Zoom is an online meeting tool with microphones, cameras, screen sharing, and a whole lot more that can create an opportunity for active learning with real time conversations. Many of the teaching practices that you utilize in a face to face physical classroom setting can be tweaked and used in a Zoom meeting.
As we transition over to Zoom across campus these instructions will be fluid and can change as we discover issues, new features are added, etc. We would love your help with keeping these pages as accurate as possible. If you notice an issue or something isn't behaving like it says it should in the instructions please let us know by emailing firstname.lastname@example.org.
1. Accessing Zoom For Use With D2L
Learn how to access Zoom for use within D2L.
You can use Zoom meetings strictly with a D2L course when you just want those that are enrolled in your course to be attending the meetings.
Note: If you have created a FREE Zoom account in the past using your University of Arizona email you will need to visit https://arizona.zoom.us, click Sign In, and log in using your NetID and password. You will be asked if you want to move your current account into the UA Zoom account. Agree to the account move prior to your first use of Zoom in D2L for classes or you may not be able to use the tool correctly. If you have never had a Zoom account in the past then you can ignore this note.
- Within an internet browser, go to D2L (https://d2l.arizona.edu) and log in with your UA NetID and password.
- Access your D2L course.
- In the navbar click the UA Tools link and choose Zoom.
- The first time accessing the Zoom for Instructors link you will need to authenticate your account. At the Zoom Authentication screen click Authenticate. After authenticating your account this screen will no longer appear in the future when you click the Zoom for Instructors link.
- It will ask if you would like for the Zoom Integration app to operate using your account. Click the Accept button.
- You will then be taken to the Zoom Integration home screen where you can see upcoming meetings, previous meetings, your personal meeting room, your cloud recordings, as well as a button for scheduling a new meeting.
2. Creating/Scheduling a Zoom Meeting Within D2L
Learn how to create and schedule a Zoom meeting from within D2L.
Make sure you are logged in to D2L and at the Zoom Integration home screen (UA Tools > Zoom).
- Click on the Schedule a New Meeting button.
- You will be taken to the Schedule a New Meeting page where you can begin to fill out the meeting options that you desire. (See descriptions of each item below the picture)
- Topic: Enter in the name (or title) of the meeting.
Note: Be very descriptive with the name of your meeting as it will stand out and be easier to notice in the Event Calendar widget within D2L.
- Description: Enter in a description about the meeting. (This is optional)
- When: Choose the date and time for the meeting. You can start your meeting at any time before the scheduled time.
- Duration: Choose the approximate duration of the meeting.
Note: This is only for scheduling purposes. The meeting will NOT end after this length of time
- Time Zone: By default, Zoom will use your computer's time zone. Click on the drop-down to choose a different time zone.
- Recurring Meeting: Choose if you would like a recurring meeting, i.e. the meeting ID will remain the same for each session. If checked, you will then have the options for Recurrence (Daily, Weekly, Monthly, noFixed Time), Repeat every (Days/Weeks/Months), and End date (Specific date or 1-20 occurrences).
- Registration: Allows you to have your participants register with their e-mail, name, other questions, and custom questions.
- Host Video: Choose if you would like the host video on or off when joining the meeting. Even if you choose off, the host will have the options to start their video after joining the meeting.
Participant Video: Choose if you would like the participants' video on or off when joining the meeting. Even if you choose off, the participant will have the option to start their video after joining the meeting.
- Audio Options: Choose what audio options you want to allow for the meeting (Telephone, Computer Audio, or Both)
- Require Meeting Password: You can select and input your meeting password here. Participants joining the meeting via typing in your meeting ID will be required to input this password before joining your scheduled meeting. Those joining via the "join meeting URL" will not be required to enter the password as it is included in the link.
- Enable Join Before Host: Allow participants to join the meeting without you (host) or before you (host) join.
- Mute Participants Upon Entry: If join before host is not enabled, this will mute all participants as they join the meeting.
- 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.
- Enable waiting room: Allows the host to control when participants join the meeting by placing them in a waiting room.
- Record the meeting automatically: Check this if you want the meeting to be automatically recorded when you join the meeting as the host. You will have the option to record the meeting locally on your computer or in the cloud.
