- Some Windows users have reported problems including Zoom freezing, crashing, disconnecting, and live transcription problems. If you experience this, we recommend uninstalling Zoom, and then re-installing the 64-bit version, as it typically eliminates these problems.
- Zoom recently added a Pronouns feature, enabling users to share their preferred pronouns. Currently, how Zoom has implemented this feature presents privacy concerns. We plan to enable this feature for all users once Zoom addresses these issues.
- Getting Started with Zoom
- Main Zoom Login Page
- Zoom Support Center — New Zoom Learning Center! Find free on-demand courses, live training, and short video tutorials
- Submit a Help Request
- Best Practices for Recording Zoom Meetings
- Classroom Hotline Training Materials Page
- Digital Accessibility Office’s Zoom Resources
- Accessibility Resources & Service
- Securing Your Zoom Meetings
- Sharing Zoom Recordings through Panopto in Sakai
Approved Applications for Installation
See a list of pre-approved apps for users to install from the Zoom Marketplace. Please ensure you are signed into your Zoom profile on the upper right of the screen before browsing pre-approved apps.
Frequently Asked Questions
Answers to common questions about Zoom and the University’s implementation:
- Section 1: Zoom Introduction
- Section 2: Accessing Zoom Account & Getting Started
- Section 3: Scheduling Meetings, Sharing Meetings, & Meeting Settings
- Section 4: Joining Meetings
- Section 5: Hosting & Managing Live Zoom Meetings
- Section 6: Teaching with Zoom
- Section 7: Zoom Recordings
- Section 8: Troubleshooting Problems & Tips on Improving Zoom Experience
- Section 9: Additional Zoom Features & HIPAA Accounts
Section 1: Zoom Introduction
Section 2: Accessing Zoom Account & Getting Started
Section 3: Scheduling Meetings, Sharing Meetings, & Meeting Settings
- Navigate to your Zoom Settings and scroll down to the In Meeting (Advanced) section
- Ensure that Closed captioning is enabled (toggled blue) and “Allow live transcription service to transcribe meeting automatically” is checked
- Then, within your Zoom meeting, click on the CC Live Transcript icon on the bottom menu
- Under Live Transcription, click Enable. Voice recognition software within Zoom will then create approximate transcriptions of what is being said within your meeting and display it on the screen in real time.
For more detailed information, please see the University’s Digital Accessibility Office guide on Zoom Live Transcripts.
For more recommendations, please refer to Zoom’s suggestions for securing meetings.
We do not recommend having authentication turned on If you frequently have guest speakers or external users joining your meetings, as this may cause problems with them trying to join your meetings.
We do recommend turning on authentication with the UNC Zoom SSO option applied if any of these situations apply to you:
- You do not plan on having external users (e.g. a guest speaker) join the meeting
- You plan on using pre-assigned breakout rooms
- You plan on relying on poll reports for grading
- You plan on taking attendance via gathering attendance reports after your meeting
- Ensure under your Zoom Settings in the In Meeting (Basic) section that Co-host is enabled (blue.)
- Then when scheduling or editing a meeting, click Show next to the Options heading at the bottom of the page
- In the Alternative Hosts field, begin typing the user’s name and select them as they appear
- Save. The person will then appear in your Zoom meeting as a co-host.
- Go to your Zoom Settings
- Scroll to the very bottom of the page to “Assign scheduling privilege to” and click the plus sign
- Start typing their name or their firstname.lastname@example.org email address, and select them as they appear
- Click Assign. Now when this person schedules a new meeting, they can select whether they are scheduling for themself or for you.
If you need to adjust settings and are unable to do so for just a single occurrence, wait until shortly before the planned occurrence. Then, when clicking the “edit this meeting” icon, select “All” when asked if you’d like to edit only this occurrence. Change your settings as needed, and then hold your meeting as planned. Then, immediately after the meeting, alter your settings back to their original state, and adjust future meetings as needed.
