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Zoom

Zoom Not Working?

  1. Make sure you log in with the SSO option. If you are not sure how you are logged in, log out of the app (click on the circle in the top right corner and choose Log Out), then log in again by clicking the Signin with SSO button first.
  2. Request a Licensed Account. You must have a basic UTHSC account before signing up for a licensed account. You cannot be set as a co-host unless you have a licensed account.
  3. Make sure your Zoom software is up-to-date  (click your profile in the upper right, then click Check for Updates).
  

Virtual Meeting Checklist

Every wish you had a checklist to make sure you are ready for your Zoom meeting?  From setting up to engaging your participants, this Leadership Essentials checklist can help you run your online meeting more efficiently.

Installing Zoom/Download the App

Learn how to install Zoom

The following steps will get you Zooming in no time.

Getting Setup

  1. Go to https://tennessee.zoom.us.
  2. Click the Create or Edit Account button.
  3. Login with your UTHSC NetID and Password.
  4. An account will be provisioned for you automatically.
  5. Click the Edit link located in the upper right corner of the window.

    Edit Profile screen

  6. Please complete your profile by entering UTHSC in the Company/ Organization field.

    Company/Organization Name

You may choose to use the Web Browser version of Zoom, but we suggest that you download the Zoom Desktop Application.

Download the App

      1. Go to https://tennessee.zoom.us.
      2. Click the Download Zoom link at the bottom.

        zoom start screen

      3. Click on Save File to begin the downloading.

        zoom save as screen

      4. Once the download is complete, click on the download arrow to open up your downloads. Click on the ZoomInstaller.exe.

        zoom start screen
        Mac users see this. Click to install Zoom:

        Mac download screen

      5. Follow the steps install Zoom.
      6. Once you have completed the instillation process you will now come to the sign in screen. Click Sign in.

        zoom signin screen

      7. Click on Sign In with SSO. The first time you login using the Desktop application, you will be prompted to enter the SSO URL. You will only need to do this once. Enter https://tennessee.zoom.us and click continue.

        zoom signon screen

      8. After you have entered the SSO URL and clicked continue, you are now logged in. Once you have logged in, you will now see the main dialog box. 

        zoom home screen

      9. You can now start a New Meeting, Schedule, or Join a meeting.
      10. To view or make any changes to any of your meetings that you have created, go to tennessee.zoom.us. Click the Create or Edit Account button. With the Meetings tab on the left selected, click on the name of the meeting you want to edit. Scroll down and click the Edit this Meeting button. When done, click the Save button.

        zoom screen

      11. Once you have started or joined a meeting, you can perform actions from the menu
        bar located at the bottom of the meeting window. Note: Meetings hosts will see a security option.

        zoom menu

You're ready to start Zooming!

Zoom Overview

Zoom FAQs

Learn how to fix your Zoom issues with our FAQs

Should I use the Zoom app or website?

What's the difference between a basic Zoom account and a licensed Zoom account?

I need to have two different Zoom meetings at the same time!

I don't see the Alternative Host (co-host) option when scheduling a meeting

I can't be set as a co-host

I am a host and need to leave a meeting - can I assign a co-host?

Someone else scheduled my meeting and I can't share my screen!

I scheduled my own meeting and others can't share their screen!

My meetings only last 40 minutes and I need them to last longer

Every time I enter a Zoom meeting, my audio is on

I can't create a poll

I am a co-host, but I can't see breakout rooms

Answers


Should I use the Zoom app or website?

The Zoom app is the preferable method. The Zoom web portal is primarily used for changing your profile, and meeting settings. You can also use the Zoom web portal to schedule, view, and edit meetings, but the Zoom Desktop or app is best to schedule, view, and edit meetings.  

What's the difference between a basic Zoom account and a licensed Zoom account?

Basic Zoom Account Licensed Zoom Account
  • Attend meetings others schedule
  • Schedule meetings (no longer than 40 minutes with up to 100 attendees)
  • Attend meetings others schedule
  • Schedule meetings (unlimited time with up to 300 attendees)
  • Set up a co-host
  • Use Waiting or Breakout rooms
  • Do polling
  • Screen Sharing

You must have a basic account (apply at http://tennessee.zoom.us) before you can apply for a licensed account.

I need to have two different Zoom meetings at the same time!

You cannot connect to two different Zoom meetings at the same time on the same computer.

