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Zoom Status If you're experiencing any issues with Zoom, check the Zoom status page to learn about any current widespread issues with the platform.


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Zoom is an online communication and collaboration tool that provides video, web and audio conferencing, and can be used to host meetings and hold online classes and discussion sessions. Meetings can range in size from just two participants up to 300. Explore the information below to familiarize yourself with Zoom basics, explore hot topics, and learn about advanced features that will make the tool more useful for remote teaching, learning, and working.

UC Merced has an enterprise license and premium accounts have been assigned to all students, faculty, and staff during the 2020 COVID-19 pandemic. New faculty, staff, or students are automatically provisioned a Zoom Pro license on the first sign in via SSO to Zoom from any Zoom app.

Current Alerts

1. Zoom Bombing

'Zoom bombing' is a new form of trolling in which a participant uses Zoom's screensharing feature to interrupt and disrupt meetings and classes.

If you have experienced an incident of Zoom Bombing, please report it here: Report a Zoom Bombing so that our secutiry team can review.

2. Single Sign-On (SSO) Requirement for Zoom and Default Settings Changes

Changes starting 4/20/20 will help UC Merced protect meetings against Zoom bombing.

OIT is strengthening the security of all meetings by requiring the familiar UC Merced Single Sign-On (SSO) to login into Zoom and changing a few default settings for Zoom meetings. These changes will go into effect on Monday, April 20, 2020. Along with SSO, the following default settings will be enabled for all UC Merced Zoom accounts: 

  • The default to allow only authenticated users (anyone with a Zoom account) to join meetings will be turned on. If a user attempts to join a meeting without logging in to a Zoom account, they will receive a message to Sign In to Join the meeting. To view how to update this default setting see Authentication and Requiring participants to have a Zoom account to join.

  • By default, passwords will be required for scheduled meetings. This can be changed in your settings.

  • By default, annotation by participants on shared screens will be off. This can be changed in your settings.

  • Participants will be unable to rename themselves in meetings.

  • OPTIONAL: for additional security, meeting hosts can restrict meetings to only UC Merced participants. This can be modified in your meeting settings under Advanced Options.

For more information on these changes, please visit the relevant section on this page:

3. Check for Updates

Zoom has announced that ALL Zoom users must upgrade to Zoom 5.0 by May 30, 2020. As of that date, upgrade to 5.0 will be required to join any Zoom meeting. 

To see instructions on how to update your client, click "Update your Zoom version" under Getting Started below.


Key Features

Zoom Cheat Sheet

Screenshot of example Zoom meeting with descriptions of key features: record, mute, view participants, chat, view

This quick Zoom cheat sheet will help you get oriented to Zoom features quickly.

Click on the image for a larger view or click Quick Zoom Cheat Sheet

Default Zoom Security Settings at UC Merced

OIT has enacted some changes to the default settings for all UC Merced Zoom accounts in order to increase resiliency to Zoom bombing. The settings listed below will be used for all UC Merced hosted Zoom meetings by default. These settings can be turned off at an individual account level or per meeting.

 

Default Settings
  • Only authenticated users can join meetings: The default to allow only authenticated users (anyone with a Zoom account) to join meetings has been turned on. If a user attempts to join a meeting without logging in to their Zoom account, they will recieve a message to Sign In to Join the meeting. This covers those with Zoom accounts at UC Merced, at other companies or institutions, and free Zoom accounts. To view how to change this default setting see Authentication and Requiring participants to have a Zoom account to join.
  • Require a password when scheduling new meetings: Any scheduled meetings will require that participants use a password to join. A password is randomly provided but can also be changed. Zoom invitations and links will include the password for all invited participants. Dial-in participants can also find the password in the Zoom invitation. See Requiring a password to join a meeting/class for more information on how to set passwords. Passwords are not required for instant meetings. 
  • Screen sharing: Host Only: Participants in Zoom meetings will not be able to share screens with the meeting unless explicitly given permission by the meeting host. 
  • Annotation: Participants in meetings will be unable to annotate on shared screens. 
  • Allow participants to rename themselves (off): Participants will not be able to change their name in a meeting. The name displayed is that of the account they are joining with. 

