1. Getting Started with Zoom
  2. Need Help using Zoom?
  3. Requesting a Zoom License
  4. Activating Your Zoom Account
  5. Downloading and Installing Zoom
  6. Signing in to Zoom
  7. Launching a New Instant Zoom Meeting
    1. To Start a New Meeting in your web browser
    2. To Start a new meeting in your Zoom desktop application
  8. Joining a Zoom Meeting
    1. To Join a Meeting through Email
    2. To join a meeting through a Web Browser
    3. To Join a Meeting through the Zoom Desktop Application (Mac or PC)
  9. Scheduling a Zoom Meeting
    1. To Schedule a meeting in your web browser
    2. To Schedule a Meeting from the Zoom Desktop application
    3. Scheduling a Meeting with Google Calendar
    4. Scheduling a Meeting with Outlook
  10. Screen Sharing During Your Zoom Meeting
    1. To Join a Meeting with Screen Share turned on:
    2. To Share Your Screen During a Meeting:
  11. Hosting a Zoom Meeting
  12. Recording a Zoom Meeting
    1. To record a Zoom Meeting
  13. Accessing your Recorded Zoom Meetings
    1. To access your recorded Zoom meetings through your web browser
    2. To access your recorded Zoom meetings through the Zoom desktop application
  14. Adding a Zoom Meeting to your cuLearn Course
    1. Copying your Zoom Meeting link
    2. Adding your Zoom Meeting Link to your cuLearn Course Page 
  15. Embedding Your Zoom Recordings into cuLearn
    1. Locating your Zoom recording
    2. Uploading your Zoom recording to MediaSpace
    3. Embedding your recording into cuLearn
  16. Zoom Video Tutorials

Zoom is a video conferencing platform that you can use for online meetings, conferences and group messaging. With a licensed Zoom account, you can host class sessions of up to 300 people. A recommended alternative to Zoom is BigBlueButton, a web-conferencing tool for online, interactive meetings that is integrated into cuLearn.

Please review the following prior to setting up a Zoom session in your course:

Getting Started with Zoom

→Quick Video Tutorials for Installing and Using Zoom

  1. Request a Zoom license
  2. Activate your Zoom account
  3. Download and Install Zoom
  4. Sign in to Zoom

Need Help using Zoom?

For support using Zoom, contact zoom@carleton.ca

→TLS Zoom Resources

→Zoom Help Center

Requesting a Zoom License

Carleton has a limited number of Zoom licenses available. To request a Zoom license, fill out the Zoom Pro License Request Form or contact zoom@carleton.ca.  Once your request is processed you will receive a Zoom account invitation email from no-reply@zoom.us prompting you to activate your account.

NOTE: You can also sign up for a free Zoom account at zoom.us/signup, but you will be restricted to a 40 minute time limit and a maximum capacity of 100 people in a session with the free version.

Activating Your Zoom Account

Once your request for a zoom licence has been approved, you will receive a Zoom account invitation email from <no-reply@zoom.us prompting you to activate your account.

To activate your Zoom Account:

  1. Open your Zoom account invitation email and click Activate Your Zoom Account (See image below)     
  2. Choose one of the following sign-in options:
    • Sign in with Google to create a Zoom account using your Google (Gmail) account
    • Sign in with Facebook to create a Zoom account using your Facebook account
    • Sign up with a Password to create a username and password within Zoom

Once you have signed in you will be prompted to download and install Zoom on your Mac or PC.  The download should begin automatically.

Downloading and Installing Zoom

Zoom should begin downloading automatically once you have finished activating your Zoom Account.

Download Zoom for Windows or Mac here

Signing in to Zoom

Once you have dowloaded and installed Zoom, you can sign in to host or join a meeting.

Sign in to your Zoom account in one of the following ways:

  • Go to zoom.us/signin to sign in with your Google Account (Gmail), Facebook account, or Zoom login.
    NOTE: If you are signing in for the first time you will need to first activate your account.

Once you have signed in, you can access the following meeting options from your Zoom homepage:

  • New Meeting – Launch a new zoom meeting.
  • Join – Join a Zoom meeting that you have been invited to.
  • Schedule – Schedule a future Zoom meeting.
  • Share Screen – Join a Zoom meeting with Screen Share turned on.

Launching a New Instant Zoom Meeting

You can instantly launch a new meeting through your web browser or the Zoom desktop application.

