UW-Madison Zoom - Frequently Asked Questions

Zoom is a cloud-based solution for video and audio conferencing, mobile collaboration, and online meetings and Webinars. Zoom's web-based conferencing uses high-quality video and audio and is accessible on MacOS, Windows, iOS and Android mobile devices. Additionally, Zoom can be used with conventional phone lines for audio conferencing.

Topics covered in this guide


Eligibility

  • When can I start using it?

    Anytime you are ready. If you are already familiar with Zoom this may be a good time to adopt UW–Madison Zoom. If you have never used Zoom before, please consider using a UW–Madison supported tool you are familiar with until you have an opportunity to familiarize yourself with the service.

  • How do I create my account?

    If you currently have an existing Zoom account that is associated with your @wisc.edu email address, prior to logging into the UW-Madison Zoom service, please see our Zoom migration article for instructions.

    If you do not currently have a Zoom account associated with your @wisc.edu email address, you can create your account by going to https://uwmadison.zoom.us and logging in. For more information please see our Getting Started document for your first steps, additional Zoom resources and training options.

  • Can I announce that this service is available to my students or colleagues?

    Yes.

Return to top

Accessing your account

Return to top

Usability

  • Who can be invited to a Zoom meeting?

    Anyone with a valid email address. Depending on the settings for the meeting, participation can be limited to those with a Zoom account (any Zoom tenant or consumer Zoom is fine).

  • Can a user who does not have a UW-Madison Zoom account attend a meeting/webinar via web client?

    Yes. As long as they are logging into their Zoom account via the web client using the same email account they were invited with.

    DISCLAIMER: There is a setting which can be disabled that would allow any unauthenticated user to attend the meeting anonymously as long as they have the meeting URL. We do not support or recommend allowing unauthenticated users to attend your meetings because you could be subject to Zoom Bombing. Learn more about this setting.

  • Can in-meeting chats be saved?

    Yes. You can save in-meeting chats to your computer or the Zoom Cloud either manually or automatically. If you save the chat locally to your computer, it will save any chats that you can see—those sent directly to you and those sent to everyone in the meeting or webinar. If you save the chat to the cloud, it will only save chats that were sent to everyone and messages sent while you were cloud recording. Learn more.

  • Can I control the video layout in a meeting?

    Yes. There are 3 video layouts when no one in the meeting is screen sharing: Active Speaker View, Gallery View, and floating thumbnail window. When someone is screen sharing, you can use Side-by-side Mode or view the screen share with Active Speaker View. Any of these layouts can be used in full screen or windowed mode, with the exception of the floating thumbnail view. Learn more.

  • Can I record a meeting?

    Yes. By default, automatic recordings are disabled. Your recording settings allow you to enable or disable recording features for your meetings. These settings control the availability of recordings and the protection of our students. The UW-Madison defaults have been vetted and put in place by the UW-Madison Cybersecurity Office. Learn more.

  • Is there a limit to the number of days cloud recordings are saved for?

    Yes. After 30 days, your cloud recording will be deleted. Learn more about this setting. If you need to save your recording for future use, we recommend storing them in a video hosting service.

  • Are their preset meeting settings?

    Yes. Your settings allow you to enable or disable features for your meetings. These settings control the availability of your meeting features, such as breakout rooms and chat. The UW-Madison defaults have been vetted and put in place by the UW-Madison Cybersecurity Office to support classroom use. People who are using UW-Madison Zoom outside of the classroom may want to adjust these settings to meet their needs. Learn more.

  • Can I create a recurring meeting?

    Yes. Zoom allows you to schedule meetings with multiple occurrences, so that each occurrence uses the same meeting ID and settings. Learn more.

  • How do I manage participants in a meeting or virtual classroom (webinar) setting?

    There are a handful of participant settings you can control within a meeting or virtual classroom (webinar) setting.

  • Who can be assigned host (and co-host) privileges?

    Anyone within the event can be assigned to be a host or co-host.

    • Only one person can be assigned as a host.
    • Any number of users can be assigned co-host privileges.
  • In the case of passing host controls to another user, if the original host is a licensed UW-Madison Zoom user, then the meeting can continue for an unlimited amount of time once the controls are handed off, even if the user who received the host controls is external (a non-UW-Madison user) to our tenant - the only caveat is that the control can only be passed to the external user (a non-UW-Madison user) after the external user has joined the event.

  • Can I share my screen when in a meeting or webinar?

    Yes. Zoom allows you share your screen, but with some restrictions. Learn more.

  • Is there a polling feature?

    Yes. The polling feature allows you to create single choice or multiple choice polling questions for your meetings or webinars.

  • Can I create or interact with a Zoom Room?

