Getting Started

Zoom Basics

Host an online meeting with Zoom unifies cloud video conferencing, simple online meetings, group messaging, and a software-based conference room solution into one easy-to-use platform. The meeting host can display a presentation, share their desktop, applications, and speak to attendees; the attendees, in turn, can interact via a chat dialog box. Zoom offers the best video, audio, and wireless screen-sharing experience across Windows, Mac, iOS, Android, Blackberry.

Schedule a Meeting

  1. Sign into the Zoom web portal (sjfc.zoom.us), from My Meetings, and select Schedule A New Meeting.

  2. Select the meeting options: In most use cases the default setting will work, below are details of each option.

  • Topic: Choose a topic/name for your meeting.

  • Description: Enter in an option meeting description.

  • When: Select a date and time for your meeting.

  • Duration: Choose the approximate duration of the meeting. Note that this is only for scheduling purposes. The meeting will not end after this length of time.

  • Time Zone: By default, Zoom will use the time zone that you sent in your Profile. Click on the drop down to select a different time zone.

  • Recurring meeting: Check if you would like a recurring meeting, i.e. the meeting ID will remain the same for each session. This will open up additional recurrence options.

    • Recurrence: Select how often you need the meeting to recur: Daily, Weekly, Monthly, or No Fixed Time. It can recur up to 50 times. If you need more than 50 recurrences, use the No Fixed Time option.

  • Registration: Check this option if your meeting will require registration. Instead of a join link for your participants, they will be provided a registration link.

  • Meeting ID: Default = Generate Automatically

    • Use Personal Meeting ID: Check this if you want to use your Personal Meeting ID. If not selected, a random unique meeting ID will be generated. More info on PMI.

  • Security: Select Passcode or Waiting Room

    • Enable waiting room: The Waiting Room feature allows the host to control when a participant joins the meeting. As the meeting host, you can admit attendees one by one or hold all attendees in the waiting room and admit them all at once.

    • Passcode: only users who have the invite link or passcode can join the meeting.

    • SJFC requires users to select 1 of the 2 choices to ensure your Zoom Meetings will be secure.

  • Host Video: Choose if you would like the host video on or off when joining the meeting. Even if you choose off, as the host you will have the option to start the video.

  • Participant Video: Choose if you would like the participants' videos on or off when joining the meeting. Even if you choose off, the participants will have the option to start their video.

  • Audio Options: Default – Both; choose whether to allow users to call in via Telephone only or Computer Audio only

    • Dial in From: If Telephone only is enabled for this meeting, click Edit to select the dial-in countries that you would like included in the invitation.

  • Allow participants to join anytime: Allow participants to join the meeting without you or before you start meeting.

  • Mute participants upon entry: If join before host is not enabled, this will mute all participants as they join the meeting.

  • Automatically record meeting: Check this if you want the meeting to be automatically recorded. Select On the local computer (to your computer and move to your SJFC Google Drive) or In the cloud.

  • Approve or block entry for users from specific countries/regions: Select Only allow users from selected countries/regions Or Block users from selected countries/regions.

  • Click Save to finish.

Calendar Option - Copy of Invitation

Once finished scheduling a meeting, you can either select a calendar option to add the scheduled meeting to your calendar or select Copy the Invitation to send out the invitation to your Zoom meeting.

Screenshot of Zoom options. The background is white. Across the top, there is black text that says Apr 22, 2021 10:00 AM Eastern Time (US and Canada). Below that, there is text that says Add to. To the right of that, there are three horizontal buttons. The first button is outlined in light blue. It has a calendar icon with the number 31 inside of it and text that says Google Calendar. The second button is outlined in a darker blue. It has an icon with an envelope and a square with an "O" on it. The text says Outlook Calendar (.ics). The third button is outlined in purple. It has a purple circle with a "Y" in it. The text next to it says Yahoo Calendar. Below that is a thin horizontal line. Below that is a series of numbers. Below that is a thin horizontal line. Below that is text. The first piece of text is grayed out. There is an "X" in front of the text that is also grayed out. The text says Passcode. To the rigth of that, there is another piece of text. This text is in black. In front of the text, there is a green checkmark. The text says Waiting Room. Below that, there is grayed out text with an "X" in front of it. The text reads Require authentication to join. Below that is a thin, horizontal line. Below the line, there is a blue link for an individual Zoom meeting. In the bottom right, there is blue text that says Copy and a blue icon in front of it that has a blue outlined square and an arrow in it.

