UW Continuum College Instructor Resources

Instructor Guide: Getting Started with Zoom

This guide provides an overview of the features of the Zoom application, how to run a Zoom meeting, and how to record and share Zoom meeting recordings with captions.

As of March 4, 2020, all current faculty, staff, and students at the University of Washington have a Pro level Zoom account associated with their personal UW NetIDs. The difference between the Pro account and the Basic Zoom account that was associated with your personal UW NetID is that Pro accounts have n time limits and offer expanded capabilities and permissions.

Welcome to Zoom

Zoom is a FERPA and HIPAA complaint platform for cloud video
conferencing/online meetings. It is mobile friendly, and offers high quality
video, audio, and wireless screen-sharing across Windows, Mac, Linux, Chrome
OS, iOS, Android, Blackberry, and H.323/SIP room systems.

With Zoom, you can:

  • facilitate or participate in online class sessions
  • host virtual office hours
  • collaborate remotely on research
  • share screens and host real-time video conversations
  • record to the cloud or computer to allow students to review or make up missed content

The Zoom Application

Note: Please review Zoom’s System Requirements for PC, Mac, and Linux prior to using Zoom for the first time.

To be ready to use Zoom, download the application by going to zoom.us/download. This ensures you have the latest version of Zoom. Anytime you use Zoom on a new computer, you will be prompted to install the Zoom application.

Note: Zoom updates its application regularly so we recommend that you download the latest version every month to ensure you have the latest functionality.

Best Practices

View additional Best Practices for using Zoom on our page Zoom: Best Practices

  • Provide your students with your Meeting URL in an easy to access place, such as in the Canvas course website
  • Record your meetings to the Zoom Cloud for increased flexibility and reliability, but remember to download them within the 90 day window so you do not lose them, and share with students by uploading them to Canvas

Additional Resources

IT Connect: UW Zoom Video Conferencing

IT Connect: Features & Options for Pro Zoom Accounts

Zoom Guide: Checking the Version of Zoom you are Running


MEETINGS

Every Zoom meeting has an associated 10-digit Meeting ID that distinguishes it from all other rooms. Most of these IDs are single use ID, but your Personal Meeting Room has a stable ID, known as the PMI, that can be customized and reused. You can also allow this ID to be used when you launch an instant meeting (vs. a scheduled meeting). This is extremely handy as this give you a stable URL to give out for whenever you want to host a meeting.

We recommend having your PMI enabled for instant meetings and then always using Host A Meeting (Online) or New Meeting (Zoom Application) to launch this meeting room. Scheduling meetings in Zoom can be problematic as any settings chosen for the scheduled meeting are then used to update the settings of your Personal Meeting Room, which may lead to issues.

Your Personal Meeting Room

All accounts have a Personal Meeting Room with its unique
Personal Meeting ID (PMI). You can customize this PMI to help you remember it
(see Settings). Using the Personal Meeting Room is a convenient way to ensure
that users always know how to access your sessions, and that they do not
misplace the correct URL for the meeting. You can also create a personal link,
which provides an alphanumeric way to name your room. This name is in addition
to the PMI, and either can be changed at any point.  

Recommendations below for starting a Zoom meeting always use
your Personal Meeting Room.

Find Your Personal Meeting ID and Personal Link

Your Personal Meeting ID and Personal Link appear in two
places in your online Zoom profile:

  1. The Profile page
  2. The Meetings->Personal
    Meeting Room tab

NOTE: You can only edit these values from the Profile page.

Additional Resources

Zoom Guide: Personal Meeting ID (PMI) and personal link

CUSTOMIZE SETTINGS

Both the Zoom website and the Zoom application have an array of settings that you can customize depending on your preferences. We recommend going through these options before you begin regularly hosting meetings, and then reviewing them after you’ve hosted a few meetings to make adjustments.

Zoom Application Settings

Zoom Application Settings are local to the device Zoom is on, so if you use Zoom on multiple devices, the changes you make to your settings on one device do not change your settings on other devices.

To customize your Zoom Application Settings:

  1. Open the Zoom application on your device and Sign In.
  2. On the Home tab, click the gear icon located below your profile picture/initials.
    NOTE: Settings is also available on the drop-down menu if you click on your profile picture/initials.
  3. This opens the settings window to the General settings, with more settings options on the left and a View More Settings link at the bottom that opens up your Zoom Profile website.

