Center for Innovation in Teaching and Research

Zoom Resources

Zoom is an easy to use desktop video conferencing program that allows for multiple participants to share their audio, video and screen; as well as collaborate via chat, annotation, white boarding, polling and participating in breakout rooms. Zoom meetings can be recorded. There are differences between free and licensed Zoom accounts.

Free Zoom Account:

  • Host up to 100 participants
  • Group meetings (3 or more) for up to 40 minutes
  • Unlimited one-on-one meetings

If you are using a free Zoom account and your meetings will exceed 40 minutes, CITR recommends scheduling a planned break during your class or meeting that allows you to shut down and restart the meeting.

Licensed Zoom Account (Pro):

  • Host up to 100 participants
  • Group meetings for up to 30 hours
  • Social Media Streaming
  • 1 GB Cloud Recording (per license)

Work with your department and University Technology to determine the appropriate strategy for purchasing a professional license tied to your WIU Email account.

View all plans and pricing .

Additional information is available at the Zoom Help Center .

Popular Topics

  • Zoom vs. Video Conferencing
    +

    In the past, video conferencing classes required students to attend class either in a Polycom-equipped room in the Quad Cities (QC) or Macomb. The instructor was located at one site and were broadcast to the receiving site. Zoom allows WIU to get around the limitation of requiring students to be physically in a Polycom enabled room. Instead, students can connect and participate in class from their laptops, computers, and even their phones from wherever they are, as long as they have adequate internet speed.

  • Zoom in a WIU/Video Classroom
    +

    Zoom classroom licenses are reserved and scheduled when course schedules are finalized by the Registrar and published on STARS. It is likely that there are no open rooms to be used during this time, but questions regarding availability, and schedule of Zoom classrooms at WIU should be directed to University Technology.

    If your Zoom class is being taught in a video classroom, faculty must contact uTech Support Center • Phone: (309) 298-TECH • Email: support@wiu.edu, before the class for training so that they can turn on their classroom. Facilitators will only be available at sites WITHOUT an instructor. Beyond that, the teaching experience will be very much the same as it has always been in a video conferencing room. The course facilitator should monitor the chat feature and let the instructor know when/if students have questions. They will then unmute the student.

  • Course Facilitator and Use
    +

    Location WITHOUT a faculty member present: A course facilitator will be provided at any remote location where there is not a faculty member in the classroom (e.g. Quad Cities, Shedd Aquarium, etc.). The course facilitator will be able to help manage the connecting students and technology. For example, the facilitator will make the initial room connection and make sure students are muted as they connect into the classroom which is especially useful if they are in a noisy environment when making their connections.

    Location WITH a faculty member present: At sites where a faculty member is present, there will be no facilitator and the faculty member will be expected to turn on the room equipment and start the meeting on their own. Should any issues arise and there be a need for troubleshooting assistance the faculty member needs to contact uTech Support Center • Phone: (309) 298-TECH • Email: support@wiu.edu.

  • View Student Engagement
    +

    You will be able to have two-way communication with all of your students, though they will have to be unmuted first. Just as you would in a face-to-face class, be sure to ask questions of the remote students to keep them engage and to ensure their comprehension of course materials. Expect latency when using Zoom. Pause occasionally to allow your students to ask questions. It will take students and the instructor a little time to get used to the delay, but it is highly manageable.

  • Zoom for Student Use
    +

    Students will need to be able to install a Zoom client (app or program) to participate in a remote location. Additionally, they will have to meet some hardware and software limitations. These items are described here:

    To access Zoom, the students will follow a web link provided by their instructor. The browser will automatically attempt to launch the Zoom application and if it is not installed, the user will be prompted through the process of installing the necessary software.

  • Zoom and Attendance
    +

    Good classroom techniques should be employed for students to understand the importance of your class time together and the importance of them being present. Make your attendance policy clear in your syllabus.

    1. Navigate to http://zoom.us in your web browser.
    2. Click Sign-In in the upper-right corner of the window. Click Sign-In with Google if you are using your WIU Google account, or enter your sign-in credentials if you are using an alternative method.
    3. In the leftmost column of the page, select Reports.
    4. To the right, click on Usage.
    5. In the From and To date selection menus, enter the dates for which you want to collect usage reports. NOTE: Reports are only available for up to 1 month after the meeting has ended. Make a point to go in and collect your reports before that point or they will no longer be available. However, you must wait 15 minutes after the end of the session to collect your report.
    6. After you have entered your date range, click the Search button.
    7. Each of your meeting reports for that time duration will appear.
    8. Click on the numeric link under the Participants column to see a listing of participants that attended the class period or meeting. In this window, you can also see what time the participant entered the meeting, and what time they left, and the total duration for which they were in the meeting.
    9. If you would like to export the meeting attendance information as a spreadsheet (.csv file), click on the Export button when the Meeting Participants window opens. If you want the meeting data to export with the spreadsheet, ensure that the Export with Meeting Data box is selected.
  • Zoom Off Campus
    +

    The expectation of the administration is that you will still be on campus to teach your class during the scheduled class times. Zoom allows students to connect to you anywhere they have a good wireless signal.

