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Zoom Web Conferencing FAQs

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  • Audience: Affiliate, Faculty, Staff, Student, Technical Partner, Volunteer
  • Service Category: Email & Collaboration
  • Owner Team: IT Audio Visual Support
  • Service:
    Zoom Web Conferencing

Zoom Frequently Asked Questions

Zoom is a simple, all-in-one solution that lets you meet across desktops, mobile devices and conference rooms. Zoom is free to UCSF faculty, staff and students, and the UCSF Zoom instance is approved for use with restricted data.

The following are some Frequently Asked Questions you may have when using Zoom in your work at UCSF:
 

How do I create a Zoom account?

Where do I get Zoom?

How do I schedule a meeting?

How do I start an instant meeting?

Why can't I see my meetings in the Zoom desktop app?

How do I join a meeting?

How do I record a meeting?

What is Cloud Recording?

How do I embed closed captions into my recorded Zoom video?

How do I share a whiteboard?

How do I set a virtual background?

How do I assign an alternative host to my Personal Meeting Room?

What is Zoom Live Transcription?


How do I create a Zoom account?

  • Sign in using your MyAccess username to create an account and start using Zoom.

Where do I get Zoom?

  • Zoom Desktop Client for Meetings
  • Zoom Plugin for Microsoft Outlook
     

How do I schedule a meeting?

  • From a web browser:

  1. Visit ucsf.zoom.us and select Login.
  2. Select Meetings from the left pane.

    meetings selection
     
  3. Select the Schedule a New Meeting button.

    schedule new meeting button
     
  4. Enter your meeting details.
  5. Select Save.

To invite attendees to the meeting, select Outlook Calendar (.ics) and forward the meeting information to desired attendees.

invite attendees

 

  • From Outlook:

  1. From the Zoom pane of Outlook, select Schedule a Meeting.

    zoom pane outlook1

    If prompted to sign in, select the Sign in with SSO option and log in to ucsf.zoom.us using your MyAccess credentials. In the company domain field, type ucsf if it is not already populated.
     
    Zoom SSO
  2. After you choose the Zoom settings for the meeting, the Zoom information will automatically populate in the body of the meeting invite as shown below:

    outlook zoom meeting body
     
  3. Add any additional necessary information to the meeting invite and forward it to the attendees.

How do I start an instant meeting?

  • From a web browser:

  1. Visit ucsf.zoom.us and select Meet now. Log in using your MyAccess credentials.
  2. Join with (1) computer audio or (2) via a phone call.
  3. Select attendees using the Invite button in the meeting toolbar.
  • From Outlook:
  1. From the Zoom pane of Outlook, select Start Instant Meeting.

    zoom outlook instant meeting
     
  2. Choose to start the meeting with or without video.
     
  3. Select attendees using the Invite button in the meeting toolbar.
     

Why can't I see my meetings in the Zoom desktop app?

  1. Sign into myaccess.ucsf.edu, scroll down to Zoom before clicking LOGIN, then click on Profile at the top left. Scroll down to click on Configure Calendar and Contacts Service:
    Connect Calendar Service
  2. Click on Office 365 then Next:
    Click Office365
  3. Click Authorize, then sign in with your email/password, then click Accept. You should now see your scheduled meetings show up in your Zoom desktop app. Please note that recurring meetings are shown at the very bottom of the meeting list so they may initially appear to be missing. 
    Click Authorize
    Enter email and password
     
    Click Accept

How do I Join a meeting?

  • From a web browser:
  1. Visit ucsf.zoom.us.
  2. Select Join a meeting.
  3. Enter the Meeting ID your host provided and your name if prompted.
  4. Click Join.
  • From Outlook:
  1. Open the Outlook calendar invite and select the Join from PC, Mac, Linux... link.
  2. The Zoom desktop application will automatically open. If you do not have the app, download it here.

How do I record a meeting?

  1. You must be connected to the meeting via audio to begin recording. From the meeting toolbar, select Record. 

    record meeting
  2. When you're ready to stop recording, select the Stop Recording button at the upper left portion of the Zoom meeting window

    stop recording
     
  3. Once the meeting has ended for all attendees and the Zoom recording has finished converting, the location of the recorded meeting will automatically appear in a separate window on your screen. You can open the meeting from this window or by opening the Zoom desktop application and selecting the Meetings tab. Recorded meetings will appear in the Recorded tab. 

    recorded meeting location

    You can also access your recorded meetings by logging in at ucsf.zoom.us and selecting the Recordings tab.

    recordings tab
     

How do I share a whiteboard?

  1. Click the Share Screen button located in the meeting toolbar.

    share screen
     
  2. Select Whiteboard.
    whiteboard
     
  3. The annotation tools will appear automatically, but you can press the whiteboard option in the meeting controls to show or hide them.
  4. Use the page controls in the bottom-right corner of the whiteboard to create new pages and switch between pages.
    whiteboard pages
  5. When you're finished, click Stop Share.

    stop share

How do I set a virtual background? 

  1. Sign in to ucsf.zoom.us.
  2. Click your profile picture, then click Settings.
     
    Zoom Virtual Background Image 1
  3. Select Virtual Background.
     
    Zoom virtual background image 2
  4. Check I have a green screen if you have a physical green screen set up. You can then click on your video to select the desired color for the green screen.
  5. Click on an image to select the desired virtual background, or add your own image by clicking + and choosing if you want to upload an image or a video. 
  6. If prompted, click Download to download the package for virtual background without a green screen. 

Note: If you would like to use a UCSF Zoom virtual background, there are several options located here. You can also find a link to UCSF Zoom virtual backgrounds in the Resources section of this page, below. 

How do I assign an alternative host to my Personal Meeting Room?

If you need someone to be able to start and record meetings, you can assign an alternative host.

  1. Go to https://ucsf.zoom.us and log in.
    alt meeting 1

 

      2. Click on Personal>Meetings.

alt meeting 2

      3. Click on Personal Meeting Room.

      4. Scroll to the bottom of the page and click on Edit this Meeting.
 

alt meeting 3

      5. Enter the email addresses of Alternative Hosts, comma-separated.

alt meeting 4


 

 

Related News

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    Tanya Jansen/Monday, March 22, 2021
Section Menu
Zoom Web Conferencing
  • Zoom Web Conferencing Training
  • Zoom Web Conferencing FAQs
  • How to Correctly Sign Into Zoom Desktop App
  • How to Have a Zoom Meeting That Is (Almost) as Good as Being There
  • Zoom Cloud Recording
  • Zoom Live Transcription
  • Recommended Security Settings for Zoom
  • Zoom API & Zoom App Enhancement Requests
  • Zoom: How do I obtain a webinar or Large Meeting license?
  • How to Schedule Zoom Meetings on MAC OS Catalina
  • Zoom: Changing a Zoom Meeting to a Teams Meeting in an Outage
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