 

Changing Default Settings for an Account

Anyone can change the default settings for their Zoom account. Changing these settings will set the new settings for which all meetings will default to. Settings for individual meetings can be changed on a meeting by meeting basis if desired. Go to: https://zoom.us/profile/setting and log in with your UC Merced account if not already logged in. 

overview of the toggles on the zoom account settings page

1. Setting is on

2. Setting is off

3. Setting has been changed from the default. Click “Reset” to return the setting to its default state.

 

Changing Settings when Scheduling a Meeting

all options that appear when scheduling a meeting

Many settings can be changed for a particular meeting if desired. When scheduling the meeting, options show up as seen in the above screenshot. Some options are in the “Advanced Options” dropdown. 

 

Breakout Rooms

Breakout Rooms are a feature that allows the Zoom host to divide participants into their own separate Zoom rooms in order for participants to do group work. The host can move into each breakout room to observe or collaborate with particular groups, and eventually bring the groups back together in the main Zoom meeting.

Click to learn more about Getting Started with Breakout Rooms.

 

Turn On Breakout Rooms

How to select the option of starting a breakout room in an advanced type of Zoom meeting

1. Go to your Zoom Profile Settings and click on “In Meeting (Advanced)” 

2. Click on the toggle next to "Breakout room"

 

Configure Breakout Rooms

Select the number of breakout rooms and how to divide participants

1. The next time you open Zoom, you should see a “Breakout Rooms” button

2. Chose how many breakout rooms you’d like

Dividing participants into rooms: 

3. Choose "Automatically" to have Zoom automatically divide those on the call into groups

 - OR -

4. Choose "Manually" to have Zoom manually assign participants to breakout rooms 

 

Working With Automatically Created Breakout Groups

Option to assign participants to the next breakout room

If you’ve chosen to automatically create groups, the groups and the participants will be listed.

1. Click "Assign" next to each breakout room to choose who you’d like in the room 

2. When you’re ready for everyone to move into the rooms they’ve been assigned to,
click “Open All Rooms”

 

Joining Breakout Rooms

Select "join" button to join individual rooms, options to broadcast message and close all rooms are available.

Once the breakout rooms are opened,

You can: 

1. Join individual rooms,

-OR-

2. Send a message to everyone in their rooms,

-OR-

3. close all of the breakout rooms.  

 

Asking for Help 

"Ask for Help" button with the options of selecting "Later" and "Join Breakout Room"

Participants in the breakout rooms will also see a “Ask for Help” button appear that will allow them to request that the host of the Zoom meeting join their room. 

 

Sharing Screen

You can share your screen to everyone in the Zoom meeting. This is helpful if you wish to display a PowerPoint presentation, a meeting agenda, or any other screen or program you’d like the attendees to see.

Click to learn more about how to Share Your Screen.

 

Turn On Screen Sharing

Screenshot how to turn on Screen Sharing with steps called out

1. In your Zoom meeting, click on “Share Screen,” then chose what you want to share. The choice you make will determine what attendees see.

You can: 

2.  Share your entire desktop.

-OR-

3. Share a particular program.

-OR-

4. Share a virtual whiteboard.

 

Virtual Whiteboards

One of the options in the Share Screen feature (above) is the ability to share a virtual whiteboard. Using this creates a blank window in which you can type text, draw, and add stamps. Be aware that your participants can also draw on the whiteboard, but this cna be managed by the host!

Click to learn more about Sharing Virtual Whiteboards

 

Turn on Virtual Whiteboard

Screenshot how to turn on virtual whiteboard and button that enables you to add new whiteboards

 


Downloading the Client

The Zoom desktop client is recommended as the best method for hosting and joining Zoom meetings as it offers the most features and customizable settings. Mobile Zoom apps are also available for download.

Click here to Download the Zoom Client

Zoom provides regular updates to their platform. If you are having trouble updating the client, click here to download the latest version of Zoom. To see instructions on how to update your client, click on Update Your Zoom Version below.

