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Zoom Setup FAQ

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16.0 - Updated on 2025-02-14 by Deem Alothaimeen (deem)

15.0 - Updated on 2024-04-22 by India Francis (indiadanielle)

14.0 - Updated on 2024-03-18 by India Francis (indiadanielle)

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7.0 - Updated on 2020-04-09 by Synita Booker-Capler (sbookerc)

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3.0 - Updated on 2019-12-20 by India Francis (indiadanielle)

2.0 - Updated on 2019-10-31 by Synita Booker-Capler (sbookerc)

1.0 - Authored on 2019-09-04 by India Francis (indiadanielle)

This article provides answers to the most frequently asked questions about setting up your Zoom meetings and covers these topics:

How do I request a Zoom account?

How do I access my Zoom account for the very first time?

How do I download the desktop Zoom Client for Meetings?

How do I download the Zoom Plugin for Microsoft Outlook?

What is my Personal Meeting Room?

How do I make an audio-only call?

What is a shared Zoom account?

Can I share my personal Zoom and PAC (audio only) account with other members of my department?

How do I request a Zoom account?

To get a Zoom account, simply submit this request form. 

How do I access my Zoom account for the very first time?

You can access Zoom via a browser, desktop client, mobile device, and Microsoft Outlook. The following sign-in instructions refer to accessing Zoom through your browser from the UChicago Staff Zoom website (uchicago.zoom.us), but will work for any of the other websites listed below.

When you first access Zoom, you will log in using your browser from one of these UChicago websites and can continue to log in from here if you don't want to download the Zoom Client for Meetings.

  1. Click on your Zoom account website to log in.
  1. Click Sign In.
  2. Enter your CNetID and password, and then complete the two-factor authentication process if prompted. 
  3. After signing in, you will land on your personal Profile page where you will find your account information and additional options to choose from.
  4. If you would like to join a meeting in progress or immediately start an impromptu meeting, simply click the Join A Meeting Host A Meeting option located at the right of your Profile page.
  5. If you want to start an audio-only meeting, select Personal Audio Conference (PAC) from the menu. If you have not set up your PAC, read the article Zoom Audio Only Conferencing for instructions.
  6. For more options, click on any item from the menu.

The preferred method for using Zoom is the Zoom Client for Meetings which will allow you to run Zoom from your computer.

To install the Zoom Client for Meetings and the Zoom Plugin for Microsoft Outlook on to your computer, you will need administrator rights. Please contact IT Services (ITS) for ITS-supported computers or your departmental IT support group for assistance with downloading the apps.

How do I download the Zoom Client for Meetings?

Zoom Client for Meetings desktop client allows you to schedule and join Zoom meetings. You can also start ad-hoc meetings using your Personal Meeting ID (PMI). Unlike your scheduled meetings ID, your PMI never changes. You can use your PMI to conduct on demand meetings. The Zoom Client for Meetings must be downloaded before you download the Zoom Plugin for Microsoft Outlook.

Tip: To install the Zoom Client for Meetings and the Zoom Plugin for Microsoft Outlook on to your computer, you need administrator rights. Please contact IT Services (ITS) for ITS-supported computers or your departmental IT support group for assistance with downloading these tools.

When you first access Zoom, you will log in using your browser from one of these UChicago websites and can continue to log in from here if you don't want to download the Zoom Client for Meetings.

To install the desktop client, follow these simple instructions.

  1. To download the desktop client, navigate to the UChicago Zoom Download Center.
  2. Navigate to the Zoom Client for Meetings download and then click Download.
  3. Click on the Zoom client which should display at the bottom of your browser screen.
  4. Choose Run or Continue from the pop-up screen to continue with your installation.

    (Note: What you see depends upon your operating system.)




  5. Once the download is complete, you will be presented with this page displaying the Zoom Client for Meetings.
  6. Click Sign In.
  7. Click Sign In with SSO. If you are signed in to uchicagogroup.zoom.us, ucmedicinegroup.zoom.us or chicagoboothgroup.zoom.us enter your Zoom account email address and password and click Sign In then skip to step 10.
  8. Type your designated Zoom website, for example chicagobooth.zoom.us.
  9. Click Continue.
  10. You will land on your profile page where you can start, schedule, or join a meeting.