- Alternative Hosts: Enter the email address of another Zoom user with a Pro license on your account to allow them to start the meeting in your absence.
- Topic: Enter in the name (or title) of the meeting.
- When you are done setting all of your meeting options, click the Save button.
- You will then see the meeting information page. This page will show you what settings you have applied to the meeting. It will also provide you ways you can invite attendees to your meeting by giving you the "Join URL" or you can "Copy the invitation" of the meeting to email to participants. From this screen is where you can also delete, edit, or start the meeting. NOTE: D2L will automatically generate a calendar event for your Zoom meeting and put it in your D2L Course Calendar. To get back to the main D2L Zoom page click the Course Meetings link at the top.
You will then see your meeting listed under the "Upcoming Meetings" tab. This is also where you can Start or Delete the meeting. To go back to the meeting information page just click on the title or "Topic" of the meeting.
3. Share Zoom Meeting From Within D2L
Learn how to share Zoom meeting information from within D2L.
Once you have created and scheduled your meeting your students enrolled in your course will be able to find information about the meeting through the Calendar widget on your D2L course homepage. If for some reason you turned off the Calendar widget for your D2L course we strongly recommend you add that widget back to your course homepage as this is how students will mainly see and access the Zoom meetings you create. Also, your students will be able to go to UA Tools > Zoom and see and join scheduled meetings for your course. Here is an example of what your students will see in the Calendar widget when a Zoom meeting for their course has been added.
When you or the student clicks on that event in the calendar, they will be taken to a screen that will have a link to the actual Zoom meeting.
If you want to place the Zoom meeting link elsewhere in your course, for example in a content module or announcement you can follow the below instructions.
- From within your D2L course, go to UA Tools > Zoom.
- Within the Upcoming Meetings tab, click the topic (title) of the meeting you want to share.
- Copy the Join URL link.
- Go to your content module or announcement page in your D2L course and paste the Join URL link you copied in the previous step.
4. Set Your Zoom Cloud Recordings to Save to a Panopto Folder
Learn how to set your Zoom cloud recordings to be saved to a Panopto folder.
This automatic integration only applies to cloud recordings. Any Zoom meetings that you locally record to your own computer will not automatically go into a Panopto folder. You would need to manually upload those to Panopto.
One thing to note before setting this up is that once these settings are in place ALL future Zoom cloud recordings will go into the Panopto folder that you choose. So if there is a particular Zoom meeting in the future that you do not wish to be saved to the Panopto folder, or you want to put it into a different Panopto folder you will have to adjust the settings to either not enter a folder ID or choose a different folder ID.
- Log-in to Panopto [D2L > UA Tools > Panopto] and navigate or browse to the folder where you want to save your Zoom recordings. Once inside that folder, click on the Settings icon for the folder.
- Click on Manage.
- Highlight and copy the "Folder ID".
- In a new browser tab or window, go to https://arizona.zoom.us. Click the Sign In button.
- If prompted, enter in your UA NetID and password at the UA NetID WebAuth screen.
- Click on Profile.
- Scroll down to the bottom of this page to where you see the words "Panopto Folder Id". Click the Edit link.
- Paste the "Panopto Folder Id" that you copied in step 4. Click Save Changes.
All future Zoom meetings that are recorded in the cloud will save a copy into that Panopto folder.
Note:If you would like to save previous Zoom cloud recordings, download them from Zoom and then manually upload them into Panopto.
Adjust Cloud Recording Settings
Also within Zoom, you may want to adjust the cloud recording settings to receive the correct format of recording that you desire. By default, your account likely will render the following types of recordings:
- Record active speaker with shared screen
- Record gallery view with shared screen
- Record active speaker, gallery view, and shared screen separately
- Record an audio only file
If you leave all of these options selected, Zoom will send all of these formats to your Panopto folder. Zoom names all of the files the same in Panopto so there is no way (other than viewing the recording) to distinguish which type of recording it is. So, it is best practice to choose only one recording version to send to Panopto.
