Zoom: Getting Started

This service is for faculty, staff, students, and external participants.

Zoom is a web and phone conferencing tool for classes, meetings, and webinars. 

How to setup Zoom and get started

Zoom is available as an app for mobile devices (Android & iOS) and desktops systems (Windows and Mac) and as a web browser extension for Chrome and Chromebook. 

  From your Computer  From a Mobile App From your Web Browser
Setup

The first time that you click the host's meeting link to join a zoom meeting, the Zoom software will automatically run and install on your computer. The installer should not require administrative rights on Mac or PC, though some organizations outside St. Thomas restrict installation of even apps like Zoom.

If you are the meeting host, you can schedule your first Zoom meeting from the web browser. Click the meeting link it generates for your meeting and run the software from there. 

  1. Install the app for your device:
    Download in App Store Download in Google Play
  1. Go to stthomas.zoom.us
  2. Enter your username@stthomas.edu and password.

The web browser gives you the most options for scheduling meetings, adjusting meeting settings, viewing analytics, accessing recordings, and more. 

Login with your St. Thomas account
  1. Launch the Zoom app. 
  2. Be sure to click the "Sign in with SSO" button to login with your St. Thomas account.
  3. Enter stthomas as the company domain and click Continue.
  4. A new web browser window will open for you to login with your university username@stthomas.edu and associated password.
  1. Once the Zoom app is installed, Open the app and press the Sign In link. 
  2. Under "OR, SIGN IN WITH," Choose SSO
  3. Enter stthomas when prompted for your company domain
  4. Login with your username@stthomas.edu and password.
  1. Go to stthomas.zoom.us
  2. Enter your username@stthomas.edu and password.
Join a meeting as a participant To join a meeting, click the link you received via email. You can also open the Zoom app on your computer > click on Join > and then enter the Meeting ID number sent to you by the meeting host. Watch video tutorial on how to join a zoom meeting. To join a meeting, click on Join and enter the Meeting ID number sent to you by the meeting host. Watch video tutorial on how to join a zoom meeting. To join a meeting, click the Zoom link (run the application as it prompts you) and begin the meeting. Watch video tutorial on how to join a zoom meeting.
Schedule a meeting
  1. Launch the Zoom app on your computer
  2. Click the Schedule button
  3. Fill out meeting details. Select a calendar option.
  4. Press Schedule. Your computer will then open the calendar option you selected above (Outlook, Gmail, other) so that you can add it directly to your calendar and share the meeting details.
  1. Once logged in, Click the Schedule icon
  2. Name the meeting and fill in meeting details. Click Done.
  3. Your mobile phone's calendar app will automatically open. Save the meeting to your St. Thomas calendar and share out the meeting for others to join.
  1. At stthomas.zoom.us, go to MeetingsSchedule a Meeting in the upper right.
  2. Fill in Topic (required) with the name of your meeting and other scheduling details. Here is a video tutorial walking you through the schedule a meeting options.
  3. Copy the Join URL or click Copy the invitation for distribution to attendees by pasting into an email or meeting request.
Start meeting as the host
  1. Launch the Zoom app on your computer. You must be signed in to the app to start a meeting as host.
  2. Go to the Meetings tab
  3. View a list of your scheduled meetings. Click the Start button next to the meeting you want to begin. 
  1. Once logged in, Click the Meetings tab at the bottom
  2. View a list of your scheduled meetings. Click the Start button next to the meeting you want to begin
  1. Log in to stthomas.zoom.us
  2. Go to the Meetings tab > Upcoming Meetings
  3. View a list of your scheduled meetings. Click the Start button next to the meeting you want to begin. If someone has joined your meeting before you, the button will say Join instead of Start.

What features do I have during a meeting?

View instructions on how to use in-meeting features in our knowledge base.

  • Audio
  • Video
  • Recording
  • Screen Sharing
  • Invite and Manage participants
  • Chat
  • Breakout Rooms
  • Polling

You can also watch this 10 minute Meeting Controls training video provided from Zoom.

Essential Details:

  • Up to 300 participants are allowed per meeting
  • Each single host can have at maximum two Zoom meetings running simultaneously
  • All St. Thomas faculty, staff and students have Zoom Enterprise accounts. All accounts are identical except only faculty and staff have access to Toll Free dialing for participants (though in recent times all participants typically use internet (e.g. WiFi) audio instead of phone dial-in.