Zoom Profile Settings

NOTE: If you are using a Shared NetID account for class meetings, these settings are located in that account and any customization you do here does not affect the behavior in the Zoom room associated with that account.

To customize your Zoom Profile Settings:

  1. Go to washington.zoom.us/profile and sign in with your personal UW NetID and password.
  2. On this Profile page, you can customize:
    • Your Personal Meeting ID. Setting this to your work phone number can be helpful.
    • Your Personal Link. Make this easy to remember so people can remember your Personal Meeting Room.
    • Language: what language your room controls use.
    • Date and Time: change your Date and Time formats and Time Zone.
  3. On the left navigation menu, click on Settings.
  4. Across the top of the window, you see links for Meeting Settings, Recording Settings, and Telephone Settings. Follow our guide below for these.

Best Practices and Recommended Settings

NOTE: UW-IT changes the default Zoom settings from time to time, so your profile’s settings may already reflect these recommendations.

Meeting Settings

Use Personal Meeting ID (PMI) when scheduling a meeting: ON

Use Personal Meeting ID (PMI) when starting an instant meeting: ON

Your PMI is affiliated with the personal link URL that you can give students or others use to access your Zoom room. This ensures that Zoom always launch the correct meeting room ID, so that students always have access to the correct meeting room.

Mute participants upon entry: ON

Participants are still able to unmute themselves when they need to speak but this reduces background noise at the start of your meetings.

Auto saving chats: ON

File transfer: ON

Nonverbal feedback: ON

Email Notification Options

These settings really depend on your workflow around Zoom and around email. You will get emails anytime anyone joins your meeting room if you have Join before Host and When attendees join meeting before host both enabled.

  • When a cloud recording is available: ON
  • When attendees join meeting before host: ON

Recording Settings

Cloud recording: ON

  • Record active speaker with shared screen: ON
  • Record gallery view with shared screen: OFF
    This keeps the recording’s focus on the active speaker(s)
  • Record an audio only file: ON
  • Save chat messages from the meeting / webinar: ON
  • Audio transcript: ON
  • Save panelist chat to the recording : ON

Automatic recording: Your choice

You may want to turn on Automatic recordings if you are concerned that you may forget to turn on Recording. Many instructors leave it set to off to better ensure privacy for student meeting or to reduce the amount of non-content start up at the beginning of their recordings.

NOTE: if you have Join Before Host enabled, a recording is created any time anyone joins the room.

Additional Resources

Zoom Guide: About Settings
Zoom Guide: My Meeting Settings
Zoom Guide:Changing Settings in the Desktop Client or Mobile App

RUNNING YOUR MEETING

SIGN IN AS HOST

If UW Continuum College has provided you/your instructional team with a Shared NetID account, please follow the Shared NetID Account instructions for signing in to ensure you and your students are in the same place.

NOTE: These instructions are new as of Spring quarter 2020.

Shared NetID Account Meeting

  1. Launch the Zoom application on your device.
  2. Select Sign In to make sure Zoom has your credentials.
  3. Click Sign In with SSO (single sign on) located on the top of the right side options.
  4. On the next screen, enter the domain washington in front of .zoom.us (if you’ve signed in before, this should be cached in the application).
  5. Click Continue.
  6. Zoom will launch the UW NetID login screen in your default browser.
  7. Enter your Personal UW NetID and password. If you are already logged in to your default browser with your UW NetID credentials, you will not be asked to enter them.
    NOTE: You will have problems if you are logged in to your default browser using a different NetID account. 

Once you are logged in, the Zoom Application will open.

To go get to your meeting room, click the Join button on the Home tab and enter your personal link name.

Watch a video of how to sign in to Host a Shared NetID Meeting

Personal NetID Account

If you are using a meeting room in the Zoom account associated with your Personal UW NetID, you can either Sign in via the Zoom Application (see instructions under Shared NetID Account), or via a web browser following these steps:

NOTE: this method relies on your having already configured your account to use your Personal Meeting ID (PMI) when starting an instant meeting

  1. Go to washington.zoom.us/profile.
  2. You will be directed to the UW NetID login screen. 
  3. Enter your Personal UW NetID and password.
  4. From the Zoom Profile page, click Host a Meeting in the upper right-hand corner to view the menu options and choose either With Video On or With Video Off.
    NOTE: These options just refer to how your video starts. You can turn your video on or off in either instance. 