- Within the Zoom Web Portal (https://arizona.zoom.us), click on the Meeting Settings navigation link on the left-hand side.
- Click on the Recording tab.
- Under "Cloud recording" choose only the formats that you would like to be recorded and sent to Panopto. Remember to click Save when you have finished making your selections as shown in the next step.
Reminder:If you choose more than one format, Panopto will name all of the session files the same. The only way to then distinguish which recording session is which in Panopto is to actually view the session file and rename it yourself.
- Click the Save button to save the setting changes.
5. Joining or Starting a Zoom Meeting From Within D2L
Learn how to join or start a Zoom meeting from within D2L.
In D2L, if you are joining a meeting that you did not create or starting a meeting that you did create you will find the meeting in the Calendar widget of your D2L course.
- From the homepage of the D2L course that the meeting exists in, find the Calendar widget and locate the event (scheduled Zoom meeting) within the calendar. Click on the event within the Calendar widget.
- This will take you to the event information page that will have a link that says "Click here to join Zoom Meeting". Clicking this link will join you to that meeting.
- An alternate way that you as the host can start a meeting is within the Zoom Integration home screen. Access the Zoom Integration home screen for instructors by going into a D2L course and click on UA Tools and choose Zoom for Instructors.
- Once at this home screen you will see a listing of all your upcoming meetings. Find the meeting you want to start and click the Start button for that particular meeting. This is also where you can delete a meeting you have created. Just find the meeting you want to delete and click the Delete button for that particular meeting.
Install Zoom App
- When you click the meeting link or the start button it will attempt to launch the Zoom meeting. If you don't have the Zoom desktop application installed, you may need to click the link in the window that says "download and run Zoom".
- It will download a Zoom installation file (.exe for Windows or .pkg for Mac). Click to run the installation file to install the Zoom app on your computer.
Audio Conference Options
Once the Zoom app is installed on your computer it should launch the meeting. It will prompt you to choose which audio option you want to join the meeting with.
Join By Computer Audio
The default selected option is to join by Computer Audio. This option is always free and it works in the Zoom app for desktop as well as your smartphone mobile device app as well. You will just need a microphone (built-in, USB, or inline) as well as speakers or headphones. If you want to test your microphone and speakers before joining you can click the link that says Test Computer Mic & Speakers. If you'll always join Zoom meetings via the Computer Audio then you can check the box to Automatically join audio by computer when joining a meeting. Once you are ready to join by computer audio you'll just click the Join Audio Conference by Computer button.
Join by Phone Call
The other audio option is to join via a Phone Call. You can join a Zoom meeting via teleconferencing/audio conferencing (using a traditional telephone). This is useful in occasions where:
- you do not have a microphone or speaker on your PC/Mac
- you do not have a smartphone (iOS or Android) while on the road, or
- you cannot connect to a network for video and VoIP/computer audio
- You can choose what country (from the drop-down menu) you are calling from and it will provide you toll numbers that you can dial. If you dial a toll number, your carrier rates will apply.
- You will then be prompted to enter the Meeting ID (9 or 10 digit number) provided to you by the host, followed by the # key.
- You will then be prompted to enter in your unique Participant ID. This only applies if you have joined on the computer or mobile device or are a panelist in a webinar. Press # key to skip.
For more detailed information about joining by teleconference/audio conferencing please visit https://support.zoom.us/hc/en-us/articles/201362663-Join-by-Telephone.
6. Zoom Toolbar
Learn about all the tools that are within the Zoom meeting toolbar.
Below you will learn about the different options you have within the host controls toolbar when you are in a Zoom meeting. You can also find more information about the host controls within a meeting at https://support.zoom.us/hc/en-us/articles/201362603-What-Are-the-Host-Controls-.
- Microphone: This button will Mute and Unmute your microphone. Also if you click the up arrow next to the mic icon you will have options to choose which microphone you want to use and which speakers you want to use. You will also have the option to leave the computer audio if you no longer want to use your computer audio for the meeting. You would then click Join Audio button that appears in the toolbar and choose to rejoin via Computer Audio or you could change to join by Phone Call. You can also pull up audio options from here if you want to test your microphone or speakers.
