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Setting Up A Meeting

Zoom is a cloud-based meeting platform that provides video, audio, and screen sharing options for the host and participants across multiple platforms, including mobile.

Logging In

  1. Go to http://conferencing.psu.edu/
  2. Click Login in the upper right.
  3. Click the Sign In
  4. Enter your Access Account user ID and password, if needed.

The Zoom interface will display with the Profile option on the left selected. Update your profile information as needed.

NOTE: The first time you use Zoom in a new browser, you will be required to download and install the Zoom Launcher.

Creating a New Meeting

A Zoom meeting allows up to 500 participants to attend and interact in an online meeting. 

  1. Click the Meetings option on the left.
  2. Click the Schedule a New Meeting button from the Upcoming Meetings tab.
  3. Enter a topic for the meeting.
  4. Enter a date, time, duration and appropriate time zone.
  5. Check the Enable Join Before Host checkbox if you would like participants to be able to enter the meeting before you arrive.
  6. Click the Save
  7. The Meeting ID and URL for the meeting are displayed. Click the Copy the Invitation link to copy the meeting information. This information can then be pasted into the body of an email.

New meeting ID and Invitation information

Figure 1: New Meeting ID and Invitation information.

NOTE: The URL is a direct link to the meeting, and participants will be asked about audio at the time of entry. The meeting ID is also a direct link to the meeting when entered into the Zoom website or mobile app.

Hosting a Meeting

Opening a Meeting

  1. Click the Start This Meeting You can also enter a meeting using the URL or by entering the Meeting ID into the Zoom website or mobile app.
  2. An audio options dialog box will display with tabs for Phone Call or Computer Audio
  3. Select the audio option you will be using.

NOTE: To open a meeting from the Launcher, open the app and click on the Meetings icon at the bottom.  Roll over the meeting and click the Start button.

The meeting interface will display including the URL and Meeting ID.

Host meeting interface with no video or screen sharing displayed

Figure 2: Host meeting interface with no video or screen sharing displayed.

NOTE: To display the menu bar at the bottom of the meeting window, roll your mouse over the lower part of the screen.

Using Audio 

  1. Click the Unmute icon in the menu bar at the bottom to begin talking.
  2. Click the Mute icon to turn off your audio.

NOTE: To access additional menu options, click the up arrow to the right of the Mic icon. Audio Options will allow you to test your Mic and Speakers or switch to an alternate audio source.

Using Video

  1. Click the Start Video icon in the menu bar at the bottom to begin your video.
  2. Click the Stop Video icon to stop sharing your video stream.

NOTE: Activating the video will display additional options in the upper right of the host’s and participant’s screens and on the right when in Speaker View.

NOTE: Clicking on the up arrow to the right of the Video icon displays additional menu options.

Recording the Meeting

Per Pennsylvania wiretapping law, you must inform participates if you plan on recording.

  1. Click the Record button in the menu bar at the bottom. A Recording icon will appear in the upper left.
  2. Click the Stop Recording icon in the menu bar to finish the recording.

NOTE: The recording will automatically be saved to the local computer when the meeting ends.

Interacting with Participants

Zoom provides icons and chat options, in addition to audio, for interacting with participants. The audio option requires the participant to have access to a mic.

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

Participant list displayed with icons visible

Figure 3: Participant list displayed with icons visible.

  1. You can request that participants use the available icons to answer questions or as an indication of a need, like go slower. Click the Clear All icon to remove these when needed.

NOTE: Rolling over an individual’s name in the list will display options. 

Using Chat

  1. Click the Chat icon in the menu bar to open the Chat window. This option is available on the main menu bar and from the More drop-down list in the screen sharing menu bar.
  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 participants name. Be sure to change back to the Everyone option in order to communicate with the entire group.

NOTE: When a chat message is received in screen sharing mode, the menu bar displays and the More option blinks. Click the More icon, select Chat from the list, and the Chat window displays.

Sharing Your Screen

Both the host and participants have the ability to share their screen in Zoom. 

  1. Click the Share Screen icon in the center of your screen. Another option is the Share Screen icon in the menu bar at the bottom.
  2. Select the screen or application you would like to share. The Desktop option will allow you to share everything on your desktop.
  3. Click the Share Screen.

The menu bar will move to the edge of your screen. Rolling over the small menu bar will display the full list of options. 

Screen sharing menu bar in expanded view

Figure 4: Screen sharing menu bar in expanded view.

  1. Click the Annotate icon to open the annotation menu. Use each option as needed to make notes.
  2. Click the X in the upper right of the annotation menu to close it.
  3. Click the More icon to view additional options.
  4. Click the Stop Share in the small menu bar to stop your screen share.

NOTE: Participants also have the ability to share their screens in the meeting space. Clicking on the up arrow to the right of the Share Screen icon provides additional menu options. The Advanced Sharing Options will allow you to select who can and cannot share.

Allowing 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 and select the individual’s name. A note will appear on that individual’s screen indicating they now have control of your screen.
  3. To stop this feature, 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. 

Ending a Meeting

  1. Click the End Meeting option on the right side of the menu bar to the close the meeting.

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

Training for: 
Faculty
Staff
Students
Type of Training: 
DocumentationDocumentation
Training Topic: 
Collaboration
Teaching and Learning
Service or Technology: 
Zoom
Training Level: 
Introduction

Training for: 
Faculty
Staff
Students
Type of Training: 
DocumentationDocumentation
Training Topic: 
Collaboration
Teaching and Learning
Service or Technology: 
Zoom