All Penn State faculty, staff, and students can use Zoom to host online meetings and webinars. This guide walks you through the steps of hosting a meeting or webinar.


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Prepare Your Technology

Equipment Needed:

  • A computer with an internet connection (wired connection recommended)
  • USB plug-in headset with a microphone (recommended for optimal audio quality)
  • Dual monitors (recommended)
  • Webcam (optional): built-in or USB plug-in

NOTE: If you do not have a USB plug-in headset with a microphone, you can use the telephone to host a meeting or webinar.

Download The Zoom Desktop Application

You must download and install the Zoom desktop application to host meetings and webinars. The Zoom desktop application is a one-time download that does not require administrative rights to download and install on your computer. To download the Zoom desktop application on your computer, follow the steps below. To download the Zoom app on your mobile device, visit the App Store for iOS or Google Play for Android and search for Zoom.

  1. Open a web browser and navigate to https://zoom.us/download .
  2. Click the Download button for Zoom Client for Meetings. There is no separate download for Zoom webinar.
  3. Follow the prompts to download and install Zoom on your computer.

If you have difficulty downloading and installing Zoom, please contact the IT Service Desk http://www.itservicedesk.psu.edu/ .

Sign In To The Zoom Desktop Application

Always sign in to the Zoom desktop application using the single sign-on (SSO) option and your Penn State Access Account user id and password. This ensures that you are logging in to your Penn State Zoom Enterprise account and that you will be the host of your own meetings and webinars.

  1. If necessary, open the Zoom desktop application from your computer's programs list (on a PC) or dock (on a Mac).
  2. Click Sign in.

Zoom Cloud Meetings sign in dialog box
Figure 1: Zoom Cloud Meetings sign in dialog box

  1. Click Sign In with SSO.

Sign in with SSO option highlighted
Figure 2: Sign in with SSO option highlighted

  1. When prompted to enter your company domain, type PSU and click Continue.

Zoom Cloud Meetings dialog box with PSU displaying in the company domain field
Figure 3: Zoom Cloud Meetings dialog box with PSU displaying in the company domain field

  1. Enter your Penn State WebAccess account User ID and Password.
  2. Click the Open link button in the Launch Application dialog box.

Launch Application dialog box with Open link button highligted
Figure 4: Launch Application dialog box with Open link button highlighted

  1. The Zoom Desktop Application is displayed. If you have uploaded a profile picture in the Zoom Web Portal at https://psu.zoom.us/ , your picture will appear in the upper rigth corner of the Zoom Desktop application.

Zoom desktop application in landscape mode
Figure 5: Zoom desktop application in landscape mode

  1. To change the Zoom desktop application to portrait view, click on your picture or initials in the upper right and choose Switch to Portrait View.

Switch to portrait view
Figure 6: Switch to portrait view

The Zoom Desktop application is now displayed in Portrait View.

Zoom desktop application in portrait view

Figure 7: Zoom desktop application in Portrait View

Select Recommended Settings

There are several settings in the desktop application that you may want to adjust prior to hosting a meeting or webinar.

  1. Open the Zoom desktop application from your computer’s programs list.
  2. If necessary, follow the steps above to sign in with SSO.
  3. Click Settings (gear icon) in the upper right of the Zoom desktop application to open the Settings dialog box.

Start Zoom Automatically

You can change your settings so that Zoom automatically starts when you start your computer. If you stay signed in to the Zoom desktop application, having Zoom automatically start when you start your computer will bypass the sign-in process detailed above.

NOTE: This applies to PC only. Zoom starts automatically on a Mac.

  1. In the Settings dialog box, click the General option on the left.
  2. Check the checkboxes for either Start Zoom when I start Windows, or silently start Zoom when I start Windows.

Disable Full Screen Mode

By default, the Zoom window is displayed in full screen on your computer whenever you start or join a meeting, or when you view a screen shared by others. Disabling this feature is helpful when you need to navigate between different applications or programs on your computer while you are hosting.

