Zoom is a video conferencing platform that allows users to perform synchronous (real-time) functions including host online meetings, participate in group messaging, and share video and audio content. The software is cloud-based and works on desktop, laptop, and mobile operating systems including Windows, Mac, iOS, Android, Blackberry, and Linux.
How do I get a Zoom account?
- If you do NOT already have a UPENN Zoom account, you can create one at https://upenn.zoom.us
Check the current Zoom Service Status
Topics & Features
Zoom add-in for Outlook
Zoom+Outlook for Windows
Scheduling a meeting using the Zoom add-in for Outlook
Your scheduler settings are synced from the Zoom web portal.
1. Open the Outlook desktop app and switch to calendar view.
2. In the Home tab, click New Meeting.
3. Enter meeting details like the title, location, and guest list.
4. In the Meeting tab, click Add a Zoom Meeting.
5. Select your desired video, audio and meeting settings. Click Add Zoom Meeting to add zoom join details to the meeting.
Zoom+Outlook for Mac
In Outlook, click the “OUTLOOK” menu at the top, choose “Preferences” and then “Privacy”. Check the box that says “optional connected experiences”. This should make the Zoom add-in stay in Outlook in the event you need to restart.
The Zoom for Outlook Add-in is accessible when composing a meeting invitation in Outlook.
1. From Outlook, create a new meeting or event. Add your invitees, set the date, time, and recurrence of your meeting, and add a location if necessary.
2. Locate and click the “Add a Zoom Meeting” button on the ribbon.
3. If you are asked to sign in, make sure you login to Zoom.
4. Configure your meeting options as desired. When finished, click “Add Zoom Meeting.”
5. The Zoom meeting will be automatically created and added to your invite. Your invite is now ready to send.
Zoom+Outlook on the Web
Open your Outlook web calendar and click New to create a new calendar event.
1. Enter meeting details like the title, location, and guest list.
2. Click the three dots in the top toolbar. You will see the Zoom sidebar open, prompting for your Zoom credentials.
3. Click Zoom.
4. Click Add a Zoom Meeting.
5. Sign in to your Zoom account. If you are already signed in to the Zoom web portal, it will log you in automatically.
The meeting settings will automatically populate with your default settings in your Zoom web portal.
Class Sessions & Office Hours
Do not post Zoom meeting links on open web pages. If you don’t use Canvas, send class meeting links to students using your class mailing list.
Add a Waiting Room. The Waiting Room feature allows the host to control when a participant joins the meeting. See below for a special note below about Waiting Rooms.
Become familiar with the Zoom security tools available to meeting hosts. These tools can help you manage behavior while the meeting is in progress
Consider adding a Passcode to your meetings.
Private Meetings Other than Class Sessions
Research Meetings, Staff Meetings, One-on-One Meetings
Do not post Zoom meeting links on open web pages. You shouldn’t put Zoom links on your personal home page, research site, social media, or any other site that is available to the general public.
Don’t use your Personal Meeting Room for group meetings. Establish unique meetings for each group.
Private meetings should be sent directly to users through the outlook, ical or google calendar while creating the event or by clicking the 3 dots next to the event and copying the invitation information and sending it via email.
Add a Waiting Room. The Waiting Room feature allows the host to control when a participant joins the meeting. See below for a special note about Waiting Rooms.
Become familiar with the Zoom security tools available to meeting hosts. These tools can help you manage behavior while the meeting is in progress.
Consider adding a Passcode to your meetings.
Be selective about how you publicize your event. Zoom Bombers actively monitor social media for Zoom meeting links and target them for disruption. If possible, use established mailing lists or other trusted channels to publicize your event; avoid posting meeting links on Twitter or other social media. Only post your registration link; do not post the actual meeting link.
Don’t use your personal meeting link or re-use the same link for multiple events. Create a new meeting for each event.
Require registration. If practical, set the registration to require manual approval. This allows the host to check for suspicious names or email addresses before the event.