Additional Resources

Zoom Guide: Meet Now (Instant Meetings) vs Scheduled Meetings

MEETING BASICS

Audio and Video

After starting your Zoom meeting, you need to join the room’s audio. Zoom allows audio participation either by using computer audio (internal speakers or a headset) or by phone. Joining the room’s audio is necessary to be able to listen and participate in the meeting.

Optional, but highly recommended, is to enable your webcam so your attendees can see you.

During the meeting, you can mute your microphone or turn off your webcam video feed at any time.

  • To use your computer audio, click the button Join Audio Conference By Computer.
    • You can also check the Automatically join audio by computer when joining a meeting to skip this step. This setting is also available on the Audio tab of the Zoom application Settings should you wish to change your preference. 
  • You also have the option to Test Computer Mic & Speakers before joining the meeting audio.
  • To join by phone instead, call in to the phone
    number provided and enter the Meeting ID and Participant ID when prompted.
  • To mute your audio, click the microphone icon in
    the bottom-left corner.

    • The icon changes to display a red line through it.
    • To unmute, click the microphone icon again. Follow the same process to adjust the webcam.

Additional Resources

NOTE: if you are teaching in one of PCE’s enhanced audio classrooms, the directional ceiling microphones available in the room will provide the audio input to Zoom.

Zoom Guide: Testing Computer or Device Audio

Zoom Guide: Joining a Meeting by Phone

Meeting Controls for Hosts

Everyone entering a Zoom meeting sees a Meeting Controls menu at the
bottom of their screen appropriate to their role in the room.

Zoom Audio and Video controlsOn the left hand side of the screen are the Audio and Video controls, both of which have drop-down menus of options that are associated with the application settings for Audio and Video.

  • Mute/Unmute: This allows you to mute
    and unmute your own microphone.

    • Audio Controls (via the ^ arrow next to mute/unmute):The audio controls allow you to change the microphone and speaker that Zoom is using on your computer, to leave computer audio, and to access the full audio options in the Zoom Application settings.
  • Start/Stop Video: This allows you to start and stop your own video.
    • Video Controls (via the ^ arrow next to Start/Stop Video): If you have multiple cameras on your computer, you can select which Zoom is using, access the full video controls, and select a Virtual Background.
  • Invite: Invite others to join your meeting.
  • Manage Participants: This opens up the Participants window allowing you to see the names of Participants, view their Non-Verbal feedback, and manage their microphones and other elements.
    NOTE: Everyone can see the list of Participants, their audio and video status, any non-verbal communication they’ve indicated.
  • Polls: This provides access to creating, editing, and launching polls. The options to create or launch polls open up the Zoom web portal in your default browser. We recommend creating polls in advance.
  • Share Screen: Click on this to start sharing a screen, application, whiteboard or other content.
  • Chat: Opens the chat window to see posted messages and send messages to Everyone or to a specific Participant. This icon changes color and displays a count when there are unread messages.
    NOTE: You can only see messages posted after you signed in to the room.
  • Record: Start or stop a cloud or local recording. While Participants can see this option, the Host needs to approve requests from anyone else to record the meeting.
  • Closed Caption: If you have enabled closed captioning for your account, click here to access the options for assigning someone to provide the closed captions.
  • Breakout Rooms: Brings up a dialog where you can configure and start breakout rooms.
  • Reactions: Allows any Participant to select either an applause icon or a thumbs up that appears in the corner of their video window for 5 seconds.  

If your screen cannot display all the enabled options, you may see a More… icon. Clicking on it gives you access to any hidden options.

End MeetingOn the far right hand side of the tool bar is the option to End Meeting (all other Participants see Leave Meeting). Clicking here brings up a dialog box to end the meeting for all participants. If you would like for the meeting to continue after you leave, you must assign the Host role to another Participant before you leave.

Share Screen

One of the most commonly used features of Zoom is Share Screen, which allows you to present content such as demonstrating how to do tasks, walking through a specific computer program, sharing a PowerPoint deck, playing videos, or collaborating via a whiteboard.

Once you click the Share Screen icon on the Meeting Controls menu, the Share Screen popup opens to the Basic tab allowing you to select what you would like to share. 