  1. In the Settings dialog box, click the General option on the left, if necessary.
  2. In the Content Sharing section, uncheck the checkboxes for Enter full screen automatically when starting or joining a meeting and Enter full screen automatically when viewing screen shared by others.

Automatically Mute Your Microphone

Ensure your microphone is always muted so you don’t accidently broadcast your audio when you start a meeting.

  1. In the Settings dialog, click the Audio option on the left.
  2. Check the Always mute microphone when joining a meeting checkbox.
  3. Use the Test Speaker and Test Mic buttons to test your computer speakers and microphone, if desired.
  4. If necessary, select a different speaker or microphone by using the corresponding drop-down menus.

Enable Host Tools in the Zoom Web Portal

The options you enable on the Meeting Settings page in the Zoom Web Portal determines what tools are available to you in all your meetings and webinars. Be sure to review and enable the tools you may want to use, such as alternative hosts, co-hosts, polls, nonverbal feedback icons, etc. before you start your session. Any tools or features that are disabled on this page will not be available to you in any of your meetings or webinars.

  1. Navigate to the Penn State Web Portal located at https://psu.zoom.us/.
  2. Click Sign in (Configure your account).
  3. Click Meeting Settings on the left.

Host tools that have a grey button to the right setting are turned off and host tools that have a blue button to the right of the setting are turned on. Turn on any features you want available to you in any of your sessions by clicking the grey button to turn it blue.

Start a Meeting

While there are several ways to start a meeting, it is recommended that you start your session using the Zoom desktop application. This will ensure you are the host of your meeting.

NOTE: If you do not start the meeting by logging in to the Zoom desktop application or the Penn State Zoom Web Portal, you will join your meeting as a participant.

  1. Open the Zoom desktop application in your computer's programs list or dock.
  2. Click Sign in with SSO.
  3. Type PSU in the company domain field.
  4. Click Continue.
  5. At the bottom of the Zoom application, click the Meetings tab.

The Meetings tab on the Zoom desktop application
Figure 8: The Meetings tab on the Zoom desktop application

  1. All your upcoming meetings and webinars are listed on the Meetings tab. Hover your mouse over the meeting or webinar you want to start and click Start.

Start button for an upcoming webinar
Figure 9: Start button for an upcoming meeting

  1. An audio conference options dialog box will display with tabs for Phone Call or Computer Audio.
  2. Select the desired audio option from the dialog box displayed.
  3. The meeting interface will display including the Meeting ID in the upper left corner of the screen.
  4. To display the menu bar at the bottom of the meeting window, move your mouse over the lower part of the screen.

Host meeting interface with no video or screen sharing displayed
Figure 10: Host meeting interface with no video or screen sharing displayed

NOTE: You can also start a meeting by navigating to Penn State Zoom Web Portal https://psu.zoom.us/meeting, clicking the Meetings tab, and clicking the Start button that appears to the right of the meeting name. If starting a meeting from a mobile device, enter the Meeting ID into the mobile app.

Mute/Unmute Audio and Adjust Audio Options

  1. To unmute yourself and begin talking, click the Unmute button (microphone) in the bottom-left corner of the meeting window.
  2. To mute yourself, click the Mute button (microphone). A red slash will appear over the microphone icon indicating that your audio is now off.
  3. To test your computer microphone and speakers or change your audio input device, click the arrow on the microphone icon and select Test Speaker & Microphone.
  4. To switch from computer audio to phone audio, click the arrow on the microphone button and select Switch to Phone Audio. A dialog box will appear with a phone number, the Meeting ID, and your Participant ID. After dialing the phone number, you will be promted to enter the Meeting ID and Participant ID on your phone's keypad.

Start/Stop Video and Adjust Video options

  1. Click the Start Video button in the menu bar at the bottom to begin your video.
  2. Click the Stop Video button to stop sharing your video stream.
  3. To choose a different webcam or adjust your video settings, click the up arrow to the right of the Video icon and select Video Settings.

When video is activated, display options are available in the upper right of the screen and in the upper right of each participant’s window in both Speaker View and Gallery View.