  • Zoom Outside of the Class
    +

    Several faculty and departments are sharing the same licenses for Zoom and you will, unfortunately, be unable to use it outside of your scheduled class time. However, there are alternatives such as Skype, Facetime, and Google Hangouts that you can use to facilitate discussion with your students outside of the classroom. Contact CITR if you need assistance.

  • Record Zoom Session
    +

    Your Zoom session can be recorded. If you need assistance setting up recordings, or accessing those recordings, please contact uTech Support for assistance.

  • Breakout Rooms - Enable
    +

    Breakout rooms are available with free accounts.

    1. If you have already signed into your Zoom account through the Meeting Client, Sign Out.
    2. Navigate to https://www.zoom.us. Click Sign-In in the upper-right corner of the window. Click Sign-In with Google if you are using your WIU Google account, or enter your sign-in credentials if you are using an alternative method.
    3. In the menu to the left of the screen, click Settings.
    4. In the middle column, click In Meeting (Advanced).
    5. To the right of Break Out Room, click the toggle icon to turn on Break Out Rooms for your account. (It will turn Blue once it is on.)
    6. If you want to be able to set the group members prior to starting the meeting, select Allow host to assign participants to breakout rooms when scheduling.
    7. Log out of the website and return to your desktop meeting client.
  • Access and Share Zoom Videos
    +

    If you are using the free version of Zoom your videos can only be recorded and saved to your computer. If you are using a Zoom account that is being paid for by the university, you will need to request access to your recorded videos from uTech (309.298.2704). uTech will share the video with you in the Shared drives area on your WIU Google Drive account. You will have full access and editing rights to the video files. Do not share with your students directly from here as they will have editing rights as well. To share with your students do the following:

    1. Go into the shared drive created by uTech.
    2. Drag the video file(s) and drop them into your My Drive on the left side.

    There are three options for getting the video to your students once you have put it in your Google Drive.

    1. Share directly from Google Drive

    1. Click onMy Driveon the left to see its contents.
    2. Right click the file and choose Share.
    3. Enter the email addresses of the students you want to share with.
    4. Use the drop down pencil icon and choose Can edit, Can comment, or Can view.
    5. Click Done.

    2. Add a Google Drive shareable link in Western Online

    1. Click on My Drive on the left to see its contents.
    2. Right click the file and choose Get shareable link.
    3. Toggle the switch to turn on Link sharing.
    4. Copy the link address.
    5. Go into your Western Online course.
    6. Click Resources in the nav bar and choose Content.
    7. Select the module on the left that you want to add the link to.
    8. Click Upload/Create and choose Create a Link.
    9. Enter the link Title and paste the link that you copied into the URL text box.
    10. Click Create.

    3. Upload to YourTube and embed into Western Online.

    1. Use the directions on the YouTube tip sheet (pdf) to upload your video.
    2. View the video in YouTube.
    3. Click the Share link below the video.
    4. In the window that pops up, click EMBED.
    5. Copy the provided embed code.
    6. Go to Western Online, click Resources in the nav bar and choose Content.
    7. Select or create the module you want to add the video to.
    8. Click the Upload/Create button and choose Video or Audio.
    9. Paste the embed code in the provided text box in the Web Video or Audio tab.
    10. Type in a page title in the Title text area and click Save.
  • Retrieve Recordings from the Cloud
    +

    If you haven't received or seen your recordings on your Google Drive, likely, you have not yet requested them. Here is the process for requesting that your Zoom recordings be shared with you via your WIU Google Drive. (Provided by Ian Szechowycz - Learning Spaces Manager, University Technology)

    1. You have finished class and you are ready for your recording for the first time this semester (for a specific class).
    2. Email support@wiu.edu "I need to access my Zoom recordings for, CLASSNAME. My meeting ID is ##########. Thanks!" *NOTE* Students cannot request recordings.
    3. uTech receives the request and shares a Google Drive folder with the faculty member who requested it as well as a direct link to the folder. It will be in MP4 file format and will be ready to be shared/deleted/moved however the faculty member sees fit. Once we share the Google Drive folder it is the faculty member's decision as to when and how they will share it with their students.
    4. Post it on WesternOnline, Share the Drive with students, etc… CITR provides training workshops and documentation to show faculty how to share their recordings via YouTube, Google Drive, and Western Online.

