All Clark University faculty, staff and students have access to a fully licensed Zoom account that allows you to host meetings with up to 300 participants for up to 24 hours.

Before You Start

To host a Zoom meeting, you’ll need:

• An internet connection

• A webcam, microphone, and speaker (either built into your device or plugged into it)

OR

Scheduling a Zoom Meeting

From Outlook

1. Open the Outlook application on your computer.

2. Navigate to the calendar section and click the New Meeting (Windows) or New Event (MacOS) from the ribbon across the top of the Outlook app.

3. Input the appropriate information, such as attendees, date, time, etc.

4. Click the Add a Zoom Meeting button in the Outlook meeting ribbon.

   1. On Windows computers, this button is on the right side of the meeting ribbon.

   2. On Mac computers, you may have to click the ellipses in the Outlook meeting ribbon, select Zoom, and then select Add a Zoom Meeting.

5. Zoom will automatically add a Zoom link to the Location field of your meeting. It will also put additional information regarding the meeting and ways to join in the meeting’s message field.

6. Click Send to invite the attendees to your meeting and save it on your calendar.

From Zoom Web App

1. In your internet browser, navigate to http://clarku.zoom.us and sign in using your Clark credentials.

2. Click Schedule in the upper right section of your screen.

3. Input necessary information, such as the date, time, duration, and title of your Zoom meeting.

   1. For complete information on all settings and scheduling options, see Zoom’s support website: Scheduling meetings (zoom.com)

4. Click Save at the bottom of the page.

5. Copy the Zoom invite link from saved meeting page. Send this link to participants via Outlook or Teams.

Start Zoom Meeting

From Outlook

1. Navigate to your Outlook Calendar and double-click on the meeting to open it in a new window.

2. Click the Zoom link within the meeting window.

From Zoom Desktop App

1. Open the Zoom app on your computer.

2. Sign in if necessary.

3. Click to select a previously scheduled meeting from the left pane.

4. Click Start.

From Zoom Web App

1. In your internet browser, navigate to http://clarku.zoom.us and sign in using your Clark credentials.

2. Select Meetings from the vertical menu on the left side of your screen.

3. Hover over one of your previously scheduled meetings to view actions. Then click Start.

Selecting Microphone, Speaker, and Camera

After joining a Zoom meeting, you might need to select or change your speaker, microphone, or camera if you cannot hear the other people in the meeting, or others cannot see/hear you.

1. Locate the microphone icon in the Zoom menu bar and click the small upward-facing arrow next to it.

2. Under Select a Microphone, click the appropriate microphone for your device. Do the same under Select a Speaker. If you’re not sure which microphone/speaker is the right one, select Test Speaker & Microphone.

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3. Locate the video icon in the Zoom menu bar and click the small upward-facing arrow next to it.

4. Under Select a Camera, click the appropriate camera for your device. You can also choose to blur your background or choose a virtual background in this menu.

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Using the Zoom Menu Bar

The Zoom menu bar usually appears at the bottom of the Zoom window once the meeting begins. If you don’t see the menu bar, move your mouse slightly and the bar will appear (The bar disappears after a few seconds when in full-screen mode.)

Your menu bar may look slightly different dependent on the meeting settings. However, in general you should have the following options:

Function	Icon	How do I use it?

Function	Icon	How do I use it?
Mute/unmute audio	Open	Turn your audio on or off. If you mute yourself, you’ll still be able to hear others in the meeting.
Stop/start video	Open	Turn your video on or off. If you turn video off, the others in the meeting won’t be able to see you.
Participants	Open	View a list of participants in the meeting.
Share	Open	Share your desktop (everything you have open) or specific applications (like Google Chrome or Microsoft Word) so everyone in the meeting can see. Permission must be enabled by the meeting host.
Chat	Open	Send a message to one person (private chat) or to all participants in the meeting.
Polls	Open	As host, you can create a poll for the meeting participants and view results in real time.
Reactions	Open	Provide nonverbal feedback to the host, such as applause, thumbs up, yes/no, or raise your hand.
Breakout rooms	Open	As host, you can assign participants to breakout rooms for discussion or activities. Zoom can also randomly assign people into breakout rooms for you.
Record	Open	Record your meeting to the cloud or to your computer. If recorded to the cloud, the meeting will be available in Panopto. If recorded to the computer, the file will be in a Zoom folder in the Documents section of your computer.
Show Captions	Open	Turn on captions for the meeting. These will only appear on your screen. You may have to select the language.
End/Leave	Open	End the meeting for everyone, or choose to leave the meeting and allow others to continue talking.

Screensharing

Share Your Screen

1. In the Zoom menu bar, click the Share Screen button. This will open a small pop-up window.

2. Select the screen you’d like to share by clicking on it. You can also choose to share an application, such as PowerPoint or your internet browser, a collaborative whiteboard, or the screen of a secondary device, such as an iPhone.

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4. If you are playing a video while sharing your screen, check the boxes at the bottom of the pop-up window labeled Share sound and Optimize for video clip.

5. Click the Share button in the bottom right corner of the pop-up window.

Allow Others to Screenshare

1. Click the upward-facing arrow next to the Share Screen button in the Zoom menu bar.

2. Select Advanced Sharing Options.

3. Under Who can share? in the small pop-up window, select All Participants.

4. Close the pop-up window.

Create Poll

1. Click the Poll button in the Zoom menu bar.

2. Click the small plus sign in the upper right corner of the pop-up window.

3. Give your poll a name by clicking and typing into the Untitled Poll 1 field.

4. Choose the type of question you’d like to ask by clicking the dropdown circle next to the Untitled Question field.

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5. Type in your question and, for multiple choice questions, the choices for participants to select (such as Yes/No). You can also add other options by clicking Add choice.

6. You also have different options, such as creating breakout rooms, making the question required, etc. You can turn these options on and off by clicking the toggle button(s).

7. If you’d like to add more questions to your poll, click Add question.

8. Click Save.

9. Click Back to return to your poll library. Hover over the poll and click Launch to send the poll to all meeting participants.

10. Watch the results change as participants provide their answers. Click End Poll at any time to end the poll.

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10. (Optional) If you’d like to share the results with everyone else in the meeting, click Share. This will show a small window on everyone’s screens with the results (but individual names will not be shown). To stop sharing the results, click Stop Share.

Create and Manage Breakout Rooms

1. Click the Breakout Rooms button in the Zoom menu bar. Depending on the size of your screen, this option may be nested under the More button.

2. In the pop-up window, use the arrows to set the number of breakout rooms you’d like.

3. Next, select how participants will be sorted into groups. You can have them automatically sorted by Zoom, assign people to breakout rooms yourself, or allow them to join breakout rooms of their choice.

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4. Once you’ve created breakout rooms, click Create.

5. Review the breakout rooms and assigned participants. Then click Open all rooms.

6. All participants in the meeting will see a small window on their screen inviting them to join their breakout room, or to select the breakout room they’d like to join.

7. Once all participants have joined their breakout rooms, the main meeting will likely be empty. As host, you’ll see a window labeled Breakout Rooms - In Progress on your screen. From this window, you have several options:

   1. Join any breakout room by clicking the Join button.

   2. Click Broadcast to send a typed message to all breakout rooms.

   3. Close the breakout rooms and ask participants to return to the main meeting by clicking Close All Rooms. This will give all participants a 1-minute warning before they rejoin the meeting.

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Support