Signing Into Zoom (SSO)

Starting Monday, April 20, 2020, all UC Merced faculty, staff, and students are required to use the UC Merced Single Sign-On (SSO) to log into their Zoom accounts. This will override any previously set passwords with Zoom. For a complete guide, please see: Signing into Zoom (SSO)

 

Signing Into Zoom with UC Merced SSO

where to click on the sign in with SSO option in Zoomhow to enter text of ucmerced for company domain and click continue to complete sign on

1. Click on "Sign in with SSO"

2. Type "ucmerced" into the "Company Domain" text box

3. Click "Continue"

 

Update your Zoom Version

Make sure you have updated Zoom to the latest version: 5.0. This can be done via "Check for Updates" on the Zoom Client (see above). All users will need to upgrade to version 5.0 by May 30 to continue using Zoom.

 

Check for Updates

How to select the option of starting a breakout room in an advanced type of Zoom meeting

1. Go to the Zoom menu 

2. Click "Check for Updates"

 

Update Zoom

Select the number of breakout rooms and how to divide participants

1. Click "Update"

 

Testing Audio & Video

Zoom offers a test meeting that can be used to adjust your audio and general readiness to participate in Zoom meetings. In this test meeting, the on-screen prompts will walk you through testing audio, microphones, and video. This will ensure that you can be seen and heard. The test meeting can be used at any time and is great feature for those new to Zoom. Send the link to anyone new to Zoom who may be joining your meeting so that they can be prepared ahead of time.

Click to access the Test Meeting.

Headset/Webcam Recommendations

The built-in webcams, microphones, and speakers on many laptops are sufficient to participate in Zoom meetings. If you need additional equipment, OIT recommends the following headset and webcam: 

Host Best Practices

Muting participants on entry

Ensure a smooth start to your meeting by setting up your meeting to mute everyone as they join. This will prevent unwanted noise as everyone gets settled. As you start the meeting, just let all attendees know that they will need to unmute themselves to speak.

Setting Up 'Mute Participants On Entry' 

How to enable a Waiting Room and mute participants on entry with steps called out

1. When you are scheduling your meeting, click “Advanced Options.”

2. Check “Mute participants on entry.”

 

Muting Participants During the Meeting

Screenshot that displays a Zoom screen and indicates where the buttons are to mute participants on entry

 If you have already started your meeting and need to mute participants, 

1. Click “Manage Participants” in the bottom of the Zoom window.

2.Click  “More” 

3. Click on “Mute Participants on Entry” 

 

Turn on your video

Using a webcam and sharing your video to your meeting or class allows for more of an in-person feeling. Facial expressions and hand gestures are an important part of communication that we take for granted when meeting in person. Using video helps bridge the gap and bring meaning and feeling to your presence.

 

Turning on Video

Screenshot that highlights two different options for turning on video

1. Start your video during any Zoom meeting by clicking on “Start Video” on the Zoom toolbar.

2.You can also click on the “^” next to the Start Video button to choose which camera you’d like to use.

 

Set a good scene

To make the most out of your meeting or class, you’ll want to put yourself in an area with as little distraction as possible. If you can, find a space that’s quiet where you can be alone. It’s also good to make sure your background is neutral – if you can find a blank wall, that’s best. If you can’t, you might consider making use of the Virtual Zoom backgrounds.

Click to access Virtual Zoom Backgrounds.

The UC Merced Marketing team has created a number of UC Merced virtual backgrounds that you can use in your Zoom meetings. Click here to browse & download your favorites.

Muting and unmuting participants

Meeting hosts can mute participants when the need arises. The host can choose to mute all participants or mute individual participants as necessary.

 

Turn On/Off Mute

Screenshot of participants in a Zoom meeting with the steps called out for how to Mute and Unmute participants

1. Click on “Manage Participants”

You can: 

2. “Mute All”  

-OR-

3.You can also “Unmute All”

-OR-

4.Mute individual participants by hovering over their name. 