    Additional Information

    • Videos should be ready in the Google Drive folder within 24 Hours. (We automatically move video files three times throughout the day).
    • You only need to make the request once per Meeting ID. - If you set your classes up with recurring Meeting ID's all the same class will be pushed to the same folder. (We recommend using recurring Meetings for all classes)
    • Do not wait to access recordings for the first few weeks... There have been many instances of not checking the automatically record box. If it is not checked it will not record automatically. (Zoom does not keep any type of backup for Meetings that are not recorded.
    • If you are sent a link from Zoom that your video is done processing and the file is ready, likely, the file has already been moved to Google Drive. DO NOT share this link with your students as it will only confuse them. A message "This recording does not exist" will display.
    • If you do not record the meeting either in the meeting or prior by checking the "record this meeting automatically in the cloud" the meeting will not record. Zoom does not record meetings that have not been set to record.
    • If you do not set the record this meeting automatically in the cloud checkbox and want to record, you must start the recording, by clicking the Record button within the meeting toolbar when you start teaching. Zoom has no idea when to start recording if you do not set this.
    • If you set the record this meeting automatically record on the local computer the recording will not start until the HOST of the meeting joins. Please note: there is additional rendering time after you are done with your meeting (approx 15 minutes per hour).
  • Upload Video from Google Drive to YouTube
    +
    Verified your WIU YouTube Account

    Your YouTube account must be verified prior to uploading any videos and to ensure videos longer than 15 minutes can be added.

    1. Navigate to http://www.youtube.com and login with your WIU Email Address and ecom password.
    2. Open a second tab in your browser and navigate to http://youtube.com/verify . Follow the on-screen prompts. Then proceed to step 2.
    Upload Video from Google Drive to YouTube
    1. Login to your WIU Google Drive account.
    2. Right-click on the video file that you want to upload to YouTube and choose YouTube Uploader for Dropbox, Drive.
    3. When the YouTube Uploader for Dropbox, Drive window opens, click the Google Drive button below the Add files to the list below. Select from Dropbox, OneDrive, Google Drive, Computer. (0 Added) field.
    4. Click on one video that you want to upload to YouTube to select it, or click on a video and hold down the shift key on your keyboard to select multiple videos to upload. Note: the more videos you select to upload at one time the longer the processing time will take. If you are in a hurry, only select one video at any given time to cut down on the processing time.
    5. Click the Select button.
    6. Click the Add to Upload List button.
    7. Click the Upload to YouTube button.
    8. Your Upload will begin.
    9. When the upload has finished, you will see a message at the very bottom of the window that states, Completed.
    10. If you are not already logged in, log in to your WIU YouTube account.
    11. Click on your Profile icon in the upper right corner of the window, and choose YouTube Studio.
    12. Click on the Videos link in the column at the left.
    13. You should then see your video in your video listing. From here you can change any privacy settings, copy the share link or embed code, and put it into your Western Online course for your students.
  • Record Meetings
    +

    If you do NOT set your meetings to automatically record through your account settings at http://zoom.us or manually press the record button within the meeting room at the beginning of your session they will not record. Recordings can be made with a free account.

    Set to Record Automatically in Zoom Account
    1. In your web browser, navigate to http://zoom.us .
    2. Click the Sign-In link in the upper right corner of the window and enter your account credentials, or click Sign-In with Google if you are signing in with your WIU account.
    3. Click on the Settings on the left side of the page.
    4. Click the Recording link at the top of the page.
    5. Scroll down the page until you see Automatic recording.
    6. To enable Automatic Recording, slide the toggle to the right of the screen to the right. It will turn Blue when enabled and it will be Grey if it is disabled.
    Set to Record Before a Zoom Meeting in Zoom Application
    1. To begin your recording, click on the Record button on the toolbar at the bottom of the page.
    2. To Pause or Stop your recording click on the Pause Recording or Stop Recording icon in the toolbar at the bottom of the page.
    3. Once the recording begins, you will see a recording indicator in the upper left corner of your screen.
    4. If you need to pause or stop the recording there are separatePause and Stop Icons at the top left of the page, or there is a Pause/Stop Recording button in the toolbar.