To Start a New Meeting in your web browser

  1. Open your preferred Web Browser (Chrome, Firefox, Safari, etc)
  2. Go to zoom.us/signin and sign in using your Google account (Gmail), Facebook Account, or Zoom login.
  3. Click Host a Meeting on the top-right side of the page.                   
  4. Select one of the following options to enter your meeting:
    • With Video Off – Launch the meeting with your video turned off.
    • With Video On – Launch the meeting with your video turned on.
    • Screen Share Only – Launch the meeting with screen share turned on.
  5. You will be automatically be prompted to Download Zoom if you have not already done so. If you have already downloaded zoom, you will be prompted to allow zoom.us to open a new meeting window from your Zoom desktop application.

Once you have launched your meeting, you can invite other participants to join in the toolbar at the bottom of the meeting window.  Watch this video tutorial to see how to invite participants in Zoom and other tools available to meeting hosts.

To Start a new meeting in your Zoom desktop application

  1. Open your Zoom application and Sign In to your Zoom account using your Google account (Gmail), Facebook account, or Zoom login.
    NOTE: If you have not yet installed Zoom, you will need to download the Zoom app.
  2. On the Zoom homepage, click the New Meeting icon to automatically enter a new meeting window.
    TIP: Click directly on the icon to instantly enter the meeting or click the drop-down arrow to choose if you want to start your meeting with video turned on.

Once you have launched your meeting, you can invite other participants to join in the toolbar at the bottom of the meeting window.  Watch this video tutorial to see how to invite participants in Zoom and other tools available to meeting hosts.

Joining a Zoom Meeting

You can join a a zoom meeting through an email invite, your web browser, or your Zoom desktop application (Mac or PC).  All Zoom meetings have a unique Meeting ID number or Personal Link name that is required to access the meeting.  The Meeting ID or Personal Link name will be sent to you by the meeting host.

To Join a Meeting through Email

Click the meeting link in the email invitation sent to you by the meeting host to join the zoom meeting (See example below)

NOTE: Depending on your web browser, you may be prompted with a “Do you want this page to open “zoom.us”  or “Open Zoom?” message.  Click Allow or Open to enter the meeting.  You will be automatically be prompted to download and install zoom if you have not already done so.

The video tutorial below shows you how to join a zoom meeting through an email link:

To join a meeting through a Web Browser

  1. Open your preferred Web Browser (Chrome, Firefox, Safari, etc)
  2. Go to join.zoom.us
  3. Enter the Meeting ID or Personal Link Name provided by the meeting host.                                     
  4. Click Join.
    NOTE: Depending on your web browser, you may be prompted with a “Do you want this page to open “zoom.us”  or “Open Zoom?” message.  Click Allow or Open to enter the meeting.

To Join a Meeting through the Zoom Desktop Application (Mac or PC)

  1. Open the Zoom desktop application.
    NOTE: You will need to first download and install Zoom.
  2. You can join a meeting in one of the following ways:
    • To join without signing in:
      1. Click Join a meeting
      2. Enter the Meeting ID or Personal Link Name provided by the Meeting Host             
    • To join signed in:
      1. Sign in to your Zoom account.
      2. On the Zoom application Homepage, Click Join (plus sign icon)                                   
      3. Enter the Meeting ID or Personal Link Name provided by the Meeting Host.
        NOTE: Your audio and video will be connected by default.  If you don’t want your audio or video to be turned on when you enter the meeting, select Don’t connect to audio or Turn off my video.  You can turn your audio/video on or off at any time during your Zoom meeting.The Name you want to be displayed during your meeting.
      4. Click Join.

Scheduling a Zoom Meeting

You can schedule a Zoom meeting in your web browser, in the downloaded Zoom desktop application. or through an external calendar application (Google Calendar, Outlook)

To Schedule a meeting in your web browser

  1. Open your preferred web browser (Chrome, Firefox, Safari, etc).
  2. Go to zoom.us/signin and sign in using your Google account (gmail), Facebook account, or Zoom login.
    NOTE: You will first need to activate your account.
  3. In the left sidebar, click Meetings.
  4. Under Upcoming Meetings, click Schedule a New Meeting.                                 
  5. On the Schedule a Meeting page, configure the following information:
    • Enter a Topic name for your Meeting
    • Set the time and duration
      TIP: If you want to schedule a meeting for multiple weeks, select the recurring meeting checkbox.
    • Set the following Video options:
      • Host – Select whether or not you would like your video to be turned on or off when you start the meeting.  If you choose off, you can enable your video at any time during the meeting.
      • Participant – Select whether or not you would like your meeting participants’ video to be turned on or off when you start the meeting.  If you choose off, meeting participants can still enable their video to show at any time during the meeting.
  6. Customize the various optional settings for your Zoom meeting room.
    TIP:  To prevent students from entering the meeting room before you, make sure that Enable join before host is deselected under Meeting options.       
  7. Once you have finished customizing your meeting settings, click Save.                                           
  8. You will be taken to a page where you can review your meeting settings.
    TIP:  If you want to sync your meeting(s) to a calendar, you have the option to add it to either your Google Calendar, Outlook Calendar, or Yahoo Calendar next to the Time heading.