 


Participant Best Practices

Staying muted until you want to talk

Mute Yourself

Screenshot of how to mute and unmute yourself with steps called out

Typing, pets, kids, and sneezes all can make for a distracting meeting experience. It’s best to mute your microphone until you need to talk and leaving unmuted only until you’re finished talking.

1. You can mute your microphone by clicking on the “Mute” icon in the Zoom toolbar.

2. Click the "Unmute" button that appears when you are muted to talk again.

Turn on your video

Video Settings

Screenshot of video settings in a Zoom meeting with buttons on how to turn on video and steps called out

Using a webcam and sharing your video allows for more of an in-person feeling. Facial expressions and hand gestures are an important part of communication that we take for granted when meeting in person. Using video helps bridge the gap and bring meaning and feeling to your presence.

1. Start your video during any Zoom meeting but clicking on “Start Video” on the Zoom toolbar.

2. You can also click on the “^” next to the Start Video button to choose which camera you’d like to use.

Set a good scene

To make the most out of your meeting or class, you’ll want to put yourself in an area with as little distraction as possible. If you can, find a space that’s quiet where you can be alone. It’s also good to make sure your background is neutral – if you can find a blank wall, that’s best. If you can’t, you might consider making use of the Virtual Zoom backgrounds.

Click to access the Virtual Zoom backgrounds.

The UC Merced Marketing team has created a number of UC Merced virtual backgrounds that you can use in your Zoom meetings. Click here to browse & download your favorites.

 


Options for Securing Meetings

Authentication and requiring participants to have a Zoom account to join (optional: UC Merced access only)

This option requires participants to have a Zoom account to join your Zoom call. This can help to keep unwanted people out of the call and also ensures that you can see all participant names when they join. Allow only authenticated users is on by default.

 

Setting Authentication when Scheduling a Meeting

Advanced settings in the schedule meeting dialog to set authentication profiles

1. When you are scheduling your meeting, you can find this setting under “Advanced Options”

2. To turn off the default (requires anyone joining the meeting to have a Zoom account), uncheck  “Only authenticated users can join"

3. The default setting is "Sign in to Zoom" which will require anyone trying to join the meeting to have a Zoom account. Particpants can join from any Zoom account belonging to any company or institution, or a fee Zoom account.

4. To allow ONLY those with a UC Merced email address to join, make sure the “Only authenticated users can join: Sign in to Zoom” is checked AND select t"Only UC Merced Zoom Accounts" from the drop down.

 

Entering an Authenticated Meeting

Select the number of breakout rooms and how to divide participants

Anyone who joins the call will see the following message if they are not signed in to a Zoom account.

Enabling a waiting room

A waiting room is an area in which people joining your call stay until you choose to move them into your actual Zoom meeting. This can be used to make sure that only those you wish to join you call can enter. Learn more about how to utilize this feature by clicking Enabling a waiting room.

 

Setting Waiting Room when Scheduling a Meeting

How to select the option of starting a breakout room in an advanced type of Zoom meeting

1. When you are scheduling your meeting, you can find this setting under “Advanced Options”  

2. Check “Enable Waiting Room”

 

Entering a Meeting from a Waiting Room

Select the number of breakout rooms and how to divide participants

Anyone who joins the call will see the following message.

Adding participants from a waiting room

Click to learn more about adding participants to a waiting room.

 

Admitting Participants from the Pop Up

How to select the option of starting a breakout room in an advanced type of Zoom meeting

When someone joins a meeting that has a waiting room, the host of the meeting will get a pop up and can chose to Admit the participant. 

 

 

Adding Participants from the Side Bar

Select the number of breakout rooms and how to divide participants

If you miss the pop-up or want to see who’s in the waiting room:

1. Click on "Manage Participants"

2. Click Admit next to the name of the person you want to admit. 

Removing unwanted or disruptive participants from meeting/class

Click to learn more about removing unwanted or disruptive participants from a meeting/class.

 

Removing Someone from an In Progress Meeting

How to select the option of starting a breakout room in an advanced type of Zoom meeting

If you wish to remove someone from your in progress meeting:

1.Click “Manage Participants”

2. Hover over the name to click on the “More” button.

3.Click on “Remove”

 

Confirm Removing Participant

Select the number of breakout rooms and how to divide participants

You will be prompted to confirm that you want to remove the participant. 

