schedule a meeting or webinar, and access any recordings that are available.

Set up and use Zoom on your devices

All UWSP computers automatically have the Zoom application and Outlook plug-in installed.  You can immediately begin scheduling Zoom meetings (see the following section, Schedule a Zoom Meeting).  If you want to install Zoom on a personal or mobile device, see the following:

 Zoom set up on a personal computer

  1. Click the Zoom meeting link.

  2. A screen opens with the text A download should start automatically in a few seconds.

  3. Click Run at the bottom.

  4. Click Allow to the prompt, "Do you want to allow this app to make changes to this device"?  If you do not see this prompt, click the Windows Shield icon that displays on your Task bar to open. 

  5. Type in your name as you would like it to appear to other Zoom meeting participants.

  6. Click Join Meeting.  An audio conference box opens.

 Zoom set up on a mobile device

    Note: While the following instructions and screenshots are for iPhone, there is little difference to Android app set up.

  1. Install the Zoom mobile app.

  2. Open the installed app and tap Sign in.

  3. Tap SSO.

  4. Type in UWSP as the domain.

  5. Type in your UWSP username and password.

  6. Once you have logged in, tap Open.

  7. Select to allow or not allow Zoom access to the next screens.

  8. Your Zoom app is now set up.



​Schedule a Zoom Meeting

 Schedule a Zoom meeting in the Outlook 365 Desktop App

  1. On the Outlook calendar's Home tab, click New Meeting

  2. Fill in your meeting title, meeting invitees, date/time and other information.  

  3. At the left on the meeting invite ribbon, click Schedule a meeting.  

  4. Note: use Zoom's Schedule a meeting option at the left on your Outlook meeting invite ribbon. You will also see an Add a Zoom meeting button at the right. This option requires an additional login to create your Zoom meeting.

  5. Review/modify your meeting settings In the Schedule a Meeting box that opens.

  6. Click Continue (you may need to scroll down the box). 

  7. Your Zoom meeting connection information will add to the body of your meeting invite.

  8. Click Send to invite your attendees to a Zoom meeting.

 Schedule a Zoom meeting through the Outlook 365 Web App

From within a new calendar Event, click the ellipsis to the right on the menu and mouse over Zoom.


To accept the default Zoom settings and add Zoom connection information, select Add a Zoom Meeting.

To modify your Zoom meeting settings, select Settings. From within Settings you can then click Add Zoom Meeting.

 

 Learn more about Zoom meeting Settings.

 Start an instant Zoom meeting from the Zoom web portal

Log into zoom.uwsp.edu.

Click Host to start a meeting.  If you are prompted to download and run Zoom, do so now.


In the audio conference options box, select whether you will join your meeting with your computer audio or phone.


At the bottom of the Zoom conference screen that opens, click Invite.

The Invite people to join meeting box opens.

The easiest was to invite people to quickly join you is to click Copy URL at the lower left corner, then paste and send it in a new Outlook email.  You can also click Default Email to open your Outlook Web app.


 Create Zoom meetings using the Zoom desktop client

The Zoom desktop client is available from all UWSP computers.

  1. To open the Zoom client, scroll to the bottom of your Windows Start menu and click Zoom.


  2. From here you can start instant meetings, schedule meetings and join meetings.

  3. To add a Zoom meeting to your Outlook calendar click Schedule.

  4. In the Schedule a new meeting box,

  5. Enter your meeting date and time information.

  6. Click Advanced Options to review and modify your Zoom meeting settings.

  7. At the bottom of the box click ScheduleA new Outlook meeting opens with your date and time information included and your Zoom meeting connection information added.  

  8. Add your Required and Optional participants and click Send.


 Tips for scheduled meeting organizers

  • Arrive early to the meeting so anyone new to video calls know they're in "the right place".

  • Include in your message to invitees a suggestion to join your meeting early to test and "get the bugs out".

  • Scheduling an important, "high-stakes" meeting?  A day or two prior offer an optional, brief "test run" for attendees.

  • Add your invitees to your Outlook Contacts to more easily find and add them to your current and future Meeting invites.

​Join a Zoom meeting

 Connect from a UWSP or personal computer

Click the meeting URL that is included in your Outlook meeting invitation or sent via email.

Note: If the URL is not an active hyperlink, copy and paste the link into your browser's address bar and press Enter.

  • On a UWSP computer: Zoom is installed on all UWSP computers and should open automatically.

  • On a personal computer: The Zoom meeting will open in your web browser. Click "Allow" to allow the Zoom app to install.

Click Join with Computer Audio to join the meeting with your computer's mic and camera, or select Phone Call at the upper-left to receive a dial-in number and meeting ID.

 Connect from a mobile device

To install the Zoom mobile app see Zoom set up on a mobile device, above.

Open your Zoom app. Tap Start to open a scheduled meeting.

If you have been emailed meeting connection information but the meeting does not display in this list, tap Join and enter the Meeting ID.


 Connect to meeting audio by telephone

Sometimes the only option you may have to join a Zoom meeting is by telephone.  For example when you're traveling and your available internet connection is spotty at best.  You may also wish connect by telephone when your computer can access video but a mic is not available.

See Zoom's support page, Joining a meeting by phone, for information on both joining and hosting Zoom phone meetings.

 ‭(Hidden)‬ Connect in a conference room

*under construction*

Zoom Support

24/7 Zoom support:  Need help?  Submit an online request to Zoom or chat live with a Zoom support person.

Zoom training:  Zoom offers free live online training and video tutorials to help you get started.

Zoom Tutorials

Zoom Tips and FAQs

 Add and display calendar meetings through your Zoom Desktop App

To connect your Outlook Calendar to your Zoom Desktop App,

  1. Select Meetings from the Zoom Desktop App's menu and click Add a calendar at the lower-left.

  2. Select Office 365.

  3. Click Next.

  4. Select Authorize with OAuth 2.0.

  5. Click Authorize.

  6.  