  9. When you are ready to start your meeting, click Start this Meeting on the top-right side of the page.   

You will see all of your scheduled meetings listed under Meetings > Upcoming Meetings (see screenshot below).  Once you have scheduled a meeting you can launch it at any time by clicking Start.

NOTE: Zoom meetings expire 30 days after the scheduled meeting date.

To Schedule a Meeting from the Zoom Desktop application

  1. Open your Zoom desktop application and Sign In to your Zoom account using your Google account (Gmail), Facebook account, or Zoom login.
    NOTE: If you have not yet installed Zoom, you will need to download the Zoom app.
  2. On the Zoom homepage, click the Schedule icon.                                                                                                 
  3. Customize your meeting settings, including the following:
    • Topic – Enter a topic name for your meeting.
    • Date – Set the date and time for your meeting.
      TIP: If you want to schedule a meeting for multiple weeks, select the recurring meeting checkbox.
      NOTE: Scheduled meetings can be started at any time before the scheduled date/time.
    • Meeting ID – By default, your meeting ID is generated automatically. You also have the option to select a personal meeting ID.
    • Password – By default, a password is enabled for your meeting.  If you do not want participants to enter a password before joining the meeting, de-select this option.
    • Video
      • Host – Select whether or not you would like your video to be turned on or off when you start the meeting.  If you choose off, you can enable your video at any time during the meeting.
      • Participant – Select whether or not you would like your meeting participants’ video to be turned on or off when you start the meeting.  If you choose off, meeting participants can still enable their video to show at any time during the meeting.
    • Audio – By Default, Telephone and Computer Audio is selected.
    • Calendar – Select an external calendar option (ical, Google Calendar, Outlook, or other)       
  4. Click Schedule. You will automatically be taken to the calendar you selected.
    NOTE: You will be prompted to grant Zoom permission to view and edit events on all of your calendars.  Click Allow to proceed.
NOTE: Zoom meetings expire 30 days after the scheduled meeting date.

You will see all of your scheduled meetings listed under Meetings  (See Screenshot below)

Scheduling a Meeting with Google Calendar

Scheduling a Meeting with Outlook

Screen Sharing During Your Zoom Meeting

You have the option to share your screen with other participants in your Zoom meeting. You can join a meeting with screen share turned on or you can share your screen during your meeting.

To Join a Meeting with Screen Share turned on:

  1. Sign in to your Zoom account and open your Zoom desktop application.
  2. On the Zoom app homepage, click the Share Screen icon.                                                                         
  3. Enter the Sharing Key or Meeting ID provided by the Meeting Host to automatically join the meeting with your screen share enabled.

To Share Your Screen During a Meeting:

  1. Launch or Join your meeting.
  2. Click on the Share Screen button located in the menu at the bottom of your Meeting window.                     
  3. Select the Screen you want to Share.
  4. You have the option to enable the following settings:
    • Share computer Sound – If selected, all sound played from your computer will be shared during your meeting.
    • Optimize for full screen video clip – If selected, you can share a video clip in full screen mode.
  5. Click Share.
NOTE: Zoom will automatically enter full screen mode while you’re sharing your screen. To exit full screen mode, click Exit Full Screen.

While sharing your screen, you can access the Zoom menu at the top of your screen. From the menu you can annotate your screen, pause/stop your screen share, and more (See screenshot below)

Watch the video tutorial below for an overview of sharing your Screen during a Zoom meeting

Hosting a Zoom Meeting

Watch the video below for an overview of how you can manage a meeting in Zoom, as well as the various features you have access to, including annotations, muting participants, and assigning co-hosts.

Recording a Zoom Meeting

Once you have launched an instant or scheduled Zoom meeting, you can record your meeting for later viewing.

