Zoom FAQ

General

What is Zoom and what can it do?
Zoom is a web conferencing tool that provides a platform to conduct live online conferences, presentations, lectures, meetings and webinars. Zoom runs on Mac, PC, Linux, iOS, Android, and room systems.

Who can use Zoom at Georgetown?
All active Georgetown faculty, staff, and students can use Zoom to host meetings.

Is there a cost for using Zoom at Georgetown?
There is no cost to use Zoom at Georgetown for meetings with less than 300 people. To host larger meetings, learn about Zoom Webinars, or contact zoom@georgetown.edu to request a temporary Large Meeting Add-on that can accommodate up to 500 people.

Can I invite non-Georgetown people to join a meeting?
Yes, the default meeting settings allow anyone to join your meeting. In other words, meeting participants do not need a NetID to join a Georgetown Zoom meeting. Only the host of the meeting needs to have an active NetID and Georgetown Zoom account.

How many participants can join a Zoom meeting?
Each Zoom meeting at Georgetown can hold 300 people (including the host). Contact zoom@georgetown.edu to request a temporary Large Meeting Add-on that can accommodate up to 500 people.

Can I access Zoom through Canvas?
Yes! Instructors can create Zoom meetings and invite students through their courses in Canvas.

How do I update / upgrade to the latest version of Zoom?
It’s recommended that you check your Zoom software (client) for updates periodically. Here’s how you can update your Zoom software.

I think I need the capacity of a Zoom Webinar, but I want to use the Zoom Meeting platform.
Georgetown has a limited number of “Large Meeting” licenses that it can temporarily loan out to hosts that anticipate more than 300 participants in their Zoom Meeting. For more information contact: zoom@gerogetown.edu

Where do I find the official Zoom Support site?
Zoom Support Center

Getting Started

What do I need to use Zoom?
You may need audio/video equipment. You should also review the system requirements for using Zoom.

How do I claim my Georgetown Zoom account and host my own meetings?
1) Download and install Zoom

2) Sign into the Zoom software using your NetID

3) Faculty can use the Zoom Conferencing tool in their Canvas courses to schedule meetings with students and hold online office hours.

4) Faculty and students can use Zoom outside of Canvas to create and host their own meetings.

Best Practices

Improve your Zoom experience by following these best practices.

Account

Who is eligible for a Georgetown Zoom licensed account?
Currently affiliated faculty, staff, and students.

Why does my name appear incorrectly, or is there a way to change my default display name during a Zoom meeting?
Sign into Zoom (Software) or App and your first and last name associated with your Georgetown NetID will appear in the meeting. To change the way your name appears in meetings, login into the Georgetown Zoom web portal and edit your profile.

I am an alumni, do I have a Georgetown Zoom account?
Typically, student accounts get a grace period of approximately 60-90 days after graduation before their Zoom accounts switch from licensed to basic Zoom accounts. However, because of the COVID pandemic, we have extended the licensed version of Zoom to the graduating 2020 Spring cohort–to the extent that our Zoom license has enough surplus to support both the active Georgetown student body, faculty and staff.

If you are an alumnus/alumna (pre-Spring 2020), you are only eligible for a “basic” Zoom account tied to your @georgetown.edu email address. In order to obtain a full, licensed account, you would need to sign up for another Zoom account using a different email address. Unfortunately, Zoom does not allow for you to use your @georgetown.edu email, so alumni Zoom accounts are only basic licensed accounts.

How long will students have access to the licensed version of Zoom after graduation?
Typically, student accounts get a grace period of approximately 60-90 days after graduation before their Zoom accounts switch from licensed to basic Zoom accounts. This is an estimate, and the exact date is controlled by the registrar’s office. At that time, alumni Zoom account will be downgraded to a Basic account with a 40-minute limit on meetings with 3 or more participants.

However, because of the COVID pandemic, we have extended the licensed version of Zoom to the graduating 2020 Spring cohort–to the extent that our Zoom license has enough surplus to support both the active Georgetown student body, faculty and staff.

I need an administrative (shared) NetID / ID for the events that our department will hold virtually.
The first step is to submit your request for an Admin NetID. Once you have the Admin NetID/Password, inform us, and we will help you set up a ‘shared’ Zoom meeting utilizing the new Admin NetID. You can also share the new account with a colleague, so that you can both host the sessions as needed.

