Zoom Conferencing in Canvas

The following guide is intended for faculty only.

Faculty can use the Zoom Conferencing tool in their Canvas courses to schedule meetings with students and hold online office hours. Each Zoom meeting at Georgetown can hold 300 people (including the host). If you anticipate more than 300 attendees please contact: zoom@georgetown.edu

Troubleshooting tips:

Things to note:

  • Students only use the Zoom Conferencing tool in Canvas to join meetings created by faculty in the course. Students can use Zoom outside of Canvas to create and host their own meetings. See the Georgetown Zoom Support site for details.
  • When you create Zoom meetings in Canvas you do not need to send meeting invites in order for students to join. Anyone enrolled in your course can click the Zoom Conferencing button and then click the meeting name to join.
  • After creating a Zoom meeting in your course you can edit the meeting details (e.g. change meeting title, password, etc.) or delete the meeting altogether. Simply, mouse over the meeting name and click the down arrow that appears.
    drop down box to edit meeting in Canvas

Create an Instant Zoom Meeting

Learn about this type of Zoom meeting in Canvas.

  1. Sign in to Zoom before creating and starting the meeting.
  2. Log in to Canvas 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. A Zoom meeting link will be created and displayed on the page, and an announcement with instructions on how to join the meeting will be sent automatically to all users enrolled in the course.
  5. 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.
    (Note: A meeting password is automatically generated and set for this meeting type, but instructors and students who click on the meeting link in Canvas won’t actually have to enter the password. Those who attempt to access the meeting without clicking on the meeting link in Canvas will be asked to enter the password).
    Created 1 click meeting
  6. 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
  7. 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

Learn more about this type of Zoom meeting in Canvas.

  1. Sign in to Zoom before creating and starting the meeting.
  2. Login to Canvas 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: By default, a password is automatically generated and set for this meeting type. You can edit the password, or disable the setting altogether if you’d like. Teachers and students who click on the meeting link in Canvas won’t actually have to enter the password. However, those participants who attempt to join the meeting without the password protected link in Canvas will be asked to use a password in order to join.
    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

Learn more about this type of Zoom meeting in Canvas.

  1. Sign in to Zoom before starting your online office hours to ensure you are the host of the meeting.
  2. 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
  3. Click on the Create Office Hours Meeting button.
    create office hours meeting
  4. 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.
  5. (Optional) Consider activating the Waiting Room feature on your Office Hours meeting. The Waiting Room feature allows you to control when students can enter your office hours meeting. You can admit students one-by-one, or hold all students in the waiting room and admit them all at once.
    1. To enable this feature, mouse over your name under the Online Office Hours heading. Click on the chevron (down arrow) that appears next to your name and click Edit.
      Edit Zoom Office Hours
    1. Next to the Enable Waiting Room, select the On button and then click Submit.
      Zoom office hours waiting room
  6. When you are ready to start your online office hours:
    1. Sign in to Zoom (new window) exactly according to the linked instructions and then
    2. Click your name on the Canvas course site’s Zoom Conferencing page to launch the meeting.
      confirm created and launch meeting
  7. 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
  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

Which Meeting Option Should You Choose?

Instant Meeting

This option is recommended for holding virtual classes in Canvas.

  • This will create a single recurring meeting, which is available to use right away with no defined start or end date. It can be reused over and over throughout the semester. You can think of it as your physical classroom, which is always there.
  • Typically we recommend faculty choose this option so they don’t have to recreating meetings over and over for each class they want to teach.
  • Once created, Canvas will automatically send an announcement with a link to the Zoom Conferencing page in your course. Additionally, you may consider editing the announcement or creating a new announcement to specify when your Zoom Meeting will take place. For example, if your class meets on Monday, Wednesday, and Friday at 10:00 AM, your Canvas Announcement can direct your students to log in to Canvas, access your Canvas site, click on Zoom Conferencing in the course menu, then click on the Zoom “Course Meeting” in order to access your Zoom meeting during your class times.

Instant Meeting instructions

Schedule a Meeting

This option is recommended for one-time and non-recurring meetings in Canvas.

  • We recommend this option in cases when you need to create a number of “small group” meetings, or when you need to have a meeting for a specific topic (e.g. review session) and specify the date, time and duration.
  • Scheduled meetings with a specified date, time, and duration will be available to use right away, and will remain available for 30 days after the scheduled date.
  • You can also schedule a recurring meeting that’s available to use right away with no defined start or end date, and can be reused over and over throughout the semester.

Schedule Meeting instructions

Online Office Hours

This option creates your virtual office space.

  • This will create a recurring meeting, which is available to use right away with no defined start or end date. It can be reused over and over throughout the semester.
  • You can enter your Zoom Office Hours meeting at any time, but students won’t be able to enter your meeting unless you are already there. You can think of it as your physical office.
  • Once you create Office Hours in Canvas, your Office Hours meeting will be available in ALL of your Canvas course sites, and visible to ALL of your students.
  • Simply ask your students to join your Zoom Office Hours during a given pre-arranged appointment time. For example, if you put an Announcement in your Canvas site that every Tuesday and Thursday you will have Zoom Office Hours between 3:00 pm – 5:00 pm, your students will know that they can stop by your Office Hours Zoom meeting during this time and you will be there.
  • (Optional): You can enable the “Waiting Room” feature for your Office Hours. The Waiting Room feature allows the host to control when a participant joins the meeting. As the meeting host, you can admit students one-by-one or hold all them all in the waiting room and admit them all at once.

Office Hours Meeting instructions