 

 

Setting and Modifying the password to join meeting/class

By default, all scheduled meetings require a password that people joining the Zoom meeting must have in order to join. A password is randomly assigned, but can be changed. Passwords can contain letters and numbers, but if the password has letters, Zoom will provide a numeric password for those dialing in by phone. Click to learn more about requiring a password to join a meeting/class.

 

Setting Password when Scheduling a Meeting

How to select the option of starting a breakout room in an advanced type of Zoom meeting

1. A password will be required if  “Require meeting password” is checked.

2. You can use the password automatically generated, or set your own by typing it in the space provided.

 


Other Features

Virtual Backgrounds

If you have a messy room or just want to have a bit of fun, Zoom lets you chose a virtual background to be displayed behind you while you’re using your webcam. Click to learn more about Virtual Backgrounds

How to select the option of starting a breakout room in an advanced type of Zoom meeting

The UC Merced Marketing team has created a number of UC Merced virtual backgrounds that you can use in your Zoom meetings. Click here to browse & download your favorites.

 

Setting up Virtual Background

How to select the option of starting a breakout room in an advanced type of Zoom meeting

1. When you have the Zoom app open, click on the gear icon.

2. In the upper right-hand corner to open you options. Click on “Virtual Background” 

3.  Then you can add your own photo by clicking on the “+”

 - OR -

4. Chose from one of the provided photos or previous photos you have added.

5. Once you set a virtual background, it will appear for all of your meetings. You can disable it again by following the above instructions and clicking on “None” if you’re not in a meeting.

 

Turning Off or Changing Virtual Background

Select the number of breakout rooms and how to divide participants

1.If you wish to turn your virtual background off or change it for a particular meeting, click on the “^” next to “Start/Stop Video”

2. Click on “Choose Virtual Background” to be taken to the screen above.

Zoom Accessibility

Visit this website for information on making Zoom accessible for meeting participants.

Zoom Polling

 

Learn more about Zoom Polling here.

Reactions

Visit this website to learn about reactions in Zoom meetings.

Nonverbal feedback

Nonverbal feedback is an option a meeting host can turn on that allows partipants in the meeting to be able to give a number of feedback options. It's particularly helpful in large meetings, as it allows the host or co-hosts to mointor the non-verbal feedback to manage questions or the presentation at hand.

 

Enabling the Nonverbal Feedback Setting

Basic settings in the Zoom settings webpage to enable nonverbal feedback

Start by heading to your Zoom settings in the web interface: https://zoom.us/profile/setting

1. Click on "In Meeting (Basic)".

2. Scroll down a little bit to find the "Nonverbal feedback" line and click the toggle so it is on.

 

Feedback Participants Can Use

participant list with nonverbal feedback options

Anyone who joins the call can open up the Participants panel to see the options above and click on them to let the meeting hosts know.

Automatic Zoom Meeting Feature for Outlook and o356

OIT has configured our UC Merced email so that a new Zoom integration for Outlook will automatically be available to all UC Merced users in o365 webmail, Outlook for Mac, and Outlook for PC. This integration allows you to generate Zoom links and invites within the add appointment window for Outlook and o365 webmail. ⁣⁣⁣
⁣⁣⁣
If you can’t see the Add Zoom Meeting button, it may be hidden under the “…” in the menu that signifies there are more items. The first time you use this feature, you will be prompted to sign into your Zoom account. ⁣⁣
⁣⁣
Tips: ⁣
• Add your meeting title before pressing the Add Zoom Meeting button or you won’t see your meeting title in your Zoom meeting schedules. ⁣⁣⁣
• If you cancel or delete the meeting in Outlook, the meeting will still show up in your Zoom meetings list.⁣
• If you delete the meeting in Zoom, the Outlook event will continue to exist, but the Zoom link will not work.

 

Using Meeting Feature

Basic settings in the Zoom settings webpage to enable nonverbal feedback