- Video: This will start and stop your video camera feed if you have a video camera connected to your computer or through your smartphone or tablet. If you click the up arrow next to the video icon you can choose which camera you want to have selected (if you have multiple cameras connected) as well as choose other video settings.
- Invite: Allows you to invite people into your meeting while the meeting is occurring. You can invite by email or you can invite a room system (H.323/SIP). You can also copy the URL of the meeting or copy the invitation of the meeting to send to someone.
- Manage Participants: Clicking will open and close the participant window that shows you the list of participants who have joined your meeting. You have lots of other options within the participant list that will be covered in the Manage Participant List section.
- Polls: Clicking this allows you to create, edit, and launch your polls. The options to create or launch polls will open up the Zoom web portal in your default browser. See the Polling section for more information.
- Share Screen: This is where you can share your computer screen to the participants in your meeting. You will have the option to share your entire desktop screen, a whiteboard, an iPhone/iPad that you may have connected, or a specific window, document or application that you may have open on your desktop. If you click on the up arrow next to the Share Screen icon you can choose to set it to only "One participant can share at a time" or "Multiple participants can share simultaneously". You can also go into advanced sharing options where you can choose who can share (only host or all participants) and who can start sharing when someone else is sharing (only host or all participants). See the Sharing Your Screen section for more information.
- Chat: Clicking will open and close the chat window where you can chat with all participants or to specific people. See the Chat Tool section for more information.
- Record: Clicking this button will allow you to choose to record the meeting locally to your computer or to the cloud. See the Recording section for more information.
- Breakout Rooms: Clicking this button will allow you to create breakout rooms to send your participants to for discussion and collaboration in smaller groups. See the Breakout Rooms section for more information.
- End Meeting: Clicking this will prompt options to end the meeting. You'll get an option to "End Meeting for All" or "Leave Meeting" where only you will leave the meeting.
Note: If you are the host, you will need to assign someone else as host before you click Leave Meeting.
7. Manage Participant List
Learn how to manage the participant list in a Zoom meeting.
Manage Participant List
As the host of the meeting, you have lots of options regarding managing your participants.
- Mute All: This button will mute all of the participants in the participant list.
- Unmute All: This button will unmute all of the participants in the participant list.
- More: This button will give you more options such as
- Mute participants upon entry
- Allow participants to unmute themselves
- Play enter/exit chime
- Lock Meeting: Lock meeting will prevent anyone new from joining the meeting.
To the right of each participant's name you will see a microphone icon and a video icon. These icons will allow you to turn on/off individual participants microphones or video cameras.
If you hover over an individual participant you will see options to Mute/Unmute their microphone as well as a More button.
If you click on the More button you will have options to:
- Chat: Starts a private chat with that participant.
- Ask to Start (or Stop) Video: You can ask the participant to start or stop their video camera feed.
- Make Host: Makes the participant the host of the meeting.
- Make Co-Host: Makes the participant a co-host of the meeting.
- Allow Record: Allows the participant the ability to record the meeting locally.
- Rename: Allows you to rename the participant's name.
- Remove: Removes the participant from the meeting.
As a participant or host you have the ability to give nonverbal feedback to the host of the meeting and to each other. Everyone in the participant list will be able to see the nonverbal feedback that you select. At the bottom of the participant list you will see the different nonverbal feedback icons that you can choose from which are:
- Raise Hand (Participant Only)
- Go Slower
- Go Faster
- Need a Break
- Clear All (Host Only)
8. Sharing Your Screen
Learn how to share your screen and documents in a Zoom meeting.
Sharing Your Screen
For detailed information visit Zoom's Support Page on "How Do I Share My Screen".
Here you will be shown the basics of sharing your desktop screen, a document, or a specific window or application that you have open on your computer.
- To share your screen, click the Share Screen button located in your meeting toolbar.
- Select the screen you want to share. This is where you can choose from several options. You can choose to share the entire Desktop screen, a whiteboard, an iPhone/iPad screen, or an individual application, window, or document that is already open on your computer. So to share a PDF, Word document, PowerPoint document, etc., you would open that document on your computer and then choose to share your screen and select that document to share.
