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Web Conferencing for Staff

Zoom is an audio and video conferencing platform to conduct video and audio meetings, classes, and events. Key features of a Zoom instructor account include the following:

• Up to 500 participants per video conference
• Voice and video over computer and telephony audio
• Meeting recording
• Advanced tools: screen sharing, whiteboard, polls, breakout rooms
• Optional features: password to join, automatically mute participants

To get started with Zoom, follow the instructions below to claim your Zoom account.

Claiming a Zoom Account
  1. Visit the account login page for the URL needed to sign in to your account.
  2. Click the Sign In button at the bottom of the main window.
  3. If you are not already signed in with Single Sign-On (SSO), you will need to select Sign in with SSO.
  4. Enter your CNetID and password and complete two-factor authentication, if prompted.
    Note: UChicago Medicine users without a CNetID may log in using their UCHADID. 
  5. Zoom will auto-generate an account for you. You will be redirected to your Zoom profile page to schedule and host meetings, and to customize your settings.​
Preparing for a Zoom Meeting

To host a successful meeting, we recommend the following equipment:

• A laptop or desktop computer
• A high-definition web camera. This allows you and your participants to meet virtually face-to-face. You may have a camera built-in to your computer.
• A headset with a microphone for voice over computer audio. Your computer may have a built-in microphone, however if you need higher quality audio for teaching or presenting, a headset will provide a better experience for your meeting participants.

Note: You do NOT need to use the VPN to access or start a Zoom meeting.

Join a Practice Session

After creating a Zoom account, individuals should start up a meeting to check their audio and webcam: log into Zoom, then click on “Meetings” in the sidebar, then on “Personal Meeting Room,” then the “Start Meeting” button. After clicking on the “Start Video” icon, look to see that the image is clear and that the green microphone button in the lower-left corner lights up when speaking into the microphone. When finished, students can click on “Leave Meeting” to exit the session.

Zoom tool bar with buttons

  • Mute button
  • Video button
  • Participants button, including “Raise Hand” feature it enables
  • Chat button
  • Leave meeting button

If you use a keyboard only, screen reader, or other assistive technology when navigating the web, learn about Zoom’s accessibility features and keyboard shortcuts.

Scheduling a Zoom Meeting
  1. Enter uchicago.zoom.us into your web browser.
  2. Click the Sign In button at the bottom of the main window.
  3. If you are not already signed in with Single Sign-On (SSO), you will need to select Sign in with SSO.
  4. Enter your CNetID and password and complete two-factor authentication, if prompted.
  5. Click the Meeting link in the left side of the Zoom window.
  6. Click the Schedule a New Meeting button.
  7. Enter the topic, date, time, and duration of the Zoom meeting. There are other default settings here that you may change: e.g., recurring meeting, mute participants on entry, enable waiting room.
  8. Click the Save button to create your meeting.
  9. Once the confirmation screen appears, you can click the Copy the invitation link on the right side of the window and paste the meeting information in your desired method of distribution.
Starting a Scheduled Zoom Meeting
  1. Enter uchicago.zoom.us into your web browser.
  2. Click the Sign In button at the bottom of the main window.
  3. If you are not already signed in with Single Sign-On (SSO), you will need to select Sign in with SSO.
  4. Enter your CNetID and password and complete two-factor authentication, if prompted.
  5. Click the Meeting link in the left side of the Zoom window.
  6. Click the “Start” button next to your desired meeting.
  7. Your Zoom meeting window will open, and you can join audio and start your video.
Best Practices for Hosting a Successful Zoom Meeting

• When scheduling a large meeting, click Mute participants on entry setting.
• Assign a cohost, student, or TA to monitor the chat box.
• If recording, use Presenter View (not Gallery View) to reduce file size.
• Ask participants to mute their microphone when they aren’t contributing.
• Ask participants to use the chat function to ask questions.
• Ask participants to turn on their cameras for better engagement.
• Let participants know if you are recording the meeting.
• If the door chime sound is disruptive, you can turn this off under your Settings tab.
• Contact Zoom support directly to receive assistance with issues while in a meeting.

For more information and resources, visit webconferencing.uchicago.edu.