Zoom
Getting Started
Zoom is a robust video conferencing tool that can be leveraged in UCLA Anderson Classrooms as well as your home or office. Zoom offers many features including a chat function, breakout rooms, digital whiteboard and screen sharing.
UCLA Faculty and Staff have Zoom Pro accounts which allows for meetings with no time limits and up to 300 participants. Most students do not have Zoom Pro accounts but they do not need one to join your Zoom meeting.
Downloading Zoom Software
To download the Zoom software to your computer click here and select the Download option under Zoom Client for Meetings.
Once the Zoom software is installed, launch the software and select Sign on with SSO
- Under Company Domain enter "ucla"
- A web browser will open and allow you to enter your UCLA Logon ID and password
- After logging in, the web browser may ask to "Launch Zoom" or "Switch Applications". Select either option.
Schedule Meetings
Zoom web application:
- You can create a UCLA Zoom account from the Zoom at UCLA website.
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Before you sign-in to host a meeting, you must first set-up the meeting and properly adjust your Zoom security settings using the Zoom web application.
- Instructions to set-up a secure Zoom meeting using the web application are below.
Zoom desktop application:
- The desktop app can be downloaded to your Mac or Windows computer from the Zoom at UCLA website.
Recommendations:
- For instructors and meeting hosts:
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After you have set-up the meeting and adjusted the Zoom security settings using the web application, you are strongly encouraged to then use the Zoom desktop application instead to conduct the meeting.
- Recording a Zoom lecture or meeting requires the use of the desktop app.
- For meeting participants (that is, those not hosting Zoom sessions):
- Participants may safely join lectures or meetings using either the desktop application or the web application.
Schedule meeting through Zoom desktop application
- Start the Zoom desktop app, you may be asked to login. Select the Sign in with SSO option to ensure you are using the ucla.zoom.us account.
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UCLA domain: A dialog box will ask for your company domain. If the field is empty, type "ucla" in the box and click Continue.
- Click on the Schedule icon.
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Adjust the settings for your meeting.
NOTE: Follow the Campus Guidelines to create a secure Zoom Meeting
- Topic: Enter a topic or name for your meeting.
- Start: Select a date and time for your meeting. You can start your meeting at any time before the scheduled time.
- Duration: Choose the approximate duration of the meeting. This is only for scheduling purposes. The meeting will not end after this length of time.
- Time Zone: By default, Zoom will use your computer's time zone. Click the drop-down menu to select a different time zone.
- Recurring meeting: Choose if you would like a recurring meeting (the meeting ID will remain the same for each session).
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Password: (RECOMMENDED) Requires participants with your Meeting ID to input a passcode in order to access the meeting. This will be checked on by default and a passcode will be automatically generated by default, but you can change the passcode for your meeting. Students do not need the passcode if they are joining your meeting from your CCLE site. This is a RECOMMENDED settings to prevent non intended guests from joining your Zoom sessions.
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Note: The meeting password must meet these requirements.
- 10 characters maximum
- Passwords are case sensitive
- We recommend using alphanumeric characters and these special characters: @ * _ -
- The Zoom desktop client allows alphanumeric characters and these special characters: @ * _ -
- The Zoom web portal allows any characters, but the these characters are not allowed: & <> \
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Video
- Host: Choose if you would like the host video on or off when joining the meeting. Even if you choose off, the host will have the option to start their video.
- Participant: Choose if you would like the participants' videos on or off when joining the meeting. Even if you turn off, the participants will have the option to start their video.
- Audio: Choose whether to allow users to call in via Telephone only, Computer Audio only, Both, or 3rd Party Audio (if enabled for your account).
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Advanced Options: Click on the arrow to view additional meeting options.
- Enable Waiting Room (RECOMMENDED) Participants will sit in the waiting room and you will need to admit them into your meeting room.
- Enable join before host: Allow participants to join the meeting without you or before you join.
- Mute participants on entry: If join before host is not enabled, this will mute participants as they join the meeting. Participants can unmute themselves after joining the meeting.
Note: To mute all participants currently in a meeting, see the options to mange participants.
- Only authenticated users can join: Sign in to Zoom: restrict participants who can join a meeting to those who are logged into Zoom.
- Alternative hosts: Enter the email address of another Zoom user who is Licensed, on your account to allow them to start the meeting in your absence. Read more about Alternative Host.
5. Click Schedule to finish, and open the seleced calendar service to add the meeting.
- If you are scheduling a recurring meeting, you will need to set the recurrence in your calendar service.
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Choosing Other Calendars will allow you to copy and paste the scheduled meeting information such as date, time, and meeting URL.
Schedule meeting through Zoom web application
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Login to the Zoom web application via https://ucla.zoom.us.. You will be prompted for your UCLA Logon credentials and DUO authentication.
- To schedule your meeting, start by selecting Schedule a New Meeting
- Adjust the settings for your meeting
- Topic: Enter a topic or name for your meeting.
- Start: Select a date and time for your meeting. You can start your meeting at any time before the scheduled time.
- Duration: Choose the approximate duration of the meeting. This is only for scheduling purposes. The meeting will not end after this length of time.
- Time Zone: By default, Zoom will use your computer's time zone. Click the drop-down menu to select a different time zone.
- Recurring meeting: Choose if you would like a recurring meeting (the meeting ID will remain the same for each session).
- Meeting ID: generate a unique meeting Zoom meeting ID or use your Personal Meeting ID
- Registration: check this option if your meeting will require registration. Instead of a join link for your participants, you will be provided a registration link.
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Security: (RECOMMENDED) Requires participants with your Meeting ID to input a passcode in order to access the meeting. This will be checked on by default and a passcode will be automatically generated by default, but you can change the passcode for your meeting. Students do not need the passcode if they are joining your meeting from your CCLE site. This is a RECOMMENDED settings to prevent non intended guests from joining your Zoom sessions.
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Note: The meeting password must meet these requirements.
- 10 characters maximum
- Passwords are case sensitive
- We recommend using alphanumeric characters and these special characters: @ * _ -
- The Zoom desktop client allows alphanumeric characters and these special characters: @ * _ -
- The Zoom web portal allows any characters, but the these characters are not allowed: & <> \
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Video
- Host: Choose if you would like the host video on or off when joining the meeting. Even if you choose off, the host will have the option to start their video.
- Participant: Choose if you would like the participants' videos on or off when joining the meeting. Even if you turn off, the participants will have the option to start their video.
- Audio: Choose whether to allow users to call in via Telephone only, Computer Audio only, Both, or 3rd Party Audio (if enabled for your account).
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Meeting options
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Enable join before host unchecked to prevent anyone from entering the room, unless you have joined the meeting. Participants will sit in the waiting room and you will need to admit them into your meeting room. By default Waiting room is turned on for all accounts, which is a recommended Campus guidance.
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Only authenticated users can join: Sign in to Zoom: restrict participants who can join a meeting to those who are logged into oom.
- Breakout Room pre-assign: setup breakout rooms in advance of your meeting
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Alternative Hosts: In the event you cannot join the meeting, the Alternative hosts can help start the meeting. It is a good idea to add an alternative host and have the alternative host log into the Zoom session and be sure that person is actually a host (if not, you may have the wrong Email address).
- Click Save and you will see a confirmation that your meeting has been created. You can send participants a link they can click to join your meeting by highlighting and copying the text next to Join URL.
Alternatively, you can send the text of the complete meeting invitation by clicking on Copy the invitation.
Chat
The in-meeting chat 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 an entire group. As the host, you can choose who the participants can chat with or to disable chat entirely.
In-meeting chat can be saved manually or automatically. Auto-save chat will automatically save your in-meeting chat locally on your computer. You can also manually save your chat when you start local or cloud recording.
Accessing the Chat in Meeting from a Desktop Device
- While in a meeting, click Chat in the meeting controls.
- This will open the chat on the right. You can type a message into the chat box or click on the drop down next to To: if you want to send a message to a specific person.
- When new chat messages are sent to you or everyone, a preview of the message will appear and Chat will flash orange in your host controls.
While Screen Sharing
- While screen sharing, click More in the meeting controls. Choose Chat.
- A floating chat window will appear.
- If you receive new chat messages while screen share, the more button will flash orange to indicate the incoming message. You can click on More, then Chat to open the window.
Accessing the Chat in a Webinar from a Mobile Device
- While in a meeting, tap the screen to make the screen to make the controls appear.