NOTE: If you choose not to turn on your webcam in the meeting and video has been activated, your video window will contain either your name, email address, or a photo, depending on how your profile is set up in the Penn State Zoom Web Portal.

Record the Meeting

Per Pennsylvania wiretapping law, you must inform participants if you plan on recording the session. Also, discussion of High-risk or Restricted data (as defined in AD95) is not permitted while recording.

  1. Click the Record button in the menu bar at the bottom.
  2. Choose Record to this Computer or Record to the Cloud.
  3. Click the Stop Recording icon in the menu bar to finish the recording.

NOTE: Local recordings are automatically saved to the local computer when the host ends the meeting.

Manage Participant Audio and Video

Hosts can control participant audio and video using the tools in the Participant panel. The Participant panel allows you to easily see who has audio and video connected, which is helpful information when troubleshooting participant audio issues.

To mute or unmute participants:

  1. Click the Manage Participants button in the Zoom toolbar at the bottom of the Zoom meeting window.
  2. To mute or unmute all participants, use the Mute All and Unmute All buttons at the bottom of the Participant panel.
  3. To mute or unmute an individual participant, hover over the person's name in the Participant panel.
  4. Choose Mute or Unmute.

Participants have the ability to unmute themselves in a meeting. To take away the ability for participants to unmute themselves:

  1. Click the Manage Participants button in the Zoom toolbar at the bottom of the Zoom meeting window.
  2. Click the More button at the bottom of the Participant Panel.
  3. Uncheck the option Allow participants to unmute themselves.

Hosts cannot turn on a participant's video. However, hosts can also turn off a participant's video or request a participant turn on his or her video.  To manage participant video:

  1. Click the Manage Participants button in the Zoom toolbar at the bottom of the Zoom meeting window.
  2. Hover your mouse over a person's name.
  3. Click More.
  4. Select Ask to Start Video or Stop Video.

Collect Feedback with Nonverbal Feedback Icons

Nonverbal feedback icons allow the host to quickly collect feedback and responses from participants without using chat. Nonverbal feedback icons include a raise hand, yes, no, thumbs up, away, etc. This feature must be enabled in the host's meeting settings in the Zoom Web Portal prior to the meeting.

Participant panel with nonverbal feedback icons displayed
Figure 11: Participant panel with nonverbal feedback icons displayed

  1. Click Manage Participants in the Zoom toolbar at the bottom of the Zoom meeting window.
  2. Ask participants to use the available icons to respond to questions or to indicate a need, such as go slower.
  3. Click the Clear All icon to clear the icons from the participant panel, if necessary.

Send Messages with Chat

  1. Click the Chat icon in the menu bar to open the Chat window.
  2. Type your message in the Text box at the bottom of the window.
  3. Press Enter to send.
  4. To send a message to a single participant, click the down arrow in the To: field and select the participant's name.
  5. Be sure to change back to Everyone in order to communicate with the entire group.

NOTE: When you receive a chat message while screen sharing, the menu bar displays and the More button blinks. Click the More button, select Chat from the list, and the Chat panel displays.

Share Your Screen or A Whiteboard

Both the host and participants can share their screen or a whiteboard in Zoom. When sharing your screen, the Zoom menu bar moves from the bottom of the Zoom window to the top, and will disappear from view until you roll your mouse over the area. You can reposition the menu bar by clicking and dragging it another location on your computer, such as a second monitor. Additional tools, such as Chat, Remote Control, and Audio options are moved under the More button.

  1. Click the Share Screen button on the menu bar.
  2. Select the desktop or application you would like to share, or select whiteboard to share a whiteboard. Selecting Desktop will allow you to share everything on your desktop.
  3. Click the Share Screen.
  4. If you receive a chat message while you are screen sharing, the More button will blink. To view the chat message, click the More button and select Chat from the list.
  5. To annotate in a screen share, click the Annotate button to open the annotation menu. Use the draw tools (arrows, shapes) to direct participants' attention to an area of your screen or use the text tool to type notes on the screen.
  6. To close the annotation menu, click the X in the upper right of the annotation menu.
  7. Click the More icon to view additional host tools, such as breakout rooms, record to the cloud or local computer, and end the meeting.
  8. Click Stop Share in the small menu bar to stop sharing your screen.

