Zoom Conferencing in Canvas

Faculty can create and schedule Zoom meetings with students using the Zoom Conferencing tool in Canvas. All current Georgetown faculty, staff, and students can use Zoom to host meetings, however the following guide is intended for faculty only.

NOTE: Students can create and host their own Zoom meetings outside of Canvas. See the Georgetown Zoom Support site for details on how to host meetings outside of Canvas.


Create an Instant Zoom Meeting

Things to note:

  • The Zoom meeting room will be available to use right away and throughout the semester.
  • Canvas will automatically send an Announcement to everyone enrolled in your course, which will include a link to the Zoom Conferencing tool page in your course. To avoid sending an Announcement see the section on Schedule a Zoom Meeting.
  1. Sign in to Zoom before creating and starting the meeting.
  2. Log in to Canvas (new window) and access the course site where you want to create a Zoom meeting. Click the Zoom Conferencing button on the course menu.
  3. Click the Create Meeting (1-Click) button.
    create meeting 1 click
  4. Your Zoom meeting room will be created, an announcement will automatically be sent to all users enrolled in the course, and a meeting link will now display on the page. To join the meeting, click the blue meeting link (titled: Course Meeting: “course name here”). Both instructors and students can use this link to join the Zoom Meeting.
    Created 1 click meeting
  5. A web browser tab or window will open, and depending on your browser settings you may have to click the “Launch Application” button that appears.
    Zoom join from Canvas
  6. Click the green button to join your computer’s speakers and microphone to the Zoom Meeting, or click the “Join by Phone” to dial in.
    Zoom join audio

Schedule a Zoom Meeting

Things to note:

  • The Zoom meeting will be available to use right away, and will remain available for 30 days after the scheduled date and duration.  
  1. Sign in to Zoom (new window) before creating and starting the meeting.
  2. Login to Canvas (new window) and access the course site where you want to schedule a Zoom meeting. Click the Zoom Conferencing button on the course menu.
  3. Click on the Create Meeting (Custom) button.
    create meeting custom
  4. Enter in the specifics of your scheduled meeting. You can modify the following settings:
    set meetings specifics
    1. Topic: By default, the meeting name will match the course ID. You can change it by entering a new meeting name.
    2. Participant Video: Turn On or Off (off by default). This will turn on each participant’s video (if applicable) upon joining the meetnig.
    3. Host Video: Turn On or Off (on by default). This will turn on the host video (if applicable) upon joining the meeting.
    4. Allow Join Before Host: Turn On or Off (on by default). This will allow participants to join the meeting before the host arrives.
    5. Audio Options: Telephony Only, VoIP Only, Both (Both is default and recommended).
    6. Password (optional): By default, there’s no password set. 
    7. Meeting Type: To create a meeting for a specific day/time click the “Scheduled”button. Or select “Recurring” if you would like to reuse the meeting room throughout the semester. 
    8. Set the Start Date and Time: If you selected “Recurring” this option will not appear. If you selected the “Scheduled” button select the date and time of the meeting by clicking on the Calendar icon.
      1. To set the date, click the arrows at the top of the calendar to select the month, and then click on the day to select the day of your scheduled Zoom meeting.
      2. To set the time of the meeting, click on the small Clock icon on the calendar. Once the time-picker is revealed, use the up-and-down arrows and AM/PM button to adjust the start time.
      3. Then set the Duration of the meeting.
    9. Create Announcement?: Canvas can automatically send an Announcement to everyone in the course with a link to the Zoom Conferencing page in Canvas.  You can toggle this on or off. 
  5. Click on the Submit button to create your Zoom meeting.
    submit to schedule zoom meeting
  6. A link to your Zoom Meeting will appear under the topic section of the Zoom Conferencing page (e.g. Guest Speaker: Dr. Anna Smyth). To join the meeting, click the topic name (e.g. Guest Speaker: Dr. Anna Smyth). Both instructors and students can use this link to join the Zoom Meeting.
    confirmed scheduled zoom meeting
  7. A web browser tab or window will open, and depending on your browser settings you may have to click the “Launch Application” button that appears.
    Zoom join from Canvas
  8. Click Join Audio by Computer to use your computer’s speakers and microphone to join the Zoom Meeting, or click Join by Phone to dial in.
    Zoom join audio

Setup Online Office Hours

Things to note:

  • Sign in to Zoom before starting your online office hours to ensure you are the host of the meeting.
  • Following this process will enable online Zoom office hours in all of your Canvas courses.
  • Students won’t be able to join your online office hours unless you are already present in the Zoom meeting room.
  1. Log in to Canvas and access the course site where you want to create online Zoom office hours. Click the Zoom Conferencing button on the course menu.
    Zoom Canvas course menu
  2. Click on the Create Office Hours Meeting button.
    create office hours meeting
  3. You will receive a confirmation message “Created new Office Hours Zoom meeting,” and a meeting link with your “last name, first name” will appear below the “Online Office Hours” heading. When you’re ready to start your online office hours sign in to Zoom first (new window) and then click your name to launch the meeting.
    confirm created and launch meeting
  4. A new tab or window will open in your browser, redirecting you to the Zoom Meeting, and depending on your web browser you may have to click the “Launch Application” button that appears.
    Zoom join from Canvas
  5. Click Join Audio by Computer to use your computer’s speakers and microphone to join the Zoom Meeting, or click Join by Phone to dial in.
    Zoom join audio

Recording your Zoom Meeting

The Zoom meeting room should display all host controls including the option to record your meeting (new window). If not please see the methods below to obtain host controls and record the meeting.

  • If you’ve already started your Zoom meeting and cannot record:
    • Open the Zoom Participants list and click Claim Host at the bottom of the panel.
    • Select the option to Sign in with SSO.
    • Enter georgetown into the SSO text box.
    • Enter your NetID and password (and follow any DUO prompts) on the web page that opens. (Note: Make sure you have your mobile device with you to approve the Duo authentication notification.)
    • Once signed in, the Zoom meeting room will now display all host controls, including the option to record your Zoom meeting
       
  • If you haven’t started the meeting yet and want to ensure you will be able to record: