Carnegie Mellon University

What You Need To Do

Step 1: Prepare

Don't wait until the last minute to make sure you're prepared for your meeting or class. Take 15 minutes today to make sure everything's in place for tomorrow.

  1. Schedule your Zoom session and share details directly with meeting attendees.
  2. Review our Best Practices for Hosting a Zoom Meeting.
  3. Secure Your Computer and Devices. Update your operating system, install antivirus software and set security preferences. 
  4. Download, Log In, and Configure Zoom on your device.
  5. Join a Zoom test meeting to ensure your software, audio and video are working.

Step 2: Start

You can use Zoom in a browser, but since all browsers are different, we recommend the app.

  1. Open the Zoom app.
  2. Click the Meetings icon. A list of your upcoming meetings will display.
  3. Click the Start button below the meeting you would like to begin.
  4. Click Join Audio.
  5. Click the Start Video button (bottom left) to display your video.

Step 3: Host

When the Zoom app is open and selected, the toolbar will display. Use the Zoom toolbar to control  the following:

  • Mute/Unmute - controls your microphone
  • Start/Stop Video - control your video sharing
  • Security - enable a waiting room, lock the meeting, remove individuals and manage participant controls
  • Participants - displays a list of participants in the meeting or class
  • Chat - allows you to chat with other participants or the host
  • Share Screen - allows you to share your desktop or applications with others

Take Control of Meetings

Access Security Options

Zoom's Security menu provides core features the host needs to manage meetings. These features are only visible to the meeting host or co-host(s) once the meeting begins.

  1. Start the meeting and hover your cursor over the bottom of the screen to display the toolbar.
  2. Click Security to view the options.
  3. If you experience Zoombombing, end the meeting immediately and then report the incident to iso-ir@andrew.cmu.edu.
What Should I Do If I Get Zoombombed?

Enable the Waiting Room

When you enable the waiting room, participants are unable to join your meeting until you admit them. Turn this feature on when starting or scheduling a meeting.


WATCH VIDEO

Set Security Options

The Zoom Security menu allows you to control participant sharing, enable waiting rooms, and lock and remove participants from meetings, from one location.


WATCH VIDEO

Start an Instant Meeting

Create a New Meeting

  1. Click New Meeting.
  2. You will be prompted to Join with Computer Audio with audio or you can choose to leave your audio disabled.
  3. Click Participants and then Invite.
  4. You may also click Copy Invite link and share the meeting information with others.

Call a Team Member from Zoom

  1. Click the Search field and enter the name of the individual you would like to meet with.
  2. Select the individual from the list. If they are not offline, then you can contact them directly in Zoom.
  3. Click the Meet button. Zoom will ring on the individual's machine and they will need to accept the call to join.

Meeting Controls and Tools

Review the topics below for more details on using in-meeting controls.

The Breakout Room feature allows a meeting host to separate participants in a meeting or class into separate virtual rooms. Participants may also self-assign themselves to breakout rooms if the feature has been enabled.

The following limitations apply when pre-assigning breakout rooms:

  • You can only pre-assign participants who have a Zoom account.
  • If you have registration enabled and non-CMU affiliates register for the meeting, you need to assign them to breakout rooms during the meeting.
  • Up to 200 participants can be pre-assigned to breakout rooms.
  • If you scheduled recurring meetings, the pre-assigned breakout rooms will only work if they're applied to all meetings in the recurrence. You can't edit a single meeting in the recurrence and apply a unique pre-assignment.

Step 1: Enable pre-assigned breakout rooms

  1. Visit cmu.zoom.us.
  2. Click Sign in.
  3. Go to Settings (left menu) > In Meeting (Advanced).
  4. Under Breakout Room, check the box to Allow host to assign participants to breakout rooms when scheduling.
  5. Click Save.