Configure the meeting so that participants have video off and audio muted upon entry. You set these options when scheduling the meeting.
Verify that “Allow Removed Participants to Rejoin” is disabled in your account settings. This is set to OFF by default for SP2 users.
Have a co-host in the meeting prepared to act in case of disruptive behavior. This person should be familiar with all the controls in the Zoom Security Toolbar.
For large or very important meetings, consider using a webinar. Contact SP2 Information Services for details.
Special Note About Waiting Rooms
A Waiting Room can be added to any meeting. However, settings that govern the Waiting Room will apply to all of your meetings. Waiting Room options can NOT be configured differently for each meeting.
See details about Waiting Room settings: Users not in your account is recommended for most teachers, especially those with large classes. Participants logged in through Penn Zoom accounts will be automatically admitted to the meeting; others will be held in a queue and can be manually admitted by the host.
When setting the Waiting Room options, consider what will work best for most of your meetings, but recognize that the settings will apply to any meeting that includes a Waiting Room.
Calendar Synchronization with Zoom
You can set up calendar integration so that your Zoom meetings and webinars on your third-party calendar are synced to the Zoom desktop client. This provides an easy way to start or join your meetings. If a Zoom join link is not detected, the meeting will show the host information, but will also be listed as “Not a Zoom meeting” and not have a join button. Calendar integration is compatible with Google Calendar, Office 365, and Exchange.
1. Sign in to the Zoom web portal.
2. Click Profile.
3. In the Calendar and Contact Integration section, click Connect to Calendar and Contact Service.
4. Select the Office 365 service.
5. Change the permissions for the service. Read/Write.
6. Click Next.
7. Follow the on-screen instructions to grant Zoom access to the calendar/contacts service.
Penn Office 365
- Choose a way to authorize the calendar: Choose an authorization method. The authorization method depends organization’s security requirements. Contact your internal IT team if you are not sure which one to choose. Authorize with OAuth 2.0 is recommended.
- Office 365 account email address: Enter the email address associated with your Office 365 account.
- Office 365 account email password: Enter the password associated with your Office 365 account
Zoom offers multiple methods to schedule a meeting. A host has control over the options for their scheduled meetings, except for settings that an administrator has locked for all users in the account or for all members of a specific group.
- Schedule from the Zoom desktop client or mobile app
- Schedule from the Zoom web portal
- Schedule for someone else – PDF Guides for Executive Assistants (Outlook, Google)
For instructions on scheduling using add-ins and extensions, see:
- Scheduling from the Outlook add-in
- Scheduling from the Chrome Google extension
- Scheduling from the Firefox extension
- Your scheduler settings are synced from the Zoom web portal.
- The asterisk (*) means your admin can restrict access to the setting/options, or the setting has additional prerequisites. These settings may not be visible. Click the relevant embedded links for more information.
- If you set up calendar and contacts integration, install the Zoom add-in for your calendar service for a better experience. When scheduling or editing meetings, use your third-party calendar service instead of the Zoom desktop client.
Joining a Breakout Room
1. The host will need to invite you to join the breakout room.
2. Click Join.
3. If you choose Later, you can join by clicking the Breakout Rooms option in your meeting controls.
4. Click Join Breakout Room. You will have access to full controls similar to the meeting.
Self-Selecting a Breakout Room
If the host has allowed participants to self-select and join breakout rooms of their choosing, participants will be able to view and select from a list of breakout rooms the host has created. They will be able to enter and leave breakout rooms freely.
Participants not joined with the desktop or mobile app (version 5.3.0 or higher) will not be able to self-select a breakout room. The host will need to facilitate moving these participants manually.
1. Click the Breakout Rooms option in your meeting controls. This will display the list of open breakout rooms created by the host.
2. Click Join next to the Breakout Room you wish to participant in, then confirm by clicking Join again.
3. Repeat as necessary to join other breakout rooms, or click Leave Room to return to the main session.
Asking for Help
If you click Ask for Help, it will notify the meeting host that you need assistance and they will be asked to join your breakout room.
