Zoom Quick-Start

Logging in

Go to https://upenn.zoom.us  and click SIGN IN:

Enter your PennKey username and password to log in using SSO (single sign-on).

Your Zoom Link & Profile

After you log in to https://upenn.zoom.us/, click PROFILE on the left. This is where you will find your PERSONAL MEETING ID and its unique hyperlink. A personal meeting ID allows you to use a consistent Zoom meeting ID each time you start a meeting.

Click Edit, and then check the box that says, “Use this ID for instant meetings”.

Installing Zoom

If you don’t already have Zoom installed, you can install Zoom by navigating to https://zoom.us/download.

Signing into the Zoom App

• Open Zoom on your computer and Sign In
• Then, sign in with SSO
• Enter upenn as the company domain and enter your PennKey credentials when prompted. The browser may ask to open up the Zoom App, but then you'll be logged into your UPenn Zoom Account!

Starting an Instant Meeting

1. Open Zoom on your computer. Make sure you are on the “Home” tab.
2. Click “New Meeting” to start a new meeting with your PMI (personal meeting ID):

1. Click Start with Video or Start without Video.
2. Make sure your participants have your Zoom link to join. If they do not, you can click “INVITE” (under Participants) and then click Copy URL or Copy Invitation and then paste into an email.

Scheduling Meetings

Zoom offers you several ways to schedule your meetings.

Scheduling Online:

1. Log in to Zoom using UPenn SSO at https://upenn.zoom.us and go to the “Meetings” tab on the left.
2. Click “Schedule a Meeting” in the top navigation bar.
3. Enter the details for the meeting and click Save.
4. Copy the URL and meeting details or send attendees an email with the info. If you have the Zoom plug-in for Outlook, you can also add it to your calendar.

Details on additional features for scheduled meetings can be found here:

• Alternative Host
• Scheduling Privilege
• Meet Now-vs-Schedule Meetings

Scheduling from the Zoom program:

1. Open Zoom on your computer. Make sure you are on the “Home” tab.
2. Click “Schedule Meeting” to create a future meeting:

1. Input details for the meeting and click Save.

Be sure to expand “Advanced Options” to make sure the configuration of participant entry and recording is configured the way you want. Alternative hosts are also specified here by email (e.g. pennkey@upenn.edu).

You can now copy the URL and/or send a meeting invitation via email.

Scheduling from Microsoft Outlook:

1. In Outlook, click “New Appointment” as usual:

1. In the upper-right corner of Outlook, click “Add a Zoom Meeting”:

If you do not see this option, you may not have the Zoom plugin installed. You can download the Zoom plugin here: https://zoom.us/client/latest/ZoomOutlookPluginSetup.msi.

Starting Scheduled Zoom Meetings

If you left “Allow participants to join anytime” unchecked, you or an alternative host will need to start the meeting. Otherwise, attendees may join before you do. You can also join using the meeting link.

To start a scheduled meeting as a host:

1. Open Zoom and click on MEETINGS.

1. Under Upcoming, click on the meeting you want to start.
2. Click “Start”.

If you are not signed into Zoom, note that signing in will sign you out of other computers where you are logged into Zoom. To avoid this, you can use your host key to become the host rather than singing into your Zoom account.

Your host key is available online in your Profile page:

https://upenn.zoom.us/profile

If you scroll all the way down to the bottom, you will be able to view your host key:

To use your host key to become the host of a meeting:

1. Open the Participants bar using the meeting toolbar.

1. Click “Claim Host”.
2. You will need to enter your host key:

1. Now, you will be the host of this meeting, but you will not sign yourself out of Zoom anywhere else you may currently be signed in.

Screen Sharing

By default, only the host (and co-hosts) can screenshare. If other participants would like to screenshare, the host must allow them to do so by selecting “Security Options” and then “Screen Share” and then “Allow all participants to screenshare.”

To screenshare, you need to use the Zoom program (not the web client). Then:

1. Click the “Share Screen” button, near the bottom middle of your screen.
2. Select the program to share. You may also share your entire desktop/screen.

Recording to the Cloud

Zoom meetings can be recorded either locally or in the cloud. It is recommended to record into the cloud to offload the work from your computer.

1. Start a meeting.
2. Select the “Record” button in the meeting toolbar.
3. Select “Record to the Cloud”.
4. To stop recording, press “Stop Recording” or end the meeting.

Once the recording has been stopped, the recording must be processed before viewing. Zoom will send an email to the host email address once processing is complete.

Scheduled meetings can also be configured to automatically record into the cloud, so you won’t need to worry about forgetting to turn this on. It is one of the last options when scheduling a meeting.

Viewing Cloud Recordings

The recorded meeting can be viewed and downloaded by logging in to your Zoom account online. Select the “Recordings” tab, at https://upenn.zoom.us/recording.

If your meeting has not finished converting, the recording will show in the list, but you will see a "Processing Recording..." message indicating that it is still processing.

Appendix A: Permissions on Mac OS

1. Open System Preferences.
2. Go to Security & Privacy:

1. Make sure permissions are granted for zoom.us:
   1. Input Monitoring is used for screen controlling (not screen sharing).