    No. At this time, we have not purchased any licenses for Zoom Rooms. If you would like to provide feedback regarding this feature, please submit your request per our Zoom Advisory so that leadership can review and process your request.

  • Can I invite someone using their phone number?

    No. At this time, we did not purchase audio conferencing plan for Zoom. If you would like to provide feedback regarding this feature, please submit your request per our Zoom Advisory so that leadership can review and process your request.

  • Can I manage my conference room device?

    Yes. Please view the Zoom device support list to see if your device is supported and can be managed. Learn more.

    If you need to activate your device, please contact the Zoom Implementation/Support Team at zoom-support@doit.wisc.edu.

  • Is there a waiting room feature?

    Yes. The Waiting Room feature allows the host to control when a participant joins the meeting. As the meeting host, you can admit attendees one by one, or hold all attendees in the Waiting Room and admit them all at once. You can send all participants to the Waiting Room when joining your meeting, or you can allow participants from your Zoom account and participants at specified domains to bypass the Waiting Room. Learn more.

  • Is there a whiteboard feature in Zoom and can it be shared?

    Yes. The whiteboard feature will allow you to share a whiteboard that you and other participants (if allowed) can annotate on. Learn more.

  • Can I use a virtual background in a meeting?

    Yes. The Virtual Background feature allows you to display an image or video as your background during a Zoom Meeting. Learn more.

    UW-Madison also has preset virtual backgrounds that can be used within Zoom.

  • Are breakout rooms enabled?

    Yes. Breakout rooms allow you to split your Zoom meeting in up to 100 separate sessions/rooms with each room containing up to 1000 participants. The meeting host can choose to split the participants of the meeting into these separate sessions automatically or manually, and can switch between sessions at any time. Learn more.

    Note: Only the host can manage breakout rooms.

  • Can I control my video view/layout?

    Yes. There are 3 video layouts when no one in the meeting is screen sharing: Active Speaker View, Gallery View, and floating thumbnail window. When someone is screen sharing, you can use Side-by-side Mode or view the screen share with Active Speaker View or Gallery View. Any of these layouts can be used in full screen or windowed mode, with the exception of the floating thumbnail view. Learn more.

  • Can I create a Zoom meeting using Outlook client?

    Yes. Follow steps outlined within the add Zoom for Outlook add-in article. Note: Zoom recommends using the web client to modify/manage details/settings for the event since it will allow you to see all the settings available on the event.

Security

  • What privacy and data protections are in place?

    Zoom is contractually required to protect the privacy and data of the UW-Madison licensed users. We have also implemented additional security controls to protect our users. See Terms of Service and Privacy article for more information.

  • Is Zoom HIPAA compliant?

    No. It can be, but it is not by default. HIPAA Zoom requires a specific account configuration to ensure BAA compliance. We will have more information on a HIPAA compliant Zoom offering in the coming weeks.

    UW-Madison’s WebEx instance is a fully supported, HIPAA compliant tool available now for those use cases as needed. If you are a part of the UW-Madison Health Care Component, contact your HIPAA Privacy or Security Coordinator with questions about the applications best suited for creating, storing, and sharing PHI.

    Please contact the DoIT Help Desk and provide your HIPAA requirements for further discussion with the Zoom support team.

  • Are my meetings/webinars secure?

    Yes. Zoom’s solution and security architecture provides encryption and meeting access controls so data in transit cannot be intercepted. Zoom does not have access to identifiable health information and we protect and encrypt all audio, video, and screen sharing data.

  • What about so-called “Zoombombing"?

    “Zoombombing” is when an unauthorized person or stranger joins a Zoom meeting/event/chat session and causes disorder by saying offensive things and even photobombing your event by sharing pornographic and hate images. UW-Madison Zoom - Secure Meetings and Webinars.

Return to top

Support

Return to top

Other

Return to top

Additional FAQs/Resources

Return to top

See Also:




Keywords:chat saving collaborate share files meetings activity workflow presence conversations stream record streaming video create windows mac os mobile firefox safari chrome limits live event public organizer producer attendees presenters webinars faqs video breakout rooms meeting recurring sharing screen polling waiting phone call out whiteboard virtual background canvas layout view security secure hipaa ferpa service account recording access account create privacy educational business basic add-ons addons screen share breakout canvas conference room connector devices SIP or H.323 communication protocol TLS 1.2 endpoints refund web conferencing limits timeout idle timing out zoom bombing usability security resources eligibility accessing your account polls   Doc ID:105255
Owner:Zoom S.Group:Zoom
Created:2020-08-25 06:57 CSTUpdated:2020-11-16 09:53 CST
Sites:DoIT Help Desk, Office 365, Zoom
Feedback:  1   0