- Click on Participants.
- At the bottom of the participants list, click on Chat.
- You can type your chat message and click Send or if you want to change who it is being sent to, click the arrow next to Send to: and choose a different person or group of people.
- Incoming chats will be displayed at the bottom of your screen and you can click on Participants then Chat to view them.
Changing In-Meeting Chat Settings
If you're the meeting host, you can change the in-meeting chat settings.
- While in a meeting, click Chat in the meeting controls.
- Click More to display in-meeting chat settings.
- You can access the following options:
- Save chat: Save all chat messages in a TXT file.
- Share file in meeting: Send a file in the chat.
- Allow attendees to chat with: Control who participants can chat with.
- No one: Disables in-meeting chat.
- Host only: Only the host can send messages to everyone. Participants can still send private messages to the host.
- Everyone publicly: Participants can only send public messages. Public messages are visible to all participants. Participants can still send private messages to the host.
- Everyone publicly and privately: Participants can send public or private messages. Public messages are visible to all participants. Private messages are sent to a specific participant.
Recording a Meeting
Starting a Local Recording
The host must record the meeting or grant the ability to record to a participant.
- Start a Zoom meeting as the host.
- Click the option to Record.
- After the meeting has ended, Zoom will convert the recording so you can access the files.
- Once the conversion process is complete, the folder containing the recording files will open.
Note: By default, the audio/video file (MP4) will be named Zoom_0.mp4. The audio only file (M4A) is named audio_only.m4a.
Accessing Local Recording Files
By default, all recordings will be placed in a Zoom folder found in the following file path on these devices:
- PC: C:\Users\User Name\Documents\Zoom
- Mac: /Users/User Name/Documents/Zoom
Start a Cloud Recording
Zoom Cloud recording has been enabled for UCLA Zoom accounts. When you hit record within your Zoom client, you will be given the choice to Record on this Computer and Record to the Cloud.
You can find more information on UCLA Zoom Cloud recordings:
https://ucla.service-now.com/support?id=kb_article&sys_id=KB0013424
Screen Sharing
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Click the Share Screen button located in your meeting controls.
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Select the screen you want to share. You can also choose an individual application that is already open on your computer, the desktop, a whiteboard, or an iPhone/iPad.
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(Optional) Enable these features:
- Check Share Computer Sound: If you check this option, any sound played by your computer will be shared in the meeting.
- Check Optimize for full screen video clip: Check this if you will be sharing a video clip in full screen mode. Do not check this otherwise, as it may cause the shared screen to be blurry.
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Click Share.
- Zoom will automatically switch to full screen to optimize the shared screen view. To exit full-screen, click Exit Full Screen in the top-right corner or press the Esc key.
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To disable automatic full screen when viewing a shared screen, disable this option in your desktop client settings: Enter full screen automatically when a participant shares screen.
Share screen menu
When you start sharing your screen, the meeting controls will move into a menu that you can drag around your screen.
Annotation
Accessing annotation tools if you started screen sharing
After sharing your screen or whiteboard, annotation controls will display. If you don't see the annotation tools, click Annotate (if you are sharing your screen) or Whiteboard (if you are sharing a whiteboard).
Annotation tools
You will see these annotation tools:
Note: The Select, Spotlight, and Save options are only available if you started the shared screen or whiteboard.
- Mouse: Deactivate annotation tools and switch to your mouse pointer. This button is blue if annotation tools are deactivated.
- Select (only available if you started the shared screen or whiteboard): Select, move, or resize your annotations. To select several annotations at once, click and drag your mouse to display a selection area.
- Text: Insert text.
- Draw: Insert lines, arrows, and shapes.
Note: To highlight an area of the shared screen or whiteboard, select following square or circle icon to insert a semi-transparent square or circle.
- Stamp: Insert predefined icons like a check mark or star.
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Spotlight / Arrow: Turn your cursor into a spotlight or arrow.
- Spotlight (only available if you started the shared screen or whiteboard): Displays your mouse pointer to all participants when your mouse is within the area being shared. Use this to point out parts of the screen to other participants.
- Arrow: Displays a small arrow instead of your mouse pointer. Click to insert an arrow that displays your name. Each subsequent click will remove the previous arrow placed. You can use this feature to point out your annotations to other participants.