  7. Select your account.

  8. Click Accept. This opens your UWSP Zoom web portal screen.

  9. Minimize the Zoom web portal screen to return to the Desktop App.

  10. At the left in the Desktop App, click the Refresh icon.

  11. Your upcoming calendar meetings will display.

To schedule a new calendar request from within the Zoom Desktop App:

Click "+".

In the Schedule a Meeting box that opens, update your meeting Topic, Start and Duration information, and other settings if needed, then click Schedule.

A new Outlook Calendar request opens. Your Zoom connection information displays in the message body below.  Add your meeting attendees and Send your invitation.


 

 What is the difference between Zoom Hosts and Co-Hosts?

Zoom meeting Hosts have full access to manage a meeting's settings and hosting privileges. Co-hosts have a subset of host privileges. 

Before you add someone to a meeting as either a Host or Co-Host, review the limitations of a Co-Host role carefully.  Zoom's page, Host and Co-Host Controls in a Meeting lists the controls that are unavailable to designated co-hosts.

For example. if another person will be helping you manage certain aspects of your meeting such as creating and managing breakout rooms, consider adding this person as a meeting Host.

 Delegate someone to schedule Zoom meetings for you

"Schedule Privilege" in Zoom must be granted first under your Zoom Settings.  Once you have added someone with Schedule Privileges, they will be able to schedule Zoom meetings for you along with your the meetings.

To give someone Zoom schedule privileges to your Outlook calendar,

Sign in to zoom.uwsp.edu.

Click Settings at the left.

Scroll down.  In the Schedule Privilege section click the "+".  Type in the email address (e.g. spointer@uwsp.edu) and click Assign.

The person to whom you have assigned Schedule Permissions will now be able to schedule Zoom meetings for you just as they do your regular meetings.

To learn more including how to schedule meetings directly through the Zoom Client app see Zoom's documentation on scheduling privileges.

 Why do I hear an echo and distortion in my audio?

Audio “Echo” is caused by your mic picking up sound that is coming from your speakers.  Your speaker sound is taken in by your microphone, fed back out your speakers, which in turn is picked up by your mic to be played through your speakers again. This creates an infinite loop which produces the “Echo” that can shout over anyone talking during your meeting.

The best defense against audio echo is a good head set. If you don’t have a headset, try to place your speakers away from your mic and turn down your speaker volume.
It’s also important to remember that while each participant may enter the meeting with their mic muted, you unmute your mic as soon as you talk.  Remind your participants to mute again when done speaking.

BTW – if everyone but you can hear the echo, check your set up.  The echo just might be coming from you.

SOMEONE is creating an echo - but who?
Look for unmuted microphones.  In your list of Participants each person displays a set of icons to the right of their name. If their microphone icon has a slash, this means that this participant has muted their microphone.  If no slash, the microphone is unmuted.  If you are a presenter and have an attendee who may have briefly stepped away from the meeting without muting their mic, you can test by right-clicking the participant’s name and selecting Mute from the short-cut menu.

 Get attendee consent prior to recording your meeting

You may wish to receive consent from each of your Zoom meeting participants prior to recording a meeting. 

See Zoom's Consent to be Recorded documentation for information on the settings to require this consent including generating reports of consent provided by participants.

 Account settings versus meeting-level settings

Account-Level Settings: Most settings that you can modify in Zoom are account-level settings. This means that any settings changes you make impact all meetings that you schedule. To access Zoom's account-level settings go to zoom.uwsp.edu and click Sign In. Click Settings at the left.

Meeting-Level Settings: When you schedule a new Zoom meeting in an Outlook meeting invite or through the Zoom desktop app, a box containing a subset of your Zoom Settings opens. The settings that display in this box are specific to the meeting you are creating and will not override a corresponding account-level setting.

 How do I get to my Zoom settings?

Go to zoom.uwsp.edu and click Sign In.  At the left click Settings.

You can also manage your Zoom Settings through the Zoom Desktop Client or mobile app.

More about managing your Zoom account settings.

 How do I add my Profile picture?

Go to zoom.uwsp.edu and click Sign In.  At the left click Profile. Click Change, browse to select your image and Upload.

 Can I edit a recording in Zoom?

Zoom provides some limited editing capability allowing you to trim non-essential information from the start and end of you recording.

Using 3rd party video editors:  If you intend to download your recording and use a video editor other than the native Zoom editor, before you record your meeting, you should modify your Recording settings to optimize for 3rd party video editors. Note that this will increase your recording file size and the time it takes to process the recording.

To modify your Recording Settings

  1. Log into your Zoom portal at zoom.uwsp.edu.

  2. Select Settings at the left.

  3.  Select Recording at the top of the right pane.

  4. Select Optimize the recording for 3rd party video editor.

Modifications to your Zoom Settings save automatically.


  IMPORTANT INFORMATION
When recording your meeting, you must chose Record to the Cloud to use Zoom's cloud editing tool.

To edit your Zoom recording,

  1. Make sure to record your meeting to the Zoom Cloud.

  2. Once you end your meeting, you will receive an email letting you know that your recording is available.  BE PATIENT - Depending on the length of your recording it can take a while for your recording to process and your Zoom email to arrive.

  3. In your Zoom email, click the host recording link to open your Zoom cloud portal.

  4.  

  5. Click the Play button on your recording to open your video.

  6.  

     

  7. At the lower-right of the video screen, click Set Playback Range.

  8.  

     

  9. Drag the sliders to trim the Start and End of your recording.

  10. Click Save.

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Have questions?  Contact the Service Desk!