I have more than one Zoom account, how do I switch between accounts?
Follow these steps if you need to sign out of Zoom and sign back using a different account. Note: For Georgetown Zoom accounts, you will need to use the SSO sign in option.

Can my account be given YouTube Live Streaming access?
Yes, Georgetown Zoom accounts have access to the feature, but each user must enable it in their Zoom account first. See the Live Streaming section below for more information and instructions.

Audio

How can I reduce background noises like mouse clicking, squeaky chair noise?
Try using a headset with a mic (such as a headset that came with your cell phone, etc).

If this is not an option, there’s a Zoom software tweak you can try, but there are no guarantees that this will resolve the issue, since the best option is to use a pair of headphones with a mic when you are in a Zoom meeting. There is an advanced audio setting “Suppress Intermittent Background Noise” that’s designed to curtail keyboard noises, tapping, doors closing, and the squeaky chair syndrome, (etc.). You can change it from its default configuration and set it to be more aggressive. To do this, you will need to access the settings menu from the Zoom desktop client (software). Once there, click on the Audio tab along the left side, and then click on Advanced at the bottom on the page. Then set the “Suppress Intermittent Background Noise” to moderate or aggressive. (No guarantees, but until you acquire a headset, you might want to try it.)

Breakout Rooms

See our guide on how to setup and manage breakout rooms.

Closed Captioning

How do I add closed captions to meetings?
There’s a closed caption option in your Zoom meeting settings that allows you or another meeting attendee, assigned by the host, to manually type closed captions during a meeting. Again, this option does not use AI to listen to the spoken word and automatically transcribe it into text. It does require someone to manually type the closed captions. See Zoom’s documentation on how to enable, manage, and view closed captions.

It is also possible to live stream a Zoom meeting to Facebook or YouTube and utilize their automatically (AI) generated closed captioning. Doing so does require the host to change their meeting settings to enable Live Streaming. Once the meeting starts, the host can then enable the live stream.

How do I add live captions to webinars?
If you don’t already have your own live captioning provider, please see the page on Accessibility for Zoom Live Events for information.

It is also possible to live stream a Zoom webinar to Facebook or YouTube and utilize their automatically (AI) generated closed captioning. Doing so may require UIS assistance, however once the meeting has started the host can enable the live stream.

It’s also possible to work with a third-party like Optimum AV or Ai-Media (Office of Communications’ preferred captioner) to put your Zoom stream into your Facebook Live account; not sure how much notice is needed for that, though.

Compliance

Is Zoom HIPAA Compliant?
No, Georgetown’s Zoom is not HIPAA compliant. Do not disclose any protected health information in a Zoom meeting, nor use for clinical communication with and about patients. MedStar offers other Telehealth options, please see our help page for more information.

Display

How do I change my video layout in Zoom?
There are two basic ways to display participant videos in Zoom: Speaker View and Gallery View. Learn the difference between the two, and how to switch between them.

How can I display 49 participant video thumbnails in Gallery View?
Displaying 49 video thumbnails may not be supported if your computer doesn’t meet certain hardware benchmarks: Intel i7 or equivalent CPU, Dual core processor for a single monitor, or Quad core processor for dual monitors. If not all 49 videos can be displayed, you should ALWAYS see an option to go over to a second page.

If your computer meets the hardware benchmarks, check to ensure the setting is enabled in your Zoom (client) software to display 49 people in Gallery View.

1) sign into the Zoom client
2) click the gear icon at the top right of the zoom client window
3) click the video tab on the left
4) click the “Display up to 49 participants…” button at the bottom of the window

Then, during a meeting, try maximizing (full screen) the Zoom window during a meeting. This will give you the most screen real-estate, and increase the possibility of Zoom displaying 49 videos on one Zoom page.

Live Streaming

How can I live stream a Zoom meeting to YouTube or Facebook?
See our guide on how to enable and use live streaming for Zoom meetings.

Meeting

How do I schedule a meeting?
​Learn how to schedule a Zoom meeting following our guide.

Are there any restrictions to a scheduled meeting?
Yes, non-recurring (scheduled) meetings are active upon creation, and will expire 30 days after the scheduled meeting date. Recurring meetings can be reused over and over again, and will only expire after 365 consecutive days of dormancy.

Can I join a meeting from a video teleconference room?
Yes, pair an H323 room system (e.g. Polycom unit) to an existing Zoom meeting.

How do I join a meeting from my PC, Mac, or mobile device?
Learn how to join a Zoom meeting following our guide.

