Getting Started with Zoom

Learning to use Zoom can be difficult if you don’t know the terminology, tools, layouts, features, etc. This guide will help you learn a little about the system to help you create your Zoom meeting space.

About Zoom

Zoom is a video communications software with an easy, reliable cloud platform for video and audio conferencing, collaboration, chat, and webinars across mobile devices, desktops, telephones, and room systems.​

Zoom is available to all faculty, staff, and students using their Minnesota State StarID credentials.

Ways to Use Zoom:

  • Hold meetings or class sessions​
  • Offer virtual office or help hours​
  • Record sessions for lecture or meeting notes​
  • Collaborate on projects​
  • Give individual or group presentations

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Logging into Zoom

There are two places to log into your Minnesota State Zoom account in order to be able to use the professional Zoom features our system accounts allow us.

Zoom Online Login

Screen shot of the Minnesota State Zoom Login page

You can log into Zoom from Minnstate.zoom.us. ​Select the Sign In option to use your StarID and password to login.

Zoom Desktop App Login

The Zoom Desktop app is used as a “pass through” when a meeting link is selected, and you enter the Zoom meeting. You can also use the desktop app to start, join, and create new meetings.

Screen shot of the Zoom Cloud Meeting window with an X through the Sign In text boxes and an arrow pointing to selecting the Sign In with S S O to be able to login with your Star ID

If you already have the Zoom Desktop app, you’ll need to use the Sign In with SSO (Single Sign On) to be fully logged into your Minnesota State Zoom account.​ If you don’t already have the app on your desktop, you can download it from the Minnesota State Zoom Online site under Resources. Make sure you select Download Zoom Client, and the Zoom Client for Meetings option.

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Zoom Online Navigation

Once you’ve logged into your Minnesota State Zoom online account, you’ll see several options listed in the left column as well as some across the top. The Resources menu in the upper right corner has a link to Zoom’s Video Tutorials.

Profile

Screen shot of the Zoom Online Profile page with an arrow pointing to selecting the Change link to update the profile picture

On the Profile page, you’ll be able to see account information. This is where you’ll be able to:

  • Add a profile picture that will display in Zoom meetings when your webcam is turned off.
  • Edit your display name to include your preferred name, campus, pronouns, etc. that will display in every meeting or webinar you attend using your Minnesota State Zoom credentials.
  • Connect to your Outlook account using the Calendar and Contacts Integration option.

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Meetings

Screen shot of the Zoom Online Meetings page with an arrow pointing to selecting the Schedule a Meeting link and a meeting's Start, Edit, Delete options are highlighted

Meetings can be created when you want an interactive session for small to large groups (2+ participants).

On the Meetings page, you’ll see any Upcoming, Previous, Personal Room, and Meeting Templates that you’ve created. You can:​

  • Quickly Schedule a Meeting from this screen.​
  • Start, Edit, or Delete existing meetings by hovering over the meeting.​

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Webinars

Screen shot of the Zoom Online Webinars page with an arrow pointing to clicking the Schedule a Webinar button

Webinars can be created when you want a view-only session for large events and public broadcasts (50+ attendees).

Webinars have different settings from Meetings and give an opportunity for the host and panelists to practice ahead of time.

On the Webinar page, you’ll see any Upcoming, Previous, and Webinar Templates that you’ve created.​

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Recordings

Screen shot of the Zoom Online Recordings page with some previous recordings listed

All your Zoom cloud recordings will be listed on the Recordings page. You’ll be able to copy the link to share in emails, D2L courses, etc.​

Cloud Recordings are available through Zoom for 365 days but stored permanently in your Kaltura MediaSpace account.

