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

• 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:

a. Zoom and video settings: (upward arrow next to Stop Video> Video 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

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

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

3. Click “Schedule”

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

5. 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)

6. 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 “Record to Cloud” when beginning the recording process. (If you do not have this option, contact the UWIT Service Center to request Zoom cloud storage.) 

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

3. After processing/upload has been completed, you will receive a notification email that includes a link to view your video and a separate link to share the video with others. The share link can be copied and pasted into WyoCourses or an email. Viewers can then stream the content.

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

• Select Recordings > Cloud Recordings > search for your recording > open the recording

• 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.