1. Click Ask for Help in the meeting controls.
2. Confirm that you would like assistance by clicking Invite Host.
Creating & Managing Breakout Rooms
For more information on Creating, Assigning, Opening/Closing, and Broadcasting messages to Breakout Rooms, please click here.
1. Click the “Share Screen” button located in your meeting tool bar.
2. Select the screen you want to share. You can choose an individual application that is already open on your computer, the desktop, the Whiteboard, or an iPhone/iPad.
3. Click “Share”. When you start sharing your screen, the meeting controls will move into a menu that you can drag around your screen.
4. To share computer audio such as YouTube, Pandora, etc. during screen sharing, click on Share Computer Sound.
Video Layouts (including Display up to 49 participants)
You can have Zoom display up to 49 participant cameras on the Gallery view screen at one time but you will need to toggle this setting on. Otherwise, the default setting is 25 video cameras. This is a per User setting not a Meeting setting.
Starting a Zoom Recording to the Cloud
1. Start a meeting.
2. Select the Record button in the Zoom toolbar.
3. Select “Record to the Cloud.”
4. 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 process is completed.
For recording on mobile, please see How Do I Record on Mobile Devices?
Viewing Cloud Recordings
The recorded meeting can be seen by logging in to your account and selecting the My Recordings page.
If your meeting has not finished converting, the recording will show in the list, but you will see a “Processing Recording…” message indicating that it is still processing.
Once the process is completed, you will be able to Play, Share, Download, or Delete your recording.
Trim a Recording
If you want to trim the recording of a shared video so that it starts and ends at the times you specify, you can set a playback range. See Cloud Recording Playback for details.
Protecting Cloud Recordings
If you wish to limit the access to download/viewing your cloud recording, you can password protect the recording.
1. Select the Topic link on your My Recordings page.
2. Select the Share link under the recording you wish to password protect.
3. Check the Enable Access Password checkbox, enter the password you wish to use, and press Save.
1. Sign in to the Zoom desktop client.
2. Click your profile picture then click Settings.
3. Select Virtual Background on the left side.
4. Click on an image to select the desired virtual background or add your own image by clicking + and choosing if you want to upload an image or a video.
5. If prompted, click Download to download the package for virtual background without a green screen.
- Ensure that you are using a solid background color.
- After you select an option, that virtual background will display during your meetings.
- To disable Virtual Background, choose the option None.
Alternative Host vs. Cohost
When scheduling a meeting, the host can designate another Licensed user on the same account to be the alternative host. The alternative host can start the meeting on the host’s behalf. This user will receive an email notifying them that they’ve been added as an alternative host, with a link to start the meeting. If this email notification is disabled in the Zoom web portal, the alternative host will not receive an email to start the meeting.
If you’re not sure that alternative host is right role for you, learn about roles in a meeting.
The co-host feature allows the host to share hosting privileges with another user, allowing the co-host to manage the administrative side of the meeting, such as managing participants or starting/stopping the recording. The host must assign a co-host. There is no limitation on the number of co-hosts you can have in a meeting or webinar.
To Assign a Co-host, review instructions here.
Co-hosts do not have access to the following controls, as they are only available as host controls in a meeting:
- Start closed captioning and assign someone or a third-party to provide closed captioning
- Start live streaming
- End meeting for all participants
- Make another participant a co-host
- Start breakout rooms or move participants from one breakout room to another
- Start waiting room (co-hosts can place participants in waiting room or admit/remove participants from the waiting room)
Co-hosts also cannot start a meeting. If a host needs someone else to be able to start the meeting, they can assign an alternative host.
The polling feature for meetings allows you to create single choice or 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 after the meeting. Polls can also be conducted anonymously, if you do not wish to collect participant information with the poll results.