NOTE: Participants can share their screens in the meeting if the host is not actively sharing. To disable screen sharing for participants, click the up arrow to the right of the Share Screen button in the Zoom toolbar and select Advanced Sharing.

Allow a Participant to Control Your Screen

The remote control option in Zoom allows you to give a participant control of your screen. 

  1. Share your screen if you have not already done so.
  2. Click the Remote Control icon in the menu bar
  3. Select the person’s name. A note will appear on that person’s screen indicating he or she now has control of your screen.
  4. To take back control, click the Remote Control icon in the menu bar again, and select Stop Remote Control.

NOTE: If you have shared your desktop, the individual with control will be able to open, edit, or delete any files. 

End a Meeting

  1. Click the End Meeting option on the right side of the menu bar to the close the meeting.
  2. Click End Meeting for All to end the meeting and begin the rendering process for the session recording and reports.

NOTE: If you recorded the meeting locally, a dialog box will appear indicating the recording is being rendered and allows you to select where you would like to save the video.

Host a Webinar

Start a Webinar

The steps to start, end, and record a webinar, connect audio and video, and share your screen are the same as a Zoom meeting. Please review the corresponding sections in this quick start guide for information on these tasks.

Interact with Webinar Participants

In a Zoom webinar, participants have limited options to interact with hosts, co-hosts, and panelists. Participants can raise their hand, type in chat, or type in Q&A if you have allowed those options in your webinar.

Zoom provides a Raise Hand icon, chat, and Q&A options for interacting with participants. 

  1. Click the Participants icon in the menu bar to open the list of participants.

Participant list displayed with viewers tab visible
Figure 12: Participant list displayed with Viewers tab selected

  1. If a participant has raised their hand, a hand icon will be visible beside their name.
  2. Click the Lower All Hands button to remove all raised hand icons or select Lower Hand from the More menu for an individual participant.

NOTE: Rolling over an individual’s name in the list will display options. For example, if you would like them to speak, you can promote them to panelist by rolling over their name and selecting Promote to Panelist.

Communicate with Chat

  1. If you are not sharing your screen, click the Chat icon in the menu bar to open the Chat panel. If you are sharing your screen, click the More button and select Chat from the drop-down menu.
  2. Type your message in the Text box at the bottom of the window.
  3. Press Enter to send.
  4. To send a message only to the panelists, click the down arrow in the To: field and select All Panelists.

NOTE: You can disable chat for viewers by clicking the More menu in the chat panel.

NOTE: If you receive a chat message while you are sharing your screen, the menu bar displays and the More button blinks. Click the More button and select Chat from the drop-down menu.

Communicate with Q&A

The Q&A feature allows participants to ask questions in the webinar. These questions are only visible to hosts, co-hosts, and panelists, who can either answer the question privately or send the question and answer to the entire group.

Q&A question displayed with text answer visible
Figure 13: Q&A question displayed with text answer visible

After sending the answer, the question and answer will appear on the Answered tab. You can then either add to the answer, or dismiss the question and answer from the Answered tab. Once a question is dismissed, it disappears from the Answered tab and cannot be retrieved.

  1. Click the Q&A icon in the menu bar.
  2. Type your response to the question in the text field.
  3. Check the Send Privately checkbox if you want to send the reply only to the person and not the entire group.  
  4. Click Send.
Training for: 
Faculty
Staff
Students
Type of Training: 
documentation iconDocumentation
Training Topic: 
Collaboration
Communication
Service or Technology: 
Zoom

Training for: 
Faculty
Staff
Students
Type of Training: 
documentation iconDocumentation
Training Topic: 
Collaboration
Communication
Service or Technology: 
Zoom