- Eraser: Click and drag to erase parts of your annotation.
- Format: Change the formatting options of annotations tools like color, line width, and font.
- Undo: Undo your latest annotation.
- Redo: Redo your latest annotation that you undid.
- Clear: Delete all annotations.
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Save (only available if you started the shared screen or whiteboard): Save all annotations on the screen as a screenshot. The screenshot is saved to the local recording location.
Meeting Invitations
Instant meeting invite
During a meeting, you can invite people to join the conference by clicking on Invite tab in your meeting controls.
Once you click invite, you can choose the option to Invite by Email, Invite by IM, or invite by Phone
Copy URL or copy invitation
Click Copy URL or Copy Invitation if you want to send your instant meeting information elsewhere. Copy URL will copy the join link and Copy Invitation will copy the full invitation text. You can then paste it using ctrl-V on a PC, cmd-V on a Mac, or by right-clicking and choosing Paste.
Invite from the Zoom desktop client
- After logging into the Zoom desktop client, click Meetings.
- Select the meeting that you want to invite others to. Click Copy Invitation.
- The meeting invitation will be copied and you can paste that information into an email or anywhere else you would like to send it out.
Invite from the Zoom web portal
- From the Meetings page of the Zoom web portal, click on the topic of your meeting.
- Next to Time,there are options for adding to your calendar.
- If you click on Google Calendar or Yahoo Calendar, it will create a calendar event automatically in the specific email service you choose.
- If you click on Outlook Calendar, this will generate a .ics file that you import to your Outlook calendar.
Breakout Rooms
Click play below for a brief tutorial on how to use Zoom Breakout Rooms.
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Whiteboarding
Depending on your hardware and preferences, there are a number of ways you can approach whiteboarding when teaching online using Zoom.
Below you will find steps to whiteboard using 1) Zoom and your computer 2) Zoom and a tablet device (iPad, Surface) 3) Zoom and other hardware (Wacom tablet, document camera) or 4) Zoom, a 2nd camera, and a physical whiteboard.
1) Zoom and Your Computer
- Open the software you prefer to use as a whiteboard (e.g. O365 Whiteboard, PowerPoint, Word, etc.)
- Start the Zoom session on the Zoom client on your computer
- Select "Share Screen" on the bottom menu of the Zoom client
- Choose Zoom's built-in whiteboard application
- Choose "desktop" or the specific window with the software you opened in step 1
- When you are done using the whiteboard select "Stop Share" on the client
2) Zoom and a tablet device (iPad, Surface)
- Start the Zoom session on the Zoom client on your computer
- Open the Zoom app on your iPad or Surface
- Make sure the speakers on your iPad or Surface are muted
- Join your iPad or Surface to the Zoom session
- Mute the video, microphone, and speakers on your tablet to avoid audio feedback
- Select "Share Screen" on your iPad or Surface
- Choose Zoom's built-in whiteboard application
- Choose the application you use for annotation
- When you are done using the whiteboard select "Stop Share" on the Zoom app
3) Zoom and other hardware (Wacom tablet, USB document camera)
- Connect your Wacom tablet or document camera to your computer
- Open your Wacom or document camera software
- Start the Zoom session on the Zoom client on your computer
- Select "Share Screen" on the bottom menu of the Zoom client
- Choose Zoom's built-in whiteboard application to use with your Wacom device
- Choose your Wacom or document camera software that you opened in step 2
- When you are done using the whiteboard select "Stop Share" on the client
4) Zoom, a second camera, and a physical whiteboard
- Connect your second camera to your computer
- Position your second camera to face your physical whiteboard
- Ensure that the camera is stable and stays in focus when you are writing
- Start the Zoom session on the Zoom client on your computer
- Select "Share Screen" on the bottom menu of the Zoom client
- Select the "Advanced" tab at the top of the selection window
- Select "Content from 2nd Camera" on the advanced tab
- When you are done using the whiteboard select "Stop Share" on the client
Best practices and tips/tricks for attending class through Zoom:
Zoom: Attending Class on Zoom
Best practices and tips/tricks for conducing class through Zoom:
Conducting Class with Zoom
If you are hosting a Zoom call in an Anderson Classroom:
Using Zoom in Anderson Classrooms
For further Zoom support and consultation please contact Academic Technology Services.