The alternatives are:

  • have two different computers and log onto one meeting on each.
  • have a Zoom meeting on one screen and a Teams meeting on the other screen on the same computer.

I don't see the Alternative Host (co-host) option when scheduling a meeting

Did you log in through the SSO option? If you are not sure how you are logged in, with the Zoom app open, click the icon in the top right corner. If you logged in with SSO, it should have your email address listed as netid@tennessee.edu.

If not:

  1. Log out of the app (click on the icon in the top right corner and choose Sign Out).
  2. Log in again by clicking the Signin with SSO button first.
  3. Make sure you have tennessee in the domain field. Click Continue.
  4. Log in to CAS with your NetID/password, if necessary.

I can't be set as a co-host

  1. Do you have a licensed Zoom account?  You must have a licensed account to be set up as a co-host.
  2. Did the person scheduling the meeting log in through the SSO option? if not, they need to log out and click the Signin with SSO button first.
  3. Did the person scheduling the meeting enter netid@tennessee.edu as your email?  You cannot use netid@uthsc.edu to be set as a co-host.
  4. If you've checked #1, 2, and 3 and all that is correct, is this a recurring meeting that was set before you requested to become co-host? If so, the meeting scheduler must delete the old series of meetings and reschedule them with you as a co-host.

I am a host and need to leave a meeting - can I assign a co-host?

Yes! When you click on the Leave button, click Leave Meeting and you should see the option to assign a co-host.

Someone else scheduled my meeting and I can't share my screen!

Ask the scheduler to add you as a co-host when scheduling meetings. Before you can be added as co-host, you must have a licensed account

  1. Click Schedule.
  2. Click Advanced Options at the bottom of the Zoom Scheduling screen.
  3. Under Alternative Hosts, enter the email of the co-host. They must use the netid@tennessee.edu email format. You cannot use netid@uthsc.edu to set a co-host.
  4. Click the Schedule button.

I scheduled my own meeting and others can't share their screen!

While in a meeting:

  1. Click Security at the bottom of the screen.
  2. Choose Share Screen under Allow Participants to:.

Note: If you want to always allow participants to share their screens, this can be set at the web portal under Screen Sharing. Click All Participants and all meetings you schedule will allow everyone to share their screen.

NOTE: When changing global settings, please be aware of the risks and understand that this decreases your meeting security.

My meetings only last 40 minutes and I need them to last longer

To have unlimited meeting time, please request a licensed Zoom account. Basic accounts are limited to 40 minutes.

Every time I enter a Zoom meeting, my audio is on

Most people working from home have some type of background noise.  If you'd like to enter a meeting with your audio muted (especially if you are entering a meeting late and don't want to interrupt it), follow these steps:

  1. Open Zoom before your next meeting.
  2. Click the Settings gear icon (upper right).
  3. Click the Audio tab on the left.
  4. Check Mute Microphone when joining a meeting.

I can't create a poll

You must have a licensed Zoom account to be able to create polls as a host.

I am a co-host, but I can't see breakout rooms

A co-host cannot see the Breakout Rooms option if the person who schedules the meeting is in the meeting. Once the scheduler leaves the meeting, the co-host should see that option.

If at any point the scheduler returns to the meeting, the Breakout Rooms option will still be available to the co-host.

Zoom Tips

Make Zoom work for you with these helpful tips!

For security measures, some Zoom options, like File Transfer and Private Chat, are turned off by default. More options are available from the web portal (click Create or Edit Account, login, select Settings on the left). When changing global settings, please be aware of the risks and understand that this decreases your meeting security.

If you are concerned about Zoom security, check out our security tips for a safer meeting.

Tip How To Do It
Add a co-host to the meeting

At the end of March, Zoom settings for all were updated so only hosts could share the screen. Whoever schedules the meeting is the host, but they can set a cohost.

When scheduling the meeting:

  1. Click Schedule.
  2. Click Advanced Options at the bottom of the Zoom Scheduling screen.
  3. Under Alternative Hosts, enter the email of the co-host. They must use the netid@tennessee.edu email format. You cannot use netid@uthsc.edu to set a co-host.
  4. Click the Schedule button.

 

Allowing others to Share Screen

If someone else schedules the meeting for you, ask them to set you as co-host to be able to see the Security option and enable screen sharing.