Step 2: Pre-assign participants to breakout rooms using a CSV file

  1. Download a sample CSV file and enter your participants’ email addresses and room assignments.
  2. Visit cmu.zoom.us. 
  3. Click Sign in.
  4. Click Meetings (left menu), then Schedule a meeting (right).
  5. Under Meeting Options, check the box for Breakout room pre-assign.
  6. Select Import from CSV.
  7. Drag your completed CSV file (from step 1) into the upload box.
  8. Review your assignments and click Save.
  1. Start the meeting.
  2. Click Breakout Rooms
  3. Enter the number of breakout rooms to create.
  4. Click Manually to assign participants to rooms yourself. To have Zoom randomly sort participants into breakout rooms, click Automatically assign.
  5. Click Assign to the right of the first individual, to assign them to a room.
  6. Click Open All Rooms to open the additional breakout rooms.
  7. As participants join the meeting, they will be moved to the main meeting as Unassigned. Repeat step 5 above to assign them to a room.
  8. Click Broadcast Message to All to send a message to the participants in all breakout rooms.
  9. Click Close All Rooms to close the breakout rooms and have everyone return to the main session.

This is a new feature and one that only works if both the participant(s) and the host have updated their Zoom app to version 5.3.0. or later.

  1. Open Zoom, click the zoom.us menu (upper left) and then About Zoom.
  2. If the version is earlier than 5.3.0, click Check for updates.
  3. Follow the prompts to install updates to the Zoom app.
  4. The host will start their meeting and click the Breakout Rooms button. They will then:
    1. Enter the number of breakout rooms to create.
    2. Click the Settings icon (bottom left) and choose Allow participants to choose room.
    3. Click Open All Rooms.
  5. The participants will click the Breakout Rooms button, then hover their cursor over the blue number to the right of the room and select Join.

Note: If a participant has not updated their Zoom app to version 5.3.0 or later, the host can still assign the participant to a breakout room. Click the Assign link to the right of the room number and select the individual you wish to assign to the room.

  1. Click Chat to view participant questions or comments.
  2. Click the To drop-down and choose to send a message to Everyone or a specific individual.
  3. Click File to send a file.
  4. Click Type message here to send a message.
  5. Click the menu to restrict participant chatting to:
    1. No one
    2. Host only
    3. Everyone publicly

To access the transcript from a recording saved to the Zoom cloud:

  1. Visit cmu.zoom.us.
  2. Click Sign In and log in with your Andrew userID and password.
  3. Click Recordings (left) and list of recorded Zoom events will display
  4. Click the More drop-down and select Download.
  5. Multiple files will download to your device. The text file (.txt) contains a transcript of the group chat and any messages sent directly to you.

To access the transcript from a recording saved to your computer:

  1. Open your Documents (Mac) or My Documents (Windows) folder.
  2. Double-click the Zoom folder.
  3. Double-click the folder for the recording you would like to view transcripts for.
  4. The text file (.txt) contains a transcript of the group chat and any messages sent directly to you.

All meeting participants can save chats from within a meeting:

  1. Click the Chat button on the Zoom toolbar.
  2. Click the ellipses and select Save Chat.
  3. Select a location to save the chat transcript.

Note: If your meeting is not recorded, you will need to manually download the chat transcript or change your settings to auto-save chat. Else, your chat transcripts cannot be recovered. 

Change your Zoom Profile Settings to auto-save chat transcripts for all meetings you host:

  1. Visit cmu.zoom.us.
  2. Click Sign In and log in with your Andrew userID and password.
  3. Click Settings (left) and click the Meetings tab.
  4. Click In Meeting (Basic).
  5. Enable the Auto saving chats option to save chat transcripts for all meetings. Chat transcriptions will save for all future meetings.

If attendees in the same room are connected to the Zoom meeting, feedback will likely be an issue. This may also be the case if you are using an iPad or other touch-enabled device for annotation and have it connected to the audio.

To resolve the issue, instruct the in-person attendees to disconnect their device audio from the meeting:

  • PC/Mac: Click the ^ arrow next to Mute/Unmute and select Leave Computer Audio.
  • iOS/Android: Tap More.. and then tap Disconnect Audio.