- Optional additional settings you can choose are to "Share computer sound" and "Optimize for full screen video clip". Sharing the computer sound will share any sound played by your computer. The optimize for full screen video clip should be selected when you want to share a video clip in full screen mode.
Once you have chosen what you want to share, the meeting controls will move into a window that you can drag around your screen. You can see in the example below I chose to share a Word document that was open.
The meeting conrtols toolbar have the following options during a screen share session:
- Mute/Unmute: Mute or unmute your microphone.
- Start/Stop Video: Start or stop your in-meeting video camera feed.
- Manage Participants: View or manage the participants (if you are the host).
- Polls: Create, edit or launch your polls.
- New Share: Start a new screen share. You will be prompted to select which screen/application you want to share again.
- Pause Share: Pause your current screen share.
- Annotate: Use screen share tools for drawing, adding text, etc.
- More: Hover over this button for additional options such as:
- Breakout Rooms
- Record on this computer
- Record to the cloud
- Disable participants annotation
- Hide Video Panel
- Audio Options...
- Video Settings...
- Optimize Share for Full-screen Video Clip
- End Meeting
To annotate over a screen share session, click on the Annotate button in the screen share toolbar.
You will then see the Annotate toolbar appear.
The different tools on the annotation toolbar are:
- Spotlight/Arrow: Turn your cursor into a spotlight or arrow.
- Format: Change the format options of the annotation tools.
- Save: This allows you to save all annotations on the screen as a screenshot. The screenshot is saved to the local recording location.
To stop a share screen session, click the Stop Share button in the screen share toolbar.
9. Chat Tool
Learn how to use the chat functions in a Zoom meeting.
For detailed information visit Zoom's Support Page on "In-Meeting Chat".
The Chat tool allows you to send chat messages to other users within a meeting. You can send a private message to an individual user or you can send a message to the entire group. As the host, you can choose who the participants can chat with or to disable the chat entirely.
Access the Chat Tool
Click on the Chat button in the meeting toolbar.
The chat window will then open on the right. You can type a message into the chat box at the bottom or click on the drop down next to To: if you want to send a message to a specific person. As a host the More drop down will give you options to save the chat, share a file in the meeting, and you can choose who attendees can chat with (host only or everyone).
Share a File in Chat
To share a file in the chat window, click on the More button and choose Share file in meeting.
You will then need to browse to the location of the file you want to share, select it and choose to open it. Your file will then upload to the chat and will give you a message that it sent successfully. The participants of the meeting will then see the option in their chat window to download the file locally to their computer.
Every time you receive a new chat message and the chat window is closed or not visible, the chat button in the toolbar will flash orange and remain orange until you view the chat.
When you create a private chat message with just one person it will have the word "Privately" in red and parenthesis within the whole chat window and it will say who it is from and who it is to.
Learn how to create and run polls in a Zoom meeting.
For detailed information visit Zoom's Support Page on "Polling for Meetings".
The polling button in the meeting toolbar allows you to create multiple choice polling questions for your meetings. You will be able to launch the poll during your meeting and gather the responses from your attendees. You also have the ability to download a report of polling results after the meeting.
Note: Currently during the meeting you are not able to see how each individual responded to the poll. You can see it in the reports after the meeting is over. This request to see how individual responded during a meeting has been made and will be a feature in the near future.
When you are in the meeting, to create and add a poll, click on the Polls button in the meeting toolbar.
The poll window will appear. Click on Add a Question button.
This will launch the Zoom web portal in a browser where you can create your poll.
- Enter a title for the poll and type your first question. You can mark the question as a single choice or multiple choice question.
- Type in answers to your question.
- If you want to add another question, click the Add a Question link to create a new question for that poll.
- When you are done creating your questions click the Save button.
When you go back into the Zoom meeting you will see your poll you just created. To launch the poll to all of the meeting participants click the Launch Polling button. When the poll is launched the participants can then begin responding. When they submit their answers you will see the results of how the overall group responded to the poll questions. When you are ready to close the poll, click the End Polling button. Once the polling has ended, you as the host have the option to share the results with the rest of the participants. To share results, click the Share Results button. If you want to re-launch the poll because maybe not everyone was able to respond in the time allotted you can click the Re-launch Polling button.