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Settings

Screen shot of the Zoom Online Settings Meeting tab with the different setting options highlighted

On the Settings Meeting tab, you’ll be able to change settings for:​

  • Security​
  • Schedule Meeting​
  • In Meeting (Basic)​
  • In Meeting (Advanced)​
  • Email Notifications​
  • Other​

In most cases, the default settings are recommended because they have been selected for security and ease of use.​

Screen shot of the Zoom Online Settings Recordings tab

On the Settings Recording tab, you’ll be able to change settings for:​

  • Cloud Recording Settings – determines what will be recorded to the cloud.
    • Record active speaker with shared screen (default)
    • Record gallery view with shared screen
    • Record active speaker, gallery view and shared screen separately
    • Record an audio only file

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Reports

Screen shot of the Zoom Online Reports Usage Reports tab

On the Reports page, you’ll be able to find information on:​

  • Usage – topic, meeting ID, start/end times, durations, and participants.​
  • Meeting – registration and poll reports for meetings.​
  • Webinar – registration, attendee, performance, Q&A, poll, and survey reports for webinars.

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Scheduling a Zoom Meeting

When you click the Schedule a Meeting button, it will take you to a page where you can create a meeting. We’ve broken that page down into sections to make it easier to see the different settings you’ll want to use.

Meeting General Settings

Screen shot of the Schedule a Meeting page with Topic and Description visible

Topic – Each meeting you create should have a unique name.​

  • If you’re the chair for several committees, each committee should have its own meeting. ​
  • If you teach several courses, each course should have its own meeting.​
  • If you have virtual office or help hours, the same meeting could be used for each one, just select recurring meeting with no fixed time in the Date & Time section.

Description (optional) – You could include the purpose of the meeting here.

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Date & Time Settings

Screen shot of the Schedule a Meeting page with When, Duration, Time Zone, and Recurring information visible. The Recurring settings are highlighted

You can select the meeting date and time, duration, and time zone as needed.​

The Recurring meeting options allow you to create a meeting that occurs each day, week, month, or has no fixed date/time. Note: The Recurring meeting options won’t appear until the box is checked.​

  • If your class meets twice a week, select Weekly and check the days it meets.​
  • If you know your meetings need to end by a certain date, select that date in the End date calendar.

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Registration Settings

You can have your participants register before they’ll receive the Zoom meeting information.​
Screen shot of the Schedule a Meeting page with Registration information visible

If you have a recurring meeting and select Registration, you’ll have to decide which option will meet your needs:​

  • Attendees register once and can attend any of the occurrences.​
  • Attendees need to register for each occurrence to attend.​
  • Attendees register once and can choose one or more occurrences to attend.

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Meeting ID Information

Screen shot of the Schedule a Meeting page with the Meeting ID options highlighted
There are two types of Meeting IDs – Generate Automatically and Personal Meeting ID.  Generate Automatically is selected by default, and is the recommended option. Generate Automatically means that every meeting you create will have its own meeting ID, that way students in different classes or people in different work groups won’t be able to join each other’s session. These should be used for most of your meeting, classes, help hours, etc.

A Personal Meeting ID is available just for you and will have the same ID number unless you manually change it.  This means that when you share this meeting ID with others, they’re able to join the meeting at any time they like, even if you aren’t scheduled to meet with them. This could be used for meetings that come up unexpectedly or for people you work closely with.

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Security Settings

Screen shot of the Schedule a Meeting page with the Security Passcode, Waiting Room, and Required authentication to join options highlighted

There are three options in the Security settings area – Passcodes, Waiting Rooms, and Require authentication to join.

Passcodes

Participants must enter the meeting’s passcode before they can join your Zoom meeting.​ Its recommended that you use passcodes for security purposes.

By default, the Passcode option is selected when creating a meeting. A random passcode will be generated for you.​ You can change the random passcode but make sure you don’t make it too simple like pass1234​.

Waiting Room Setting

Two screen shots of a Zoom meeting Participant panel, the first has an arrow pointing to selecting the admit button for someone in the Waiting Room. The second shows the person is joining the meeting

Waiting Rooms allow you to control who enters your Zoom meeting.​ Its recommended that you use Waiting Rooms for security purposes.

By default, users who have not authenticated (guests) will be kept in the waiting room until you allow them in, but authenticated users, those who are signed in with their Minnesota State Zoom account, will bypass the waiting room and join your meeting.

Require Authentication to Join Setting

Requiring authentication will make it mandatory that participants sign in with their Minnesota State StarIDs and passwords before they’ll be able to enter your meeting.