Can someone schedule meetings on my behalf (designate someone else to be meeting host)?
Yes, you can assign someone to schedule meetings on your behalf.

Can I share a document or presentation materials during a Zoom meeting?
Yes, share your screen during a Zoom meeting by following this guide.

Where can I host my Zoom meeting?
You can host your Zoom meeting anywhere you have a cell or Internet connection. You can host a meeting on a mobile device or computer.

Can I record a Zoom meeting?
Yes, the host can record their Zoom meeting.

Can I turn off my video before or during a meeting?
Yes, you can turn your camera on or off during a Zoom meeting, click the Start Video / Stop Video button. See our Zoom meeting controls guide for more information.

How do I use waiting rooms?
The Waiting Room feature allows the host to control when a participant joins the meeting. See Zoom’s guide on how to use waiting rooms.

Meetings vs. Webinars

What are the differences between Zoom Meetings and Webinars?
The Meeting and Webinar platforms offer similar features and functionality but have some key differences. See Zoom’s guide on the main difference between the two platforms.

Nonverbal Feedback

I want to make sure the “raise hand” feature is available in my meeting, but I don’t see it– what’s wrong?
The host does not see the ‘raise hand’ feature, themself, but participants do. The raise hand feature is located in the Participant panel along the bottom.

How do participants use nonverbal feedback during a meeting, and how does that appear to the host?
See Zoom’s guide on how to provide and manage nonverbal feedback during meetings.

Polling

How do I create a poll in Zoom?
We highly recommend you create the poll before starting the meeting. To create a poll, first login to the Georgetown Zoom web portal and then see Zoom’s guide on how to create a poll.

Note: It is possible to create a poll “on the fly” during the meeting, but the process will still require you to sign-in to the Georgetown Zoom web portal and enter the questions there.

How do I launch the poll and share the results during a meeting?
See Zoom’s guide on how to launch the poll and share the results during a meeting.

Where are the polling results in Zoom?
Poll results are available in your Zoom account after the session is completed. Login to the Georgetown Zoom web portal, click the Reports link on the left, and then click on Meeting. For detailed instructions, see Zoom’s guide on how to generate meeting reports for registration and polling.

What is the character limit for Zoom polls / polling?
Zoom Polls have a 255 character limit for each question and individual answer choice. If you absolutely need more characters for each, then you’ll have to handle polling in a different platform.

Recording

How can I record my Zoom meetings?
There are two ways to record your Zoom meetings: Local or Cloud. See our guide for more details and instructions on how to record your Zoom meeting. Note: by default, only the host (and co-host) of the meeting can record.

My Zoom cloud recording has not been processed– where is it?
Cloud recordings generally take about 2 times the meeting duration to process. Due to unusually high volume during the COVID-19 pandemic, cloud recordings may require extra processing time that may take up to 24 to 72 hours. Once it has been processed, a notification will be sent to the meeting host’s Georgetown email account.

How do I share my Zoom recording with students?
For recordings made to the Zoom cloud see our guide on how to share your Zoom cloud recording. For recordings made to the host’s local computer, see our guide on how to share your local Zoom recording.

Is there a limit to how many recordings we can have on the cloud?
Currently, there’s no limit on the number of recordings you can have on cloud.

How long will recordings remain in the cloud?
Recordings will be deleted 365 days after they were first made in Zoom due to limited storage space in Zoom Cloud. For example, Zoom recordings made on March 24, 2020 will be retained until March 24, 2021. Recordings made before our launch of online learning in March 2020 will also not be deleted.

Instructors are encouraged to record sessions in the Zoom Cloud, which are automatically copied into Panopto, where we have unlimited storage. See our guide on how to locate and share your Zoom Cloud recordings in Panopto. Zoom Cloud recordings in Panopto will not be deleted.

How do I setup a password on my cloud recordings?
If you are sharing your Zoom cloud recordings playback links with others, you may consider setting a password so only those with the code can play to the recording. See Zoom’s guide on how to protect your cloud recordings with a password.

Where can I find my locally-recorded Zoom meetings?
By default, local recordings will be placed in following directory:

Windows: C:\Users[Username]\Documents\Zoom
Mac: /Users/[Username]/Documents/Zoom
Linux: home/[Username]/Documents/Zoom

Alternatively, you can use the Zoom desktop software (client) to find, play, and delete your local recordings:

1. Start the Zoom application on your desktop
2. Sign in (if prompted)
2. Click on the ‘Meetings’ button at the top of the Zoom software
3. Click on the ‘Recordings’ tab above the list of scheduled/upcoming meetings
4. Select one of the recordings to open, play or delete the file.

