Using Zoom (at the University of Wyoming)

Getting started

  1. Log into your UW Zoom account at http://uwyo.zoom.us (note that your password is the same as your UW password).

  2. If you have not previously used Zoom, you will be prompted to download and install the Zoom application.  Follow onscreen instructions to complete the installation.  

  3. Once installed, the Zoom application should start.

  4. More information can be found by visiting the Zoom Help Center: https://support.zoom.us/hc/en-us

Zoom App

Screenshot of the Zoom desktop application home screen in dark mode. The left navigation pane displays options including Home, Team Chat, Meetings, Contacts, and More. In the main area, large buttons provide quick access to New Meeting, Join, Schedule, Share Screen, and My Notes. On the right side, a calendar and meeting widget displays the current time and date, along with a notification stating that a calendar has not yet been connected. Below the notification, the meeting schedule area indicates that no meetings are currently scheduled and includes a link to schedule a meeting.

  • Settings: important area for configuring application settings, audio/video settings, etc.

  • Home: main window with meeting options

    • Start a meeting with/without video

    • Join a meeting

    • Schedule a meeting

    • Share your screen

  • Meetings: displays a list of scheduled meetings, which can be edited or copied; and use your personal meeting room

  • Contacts: list of UW Zoom users and rooms

  • Chat: instant messaging with other Zoom users

Zoom Website

  • http://uwyo.zoom.us

  • My Account: start here to view profile, schedules, recordings, settings, etc.

    • Schedule a meeting

    • Join a meeting

    • Host a meeting

  • Meeting Settings: configure global meeting settings

  • Meetings: display a list of upcoming and previous meetings; and instantly meet in your personal meeting room

  • Recordings: display a list of meeting recordings and where they are stored

  • Reports: examine analytics for previous meetings

Hosting a meeting

The University of Wyoming Zoom plan currently has a meeting capacity of 50 participants.  A webinar add-in is available for an additional fee.

1. Open the Zoom application and select the appropriate action:

  1. Start meeting without video

  2. Start meeting with video

  3. Schedule a meeting

  4. Join a meeting

2. Select Audio Option:

a. Join by Computer

b. Join by Phone

3. Use the Control Bar to manage the meeting:

Screenshot of the Zoom meeting toolbar displayed against a black background. The toolbar contains controls for Audio, Video, Participants, Chat, React, Share, Host tools, and More, each represented by an icon and label. A red crossed-out microphone icon indicates that audio is muted. The Participants button shows one participant in the meeting. An End button with a red icon is located on the far right side of the toolbar for ending or leaving the meeting.

a. Zoom and video settings: (upward arrow next to Video> Video & effects settings) it is recommended that all settings are reviewed prior to beginning the presentation 

b. Invite: obtain a meeting link (URL) or email invitees directly

c. Manage Participants: opens a pane to view a list of and manage participants (can be used to mute individuals) 

d. Chat: opens a pane for text discussions (text messages can be directed to everyone or to specific people)

e. Share Screen: select content to present

  1. Choose from your desktop, a specific application such as PowerPoint, or a whiteboard
  2. Check “Optimize for full screen video clip" if the content will include video
  3. Note that once content is shared, the Control Bar may minimize, along with the participant and chat windows.  (These windows can be re-enabled using the Control Bar, which works especially well with multiple monitors.)
  4. Annotate tools are available and can be used to draw and highlight on the screen
  5. Stop Share will turn content sharing off

Screenshot of the Zoom meeting toolbar while screen sharing is active. The toolbar includes controls for Audio, Video, Participants, Chat, Share, Pause, Layout, Annotate, Show meeting, and More. A green status bar in the center indicates "You are screen sharing," and a red "Stop Share" button is displayed next to it. The audio icon shows the microphone is muted, and the Participants icon indicates one participant is in the meeting. The toolbar is displayed against a dark background at the top of the Zoom window.

f. Record: immediately begins recording all content, including presenter/participant video and audio as well as shared content; the recording will be created once the meeting has ended and is saved as both video/audio (.MP4) and audio-only files

g. End Meeting: use this feature to close the meeting connections and save any recordings

Scheduling a Meeting

Screenshot of the Zoom New Meeting scheduling window in dark mode. The form includes fields for the meeting title, start date and time, end time, and time zone. Additional options allow the user to set a recurrence pattern, add invitees, choose between a generated meeting ID or a personal meeting ID, create a meeting agenda, and attach files. A Meeting Security section includes an option to require a passcode. At the bottom of the window are More Options and Save buttons for finalizing the meeting settings.