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Video & Audio Settings

Screen shot of the Schedule a Meeting page with the Video and Audio information visible

The Video section allows you to turn the webcams on or off for the host and participants when they’re entering a Zoom meeting. ​Its recommended that you turn them off as people are entering to save on computer and internet resources.​ Note: The host and participants will be able to turn them on once they’ve entered the meeting.​

The Audio section allows you to select what type of audio you’d like your participants to have available to them. The default is Telephone and Computer Audio, which is recommended so your participants have another option in case they have audio problems with the first one.

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Meeting Options Settings

Screen shot of the Schedule a Meeting page with the Meeting Options information visible

In the Meeting Options section, the settings are:​

  • Allow participants to join anytime – on by default, you can turn this off if you don’t want participants to join the meeting before you.​
  • Mute participants upon entry – on by default, you can turn this off if you want your participants to not to be muted as they enter.​
  • Breakout Room pre-assign – checking this will allow you to create breakout rooms before the start of the meeting.​
  • Automatically record meeting – checking this will start the recording as soon as someone enters the meeting.​
  • Approve or block entry for users from specific countries/regions – checking this will allow you to allow or block users from places you specify. By default it’s marked to “Only allow users from selected countries/regions – United States of America”.

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Alternative Host Settings

Screen shot of the Schedule a Meeting page with the Alternative Host and saving information visible

You can add a co-host from our campus by typing their email address into the Alternative Host text box.​ If the alternative host enters the Zoom meeting before you, they’ll have full host permissions until you enter, then they’ll be given the co-host permissions.​

Click the Save button when you’ve finished adjusting the meeting settings.​

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Meeting Manage Screen

creen shot of the manage meeting page with arrows pointing to clicking the Start button, clicking the the Outlook Calendar button, and selecting the Copy Invitation link

On the Manage Meeting page, you’ll see a recap of the settings you selected while creating the meeting along with a few other options:​

  • Start this Meeting​
  • Outlook Calendar – this will open the .ics meeting file with Outlook to add it to your calendar.​
  • Copy Invitation – this will allow you to send the meeting information in an email or post it in your D2L class shell.

On the bottom of the Manage Meeting page, you’ll find a few other options:​
Screen shot fo the bottom of the manage meeting page with the start, edit, delete, save as template, and convert the meeting to a webinar options highlighted. Arrows are pointing to selecting the Add and Edit polls buttons.

  • Start this meeting, Edit this meeting, Delete this meeting, Save as a Meeting Template, and Convert this Meeting into a Webinar.​
  • Add Polls to this meeting ahead of time.​
  • Edit or Delete Polls you’ve created.​

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Zoom Meeting Navigation

Zoom Meeting Host Screen

Once you’ve entered a Zoom meeting, what you see in the toolbar depends on your role and the permissions that have been assigned to you.​ Most of the tools are available to everyone, but there are a few host only options.

Minimizing the Zoom Meeting

Screen shot of a computer desktop with the minimized Zoom meeting highlighted and an arrow pointing to the Exit Minimized Video button

If you accidentally minimize the Zoom Meeting on your computer, look for the smaller Zoom window and click the Exit Minimized Video (rectangle with green arrow) button.​ The minimized Zoom meeting should be on the right side of your computer screen.

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Zoom Roles

Screen shot of the Participant panel with an arrow pointing to selecting the More menu next to a participant's name and the options expanded to show the Make Host and Make Co-Host selections

There are three roles – Host, Co-Host, and Participant.​ The host and co-host roles are similar, but the host has a few more permissions and abilities.​ The participant role has fewer permissions, depending on what the host has given them.

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Microphone Settings

Screen shot of the Zoom Meeting with an arrow pointing to selecting the Microphone settings menu and the microphone and speaker options are highlighted

Select the menu to the right of the button to open the microphone and speaker setting options.​ Select the correct microphone source for the best audio.​

Click the microphone button to toggle between mute and unmute. When you’re finished talking make sure you mute your microphone.

Participants may use their microphone if allowed by the host or co-host.