For more information on , see Zoom’s guide on how to locate your local recordings using the Zoom software (client).

How do I fix local recordings that failed to covert or transcode?
After you end a Zoom meeting, your local recorded meeting will convert. If the file fails to convert, see Zoom’s troubleshooting guide on how to fix failed conversions of local recordings.

Roles

What are the different meeting roles?
There are multiple roles available for a meeting: host, co-host, alternative hosts, and participants. See Zoom’s overview of the different roles in a meeting.

Is there a limit on the number of co-hosts in a meeting?
Meeting hosts can elevate anyone and everyone to be a co-host during the meeting. There is no limit on the number of co-hosts in a meeting. So, essentially the number of co-hosts in a meeting is only limited by the number of total participants allowed in a meeting (currently set at 300). See Zoom’s guide on how to add a co-host during a meeting for more information.

Screen Share

How do I share my screen so participants can view my screen?
See Zoom’s guide on how to screen share.

How can I use two monitors so I can see the participants on one screen and share the other screen?
The dual-monitor display feature allows the video layout and screen share content to be placed on two separate monitors/screens. Gallery or speaker view can be displayed on one monitor while the other monitor displays a content share. This is useful for PPT presentations and hiding notes from the participants. See Zoom’s guide on how to use dual monitors with the Zoom Desktop software (client).

When screen sharing, is there a way to continue viewing the participants in gallery view as opposed to the filmstrip view?
For cases like this, we recommend you use two monitors (see FAQ above). We do NOT recommend you connect to the meeting using two computers in the same room. This can cause audio distortion (feedback loop) during the meeting.

Also, take a look at Zoom’s guide on all the different video layouts available when screen sharing. You may find something that works for you without connecting to a second monitor.

How do I show a video and its sound through Zoom?
Zoom allows you to send computer audio to the remote attendees when sharing a video or audio clip. See Zoom’s guide on how to share your computers audio during a meeting.

Is there a way to share audio in Zoom without sharing the screen?
There is a way to share your computer’s audio without sharing the screen. This is great if you just want to play music or sounds without also sharing your computer’s screen. However, to enable this feature it varies by operating system, but it is normally under the ADVANCED tab of the ‘Share Screen’ feature in Zoom.

Can I restricting screen sharing and annotation during a meeting?
Yes, the host can restrict screen sharing and annotations for a single meeting or for all of your meetings.

To restrict these functions for a single meeting, use the ‘Security’ button located along the bottom of your Zoom window (by the mute/unmute button). Uncheck “”Share Screen”” to stop guests from initiating a screen share or whiteboard. To restrict annotations, after you start your screen share, mouse over the green bar at the top of the screen and click on ‘More’ or the “three-dots” icon. Then, click on “Disable Annotations for Others.” Both the host and co-host can make these changes.

To prevent participants from screen sharing and creating annotations on ALL of your meetings, you disable these meeting settings in your Zoom account settings. This will take effect for all meetings after you make the change.

Is there a way to know who annotates/writes/draws on the whiteboard?
Yes, there is an option to show the name of the participant annotating as they write or draw. The host will need to enable it while the whiteboard is being shared. To do this, mouse over the green bar at the top of the screen and click on ‘More’ or the “three-dots” icon. Then click on ‘Show Names of Annotators’.

When this option is turned on, the annotator’s name is shown with their annotations as they are drawn (then the name disappears). This can help the host identify the person. Each annotator’s writing/drawing will also be in a different color by default, so this may help as well in identifying annotators.

Taking Attendance

How can I use Zoom to take attendance?
Meeting hosts can run a report post meeting to get a list of people who joined by name, email, and when they entered/exited the meeting. Note: typically the report is not available until ~24hours after the meeting.

Here’s how to get the attendance report:
1) Sign into the Georgetown Zoom web portal.
2) Click ‘Reports’ from the navigation menu on the left.
3) Select to run a ‘Usage’ report.
4) Enter the date range of the meeting.
5) Locate the correct meeting, and then click on the blue hyperlinked number under the Participants column.
6) You will now see your meeting’s attendance report. If you wish, you can press the blue Export button to download this information to your computer as a CSV file.