    NOTE: If at any time you pause or stop your recording you must repeat the step above to resume or start your recording again.

    If you do not see the record button at the bottom of your screen follow these instructions.

    1. Logout of your account in the desktop application.
    2. Login to your account by navigating to https://www.zoom.us. and clicking Sign In in the upper right corner of the window. When prompted enter your Email address and password and then click the Sign in button.
    3. In the menu to the left of the screen, click Meeting Settings.
    4. Click the Recording Tab/Link at the top of the window. Toggle Local recording to On. If prompted click Turn On again.
    5. Log back into your desktop client and the Record button should appear.
  • Waiting Room - Enable
    +

    The Waiting Room feature allows a 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. You will need to enable this feature in your account meeting settings at the zoom.us website to use it in your meetings.

    1. In your web browser (Google Chrome Recommended) navigate to https://www.zoom.us.
    2. Click on the Sign In link (upper right corner of the page) and sign in with your account information.
    3. In the menu at the far left of the page, click the Settings link.
    4. In the middle column, click In Meeting Advanced.
    5. Scroll down the page until you see the Waiting Room option. (It is after Attention Tracking and before Show a Join from your Browser Link).
    6. Click on the toggle button to the right to enable the waiting room. It will be grey and turn to blue once it is enabled.
    7. Under, Choose which participants to place in the waiting room, select All Participants.
    8. To the right of Customize the title, logo, and description click on the Pencil icon to add a special name for your waiting room and description so that they know what room they are in and how it works. (e.g. I added the following to the title - "Please wait, I will be with you shortly!" and I add the following to the description "This is my virtual office hours waiting room. I am currently with another student. Please wait patiently and I will be with you shortly!"
    9. After you have customized your information click the Close button.
    10. Click the Sign Out button in the upper right corner of the browser screen to log out of the Zoom website.
  • Waiting Room - Use During a Meeting
    +
    1. Click on Manage Participants in the toolbar.
    2. When the Manage Participants panel appears, click on the More menu in the lower-right corner of the panel. Make sure that Put attendee in waiting room on entry is selected.
    3. Once a participant joins, you will see the option to Admit or Remove the participant. Selecting Admit will allow them to join your meeting. You will see a screen that shows you how many participants are currently in your meeting and how many are waiting.
    4. When a participant is in the waiting room they will see the message you entered in step 8 above.
  • Waiting Room Functionality and Whitelisted Accounts
    +

    Please read the following information if you enabled your waiting room, but people are still entering the meeting without you clicking the Admit button or if you intend to use your waiting room for Virtual Office Hours, Thesis Defense, Dissertations, Portfolio Presentations, Interviews, or any type of meeting in which you want to send a member out of the meeting for private discussions with other meeting attendees.

    If you want to use your waiting room as it is meant to be used to filter participants in and out of the meeting as needed for virtual office hours, interviews, thesis defense and, etc., and do not want someone to be able to just enter the room without admitting them read the solution below.

    At WIU a setting has been enabled that allows anyone within the wiu.edu domain to bypass the waiting room requirement. This is why you would be seeing people enter the room even if you did not admit them. Therefore, if you truly want your waiting room to function as a waiting room to filter people in and out of your meeting for short periods or to host virtual office hours or appointments where you bring someone in after you are finished meeting with someone else, follow these steps.

    1. Navigate to https://www.zoom.us in your web browser.
    2. Click Sign-In in the upper-right corner of the window. Click Sign-In with Google if you are using your WIU Google account, or enter your sign-in credentials if you are using an alternative method.
    3. Click the Settings link in the list of links on the left side of your account window.
    4. Towards the top of the page, you will see an area labeled Security. Directly below that, you will see Waiting Room and Waiting Room Options.
    5. Click the Edit Options link.
    6. Select the Everyone option.
    7. Click the Continue button.

    This means that everyone who comes into your waiting room will have to manually be admitted by you clicking the Admit button within your meeting.

    If you want to revert to the institutional settings which allow users within the WIU domain to automatically bypass the waiting room, follow these instructions.

    1. Navigate to https://www.zoom.us in your web browser.
    2. Click Sign-In in the upper-right corner of the window. Click Sign-In with Google if you are using your WIU Google account, or enter your sign-in credentials if you are using an alternative method.
    3. Click the Settings link in the list of links on the left side of your account window.
    4. Towards the top of the page, you will see an area labeled Security. Directly below that, you will see Waiting Room and Waiting Room Options.
    5. Click the Edit Options link.
    6. Select Users who are not in your account and not part of the allowed domains. In the box provided, enter the following: wiu.edu.