- Navigate to your Zoom Settings
- In the In Meeting (Basic) section, locate Meeting Polls/Quizzes and ensure it is enabled (blue)
- Navigate to an individual meeting’s settings page by clicking Meetings in the left menu
- Click on your upcoming meeting’s title
- At the bottom of the page, you will see a Polls heading and a + Create button, which will allow you to create poll questions to use within your meeting
- Create and edit your question as needed
- To add another question, click + Add Question at the bottom of the pop-up window
- When finished, click Save. These polls will then be available in the meeting.
Section 4: Joining Meetings
- Log into your Zoom profile at unc.zoom.us
- Select Meetings on the left menu
- Click on the title of your meeting (do not click Edit or Start when hovering your mouse over the meeting name)
- Look for the Invite Link section about halfway down the screen
- You can copy the Invite Link URL (will look similar to “https://unc.zoom/us/123456789”) OR
- Click Copy Invitation and select the Copy Meeting Invitation button from the pop-up menu
- Paste the Invite Link URL or Meeting Invitation into an email, Sakai message, text, etc. to share it with others as needed
If you need to join from more than one of the same type of device (i.e. a desktop AND a laptop), we recommend logging out of Zoom on one of the devices, and joining the meeting from that device by clicking “Join a meeting” and entering the meeting ID and passcode (if applicable).
- Sign in to your Zoom profile at unc.zoom.us
- Click Reports on the bottom of the menu on the left
- Select Usage Reports
This will display a list of all your previous meetings, along with the number of participants in attendance. By clicking on the number of participants, you can see names and emails of all participants in attendance for that particular meeting, which can then be exported as a .csv (Excel/Numbers/Sheets) file.
Section 5: Hosting & Managing Live Zoom Meetings
- Once in your Zoom meeting, click the Share Screen button on the bottom menu of the Zoom window
- A pop-up window will then ask if you’d like to share your full desktop (if enabled) or an individual application window you have open. Select the app or screen you want to share.
- Share sound: Check this box if you plan to share any audio
- Optimize for video clip: Check this box if you plan on showing a video
- Click the blue Share button to begin screen-sharing
Your regular Zoom view will change when you start sharing. Instead of seeing the full Zoom window of meeting participants, you will see a green box around the window or screen you selected to share. You will also see the Zoom menu bar at the top of your screen, which you can click-hold-and-drag to reposition on your screen. Select the following buttons from the Zoom menu as needed:
- Pause Share/Resume Share
- New Share
- Stop Share
- Click the small arrow on the right of the Share Screen button on the bottom of your Zoom window menu
- Choose Advanced Sharing Options
- Under Who can share? in the pop-up menu, select All Participants
- Close the menu. Other participants can now share their screens as needed.
- Click Participants on the Zoom menu (usually located on the bottom of the Zoom window, or at the top if you are sharing your screen.), which will bring up this menu on the right
- Click Invite at the bottom of the Participants menu to bring up your meeting invitation window
- Meeting ID: Series of eight, nine, or 11 digits at the top of this window
- Passcode: Located in the bottom right corner of this window. If you don’t see a passcode in the bottom right, there is no passcode for this meeting.
- Before your meeting, ensure in your Zoom Settings > In-Meeting (Basic) that Co-host is enabled (blue)
- Once you’re in your Zoom meeting, click Participants on the Zoom menu (usually located on the bottom of the Zoom window, or at the top if you are sharing your screen)
- Find the user you want to grant co-host privileges. Hover your mouse over their name, and click the More icon that appears.
- Select Make Co-Host, and click Yes to confirm the action. The participant will then be granted co-host privileges within that meeting.
- Once in your meeting, click Polls at the bottom menu of the Zoom window
- Use the drop-down menu at the top of the pop-up window to select which poll question you’d like to activate
- Click Launch in the bottom right corner
- When you’ve allowed enough time for responses, click End Poll
- You can then share the response results with your meeting participants by clicking Share Results, or download the results by clicking the ellipses (…) and clicking Download Results
- Be sure to create your poll questions before your meeting starts. See the “How do I create polls ahead of my meeting” question in Section 3: Scheduling Meetings, Sharing Meetings, & Meeting Settings.