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Video (Webcam) Settings

Screen shot of a Zoom meeting with an arrow pointing to selecting the video settings and the correct webcam option selected

Select the menu to the right of the button to open the video setting options.​ Select the correct webcam source for the best video.​  You’re also able to select a virtual or blurred background to replace what would be shown behind you in the camera frame for privacy purposes.

Click the video button to toggle between start and stop video.  Note: If others in the meeting see a camera icon with a line through it instead of your video, that usually means that the webcam on your computer is turned off or covered but you’ve clicked the Start Video icon in Zoom.  You’ll need to turn on the webcam on the computer or remove the cover.

Participants may use their webcam if allowed by the host or co-host.

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Security Button

Screen shot of a Zoom meeting with an arrow pointing to selecting the microphone settings and the correct microphone option selected

Hosts and co-hosts can:​

  • Lock Meeting​
  • Enable Waiting Room​
  • Hide Profile Pictures
  • Allow Participants to​:
    • Share Screen​
    • Chat​
    • Rename Themselves​
    • Unmute Themselves
    • Start Video
  • Suspend Participant Activities – this will stop all audio, video, and sharing permissions for everyone, including the host and co-hosts. The host will need to give permissions back as needed.

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Participant Button

Screen shot of a Zoom meeting with an arrow point to selecting the Participant button and the open Participant panel is highlighted

Hosts and co-hosts can:​

  • See who is in the meeting​
  • Ask participants to mute and unmute themselves
  • Give or remove co-host permissions​
  • Rename participants​
  • Remove participants​

Participants can:​

  • See who is in the meeting​
  • Rename themselves​

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Polls Button

Screen shot of a Zoom meeting with an arrow point to selecting the Polls button and two open Polls window, one if no polls have been added and one with polls is highlighted

Note: You’ll see either the Polls window with the Add a Question button or Polls window with a previously made poll listed and the Launch Polling button when you select the Polls button, not both.

Hosts and co-hosts can:​

  • Create and launch polling questions throughout the meeting.​
  • See the results and share them with the participants. Note: Names are not shared with the results, just the percent of people who selected each option.​
  • See the results with authenticated usernames from their online Minnesota State Zoom Account after the meeting has finished.​

Screen shot of an active Zoom Poll in progress

Participants can:​

  • Answer the polling questions​
  • See the results if released by the host/co-host

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Chat Button

Screen shot of a Zoom meeting with an arrow point to selecting the Chat button and the open Chat panel is highlighted

Hosts and co-hosts can:​

  • Change the settings to allow messages to be sent to everyone publicly and directly; everyone publicly; to the host only; or to no one.​
  • Send messages to everyone in the meeting or individuals.​

Participants can:​

  • Send messages to the people in the meeting if allowed by the host.

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Share Screen Button

Screen shot of a Zoom meeting with an arrow point to selecting the Share Screen button and the open Share Screen selection window is highlighted

Hosts and co-hosts can:​

  • Share their screen (desktop/everything); individual apps or browsers; iPad/iPhone; or whiteboard screen.​
  • Allow participants to share their screens.​

Participants can:​

  • Share their screen (desktop/everything); individual apps or browsers; iPad/iPhone; or whiteboard screen if allowed by the host.

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Record Button

Screen shot of a Zoom meeting with arrows point to selecting the Record button and selecting the Record to the Cloud option

Hosts and co-hosts can:​

  • Record the meeting to the cloud (recommended) or their computer.​
  • Cloud recordings can be shared easily through a D2L course, an email, website, etc.​
    • When sharing recorded class meetings, make sure you keep student privacy and FERPA in mind. Please see the Student Privacy And Zoom guide for more information on protecting student privacy. If you have any questions about this, please contact your dean.

Participants can only record in Breakout Rooms if the host gives them permission to do so.

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Live Transcript Button

Screen shot of the Zoom meeting with an arrow pointing to selecting the Live Caption button and the Enable Auto-Transcription button highlighted

Hosts can:

  • Enable the Live Transcript option to display captions while in the session instead of using outside alternatives or waiting for the recording captions.

Co-hosts and participants can:

  • Hide/show the captions.

Screen shot of a Zoom meeting recording with an arrow pointing to turning on the Closed Captions and the captions highlighted

Meeting recordings will have machine captioning after they have finished processing.