Share Screen Popup

Your options include:

  • Your entire desktop screen
    • If you have multiple monitors, you need to select which screen you want to share.
  • A whiteboard
  • An individual application window
  • Whether you wish to Share computer sound
    • If you are sharing a video or audio clip (such as a YouTube video) as part of your Share Screen, this ensures that participants are able to hear the audio.
  • Whether you wish to Optimize for full-screen video clip
    • If you are sharing a video clip, we recommend checking this option. Checking this option also checks the Share computer sound option.

If you click the Advanced tab, the Share options are:

  • Portion of screen
  • Computer Sound only
  • Content from 2nd camera

Once you select your preference, click on the blue  Share button in the bottom right of the popup. A window with the option you selected will go to full screen, and participants can see the shared content along with your cursor.

If you have File Share enabled, you will also see a Files tab. Depending upon what you have enabled, you may see options for:

  • Microsoft OneDrive
  • Google Drive

Share Screen Menu

When you use Share Screen, your Meeting Controls menu moves from the bottom of the screen to the top, its visible options change, and you can now move it around the screen as is useful. The options for Video, Manage Participants, and Polls remain in roughly the same place with other controls moving to the …More icon on the far right end of the menu. The Share Screen icon changes to New Share and the Share-specific options of Pause Share and Annotate are added just to its right.

Meeting Control Menu while using Share Screen
  • New Share: Brings up the Share Screen popup window so you can select what you want to share next.
    NOTE:  This does replace the current share, as you can only share one screen at a time.
  • Pause Share: Pauses your current share and not show any updates to your shared screen/application/etc. until you choose Resume Share. This is useful for moving between items you want to share with Participants without them seeing the messy behind the scenes navigating.
  • Annotate/Whiteboard: Launches the annotation tools so you can write and draw on your shared screen.
  • …More: Opens a drop-down menu containing the options for Invite, Chat,Record, Closed Caption, Breakout Rooms, and End Meeting, as well as these new options:
    • Expanded ...More menuDisable/Enable Attendee Annotation: Allows you to control whether Participants can launch their own annotation tools and annotate on your Share.
    • Hide Video Panel: When sharing, the meeting video becomes a movable window. Use this to hide the video panel.
    • Hide Floating Meeting Controls: this hides the sharing controls at the top of the screen, with the Meeting ID and Stop Share still visible. Hovering over the green meeting ID bar displays the controls.
    • Share computer sound: If you want to share audio or video content (such as a YouTube clip), make sure this is selected so that Participants hear the audio playing on your computer.
    • Optimize for full-screen video clip: If you share a video clip (not your live camera feed), we recommend checking this option.

NOTE: As of Version 4.6.7, the Reactions option is not available while sharing.

Best Practices
  • Select only the specific application or browser window which you wish to share, to reduce distractions and ensure that you only share relevant information with students.
  • When sharing a PowerPoint presentation, start your slideshow first, and then start your Share Screen. From there, you can choose to only share the slideshow view, and not the main PowerPoint application.
Additional Resources

Zoom Guide: Host Controls in a Meeting

Zoom Guide: Attendee Controls in a Meeting

Zoom Guide: How Do I Share My Screen?

Ending your Meeting

When your meeting is over, click End Meeting in the lower right corner of the meeting control menu, or under the …More section of the Share Screen menu. This opens a pop up menu asking whether you want to end the meeting, leave the meeting, or cancel.

End or Leave Meeting Popup

Select the End Meeting for All button to ensure that the meeting is properly ended and, if you are recording to the cloud, that the recording begins processing.

If recording your session, remember to click the Stop Recording button before exiting Zoom.

  • If recording to the Cloud, the recording will automatically begin processing after the meeting is ended for all attendees.
  • If recording locally, the recording will process as long as your computer is open and active. If your computer is put into sleep mode, the recording will resume processing when your computer is active again.

PARTICIPANTS

Managing Participants

The Participants window provides the meeting Host with options to manage participants. Thus, the control that opens this window is labeled Manage Participants in the Meeting Control menu.

Within meetings, the Host can control the following:

  • Mute participants, individually or as a group
  • Request that a participant unmute their microphone
  • Stop a participant’s video
  • Request that a participant start their video
  • Prevent Participants from screen sharing
  • Rename a Participant
  • Give a participant the ability to record locally
  • Make a participant the Host (removing yourself from this role) or co-host
  • Put a participant on hold (if enabled in the meeting room’s settings)
  • Choose to play an enter or exit chime
  • Lock the meeting to prevent anyone new from joining
  • Have participants enter the waiting room (if enabled in the meeting room’s settings)

By default, any participant in a meeting can share their video, screen, and audio.

