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titleTable of Contents

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Warning
titleRecent Security Changes

For security purposes, several Zoom features have been changed or restricted.

Please see the following sections regarding:

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Info
titleLatest Zoom Version

If any of the options discussed below are not available to you, please be sure that you're using the latest version of Zoom.




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MultiExcerptNameSign in with SSO

Signing in with SSO

In order for you and your students to have to the best ease of use and to take full advantage of Zoom, please be sure that each of you are signed into Zoom using SSO (your UT Zoom account) and not a personal Zoom account.

Note

Users will not be able to join a meeting without being signed in to a Zoom account. If you need to have non-UT or otherwise external participants in your meetings, please see Allowing Outside Participants.

Signing In and Out of Zoom

You can find detailed instructions for signing in and out of Zoom here.

Verifying That You're Signed In With Your UT Zoom Account

  1. From the Zoom desktop app, click your profile icon in the upper right corner
  2. Underneath your name, verify that the email address shown is in the format <YOUR_EID>@eid.utexas.edu
    1. For example, if your EID is bevo, this should say bevo@eid.utexas.edu
  3. If this does not show an email address of the above format, you'll need to switch to your UT Zoom account

Switching Zoom Accounts

  1. From the Zoom desktop app, click your profile icon in the upper right corner
  2. Select "Switch Account" from the dropdown menu
  3. At the "Sign In" window, select "Sign In with SSO"
  4. When prompted for a "Company Domain", enter in "utexas" and click "Continue"
  5. Zoom will open a browser window and take you to a UT EID sign-in page, where you'll need to enter in your UT EID credentials and click "Sign In"

    Info

    Please note, you may also be asked to complete multi-factor authentication via Duo after entering in your UT EID credentials.

  6. You'll be taken back to the Zoom desktop application and will now be signed in with SSO
    1. You may receive a prompt alerting you that your web browser is trying to open a link in an external application. If so, click the affirmative option, which may say something like, "Open in Zoom".
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MultiExcerptNameEnabling Private Chat


Enabling Private Chat

Private chat allows individual participants of your meetings to communicate with each other directly, via 1-to-1 messaging that is not visible to other participants.

Private chat between participants is disabled by default.

To enable:

  1. Sign into utexas.zoom.us with your EID and password
  2. Navigate to Settings on the left-hand side of the screen
  3. Scroll down to Chat and enable Private Chat by clicking the toggle button

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MultiExcerptNameAllowing Outside Participants


Allowing Outside Participants

To prevent unauthorized access, Zoom meetings created with your UT Zoom account are restricted by default to participants that also have a UT Zoom account. Participants attempting to join with a non-UT Zoom account, such as their personal Zoom account or a Zoom account provided by another institution, will not be able to join.

Note
If you or your intended participants are unable to join a Zoom meeting, or are unexpectedly placed in the Waiting Room of a Zoom meeting, please verify that you or they are using a UT Zoom account.

Enable Outside Participants for a Scheduled Meeting

Info
titleZoom in Canvas

Please note: the below options can also be found in the "Security" section when creating or editing a meeting created with the Zoom integration in Canvas.

  1. Launch the Zoom desktop app or create a new meeting in Zoom for Canvas
  2. If using the Zoom desktop app, click "Schedule", otherwise skip to step 3
  3. Create your meeting as desired, with all the meeting options you would normally enable, including any recurrences
  4. Under the "Security" heading, click the drop-down just below "Only authenticated users can join"

  5. Set this dropdown to "Sign in to Zoom (Guest)" to allow outside participants with a personal or non-UT Zoom account to join this meeting
  6. Click the "Save" button to confirm and schedule the meeting

    Note

    If this is a recurring meeting, this setting will affect each meeting in the series

Enabling Outside Participants for an Ad-Hoc Meeting

If you'd like to allow outside participants to access meetings created using the "New Meeting" button, you'll need to make changes to the settings for your Personal Meeting ID (PMI).

Warning
titleAbout PMI Settings

Changes to your PMI settings will apply to all meetings that you start with the "Use My Personal Meeting ID (PMI)" option

  1. Launch the Zoom desktop app
  2. Click the arrow next to "New Meeting"
  3. Hover over your PMI, which will then display an additional menu
  4. Click "PMI Settings"
  5. Set your meetings options as desired, then, in the "Security" section, click drop-down just below "Only authenticated users can join"
  6. Set this dropdown to "Sign in to Zoom" to allow outside participants with a free Zoom account to join meetings created with your PMI
     
  7. Click "Save"


To make use of these settings when starting a new meeting, you'll need to check the "Use My Personal Meeting ID (PMI)" option in the "New Meeting" dropdown menu, as show below



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MultiExcerptNameZoomSecurityOptions

Other Security Options

If you are unsure if your intended participants have a personal or UT Zoom account, or if you would like to allow participants to join the meeting without a Zoom account, you can make use of the Waiting Room or Passcode features instead of requiring authentication to join.

Note
titleRegarding Meeting Security

Meetings created with your UT Zoom account are required to have at least one of the available security options enabled. You will be unable to start or schedule a meeting if all of the security options are disabled.

Waiting Room

The Waiting Room feature is enabled by default, and is most useful in combination with the "Only authenticated users can join" option described above, but can be enabled on its own.

When enabled, the Waiting Room will automatically hold meeting participants when they join the meeting. They will be shown a message indicating that they are in the waiting room. The meeting's hosts or co-hosts can then admit all participants that are in the waiting room or admit participants individually.

Note
titleWaiting Room and Authentication

If you have both Waiting Room and "Only authenticated users can join" features enabled, participants who are logged in with a UT Zoom account will automatically bypass the waiting room. If you intend for all participants to be held in the waiting room, please disable "Only authenticated users can join".