As the host, you have the option of ending the meeting or passing the controls to someone else and leaving.

  1. Click End Meeting to end the meeting for everyone.
  2. Click the Leave Meeting button to leave the meeting and allow it to continue.

Once you've started the meeting, use the Zoom toolbar to manage the participants:

  1. Click Participants to view a list of individuals as they join.
  2. Click Mute All to mute all participants.
  3. To mute an individual, hover over the person's name and click the Mute button that appears.
  4. To unmute an individual, hover over the person's name and click the Unmute button that appears.

Meeting hosts can record up to 10GB of meetings or classes to the Zoom cloud or save them locally to their device. To record:

  1. Click Record. All participants will be notified via an audio message that the meeting is being recorded.
  2. Select Record on this computer to save the recording to your hard drive.
  3. Click Record to the cloud. You will receive an email with a link to the recording once it's available for viewing.

Note: Unless you enable the setting Auto delete cloud recordings after days, recordings saved to the Zoom cloud will remain in place until manually deleted.

  1. Visit https://cmu.zoom.us/recording
  2. Click on the name of the meeting you want to download. 
  3. Click Download.

 


  1. Visit https://cmu.zoom.us/recording.
  2. Click the box next to the recording you want to delete. 
  3. Click Delete Selected. 


  1. Visit https://cmu.zoom.us/recording.
  2. Enter the time period in the From and To fields. 
  3. Click Search
  4. Select Delete All. A message will appear confirming that you are deleting all recordings within your specified time period. 
To remove a participant from the meeting:
  1. Click Security and choose Remove from the drop-down.
  2. Click the Remove link that appears next to their name on the Participants panel. The individual will be unable to return to the meeting, even if they have the meeting ID and passcode.

Need to track who attended your meeting?

  1. Visit https://cmu.zoom.us/account/report and log in with your Andrew userID and password.
  2. Click Usage.
  3. Click the quantity link that displays in the Participants column for the meeting.
  4. Click the Export button to save the report as a .csv file.
  1. Click Security to enable or disable the following for participants::
    • Share their screen
    • Chat
    • Rename themselves
    • Unmute themselves

Meeting hosts can share their computer's audio in Zoom for times when they want to play video or audio files.

  1. Click Share Screen.
  2. Click the Share computer sound checkbox (bottom left).
  3. Select your audio or video file, then click Share.

Note: You may also choose to share your Desktop and then play the file from there.

 

You will need an iOS device (iPad or iPhone) with the latest version of Zoom installed and configuredBoth your laptop and iOS device will need to be on the same network. 

  1. Click Share Screen from within the Zoom meeting on your laptop.
  2. Select iPhone/iPad and then click Share.
  3. Follow the onscreen instructions to connect your iOS device.

Visit Sharing your screen (iOS) with the Zoom Desktop Client for more information.

In-person attendees Remote attendees:
Display your laptop using the room's presentation equipment. DO NOT click Share computer sound to avoid audio feedback.

Note: You can also use annotation tools on a shared screen or whiteboard within the Zoom meeting.

Meeting hosts can share their screen and other resources in Zoom.

  1. Click Share Screen to share your:
    • Desktop
    • Application
    • Audio
    • Second camera
    • Mobile device
    • A portion of the screen
    • Whiteboard

2. The toolbar will move to the top of the screen. The message You are screen sharing will display.

3. Click New Share to share additional content.

4. Click Pause Share to stop sharing until you are ready.

5. Click Annotate to mark up your shared screen using whiteboard tools.

Within the Zoom meeting from your device, select Security and then Share Screen. A checkmark will appear and attendees will be able to share for the remainder of the meetings.

Once you've started the meeting, use the Zoom tools to manage the participants:

  1. Click Participants to view a list of individuals as they join.

Zoom meetings recorded to the cloud can often take up to several hours to process. You will receive an email from Zoom with a link to the cloud recording once it's available.

When you enable the waiting room, participants are unable to join your meeting until you admit them. Turn this feature on when starting or scheduling a meeting.


WATCH VIDEO