Additional Resources

Zoom Guide: Managing Participants in a Meeting

Managing an Individual Participant

  1. Hover over their name in the Participant Menu.
  2. As soon as you hover, the option for Mute/Unmute and More > appears.
  3. Most of the settings listed above appear under More.

Additional Features

At the bottom of the Participant Menu, there is another More option that allows you to manage some settings for all participants in that meeting.

Engaging with Participants

While lecturing using your microphone and video is a great start, Zoom offers tools for interacting and communicating with your student that help replace the some of the physical classroom experience.

Non-Verbal Feedback Icons

At the bottom of the participants list, there are a series of icons that all participants in a meeting can use to raise their hand, respond to simple yes/no questions, or make requests of the meeting host. Once selected, the active icon appears directly next to the participant’s name until another icon is selected, or the feedback is cleared.

Options include:

  • Raise Hand
    NOTE: Hosts and Co-hosts can see
    raised hands but cannot raise their own hands
  • Yes
  • No
  • Go Slower
  • Go Faster
  • More
    • Thumbs Down
    • Thumbs Up
    • Applause
    • Coffee
      Cup (“I need a break”)
    • Clock (“I am away from the meeting” or “be right back”)
  • Clear All (to remove/reset all current feedback icons)
Chat

The in-meeting chat allows you to send chat messages to
other users within a meeting. Chat is supported on desktop and mobile, and remains
available even while sharing your screen. When a new chat message is sent to
everyone in the meeting room, or privately to you, a preview of the message briefly
appears and the Chat icon flashes orange within the meeting control menu with a
number indicating how many new messages are available.

Some additional features of Chat:

  • Messages can be sent either to all participants or privately to an individual participant.
  • As the Host, you can choose who the participants can chat with, or to disable chat entirely.
  • Chat is supported on desktop, mobile, and is still available even while sharing your screen.
  • When sharing your screen, the chat option moves to the drop-down menu in …More  on the Share Screen menu.
    • When sharing your screen, the Chat appears as a floating window, as opposed to part of the side menu.
  • Files can be sent via the Chat feature.
  • In-meeting chat can be saved, manually or automatically. 
    • Auto-save chat automatically saves your in-meeting chat locally on your computer. You can also manually save your chat when you start local or cloud recording.

Under the More icon of the Chat window, you can edit your in-meeting chat settings. You can access the following options:

  • Save chat: Save all chat messages in a TXT file.
  • Share file in meeting: Send a file in the chat.
  • Allow attendees to chat with: Control who participants can chat with.
    • No one: Disables in meeting chat.
    • Host only: Only the host can send messages to everyone. Participants can still send private messages to the host.
    • Everyone publicly: Participants can only send
      public messages. Public messages are visible to all participants.
      Participants can still send private messages to the host.
    • Everyone publicly and privately: Participants can
      send public or private messages. Public messages are visible to all
      participants. Private messages are sent to a specific participant.

Best Practices

  • Use the non-verbal feedback icons to ask for quick and simple feedback. This minimizes noise/feedback from participant microphones and since Zoom keeps a count of each icon, it can be clearer than a cluttered series of short messages in the chat.
    • “Are you ready to move on?”
    • “Do you need more time?”
    • “Is everyone following along well at this pace?”
  • Allow students to chat with everyone publicly. If one student has a question, it is likely that another one has the same question. Additionally, students feel more connected to their course if they are able to engage with their peers.
  • Encourage students to use the Chat feature to ask questions and answer them for one another, or for you to answer when you reach a natural stopping point in the lecture.
  • Ask students to unmute their microphone to explain or elaborate on something.
  • Avoid using the chat for long responses or long explanations.
  • Use the chat feature to share relevant files so they do not need to go to a separate website.
Additional Resources

Zoom Guide: In Meeting Chat

Breakout Rooms

Student engagement can decline when students are in larger groups, and students may feel less able to be heard. Shy students may also feel more intimidated to speak up. You can use small groups to increase participation, allow students to feel more heard, and encourage everyone to share their thoughts. Small groups should ideally be no more than 7 people. 2-5 is excellent, but you can go a bit larger depending on the activity.

Zoom has a built-in tool for small groups, known as Breakout Rooms.