To record a Zoom Meeting

  1. Sign in to your Zoom account.
  2. Launch an instant or scheduled zoom meeting.
  3. In the menu at the bottom of your screen, click Record.                                                                 
    NOTE: You will be prompted to choose if you would like to record with or without Audio.
  4. To Pause or Stop your recording, click Pause/Stop recording in the menu at the bottom of your screen.                                                                                                   
NOTE: Once you have ended your meeting, your recording will automatically be stored on your computer as an .mp4 file.

Watch the video tutorial below for an overview of how to record a Zoom meeting:

Accessing your Recorded Zoom Meetings

Once you have ended your recorded Zoom meeting, your recording file will automatically be stored on your computer as a .mp4 file. You can also access a list of your recorded Zoom Meetings through your web browser or Zoom desktop application.

To access your recorded Zoom meetings through your web browser

  1. Open your preferred web browser (Chrome, Firefox, Safari, etc).
  2. Go to zoom.us/signin and sign in using your Google account (Gmail), Facebook account, or Zoom login.
  3. In the left sidebar, click Recordings.                                 
  4. Click the Local Recordings tab to access a list of your recorded meetings.                   

To access your recorded Zoom meetings through the Zoom desktop application

  1. Open your Zoom desktop application
  2. Sign In to your Zoom account using your Google account (Gmail), Facebook account, or Zoom login.
  3. In the top menu, click Meetings.                                                                                                               
  4. In the left sidebar, click Recorded to access a list of all of your recorded Zoom meetings.                          

Adding a Zoom Meeting to your cuLearn Course

NOTE: In order to add a Zoom meeting link to your cuLearn course page, you first need to download and install Zoom, then schedule a Zoom meeting.

Adding a Zoom link in cuLearn allows students to easily access your meeting from your course homepage. You can add a Zoom link to your course page in two steps:

  1. Copy your zoom meeting link
  2. Add the Zoom meeting link to your course page as a URL Resource

Copying your Zoom Meeting link

You can access your Zoom meeting link in your web portal or Zoom app.

To copy a Zoom meeting link from the web portal:

  1. Open your preferred web browser (Chrome, Firefox, Safari, etc).
  2. Go to zoom.us/signin and sign in using your Google account (gmail), Facebook account, or Zoom login.
  3. In the left sidebar, click Meetings.       
  4. Under Upcoming Meetings, you will see a list of your upcoming Zoom meetings. Click on the link for the Zoom meeting you want to add to your course.
  5. Scroll down to Invite Link, then copy the meeting link. 

To copy a Zoom meeting link from the Zoom app:

  1. Open your Zoom desktop application and Sign In to your Zoom account using your Google account (Gmail), Facebook account, or Zoom login.
  2. In the menu at the top of your Zoom app homepage, click Meetings
  3. You will see a list of your upcoming Zoom meetings. Click Show Meeting Invitation below the meeting that you want to add to your course.
  4. Copy the meeting link under Join Zoom Meeting

Adding your Zoom Meeting Link to your cuLearn Course Page 

You can add a Zoom meeting link to your course page using the URL resource.

  1. Log in to cuLearn using your MyCarletonOne credentials.
  2. Click on your course link.
  3. Go to the topic/section where you want to add the Zoom meeting link.
  4. Click Add a resource, then select URL in the drop-down menu.
  5. Under General, enter the following:
    • A name for the link (how your Zoom link will appear on your course page)
    • In the External URL field, paste your Zoom meeting link.
  6. Click Save and Return to Course.

You will now see a link to your Zoom meeting on your main course page (see example below).

NOTE: When students click on the link, they will be prompted to download Zoom if they haven’t already done so, or they will automatically enter the Zoom meeting room.

Embedding Your Zoom Recordings into cuLearn

You can embed your Zoom recording into cuLearn in three steps:

  1. Locate your Zoom recording
  2. Upload your Zoom recording to MediaSpace
  3. Embed your recording into any cuLearn activity or resource.

Locating your Zoom recording

Your Zoom recording file will automatically be stored on your computer as an .mp4 file when you end your Zoom meeting. You can also access a list of your past Zoom recordings through your Zoom desktop application or web portal.

Uploading your Zoom recording to MediaSpace

MediaSpace is a cloud-based video management system for storing, publishing, and sharing videos, video collections, and other media. Once your Zoom recording is uploaded to MediaSpace, you can easily embed it into your cuLearn course.

See the instructions below:

Embedding your recording into cuLearn

See the Embed Media into cuLearn page for full instructions.

Zoom Video Tutorials

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