Webinars and other Add-ons:

Zoom Webinar is a good option for events and presentations with a public audience. Attendees are limited to communicating by only using chat. Webinar licenses are assigned to individual hosts, charged to their department. Licenses are available with attendee limits of 100, 500 and 1,000. 

Zoom Large Meeting allows up to 1,000 participants in a Zoom Meeting. These are typically used for large internal St. Thomas events. Large Meeting licenses are assigned to individual hosts, charged to their department.

Zoom Room: A special Zoom installation in a classroom or event space that provides an alternative meeting control interface on a tablet, such as an iPad. Zoom Room also allows use of advanced microphone capability. 

20 Concurrent Meeting license: A special license allowing a single host to run up to 20 simultaneous meetings hosted from their account, instead of the default limit of two.

What if some of my participants join from international locations?

Faculty and staff accounts are able to host video and audio meetings with international participants. Zoom has robust international capability for these participants who are using their computer and wi-fi devices.  

Special rates may apply when including participants connecting through Toll Free or local phone numbers from international locations instead of over internet, e.g. wi-fi. Zoom's website lists their global rates as they vary by country location. If you desire local calling to avoid international toll charges, please contact the Tech Desk. 

What is the difference between a student Zoom account and a faculty/staff account?

Faculty/staff and student Zoom accounts are identical except one slight difference: Students who are hosting meetings will not be able to offer toll-free dialing options to their participants who are joining from remote locations. Their participants can join at no charge when using Wi-Fi to connect into the meeting. If the participant joins using the cellular service on their device, the participant may incur charges.

Can I purchase a webcam or headset for video conferencing?

Most laptops and mobile devices include built-in video features on the device. However, faculty and staff members may purchase a web cam or headset for video conferencing. Submit a request to ITSPURCHAS@stthomas.edu to learn about the most current available options. Remember to include your department's budget index number. 

How do I use Zoom in my course?

Instructors can add a zoom option to their Canvas course. View instructions on how to add this to your course in our knowledge base.

Troubleshooting Audio Issues

If you have poor quality sound (audio), here are some ideas to try:

  • Logout and log back in
  • Check your browser and perhaps log in with another browser
  • Plug your computer directly into the internet source with an ethernet cable (WIFI can be slower)
  • Close all unnecessary applications and internet windows/tabs
  • Move closer to your WIFI router (passing through walls and floors can slow speeds)
  • Ask other members of your household to not use the internet while you are performing essential tasks. For example, if someone is streaming a movie in the next room, that may slow down your internet speed.

Zoom Support

  • Technical Issues: Please contact Zoom directly for technical issues through their Request Form. It may take up to one business day for Zoom support to respond. 
  • Consultations: If you need consultative support, please reach out to your ITS Department Technology Consultant or the Tech Desk. Faculty can also contact STELAR for assistance with how to integrate Zoom into teaching. 
  • More Tutorials: You can search our ITS knowledge base for more Zoom articles or search Zoom's Help Center for more general step-by-step instructions. 
 

How to Request Closed Captioning for Accessibility

Zoom has a basic built-in closed captioning tool, but the built-in Zoom tool DOES NOT meet the requirements for students needing captioning for accessibility.

Captioning for accessibility in Zoom must be performed by a third-party captioning service and be requested through Disability Resources. Please contact Kim Schumann in Disability Resources by phone at 651-962-6308 or by email at kjschumann@stthomas.edu to arrange captioning for accessibility. Note to Zoom hosts: The Host must enable captioning capability for the captioner. This is true for both third-party captioning as well as Zoom’s built in captioning.

For more step-by-step instructions on how to enable this feature for students and the closed captioning, visit our Zoom & Accessibility: Closed Captioning Best Practices article.

How to Keep Your Zoom Desktop App Up-To-Date

It is helpful to have your Zoom desktop app current. Consider sharing this How to Keep Your Zoom Desktop App Up-To-Date article with students at the beginning of a semester before your first Zoom session. 

Zoom Roles: Alternative Host vs. Co-Host

This Zoom vendor KB article has a clear and concise explanation of the differences between an Alternative Host and a Co-Host.
Roles in a Meeting