- If you are relying on polling within a Zoom meeting for grading purposes, we recommend turning on authentication for your meetings. This will ensure individual users are logging into their licensed UNC Zoom profiles before the meeting, allowing you to identify their responses.
Section 6: Teaching with Zoom
Section 7: Zoom Recordings
- Log into your profile at unc.zoom.us
- Click Recordings on the left, after which you will see a list of your cloud recordings
- Click Share on the far right of any individual recording, will allow you to adjust the sharing settings, such as whether the recording will be:
- Locked down only to UNC users or not
- Downloadable by the viewers or not
- Protected by a passcode
- After your settings are adjusted, click the Copy Sharing Information button in the lower left. A link to the recording will be copied, which can then be pasted into an email, Sakai message, text, etc., to send to others as needed.
Note that Zoom cloud recordings are automatically deleted after 30 days, and we actually recommend sharing Zoom recordings through UNC Panopto, the University’s centrally supported video storage and management system. All users on the main UNC Zoom account (i.e., non-HIPAA protected users) have their cloud recordings automatically transferred to Panopto, where they will be available for at least two years. Once you have logged into UNC Panopto, select My Folder from the left menu, and click on the Meeting Recordings folder to locate your Zoom cloud recordings. See the Panopto help article How to Share a Panopto Video. If you need to share recordings with students, see our EdTech blog post Sharing Zoom Recordings through Panopto in Sakai.
Section 8: Troubleshooting Problems & Tips on Improving Zoom Experience
My Video/Camera Isn’t Working is helpful for:
- Students and Instructors who are unable to see the instructor’s webcam (if shared) or be seen
- Instructors who are unable to be seen by students
Testing Computer or Device Audio is helpful for students and instructors unable to hear others or be heard
Attendee Controls in a Meeting (including mute and unmute) is helpful for:
- Instructors who need to Mute All to control background noise, but then unmute as needed if they want students to be able to speak
- Students who cannot be heard or whose microphones are transmitting background noise
Audio Echo in a Meeting is helpful for instructors with students whose microphones are causing an echo
Sharing Your Screen is helpful for instructors who want to share their screen
Using annotation tools on a shared screen or whiteboard is helpful for instructors who want to annotate their slides
Section 9: Additional Zoom Features & HIPAA Accounts
Once you have enabled polling in your Zoom profile, you can add poll questions before the meeting begins or you can manually create poll questions during the meeting by clicking the Polls icon in your Zoom meeting menu. You can only create a maximum of 25 polls for a single meeting.
To have a waiting room added to all of your meetings, go to your Zoom Settings (Security section) by toggling on the Waiting Room setting. However, if you just want a waiting room for a specific meeting there is no need to enable the feature. You can edit the specific meeting you want to have a waiting room for and click Enable Waiting Room.
Once you have enabled Breakout Rooms in your Zoom profile, you can either pre-assign students to breakout rooms before class begins or manually create breakout rooms and assign students to them during class. Zoom’s Managing Breakout Rooms guide will show you how to create breakout rooms, assign students to rooms, manage breakout rooms, broadcast a message to your breakout rooms, and end a breakout room session.
Breakout Rooms do have their limitations though. There is no way to pre-populate your breakout rooms with content or instructions before class begins. In addition, when your class meeting ends, the breakout rooms that you create in Zoom disappear and will not appear in your next class meeting. Unfortunately, we are not aware of any workaround for these issues.
- Requested app must not require administrative access to the entirety of Zoom’s system, which can be checked via the Zoom App Marketplace.
- Requested app needs to have passed a risk assessment through ITS Security, which will need to be initiated by the requesting unit.
- Once the risk assessment is complete, requestor should email the UNC Zoom Team with the integration request.
Some applications may already have been pre-approved, in which case users should be able to install them without issue. This should include all applications created and managed by Zoom (i.e. applications that say “By Zoom” underneath the app name in the Zoom App Marketplace.
If your Zoom profile is in the HIPAA-protected sub-account, the University must have a Business Associate Agreement signed with the application vendor before any application can be installed.