While in a meeting you scheduled:

  1. Click Security at the bottom of the screen.
  2. Choose Share Screen under Allow Participants to:.

To change this setting permanently, use the web portal. Learn more about security and settings under the Web Portal section of the Security section.

Use the Mute button There may be background noises in your home, so use the Mute button when not speaking.
Schedule a Meeting through Zoom for Outlook Add-in
  1. Within the Outlook App, click the red Store Add-ins (or Get Add-ins on Macs) in the ribbon.
  2. Search for Zoom for Outlook.
  3. Click Add at the bottom of Zoom for Outlook.
  4. When creating a new meeting in Outlook, select the Add a Zoom Meeting button on the ribbon. 
  5. You may be asked to log into Zoom. You must click SSO and enter tennessee in all lowercase in the Domain field, then sign in with your NetID/password.
  6. Your meeting info (link, call in numbers, password (if set), etc.) is added to the meeting invite. Add users, date, and time.

For Outlook on the Web, click on the Zoom icon. The Zoom invite will be added to the invitation.

Lagging video/poor audio during meeting If you used the Zoom app on your computer to connect to the meeting, but your video or audio is lagging, try leaving the meeting and dialing the phone number within your meeting invitation to reconnect.
Avoid multitasking It's easy to think, "I can listen to this meeting and work on my to-do list at the same time," but you can't. Give the meeting 100% of your attention, just as you would if you were all physically sitting around a table. You don't want to miss anything important.
Share your screen

You can share documents, images, PowerPoint presentations, etc. with others through Zoom.

  1. Click Share Screen at the bottom of the Zoom screen.
  2. Double click on the screen you want to share.
Easy Access to Zoom with Outlook

You can add a Zoom invite to your meeting in the Outlook app or through Outlook for the Web.

  1. Select Get Add-ins (or Store, in some cases) in the ribbon.
  2. Search for Zoom.
  3. Click Add.
  4. When creating a new meeting in Outlook, select the Add a Zoom Meeting button on the ribbon. For Outlook on the Web, click on the Zoom icon. The Zoom invite will be added to the invitation.

Note: If you are not logged in to Zoom, you will be prompted to log in.

React

You can someone a thumb's up or clap through Zoom.

  1. Click Reactions at the bottom of the Zoom screen.
  2. Click on the reaction you want to share.
Record the meeting This is helpful if you have people who need to be at the meeting, but cannot attend. Learn more by viewing our Zoom - Mapping Video Recording instructions.
Looking good for the meeting

Looking professional for a Zoom meeting or class can be a legitimate concern. Here are some tips to help you look your best:

  • Lighting: Being near a window can help lighten your image. Natural light is better than artificial, but either way, make sure your light source is in front of you, not behind you.
  • Background: Be mindful of your background. It shouldn't be a distraction to those viewing your screen. You may not want students or co-workers to see the basket of laundry behind you, just waiting to be folded.
  • Camera Angle: The ideal position for your camera is directly on your face or slightly above. You can always adjust it during the meeting if it looks bad.
  • Positioning: Position yourself so you are squarely in the middle of the camera frame with your face taking up at least one-third of the space.
  • Clothing: Wear something bright and solid. Checks and florals may not look as good online as they do in person.

Zoom Security

Prevent others from intruding in your Zoom sessions

Web Portal Settings

Zoom is being used so much recently and hackers are trying to get in to meetings. Stricter security settings have been put in place globally for all users.

You can change these settings through the web portal. For example, Screen Sharing is set for Host Only. You can change this to All Participants through the web portal so all meetings allow all participants to share their screens.

When changing global settings, please be aware of the risks and understand that this decreases your meeting security.

Tip Pros/Cons How To Do It

Don't enable Personal Meeting ID

Pro: Makes your meeting safer.

When scheduling the meeting:

  1. Under Meeting ID, choose Generate Automatically rather than Personal Meeting ID.
  2. Click the Schedule button.
Enable Require a password Pro: Keeps unwanted participants out of the meeting.
Con: Might cause some confusion to participants if they aren't used to meetings that require passwords.

When scheduling the meeting:

  1. Click Schedule.
  2. Click Require meeting password. The password will display and be shared with participants in the invitation.
  3. Click the Schedule button.
Authenticate Users Pro: Provides an additional layer of security.
Con: Prevents users without a UTHSC NetID and password from joining.