    NOTE: If you use a shared departmental or room account ensure that all users of the account agree to these changes before changes are made. If you use a room account through uTech enter a support request or speak to someone before making these sorts of changes. It can affect more than just your meeting.

  • Access Meeting Transcripts
    +

    Transcript creation in Zoom at WIU is disabled by default. If you want to be able to obtain a transcript you need to enable this feature before your meeting(s). To do this, follow these steps:

    1. In your web browser, navigate to https://www.zoom.us .
    2. Click Sign-In in the upper-right corner of the window. Click Sign-In with Google if you are using your WIU Google account, or enter your sign-in credentials if you are using an alternative method.
    3. Click on the Settings on the left side of the page.
    4. Click the Recording link at the top of the page.
    5. Scroll down to the Advanced Cloud Recordings section, then select Audio Transcript to enable the setting.
    6. Click the Save button.
    7. After your Zoom meeting concludes, email a request to support@wiu.edu with your meeting ID and state that you are requesting access to a transcript on a specific date. Provide the date and time of the class meeting you want the transcript for in your email request.
  • Download Polling Results
    +
    1. In your web browser, navigate to https://www.zoom.us .
    2. Click Sign-In in the upper-right corner of the window. Click Sign-In with Google if you are using your WIU Google account, or enter your sign-in credentials if you are using an alternative method.
    3. Navigate to Account Management > Reports.
    4. In the Usage Reports tab, click Meeting.
    5. A list of upcoming and previous meetings will be generated. You can search by time, range, or by meeting ID.
    6. Next to Report Type, select the Poll Report.
    7. In the drop-down menu below Report Type, select one of the following options:
      • Search by time range: Select a time range then click Search.
      • Search by meeting ID: Enter the meeting ID and click Search.
    8. Click Generate in the last column. You can also use the checkboxes to select multiple meetings then click Generate at the top.
    9. You will be redirected to the Report Ques tab where you can see your results and then click the Download link to download the report as a CSV file.
  • Security Toolbar Icon for Hosts
    +

    On Tuesday, April 8, 2020, Zoom implemented the Security feature into its software to help make your meetings more private and secure. The most visible change that meeting hosts will see is an option in the Zoom meeting controls called Security. This new icon simplifies how hosts can quickly find and enable many of Zoom’s in-meeting security features.

    Visible only to hosts and co-hosts of Zoom Meetings, the Security icon provides easy access to several existing Zoom security features so you can more easily protect your meetings. Learn more about the Security Toolbar Icon for Hosts .

  • Reoccuring Meeting Link and ID
    +

    If you would like, you can create a new meeting for each class that will assign that class with it's own meeting link and ID that you can share via email, on your syllabus, or on Western Online. If you choose to do a different meeting for each class in order to get a unique link you must make sure that you go into the correct meeting when you start your live class meetings with students. If you accidentally go into the wrong meeting their link will not work.

    1. Open your desktop meetings client and Sign In.
    2. Click on the Meetings icon at the top of the client home screen.
    3. In the left pane of the window, click on the small plus icon link.
    4. Type the name of the meeting in the Topic field provided. (If it is a class name the meeting by the course name and number.)
    5. Under date select Recurring Meeting (this will allow you to use the meeting ID for anything/anytime associated with that class.)
    6. Click the Schedule button. (You will be taken to your calendar. You can close out of that window.)
    7. You will see your new window on the left side of the page under recurring meetings, click on the meeting and you will see the invitation to the right. Copy the invitation and share the Meeting Link and Meeting ID portion of that with your students.
    8. When using multiple meetings, always click on the Meetings icon then click on the meeting you want and choose Start to ensure you are in the right meeting for the right class.
  • Sound Effect/Audio Issues
    +

    Zoom screen sharing allows you to share the desktop, window, application, or audio/video. Zoom allows you to also send computer audio to the remote attendees when sharing a video or audio clip.

    To share computer audio when showing/playing media through YouTube, PowerPoint, Pandora, etc. during screen sharing, click on Share Computer Sound to select it before clicking the Share Screen button.

Tip Sheets

Zoom - Quick Start (Google Doc)

Zoom Video Conferencing - The Basics (Google Doc)

Zoom Virtual Backgrounds (pdf)

Adding a Link to Your LiveStream Videos in Western Online (Google Doc)

Zoom "Ah Ha" Moments and Other Discoverise Volume 1 (Google Doc)