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Breakout Rooms Button

Screen shot of the Zoom meeting with an arrow pointing to clicking the Breakout Rooms button and the Breakout Rooms window open

Hosts and co-hosts can:​

  • Create and assign participants to breakout rooms​
  • Join and move between breakout rooms as needed

Participants can:​

  • Join the breakout room they’d like to be in if allowed by the host.
  • Use the breakout rooms tools as needed if allowed by the host.​
  • Request help from the host and co-host.
  • Move between breakout rooms if allowed by the host.

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Reactions Button

Screen shot of a Zoom meeting with an arrow pointing to selecting the Reactions button and the reaction icons menu is highlighted

Reactions are a way that hosts, co-hosts, and participants can give a non-verbal response to the person or people talking.

Hosts, co-hosts, and participants can:​

  • Select one of the emojis like clap, thumbs up, etc.  These will appear for a few seconds before automatically turning off.
  • Select one of the question responses like yes, no, slower, or faster.
  • Select to raise their hand if they have a question or comment.

End/Leave Meeting Button

Two screen shots of a Zoom meeting, the first has an arrow pointing to selecting the End button. The second has an arrow pointing to the End Meeting for All option

Hosts can:​

  • End the meeting for everyone (recommended)​
  • Leave a meeting​ – this is only recommended if there is a co-host who’ll be continuing the meeting after you’ve left.

Co-hosts/Participants can:​

  • Leave a meeting

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Best Practices

These are some suggestions that will help you create successful Zoom meetings.

When Sharing Your Screen

Screen shot of a Zoom meeting with an arrow point to selecting the Share Screen button and the open Share Screen selection window is highlighted

If you select the Screen option, you can share your entire desktop and any open program.​ Close any program that can give notifications that could have confidential information, like email or Teams.​

Have the program or browser open on your computer so it will appear in the Share Screen options.  If you’re using a document camera, you’ll need to open the software program for that document camera and share it like you normally would through the Share Screen tool.  For example, the IPEVO document cameras we have on campus use the Visualizer software.  You’d want to have the Visualizer program open on your computer, then select it from the Share Screen window.

Screen shot of the Share Screen window with the options to Share Computer Sounds and Optimize Screen Sharing for Video Clip highlighted

If you share a video or audio clip, make sure you check the corresponding box in the lower left corner of the share screen.​ Note: The Optimize Screen Sharing for Video Clip option should only be used if you’ll be using full screen mode when playing a video otherwise it will cause the shared screen to be blurry.

Screen shot of the White board with an arrow pointing to selecting the More button and the More menu highlighted

When sharing your screen, the Zoom tool bar will be at the top of the screen.  The tool bar may be hidden until you move your mouse to the upper section of your screen, then it will appear.​  Some of the tools have been moved into the More menu, click the More button to see them.

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Breakout Rooms Pre-Assign

Screen shots of the Zoom Schedule a Meeting screen with arrows pointing to selecting the Breakout Room pre-assign Import from C S V file and selecting the download the template option in the Import Rooms and Participants from C S V file window

When selecting the Breakout Room Pre-Assign option when you’re scheduling your meeting, make sure you use the Import from CSV (Comma Separated Value).​ There is a bug that causes the Create Rooms options not to work properly. A sample import file can be downloaded from the Import Rooms and Participants from CSV file window.​

When using the sample file, you can add as many rooms as needed for each of the participants in the meeting but don’t change the columns or formatting.

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Additional Ways to Use Chat

Screen shot of an open Zoom Chat file with an arrow pointing to selecting the Chat file in the Zoom folder on a computer

The Chat conversation can be saved as a text file stored in the Zoom folder in Documents on your computer.  Before leaving the meeting, you’ll need to select the Save Chat option from the 3 dots menu in the Chat panel.​ You can:​

  • Have all your students post a message in Chat that can be used to take attendance during the meeting.​
  • Use the text file to do follow-ups on questions you weren’t able to answer during the meeting.​

Note: If you plan to share the Chat file with anyone else, make sure you remove any direct messages from the file, especially if they have confidential or personal information in them.

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