11. Breakout Rooms
Learn how to create breakout rooms in a Zoom meeting.
For detailed information visit Zoom's Support Page on "Managing Video Breakout Rooms".
Breakout rooms allow you to split your Zoom meeting in up to 50 separate sessions. The meeting host can choose to split the participants of the meeting into these smaller groups automatically or manually, and can switch between session at any time. Breakout room participants have full audio, video and screen share capabilities.
- To create breakout rooms, click on the Breakout Rooms button in the meeting toolbar.
- Select the number of rooms you would like to create, and how you would like to assign your participants to those rooms. Selecting Automatically will let Zoom split your participants up evenly into each of the rooms. Selecting Manually will allow you to choose which participants you would like in each room. When finished selecting those options, click Create Breakout Rooms.
- If you choose for Zoom to automatically assign the participants to the room, that will occur instantaneously. If you choose to manually assign participants to the rooms you will now have to assign them to the rooms. To do so, select the Assign link next to the room you wish to assign participants to and select the checkbox next to each participant you wish to assign to that room.
- Once you are finished assigning participants to the rooms and are ready to begin the breakout rooms, click the Open All Rooms button.
Learn how to record your Zoom Meetings.
If you want to record your meeting you will have the option to record the meeting locally onto your computer or record to the cloud.
Record to Your Computer (Local Recording)
Local recording allows users to record meeting video and audio locally to their computer. The recorded files can then be uploaded to file storage websites like Box or Google Drive, and/or streaming servers such as Panopto.
Start a Local Recording
- Click the Record button in the meeting toolbar.
- A menu prompt will appear, select Record on this Computer.
- Hosts will see the following recording indicator in the top left corner when the recording has started.
Participants will see the following recording indicator in the top left corner when the recording has been started by another user.
Note: If the above icons are not visible in the meeting, the meeting is not being recorded.
- In the participants window it will also display a recording indicator next to the user who is actively recording.
- In the meeting toolbar you will notice the record button has switched to a Pause/Stop Recording button. You can click the Pause or the Stop button separately to perform those actions. If you click Pause it will switch to a Resume button. Clicking Resume will then resume the recording of the meeting.
- Once the meeting has ended, a prompt will appear stating "You have a recording that needs to be converted before viewing." Wait for the recording to convert before it can be accessed.
Note: If the meeting unexpectedly shuts down or the conversion process is interrupted, the recording files could become corrupted and non-recoverable.
- Once the conversion process is complete, the folder containing the recording files will automatically open.
Recording File Formats,
- MP4: Audio/Video format the Zoom recording uses. This is named "zoom_0.mp4" by default. Each subsequent recording is then in sequential order: zoom_0, zoom_1, etc.
- M4A: Audio format the audio-only file uses. This is name "audio_only.m4a" by default. Each subsequent recording is in sequential order: audio_only_0, audio_only_1, etc.
- M3U: Playlist file to play/load all individual MP4 files (Windows only)
- Chat: Standard text or .txt file. This is named "chat.txt" by default.
When you record a meeting a choose Record to Cloud, the video, audio, and chat text are recorded in the Zoom Cloud. The recording files can then be downloaded to a computer or streamed from a browser via HTML5 or Flash.
Start a Cloud Recording
- Click the Record button in the meeting toolbar.
- A menu prompt will appear, select Record to the Cloud.
- To stop the recording press Stop Recording or end the meeting.
Once the recording has been stopped, the recording must be processed before viewing. Zoom will send an email to the host email address when the processing is completed. In that email will be links to view the recording as well as share the recording with others.
Viewing Cloud Recordings
- Log in to D2L, access the course where your recording is from and choose UA Tools > Zoom for Instructors.
- Click the My Recordings tab at the Zoom Integration home screen.
- Click on the Meeting Title link.
- You will then see the different files available for viewing (video recording, audio only, or chat text files). Click the Play button to view or listen to the recording. Click the Share button to share the recording. Click the Delete button to delete the recording.