  1. Open the Zoom application and select the appropriate action:

    1. Start meeting without video

    2. Start meeting with video

    3. Schedule a meeting

    4. Join a meeting

  1. Configure meeting settings, such as topic/title, date, duration, video and audio, and other options as needed

  1. Click “Schedule”

  1. A calendar item will appear with the link to be used to connect to the Zoom meeting

  1. The link can be copied and pasted in an email message in addition to being a calendar/meeting invitation (send a separate email with the link if you are unsure that invitees use a specific calendar application)

  1. Participants can use the link to easily join the meeting!

Joining a Meeting

To join a meeting, either click on the Zoom link that the meeting organizer has provided or use the provided meeting ID (open the Zoom application and select “Join a meeting” then enter the provided meeting ID).

Outlook Plugin

You can install an Outlook plugin to make scheduling and joining meetings easier.  Here are instructions on installing that: https://support.zoom.us/hc/en-us/articles/200881399-Microsoft-Outlook-Plugin 

Recordings

University of Wyoming faculty accounts have access to Zoom cloud recording; other UW accounts, including staff and students, can request access to Zoom cloud recording from the UWIT Service Desk.
 

1 GB of Zoom cloud storage is provided per account. Zoom cloud storage is cleared before each semester (notifications will be emailed prior to this action). Zoom cloud storage is a service for short-term, limited video file storage.
 

Instructions and Tips:
It is highly recommended that you enable Audio Transcripts for all videos. This feature creates a text transcript as well as provides closed captioning so that the audio/video is accessible to everyone. For instructions, see Automatically Transcribe Cloud Recordings.

  1. Select “Manage” next to Cloud recording storage to manage cloud recording settings. (If you do not have this option, contact the UWIT Service Center to request Zoom cloud storage.) 
     

  2. Screenshot of the Zoom Recording settings window in dark mode. The page displays options for configuring local and cloud recording storage. A red rectangle highlights the Cloud recording storage section, which includes a Manage button for accessing cloud recording settings. Above the highlighted section, local recording storage options show the current storage location along with Open and Change buttons, and a toggle for selecting a storage location after each meeting. Additional recording preference settings are visible below the highlighted area.

  3. Once the meeting is ended, the video will be processed and saved to the Zoom cloud. (This can take substantial time

  4. After processing/upload has been completed, you will receive a notification that includes a link to view your video.Screenshot of a Zoom desktop notification indicating that a cloud recording is available. The notification includes the Zoom logo on the left and the message "A cloud recording is ready for viewing now." Below the message, the meeting name is partially visible. A View button is displayed at the bottom of the notification, allowing the user to open the recording. A close (X) button appears in the upper-right corner of the notification window.

  5. Manage recordings from UW’s Zoom website (https://uwyo.zoom.us).

  • Select Recordings > Cloud Recordings > search for your recording > open the recording
    Screenshot of the Zoom web portal showing the Recordings & Transcripts page. The left navigation menu contains various account options, with Recordings & Transcripts highlighted in blue. A large red arrow points to the Cloud recordings tab near the top of the page, indicating where cloud recordings can be accessed. The main content area includes search fields for finding recordings and transcript text, along with a recording entry displayed below. The Zoom website navigation bar is visible across the top of the page.

  • Rename the video: click the pen icon near the video’s name

  • Play the video: click on the video play button to review the video

    • When viewing the video, you can also adjust the Playback Range. Use this feature to set a time range for playback, cutting out unwanted sections at the beginning and end of the video.

    • Zoom does not include video editing tools. To edit your video, you will need to download the video and use a video editor such as Camtasia.

  • Copy shareable link: copy/paste a share link into WyoCourses or an email

  • Share: configure detailed share options, such as adding password protection and restricting the ability to download the video file

For more information, see Zoom Cloud Recording. 

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