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Comment: Updated Zoom meeting options section to reflect new wording for settings

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Excerpt

Verify Your Hardware

Confirm that you have your microphone and webcam properly installed and setup.

Check your System Requirements for compatibility with Zoom.

Installing Zoom

Check if you already have the Zoom application installed on your computer:

  1. Windows: Navigate to Start > Scroll Start Menu to Zoom folder > Click "Start Zoom".
  2. Macintosh: Launch Finder > navigate to your Applications Folder > Zoom application will be listed.
Info
If you have a University-owned laptop, you might need Admin permission on your computer to install Zoom applications, plugins, and extensions.


Download Zoom directly from any of the following links:

    1. https://zoom.us/support/download
    2. https://zoom.us/download
    3. https://zoom.us/download2

Sign into the Zoom Desktop Client

  1. Click Sign In if you want to log in and start or schedule your own meeting. 
    1. 'Join a Meeting' will be used by participants (students).
  2. Choose: Sign In with SSO
  3. Enter your company domain: utexas
  4. Click continue
  5. A browser window will open, then Enter your UT EID and Password.

  6. You are now logged into the Zoom client! This is the Home tab.
  7. From here you can join, schedule, and start Zoom meetings.

Install the Zoom App for Mobile (iOS or Android)

  1. Zoom is also available for your mobile device, you can download it here:
    1. Zoom Download in the Apple Store
    2. Google Download in the Google Play Store

Authorizing Zoom in Canvas

Zoom provides an integration with Canvas that makes it very easy to set up class sessions, whether they be lectures, discussion sections, or any other meeting. These sessions are then automatically placed on participants' calendars within Canvas.

To begin using Zoom through Canvas, you'll first have to authorize it. This will only need to be done once (the first time you use the Zoom integration).

To authorize Zoom to be used in Canvas:

  1. Open any one of your courses in Canvas.
  2. From the sidebar, select "Zoom".
  3. When prompted, click "Authorize".


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Multiexcerpt
MultiExcerptNameOpen Office Hours

Open Meeting Office Hours

Office Hours in Zoom follow the same structure as hosting a lecture

  1. Open your course in Canvas.

  2. From the sidebar, click "Zoom".
  3. Click the blue "Schedule a New Meeting" button.
  4. Fill out the settings for your lecture as desired. You can provide a topic, description, choose the start time and duration, and more.
    1. Your meeting time and duration should be set to that of your Office Hours. 
      1. In our below example, the class meets for an hour at 1:00 pm.
    2. By selecting "Recurring meeting", you can automatically schedule your Office Hours to repeat each week. Use the "Weekly" option and select the days on which your Office Hours occur.
    3. "Require meeting passwordPasscode" is unchecked by default. 
      1. This option is not necessary and may complicate the process of joining for your students.
    4. Be sure to check the "Mute participants upon entry" option. 
      1. This will prevent background noise from students or other participants from being immediately broadcast when they enter the meeting.

    5. "Enable waiting room" will be set on by default, to restrict unauthorized or unwanted access by parties external to UT.

      1. This is, in part, a security measure meant to decrease potential disruption of Zoom meetings.
    6. "Only authenticated users can join" is enabled by default for security. This restricts outside users without Zoom accounts from accessing your meetings.
      1. If you plan to have a non-UT attendee to this meeting, click the dropdown box and select "Sign in to Zoom". This will allow your guests to join your meeting with a free Zoom account.
    7. Alternative hosts: Enter the email address (theusersEIDthe-users-EID@eid.utexas.edu) of another UT Zoom user who is Licensed - or the email address used for the Zoom account of an outside participant - to allow this user to start the meeting in your absence. Read more about Alternative Hosts.
  5. When configured to your liking, click "Save" to save your meeting. It will automatically be added to your Canvas calendar, as well as to your students' calendars.


Waiting Room FeatureINLINE

Waiting Room Feature

Zoom's Waiting Room feature allows

 the host to send attendees to a waiting room before joining a meeting.  This setting gives hosts added security by not admitting everyone to the meeting automatically.  By default, the Waiting Room setting is enabled and will send Only Guests (Non-EID accounts) to the waiting room.  You can configure your meetings to send All Participants to the waiting room, but you will be responsible for admitting users before they can participate in the meeting.  One thing to note is the "Only authenticated users can join" setting.  This setting cannot be disabled and requires users to have a Zoom account (either an EID account or Non-EID account) to join a meeting hosted on the utexas (main) Zoom tenant.  This was set to ensure maximum security for all meetings. 

Read the matrix below to determine which Waiting Room setting option works best for your needs.  See below to configure your Waiting Room setting.



Waiting Room (Guests Only)Waiting Room (All Participants)Waiting Room Disabled
Only Authenticated Users Can Join - UT Austin (Default)

Recommended for:
Academic classes/Meetings

  • We strongly recommend leaving this as your DEFAULT setting and only changing the setting for a particular meeting as needed.

Recommended for:
Advising and Office Hours

  • This setting will send everyone to the Waiting Room.
  • You can admit one participant (or more) at a time from the Waiting Room to meet with you.

NOT RECOMMENDED

  • Disabling the Waiting Room substantially increases your risk of uninvited guests entering your meeting.
    (ie. "Zoombombing")
  • Do not use for classes.
Only Authenticated Users Can Join - Sign in to Zoom (Guest)

Recommended for:
Academic Classes with guest lecturers/Meeting with external users

  • Should be used when non-EID accounts (guests) will be joining your meeting. 
  • Guests will be placed in the waiting room and can be admitted by the host.

Recommended for:
Advising guests (non-EID accounts)

  • Should be used when non-EID accounts (guests) will be joining your meeting. 
  • All participants (EID accounts and non-EID accounts) will be placed in the waiting room and can be admitted by the host.

NOT RECOMMENDED

  • Disabling the Waiting Room substantially increases your risk of uninvited guests entering your meeting.
    (ie. "Zoombombing")
  • Do not use for classes.

Enabling the Waiting Room

  1. Sign in to the Zoom web portal
  2. Click "Settings" from the navigation menu on the left
  3. In the "Meeting" tab, click "In Meeting (Advanced)", then navigate to the "Waiting Room" option.

    1. If this setting is disabled, click the toggle to enable it. If you receive a verification dialog, click "Turn On" to verify the change.
  4. Select who you want to be admitted to the waiting room.
    1. All Participants: All participants joining your meeting will be admitted to the Waiting Room
      1. This includes those users who are using accounts associated with UT
    2. Guest Only: Only participants who are not associated with UT will be admitted to the waiting room.
      1. If Guest only is enabled, you can additionally allow internal participants (that is, UT-affiliated users) to admit guests from the waiting room into the meeting if the meeting host is not present

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