  • Up to 50 breakout rooms can be created
  • Breakout room participants have full audio, video, and Share Screen capabilities
  • If a meeting is being recorded,  no  breakout room activity is included
  • Participants can be moved after they’ve been assigned to a room
  • Breakout rooms can be recreated, allowing students to participate in the same discussion groups throughout the session
  • You can broadcast a message to all breakout rooms
    • “There are ___ minutes left for small group discussion”
    • “Please wrap up your conversations”
    • Provide additional insight, prompts, or questions
  • Participants of a breakout room can ask for help to invite the host into their room
Additional Resources

Zoom Guide: Getting Started with Breakout Rooms

Zoom Guide: Managing Video Breakout Rooms


MEETING RECORDING

Cloud Recordings

When you record a meeting and choose Record to the Cloud, the video, audio, and chat text are recorded in the Zoom Cloud. The recording files can then be downloaded and shared (we recommend in your Canvas course) or streamed from a browser via HTML5. For class recordings, we urge you to download them and upload to another location to be shared with your students as these recordings are automatically deleted after 90 days.

Recorded meetings can be managed, downloaded, or shared via the Recordings page of the UW NetID Zoom account associated with the meeting room.

NOTE: Cloud recordings are automatically deleted 90 days after they were recorded. To have them available beyond this timeline, you need to download them to your computer. If students need access for more than 90 days, we recommend uploading them to your Canvas course.

Starting a Cloud Recording

  1. From the Zoom meeting controls menu bar, click on the Record button.
    • If you are sharing your screen, this option moves to the … More menu.
  2. Select Record to the Cloud to begin recording.
  3. A recording icon in the top corner of the screen indicates the meeting is being recorded, and a voice announces to all meeting attendees, “This meeting is being recorded.”
    NOTE: Participants who join the meeting later hear this announcement when they enter.
  4. During breaks, we recommend that you Pause the Recording.
  5. To stop recording completely, click Stop Recording, or End Meeting.
  6. Once you End Meeting, the recording begins processing on the Cloud.
    • Recordings generally take less than an hour to complete processing. However, actual processing time depends on complexity of meeting interaction—the number of web camera inputs, desktop sharing, and sharing video increase processing time, as well as the recording file size.

NOTE: Once the meeting has ended, the recording must be processed before viewing. If you have the option enabled, Zoom sends an e-mail to the meeting owner when the process is complete.

Benefits of Cloud Recordings

  • Cloud recordings automatically process after your meeting is finished.
    • Local recordings require you to wait for the recording to process on your device. You can put your computer to sleep during this time, which pauses the processing, but it can not finish processing until your computer is active.
  • If your copy of the recording file becomes corrupted or is lost within the 90 day retention window, you can simply download the file again from the cloud.
  • If you use more than one computer (such as a laptop and a desktop), or if there are multiple people on your instructional team, this ensures that everyone has access to the recording from the website.

Best Practices

  • You can configure your Zoom settings so that Zoom automatically starts recording to the cloud as soon as you start your meeting. This ensures that you do not forget to start the recording.
  • You can also configure your Zoom settings to disable local recordings.
  • During breaks or when using Breakout Rooms, we recommend that you Pause the Recording.
  • Remember to download and share your recordings within the 90 day retention window.

Remember to also download the Chat text as it likely contains useful information for students.

Finding Your Cloud Recordings

NOTE: If you are using a course meeting room, remember to log in using the NetID and Password that we have provided for your course. The recording will not appear in your personal Zoom profile’s list of Recordings. You may need to use an incognito/private browser to effectively log in to the Shared NetID account.

  1. Log in to the Zoom website at washington.zoom.us/profile
  2. Click on Recordings in the left navigation menu.
  3. Adjust the dates at the top of the page if needed, and click on the title for the relevant meeting.
  4. In your list of results, you can download the associated files by clicking More and selecting the Download option.
    You can also access more details about the meeting files by clicking on the name in the Topic column or the link in the File Size column.
    • You can view the available file types of the recorded data, based on the settings that you have enabled. If you’ve followed our recommendations, you will have these files:
      • Shared screen with speaker view: MP4 file with audio and video showing both active speaker view and shared content.
      • Audio only: M4A file with a recording of the audio.
      • Audio transcript: VTT file with a transcript of
        the audio only.
      • Chat file: Text file with the transcript of in-meeting chat.
    • Click on the file thumbnail to play the recording or see the text of the chat.
  5. Click on Download to download the recording and any other relevant files to your computer or device. If the files do not seem to download, make sure your browser is not blocking downloading multiple files.