When scheduling the meeting:

  1. Click Schedule.
  2. Click Advanced Options at the bottom of the Zoom Scheduling screen.
  3. Under Alternative Hosts, click Only authenticated users can join.
  4. Click the Schedule button.
Disable Join before hosts Pro: Ensures participants can't join the meeting before the host arrives.
Con: Participants end up just hanging out, waiting, if host is late.

Before the meeting starts:

  1. Click the gear icon in the upper right corner.
  2. Click View More Settings at the bottom of the screen.This opens the Zoom web portal.
  3. From the Meeting tab, click the Join Before Host slider to turn this option off.
Click to Mask phone numbers Pro: Keeps phone numbers private.
Con: May not be an issue with those who meet regularly.

Before the meeting starts:

  1. Click the gear icon in the upper right corner.
  2. Click View More Settings at the bottom of the screen. This opens the Zoom web portal.
  3. Click the Telephone tab, scroll down and click the Mask phone number in the participant list slider to turn this option on.
Send participants to the Waiting Room (Meetings only) Pro: Only the host can allow participants in the Waiting Room into the live meeting.
Con: Extra work on the host - must manually allow everyone to enter.

Before the meeting starts:

  1. Click Security at the bottom of the Zoom screen.
  2. Click Enable Waiting Room.
Disable In Meeting Chat Pro: This prevents participants from saving the chat.
Con: Participants can't chat during the meeting.

While in a meeting:

  1. Click Security at the bottom of the Zoom screen.
  2. Choose Chat to uncheck it.
Stop a participants video stream (to ensure participants are not on video) Pro: More secure meeting.
Con: Prevents collaboration.

While in a meeting:

  1. Click Manage Participants (Participants for Mac users) at the bottom of the screen.
  2. Hover over the desired participant.
  3. Click More to see options.
  4. Choose Stop Video Stream.
Mute all participants upon entry into the meeting Pro: Keeps participants from talking unless you Unmute them.
Con: Participants don't the option to speak freely.

While in a meeting:

  1. Click Manage Participants (Participants for Mac users) at the bottom of the Zoom screen.
  2. Click the Mute All button at the bottom.
Lock your meeting once everyone is in Pro: Protects your meeting from unwanted participants.
Con: No late-comers can get into the meeting.

While in a meeting:

  1. Click Security at the bottom of the Zoom screen.
  2. Choose Lock Meeting.

UTHSC Zoom Background

Get an official UTHSC background for Zoom

Zoom allows for personalized virtual backgrounds. Communications and Marketing has created several official UTHSC backgrounds for use by faculty, staff, and students.

  1. Download an official UTHSC Zoom background.
    Windows Users: You will need to open your Downloads folder and double click the .zip file you just downloaded. Drag the .png file in that folder to the Downloads folder.
  2. Open Zoom.
  3. Click on your Profile (top right) then select Settings.
    Note: You may see, "To enable smart virtual background, download the smart virtual background package. You only need to download it once" dialog box. Click the Download button.
  4. Select Virtual Background.
  5. Select the + button and select Add Image.
  6. Double click the UTHSC Zoom background image in your Downloads folder.
  7. Click the X (Mac: top left corner; Windows: top right corner) to close.

Known Issues:

  • Backgrounds don't work well when you are near a window due to the light.
  • Your image may fade in and out of the screen as you move.
  • Older computers/laptops may experience issues (i.e. can't turn off green screen).

If at any point, you have problems with these instructions, please re-download Zoom. If you are still experiencing problems, call the Helpdesk at 901.448.2222.

Mapping Zoom Recordings

Learn how to map a Zoom recording to OneDrive or SharePoint

Printable Instructions

This is a step-by-step tutorial on how to map a Zoom recording to OneDrive or a SharePoint site.

Zoom has to be mapped for every video because the software goes back to the default setting after the recording is saved.

  1. Click on the Zoom app.
  2. Click Sign In.
  3. Click Sign In with SSO.
  4. Type tennessee in Company Domain (“tennessee” must be all lowercase).
  5. Click Continue.
  6. Type your NetID and password.
  7. Click LOGIN.
  8. Click on the setting icon .
  9. Click Recording.
  10. Click Change. Note to Mac Users: You will need to click up and down arrows, then select Choose a new location.

 

 

 

Last Published: Jul 21, 2020