To enable the Waiting Room feature:

  1. Begin creating your meeting as usual, with your desired settings
  2. Check the box next to "Waiting Room"
  3. Click "Save" to create your meeting

Passcode

If you enable the Passcode feature, your participants will need to join your Zoom meeting directly with the invite link you provide them, or, if they join using the meeting ID, they will be prompted to provide the passcode that was set for the meeting.

Note

If you enable the Passcode option and do not send the meeting invitation or invite link to your intended participants, you must provide them with the meeting's passcode. They will be unable to join your meeting without it.

To enable the Passcode feature:

  1. Begin creating your meeting as usual, with your desired settings
  2. Check the box next to "Passcode"
  3. A passcode will be automatically generated, but you can set it manually, if desired
  4. Click "Save" to create your meeting

The passcode will be automatically included in the email invitation created by Zoom, and will be embedded in the meeting's invite link.

Meeting Options

Below is a video summarizing Meeting Options and best practices for classes!

Scheduling a Meeting via the Zoom Portal

To schedule a meeting:

nameMeeting Settings in Zoom.mov
  1. Navigate to http://utexas.zoom.com/
  2. Then select "Sign In" and enter in your UT EID and password at the prompt
  3. Select "SettingsMeetings" from the options along the left-hand side
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  1. Click "Schedule a New Meeting" to begin creating your new meeting
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Meeting Options

Each Zoom meeting has a multitude of options that you can set as needed, including the start date and time, the meeting duration, and much more.

Zoom has provided a help article that details all of these options. Please note, some of these options may be unavailable to you or may be restricted or locked for UT Zoom accounts.

Meeting Controls

Below is a video, provided by Zoom, detailing the controls available to you during a meeting.

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urlhttps://www.youtube.com/watch?v=ygZ96J_z4AY


Account Settings

To access to your Account Settings:

  • Navigate to http://utexas.zoom.com/
  • Then select "Sign In" and enter in your UT EID and password at the prompt
  • You'll be presented with the "Profile" page, where you can make changes to your display name with Zoom and several other options.

Scheduling a Meeting via the Zoom Portal

To schedule a meeting:

  1. Navigate to http://utexas.zoom.com/
  2. Then select "Sign In" and enter in your UT EID and password at the prompt
  3. Select "Meetings" from the options along the left-hand side
  4. Click "Schedule a New Meeting" to begin creating your new meeting
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Scheduling Options

Note

UT Zoom users have a meeting duration limit of 24 hrs.

When you want to Schedule a Meeting, you can customize your meeting with the following options:

  1. Topic: Enter a topic or name for your meeting.
    1. Start: Select a date and time for your meeting. You can start your meeting at any time before the scheduled time.
    2. Duration: Choose the approximate duration of the meeting. This is only for scheduling purposes. The meeting will not end after this length of time.
    3. Time Zone: By default, Zoom will use your computer's time zone. Click the drop-down menu to select a different time zone.
    4. Recurring meeting: Choose if you would like a recurring meeting
      1. This feature is extremely useful for online class meetings, as it can be posted in Canvas without needing to create a new meeting for each class session
      2. The meeting ID will remain the same for each session of a recurring meeting
  2. Security:
    1. Passcode: Require all participants to input the chosen password when joining the meeting.

      1. This setting is not enabled by default, as it may make it more difficult for students to join class sessions and requires dissemination of the password beforehand.
    2. Waiting Room: Places incoming participants into the "Waiting Room" until admitted by the host.
      1. This setting can be useful for Office Hours use cases, where you want to only speak to a specific participant or number of participants at a time.
    3. Require authentication to join: Restrict this meeting to UT Zoom users, by default.
      1. Please see Allowing Outside Participants for more information on this option.
  3. Video: 
    1. Host:  Choose if you would like the host video on or off when joining the meeting. Even if you choose off, the host will have the option to start their video.
    2. Participant:  Choose if you would like the participants' videos on or off when joining the meeting. Even if you turn off, the participants will have the option to start their video.
    3. Audio:  Choose whether to allow users to call in via Telephone only, Computer Audio only, or Both.
  4. Advanced Options:  If the "Advanced Options" section is collapsed, click on the arrow to expand it and view additional meeting options.

    1. Allow participants to join before start time or Allow participants to join anytime: Allow participants to join the meeting without you or before you join.
    2. Mute participants on entry: If join before host is not enabled, this will mute participants as they join the meeting. Participants can unmute themselves after joining the meeting.
      1. Note
        We highly recommend that this option be used whenever possible, for whatever classroom environment you may be emulating. This allows students who may be in loud areas, who may not be quite yet prepared for class, or who might have any other myriad ongoing situation, to join the meeting without interrupting the flow of instruction or otherwise disrupting the instructor or other students. For this reason, this option is enabled by default.
      2. Note: To mute all participants currently in a meeting, see the options to manage participants.
    3. Use Personal Meeting ID: Check this if you want to use your Personal Meeting ID. If not selected, a random unique meeting ID will be generated.
    4. Record the meeting automatically: Check this if you want the meeting to be automatically recorded. Select if you want it to be recorded locally  (to your computer) or to the cloud (zoom.us/recording).
      1. It is highly recommended that class sessions be set to record to the cloud, as this allows them to be most easily made available to your students via Canvas
    5. Alternative hosts: Enter the email address (the-users-EID@eid.utexas.edu) of another Zoom user who is Licensed - to allow this user to start the meeting in your absence. Read more about Alternative Hosts.

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Student Notifications

By default, once your meeting is scheduled, students will NOT receive an email notification. 

  • However, it will create a calendar event in the student's Canvas account.
  • Notifications are only sent if a student has enabled the Canvas Calendar to send him/her a notification (this is not enabled by default).
The meeting will appear like below on the students' Canvas Calendar: 
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