Additional Resources

Sharing your Recordings

Canvas Media Upload

Note: Files larger than 500MB cannot be uploaded to Canvas. If your recording file is larger than 500MB, you must upload it using either Panopto or Microsoft Stream, as outlined further below.

As part of the recording files for download, Zoom provides fairly accurate captions in a .VTT file format that should be uploaded to the video player once you have uploaded the associated video to provide the most usable experience for your students. Instructions for how to do this follow the upload instructions.

the rich content editor used in Canvas for most content items, with the icon for the Record/Upload media tool highlighted
  1. After you have downloaded any Cloud recording files (or located your local recording file), open Canvas at https://canvas.uw.edu in the browser of your choice.
  2. Log in using your personal UW NetID and password.
  3. Navigate to your course.
  4. Open the page where you wish to embed your Zoom recording (or create a new page).
  5. Click on the Edit button at the top of the page.
  6. Placeyour cursor where you wish to embed the video.
  7. In the Rich Content Editor menu at the top of the page, click on the Record/Upload Media icon.
  8. Click on the Upload Media tab.
  9. Click on Select Video File.
  10. Navigate to the file location and select the .mp4 file that you wish to upload.
  11. Click Open.
  12. A placeholder image will appear while the video file uploads.
  13. Click on the blue Save button to save the page.

Note: Canvas may take some time to process the recording before it is available to be played and viewed by students.

Uploading Captions (.VTT file)

Small video on Canvas page with blue play buttonOnce you have saved the Page/Announcement/etc where you have uploaded the video, you will see the video in a small format. Clicking on this enables a larger version, with the complete video player controls.

On the player controls menu at the bottom of the video, click the CC button. CC button -- opens Closed Caption options

Video player controls with CC menu expanded

Click on the Upload Captions Link. This will bring up a dialog that will let you create captions as well as upload them. Since we already have a .VTT file from Zoom, we only need to fill out the options under Step 3. For Language, select the language the .VTT file uses. For File, click the Choose File button. Once your file is uploaded, its name will appear to the right of the button. Click the blue Upload button to complete adding captions.

Upload Captions  Popup Dialog Window

Additional Files

If you would like to include the text from chat, you can upload the associated .txt file and link to it from the page as well. There is also an audio version of the recording available as an .m4a file. Any annotations you saved during the meeting are saved as .png files. 

Canvas Guide

Panopto

If your file is larger than 500MB, uploading to Panopto is a
good alternative. Panopto is a UW supported lecture capture service, and is
available to all instructors through their UW NetID and Canvas course. Panopto
automatically creates folders for courses within Canvas, and grants
students viewer level access to videos within those folders.
Because Panopto is integrated with Canvas, videos are automatically protected
behind UW NetID authentication, and course affiliation.

  • Videos can be embedded within a Canvas page.
  • Videos can be shared via a hyperlink within a page or as an external URL within Canvas modules.
  • The full directory of videos can be accessed from the Canvas course navigation, via the Panopto Recordings tab.
Uploading & Embedding a Video to a Canvas Page

Note: embedded
Panopto videos are only available to the students of the current academic term.
Panopto videos which you wish to reuse must be manually copied over to future
terms, and embedded videos must be updated to reflect the new location.
However, sharing course recordings which contain student interactions from
prior academic terms with future students is a FERPA violation.

the rich content editor used in Canvas for most content items, with the icon for the panopto tool highlighted
  1. After you have downloaded any Cloud recording files (or located your local recording file), open Canvas at https://canvas.uw.edu in the browser of your choice.
  2. Navigate to your course.
  3. Open the page where you wish to embed your Zoom recording (or create a new page).
  4. Click on the Edit button at the top of the page.
  5. Place your cursor where you wish to embed the video.
  6. In the Rich Content Editor menu at the top of the page, click on the green Panopto logo icon.
  7. A window will pop up that shows all Panopto recordings affiliated with your course folder.
  8. Select the video you wish to embed, or click on Upload.
    1. To upload, drag your file to the center of the window, or click within the center of the panel to open the file menu.
    2. Navigate to the file location and select the .mp4 file that you wish to upload.
    3. Click Open.
    4. The file will begin uploading and processing, with a green progress bar. Wait for the upload to finish before leaving the page. This may take some time, depending upon file size and length of the session.
  9. Click on the purple Insert button at the bottom of the page.
  10. The video will embed itself into the Canvas page.
  11. Click on the Save button to save the page.
Enabling the Panopto Recordings course navigation tab

If you wish, you can enable
the Panopto Recordings tab to be visible for your course. You will be able to
use this tab to easily review and access your videos, add new videos, and students
will also be able to access all recording files from this navigation tab as
well.

