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.
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.
For student Zoom support please contact the 24/7 IT Help Desk at (520) 626-TECH.
1. Join a Meeting within D2L
Learn how to join a Zoom meeting from within a D2L course.
There are a few ways you can locate and find your D2L course Zoom meetings. You can find them through the D2L course calendar or the Zoom for Students link.
Meetings in D2L Course Calendar
If you are joining a meeting that your instructor created you will find the meeting in the Calendar widget of that particular D2L course. When you click on the event in the Calendar widget you will be taken to the event information page that will have a link that says “Click here to join Zoom Meeting”. Clicking that link will join you to that meeting.
Zoom for Students Link
The other method for finding your D2L course Zoom meetings is through the Zoom for Students link.
- Once within one of your D2L courses click on the UA Tools menu in the navbar and choose Zoom for Students.
- On the left hand side you will see meetings listed that will occur today. It will not show future meetings. It only shows meetings that are scheduled to occur on the particular day you are viewing this page. To join a meeting click on the Title of the meeting that is a URL link.
Install Zoom App
When you click to join the meeting it will attempt to launch the Zoom meeting. It may prompt you to Open the Zoom Application. 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). Find the downloaded file and click to open and 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. 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 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 #.
- 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 # to skip.
2. Access and View a Course Recording within a D2L Course
Learn how to access and view a recording of a previous course Zoom meeting that has been recorded to the cloud.
- Once within one of your D2L courses click on the UA Tools menu in the navbar and choose Zoom. (Note: If you are within an Eller course you likely won't have the UA Tools menu icon in your D2L course. You will need to locate the Zoom link that your instructor has placed in a D2L content module)
- Click on the tab that says Cloud Recordings.
- Click on the title of the meeting of which you want to view a recording.
- Click on the thumbnail image of the recording. You may see more than one option to choose from. Often times an audio-only file will get recorded.
- When the recording displays, click the Play button.
3. Zoom Toolbar
Learn all the features of the various tools in the Zoom meeting toolbar.
Below you will learn about the different options you have within the Zoom toolbar that a participant would see when you are in a Zoom meeting.
At some point as a student you might create your own study group meetings and you would then be the host of the meeting. You can find more information about the host control toolbar within a meeting at https://support.zoom.us/hc/en-us/articles/201362603-Host-Controls-in-a-Meeting.
- 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 the Join Audio button that appears 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.
- Participants: Clicking will open and close the participant window that shows you the list of participants who have joined the meeting. You have lots of other options within the participant list that will be covered in the Participant List section.
- Share Screen: This is where you can share your computer screen (if host has enabled) to the participants in the 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. 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 (if the host allows) the meeting locally to your computer or to the cloud. See the Recording section for more information.
- Leave Meeting: Clicking this will prompt a message asking if you want to leave the meeting. Click Leave Meeting to exit the meeting.
4. Participant List
Learn about what options you can control and change within the participant list.
As a participant here are the options within the participant list
Mute Me: This button will mute your microphone.
Unmute Me: This button will unmute your microphone.
To the right of your name in the list you will see a microphone icon and a video icon. These icons allow you to turn on/off your microphone or video camera.
If you hover over your name you will see options to Mute/Unmute your microphone as well as a Rename button. The Rename button allows you to change your name in the meeting.
As a participant 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)
5. Sharing Your Screen
Learn how to share your screen or document within a Zoom meeting.
For detailed information visit Zoom's Support Page on "How Do I Share My Screen".
Here you'll be shown the basics of sharing your desktop screen, a document, or a specific window or application that you have open on your computer. As a participant you will be able to share your screen as long as the host has enabled that feature for the meeting.
- 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 will want to be chosen if you plan 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 controls 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.
- Participants: View or manage the participants (if you are the host).
- 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:
- Disable Attendee annotation
- Hide Video Panel
- Audio options...
- Video settings...
- Optimize for full screen video clip
- Leave 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 formatting 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.
6. Chat Tool
Learn how to use the chat tool within 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.
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 participant the More drop down will give you the options to save the chat or share a file in the meeting.
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 viewable, the chat button in the toolbar will flash orange and remain orange until you view the chat message.
- When you create a private 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 to.
Learn how to record a Zoom meeting.
For detailed information visit Zoom's Support Page on "Local Recording".
As a participant if you want to record your meeting you will have the option to record the meeting locally onto your computer ONLY if the host of the meeting has enabled you the option to record.
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 YouTube or Panopto.
Start a Local Recording as a Participant
- As long as the host of the meeting has switched the setting to allow you to record, you will see a Record button in the meeting toolbar. Click the Record button.
- You will see the following recording indicator in the top left corner when the recording has started.
Other participants will see the following recording indicator in the top left corner when the recording has been initiated by you.
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. 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 named "audio_only.m4a" by default. Each subsequent recording is in sequential order: audio_only_0, audio_only1, 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.
The default location for locally stored Zoom recordings is:
- PC: C:\Users\User Name\Documents\Zoom
- MAC: /Users/User Name/Documents/Zoom
8. D2L: Zoom for Student Projects and Team Meetings
Learn how to create Zoom meetings for student projects and team meetings within D2L.
This D2L integration feature is not currently available at this time. We hope to have it available at some point in the future. For now students will need to create their own meetings outside of D2L by using the Zoom Web Portal. For instructions on that see the steps at the Access Zoom Web Portal page.