Manage Participants

Click on Participants, from the host controls to display the participants list. Hover over a participant and click More for these options:

  • Ask to Unmute/Mute meeting participants.

  • Chat: Open the chat window to send messages directly to the participant.

  • Stop Video: Stop the participant's video stream so they are unable to start their video. If the participant hasn't started their video, you will see the Ask to Start Video option.

  • Pin: Pin up to 9 participants's videos so that it is always visible on your screen.

  • Spotlight for Everyone: Spotlight up to 9 participants' videos, so that their videos are always visible for all participants in the meeting.

  • Make Host (only available to the host): Assign the participant to be the host. There can only be one host in a meeting.

  • Make C0-Host/Remove Co-host Permissions (only available to the host): Assign the participant to be a co-host. You can have unlimited number of co-hosts in a meeting.

  • Rename: Scroll over a meeting participant’s name to Rename the screen name of the participant.

Click Rename, type in the new name and click OK. This change only applies to the current meeting.

  • Allow to Multi-pin: Allows another participant to use the multi-pin feature. By default, participants can only pin 1 participant at a time.

  • Put in Waiting Room: Place the participant in a virtual waiting room while you prepare for the meeting. The host must enable waiting room for this option to appear.

  • Put On Hold: If the waiting room is not enabled, you'll see this option to place the participant on hold.

  • Remove: Dismiss a participant from the meeting. They won't be able to rejoin unless you allow participants to rejoin.

From the bottom of the participants list, you can enable or disable these options:

  • Invite: Invite others to join the meeting

  • Mute All: Mute all participants currently in the meeting.

  • Click More (...) for more options.

Screenshot of Zoom menu options. There is a window outlined in black in the top right. There are six icons with text in gray below them. The icons are a green circle with a white checkmark (and text below that says yes); a red circle with a white "X" (and text below that says no); a gray circle with two arrows pointing left (with text that says go slower); a blue circle with two white arrows pointing right that says go faster); a gray circle with three white dots (with text that says more); and an eraser icon (with text that says clear all). Below that is a thin, horizontal line. Below that, there is a gray button with black text that says Invite. To the right, there is a gray button with black text that says Mute All. To the right of that, there is a blue button with three darker blue dots. There is a red outline of a square around that. This option is selected and another white dialog box is open. The dialog box has the following menu options: Ask All to Unmute, Mute Participants Upon Entry, Allow Participants to Unmute Themselves (with a black checkmark in front of it), Allow Participants to Rename Themselves, Play sound when someone joins or leaves (with a black checkmark in front of the text), Play chime for Chat Messages/Raise Hand, Enable Waiting Room (with a black checkmark in front of the text), and Lock Meeting.

Prevent Participants from Screen Sharing

  • From the host controls, click the up arrow next to Share Screen and click Advanced Sharing Options.

  • Under Who can share? choose Only Host.

  • Close the window.

Record a Meeting

  • Click Record to begin recording. Zoom will record the meeting's audio and video (if selected).

  • Click Stop recording to end all audio and video recording of the meeting.

    • The recording will not be saved until you end the meeting

Recording Settings

The Recording setting lets you select where to save Zoom meeting recordings.

  • Select Record on this Computer or Record to the Cloud.

Screenshot of the Zoom recording options. In the bottom left of the screen, there is a gray button. Inside the gray button, there is a light gray solid circle surrounded by an outline of a light gray circle. Below the icon is text that says Record, also in light gray. Above the button, there is a horizontal dialog box in dark dray. It has two options: Record on this computer Alt+ R; and Record to the Cloud Alt+ C.

End a Meeting

  • Select End Meeting for All to end a meeting for which you are a host.

  • Click Leave Meeting if you want to leave a meeting you joined.

  • Click Cancel if you decide you do not want to end or leave the meeting

  • Optional: Check Give Feedback, to provide Zoom feedback on the meeting you just hosted or attended.

Screenshot of the End Meeting options. There is a black dialog box in the center of the screen with two buttons. The first button has a red background with white text that says End Meeting for All. The second button has a dark gray background and white text that says Leave Meeting. Below that, there is a dark gray horizontal bar. In the bottom left, there is an outline of square with text that says Give feedback. In the bottom right, there is text that says Cancel.
When using educational technology tools, be FERPA aware. To learn more, visit the Registrar's FERPA Guidelines site.