  1. If you do not currently see Panopto Recordings in your course navigation menu, you may need to enable the menu item. Click on Settings at the bottom of your course navigation menu.
  2. Click on the tab labeled Navigation across the top of the page.
  3. Locate the tab for Panopto Recordings and drag it to where you wish it to appear in the course navigation, or click on the three vertical dots next to the tab and select Enable.
  4. Click on the blue Save button.
  5. Refresh your page, and the Panopto Recordings tab will now appear within your course navigation.
Uploading to the Panopto course folder
  1. In the left course navigation menu, click on Panopto Recordings
  2. Panopto will open as a frame within your Canvas course.
  3. Click on the purple Create button at the top of the page.
  4. Select Upload Media from the drop down menu that appears.
  5. Drag your file to the window that pops up, or click within the center of the panel to open the file menu.
  6. Navigate to the file location and select the .mp4 file that you wish to upload.
  7. Click Open.
  8. The file will begin uploading and processing, with a green progress bar. Wait for the upload to finish before leaving the page. This may take some time, depending upon file size and length of the session.
  9. You may wish to change the title of the video within Panopto, which you can do by clicking on the gear shaped Settings icon.
Sharing the Video URL
  1. In the left course navigation menu, click on Panopto Recordings
  2. Panopto will open as a frame within your Canvas course.
  3. Hover over the video which you wish to share with students.
  4. Click on Share from the tabs that appear.
  5. Copy the link URL to share with students.
  6. Create a hyperlink on the Canvas page where you wish to share the recording. Or, to share from Modules:
    1. From the Canvas Modules tab, locate the module where you wish to share the video.
    2. Click on the + (Plus) icon to the far right of the module title.
    3. Select External URL from the drop down menu at the top of the window.
    4. Paste the URL.
    5. For Page Name, type a relevant title for the recording.
    6. Select the checkbox for Load in a new tab
    7. Click on the blue Add Item button to save.
    8. Ensure that the URL is published within the Module, so that students will have access.
Canvas Guides

Microsoft Stream

If your file is larger than 500MB, uploading and publishing to Stream is a good alternative. Stream is part of the Office 365 suit of tools, and is available to all UW NetID account holders. Published videos are protected behind UW NetID authentication, and can be linked to from Canvas.

  1. After you have downloaded any Cloud recording files (or located your local recording file), open Microsoft Stream at https://web.microsoftstream.com in the browser of your choice.
  2. Sign in to Stream by typing your UW NetID@uw.edu email address into the email field. Or, select your NetID@uw.edu email from the list.
  3. Click on the blue Next button. You will be prompted to go through the UW NetID authentication process.
    • Use your personal UW NetID and password.
  4. After logging in, you will be returned to the Stream interface.
  5. Click on Create at the top of the page.
  6. Select Upload a Video
  7. The upload screen offers the option to either drag the file to be uploaded to the page, or click a link to select files from your computer’s file system.
  8. Once you’ve selected a file to upload, you can either drag/select more files to upload, or you can update the uploading file’s information under Details, Permissions, or Options.
    • The default Permissions and Options are what we recommend with allow everyone in your company to view this video and Autogenerate a captions file checked.
    • You may want to turn off commenting.
    • When the video has finished processing, the Publish now button in the lower right corner becomes enabled. Unpublished videos are only viewable by you.
  9. Click Publish now so that students can access the recording.
  10. Click Share and click the Copy button to copy the recording link. The recording link is now on your clipboard and you can paste it in to Canvas.
  11. Create a hyperlink on the Canvas page where you wish to share the recording. Or, to share from Modules:
    1. From the Canvas Modules tab, locate the module where you wish to share the video.
    2. Click on the + (Plus) icon to the far right of the module title.
    3. Select External URL from the drop down menu at the top of the window.
    4. Paste the URL.
    5. For Page Name, type a relevant title for the recording.
    6. Select the checkbox for Load in a new tab
    7. Click on the blue Add Item button to save.
    8. Ensure that the URL is published within the Module, so that students will have access.
Canvas Guides