Transcripts

How do I get an audio transcript of the meeting?
Recordings made using the Zoom cloud option will automatically transcribe the audio of a meeting into text. After the meeting the transcript is processed, and will appear to people watching the recording using the Zoom cloud. The transcript can edited by the host using the Zoom cloud. It can also be downloaded by the host and will appear a .vtt text file on their computer. See Zoom’s guide on how to use audio transcription for cloud recordings.

Are audio transcripts available for local recordings?
Unfortunately, only Zoom cloud recordings include this feature.

Virtual backgrounds

How do I use Virtual Backgrounds in Zoom?
Virtual Background feature allows you to display an image or video as your background during a Zoom Meeting. See Zoom’s guide on how to use virtual backgrounds.

Why can’t I get virtual background to work on my computer?
This feature works best with a physical green screen and uniform lighting to allow Zoom to detect the difference between you and your background. However, some computers may not meet the minimum specifications to run virtual backgrounds correctly. See Zoom’s guide on system requirements for Virtual Backgrounds.

Where can I get Georgetown themed Virtual Backgrounds for Zoom?
The communications team has shared a number of Georgetown themed Zoom backgrounds that all employees can download.

Webinar

What are the best practices for Webinars?
There is no waiting room for webinars, per se, but there is a Practice Session that can be enabled in the initial webinar settings. In Practice Session, Panelists and Hosts can join the webinar and interact with each other; regular attendees cannot join. They see a basic holding message with the webinar title saying it has not started yet.

Then, two-to-four minutes before the event start time, the Host should click the Broadcast button to “raise the curtain”. Attendees will start to connect, though not all at once. That’s why you should allow a few minutes for attendees to connect.

During this connection period, those attendees who connected first will be able to hear any open panelist/host mics and see the last active speaker camera. At this time, we recommend all panelists and hosts mute themselves. Also, sharing one’s screen and showing a “welcome slide” is helpful for newly connected attendees understand what’s happening, and let them know there will be silence until the event starts.

When scheduling a webinar under Georgetown zoom account, can we add an Alternative Host from another organization?
You can only add Alternative hosts that have Georgetown licensed Zoom accounts. Alumni and former employees have ‘basic’ or unpaid accounts. This means that you can only assign someone with an active NetID@georgetown.edu account, and not someone with any other type of account.

However, you are able to invite anyone you like as an attendee, and once they are in the meeting, you can elevate them to host or co-host. This cannot be done prior to the meeting.

Where can I find more information about how to hold my own Zoom webinars?
See our guide on Zoom Webinars at Georgetown.

Zoom in Canvas

Which Zoom Conferencing option should I choose in my Canvas course site?
See our Zoom Conferencing guide for information on selecting the right meeting type for you Canvas course.

When I click on Zoom Conferencing in my Canvas course I get an error message — How do I fix it?
First, try another web browser. Often times your preferred web browser is blocking cookies, which are required to run third-party tools (like Zoom) within your Canvas course. If switching to a different browser does not resolve the problem, try updating your operating system. There are known problems with Mac OS 10.11 and 10.12.

How do I invite a guest speaker outside of Georgetown to my Zoom Conferencing meeting in Canvas?
If you scheduled your class meeting in Canvas using the Zoom Conferencing tool then you can access the invitation through the Georgetown Zoom web portal.

Simply, login to Canvas, go to the course where you scheduled the meeting, and click on the Zoom Conferencing tool. Then, mouse over the meeting name/topic and click the “down arrow” that appears. Click ‘Open in Zoom Site’ and either highlight and copy the “invite link”, or click the ‘Copy Invitation’ button on the right. Finally, paste the “invite link” or “invitation” into an email to your guest.

The Zoom meeting disappearing in my Canvas course, how do I get it back?
This can happen when the meeting hosts edits the meeting name using the Zoom web portal. Specifically, removing the course ID (e.g. ENGL-101-01.Fal2020) from the meeting name using the Zoom web portal will break the connection between Zoom and Canvas. Simply adding the course ID back into the meeting name/topic using the Zoom web portal will restore the meeting in the Zoom Conferencing tool in Canvas.

If you need to editing the meeting name/topic, use the Zoom Conferencing tool in Canvas. Simply, mouse over the meeting name/topic and click the “down arrow” that appears, then click ‘Edit’. Changes to the meeting name/topic using the Zoom Conferencing tool in Canvas will NOT break the connection.