What is the difference between a Webinar and Meeting? Comparison
How do I host a Webinar? Contact firstname.lastname@example.org to obtain a Webinar license.
How do I hide my camera view during a meeting? Hide self display.
How do I change the video layout? Change video layout.
How do I use dual monitors with Zoom? Using dual monitors.
How do I join by telephone? Join By phone.
How do I find my recordings? — By default, local recordings are saved to your documents folder. Cloud recordings can be found on the Recording page of your Zoom web portal. Learn more about locating your recording.
Zoom Documentation, Resources, and Self-Help Tutorials
What's New/Release Notes
UPENN Zoom Account changes and features
SP2 migrated all existing SP2 Zoom accounts to the new University Zoom account on Thursday, January 7th 2021. Please review the list of changes and added functionality below.
Login Page: https://upenn.zoom.us/signin
Single-Sign On (Pennkey login): You will login to Zoom using your Pennkey credentials (Click “Sign In with SSO” if using the Zoom app).
New Zoom user ID: Although users of Penn’s central Zoom service will use their PennKey and password to create a Zoom account, once you’re signed into Zoom, your user ID and Zoom email will be your PennKey@upenn.edu.
Accessing meeting links and recordings after migration:
-Meeting links are now generated in this format: https://upenn.zoom.us/j/123456789 (instead of https://sp2upenn.zoom.us/j/123456789)
-Existing meeting links WILL continue to work, and existing meeting passcodes won’t change, as long as the meeting invitation is not altered in Zoom (for example, adding participants).
-To access cloud recordings, go to https://upenn.zoom.us/recording . Recording links are now generated in the following format: https://upenn.zoom.us/rec/share/abcdef1234567 (instead of https://sp2upenn.zoom.us/rec/share/123456789)
-Links to existing recordings WILL continue to work. New opportunities are now available to limit access to meetings and recordings to Penn-affiliated people. For more information, contact email@example.com
Zoom & Canvas Integration: This integration makes it easy for you to schedule Zoom meetings for your classes, invite students, and share recordings. Zoom & Canvas Integration
HIPAA Compliance: HIPAA compliance as per the new Penn Zoom contract. No patient/physician meetings or telehealth services are permitted.
Alternative-host and scheduling privileges:
-Existing alternative-host and scheduling-privilege relationships will NOT be carried forward.
-You will need to re-invite alternative hosts or re-assign scheduling privileges. Remember to invite people by their Zoom username: firstname.lastname@example.org
Webinar and other “add-on” accounts: The SP2 users that already have Webinar licenses will continue to do so after the migration. If you do not have a Webinar license and are interested in one, please contact email@example.com
-All users will have fully functional accounts, not subject to 40 minute time limits.
-Students will be able to use Zoom to collaborate outside of instructor-lead class sessions.
-It will be easier to coordinate Zoom meetings across schools and divisions within Penn.
-Instructors who do not teach every term will have fully licensed accounts even in terms when they are not teaching.
Zoom Migration FAQs
Why is SP2 moving its Zoom accounts to the new central Penn Zoom service?
- The University of Pennsylvania has signed a contract with Zoom to make full-function Zoom accounts available to all eligible faculty, staff and students. As part of efforts to improve how Zoom is used and managed across campus, Penn has created a new central Zoom service.
What if I am using Zoom while the migration is taking place?
- Your Zoom meeting will not be interrupted and your account will be migrated after.
How long will the migration take?
- Approximately 15-30 minutes. Updates on the progress will be provided via email.
My center or department uses a group email account for Zoom for certain events/meetings. What will happen to this Zoom account?
- You will still be able to use that same group email Zoom account. However, Single Sign-On does not apply to these accounts. Yyou must login using the group email address and Zoom password or login from https://zoom.us
What will happen to my meetings that are already scheduled? What about my Zoom recordings?
- Any scheduled Zoom meetings or webinars (including the links) will still work after the migration. Any recordings saved to the Zoom cloud will also migrate over with your account.