How do I download the Zoom Plugin for Microsoft Outlook?

The Zoom Plugin for Microsoft Outlook allows you to schedule or start instant meetings directly from your Outlook desktop application.  

Tip:

To install the Zoom Plugin for Microsoft Outlook, follow these simple instructions.

  1. If your Outlook desktop application is open, close it.
  2. To download the Zoom Plugin for Microsoft Outlook, navigate to the UChicago Zoom Download Center.
  3. Navigate to the Zoom Plugin for Microsoft Outlook and then click Download.
  4. Click on the Zoom Outlook Plugin which should display at the bottom of your browser screen.
  5. Choose Run or Continue from the pop-up screen to continue with your installation.

    (Note: What you see depends upon your operating system.)



        
  6. Open your Outlook desktop application.
  7. You will see the Zoom command buttons on your Outlook toolbar. Simply click on Scheduling a Meeting or Start Instant Meetingfor Windows or the Zoom icon for iOS. 

What is my Personal Meeting Room?

Your Personal Room is like your own personal conference room to host impromptu Zoom meetings. Unlike scheduled Zoom meetings, your Personal Meeting ID (PMI) never changes. You and your participants may use the same PMI each time you host a meeting from your Personal Meeting Room.

Tip: Do not schedule meetings using your PMI too close together to avoid attendees accidentally joining the previous meeting.

There are three ways to access your Personal Meeting Room. You may use a browser, Microsoft Outlook, or a desktop app. Instructions for each method are described below:

Option 1:Use a Web Browser 

  1. Click on your Zoom account website to log in.
  1. Click Sign In.
  2. Enter your CNetID and password, and then complete the two-factor authentication process, if prompted.

    Note: The uchicagogroup.zoom.us, ucmedicinegroup.zoom.us and chicagoboothgroup.zoom.us websites do not require two-factor authentication. Please read Sign in to a Group Zoom Account for login instructions for this website.

  3. You will land on your personal Profile page. 
  4. Click the Meetings tab.
  5. Click Personal Meeting Room. 
  6. You can invite attendees by coping your Join URL link and sending it to your attendees by your desired form of communication.
    You must start your Zoom meeting before your attendees can join the meeting. 
  7. Click Start this Meeting in the bottom right corner of the page.
  8. Your Zoom meeting will open and you can begin to conduct your Zoom meeting.

Option 2: Use Microsoft Outlook

  1. Open your Outlook.
  2. If you have not done so already, install the Zoom Plugin for Microsoft Outlook. 
  3. Click Start Instant Meeting in the Zoom section of your Outlook toolbar.
         
  4. You might be instructed to Sign In to the Zoom Client for Meetings app. If you are already signed in, skip to step 8.
  5. Click Sign In with SSO. 
        Note: If you have an account on uchicago.group.us, ucmedicinegroup.zoom.us or chicagoboothgroup.zoom.us enter your Zoom account Email and Password, click Sign In, then skip to step 8. 
        
  6. Type your designated Zoom website.
        
  7. Click Continue.
  8. Your Zoom meeting will open and you can begin to conduct your Zoom meeting.
        
  9. To invite your attendees, click Invite within your Zoom meeting window.
        
  10. The invite options window will open. You have several ways to invite attendees: by email, phone, or room system.
        

Option 3: Use the Zoom Client for Meetings Desktop Client

  1. Open your Zoom Client for Meetings App. You might be instructed to Sign In to the client. If you are already signed in, skip to step 5.
  2. Click Sign In with SSO. 
        Note: If you have an account on uchicago.group.us, ucmedicinegroup.zoom.us or chicagoboothgroup.zoom.us enter your Zoom account email and password, click Sign In, then skip to step 5. 
        
  3. Type your designated Zoom website.
        
  4. Click Continue.
  5. Click the Meetings tab.
        
  6. Click Start.
        
  7. Your Zoom meeting will open and you can begin to conduct your Zoom meeting.
        
  8. To invite your attendees click Invite within your Zoom meeting window.
        
        The invite options window will open. You have several ways to invite attendees. 
        

How do I make an audio-only call?

You can make an audio-only call by setting up a Personal Audio Conference (PAC) number. Your PAC number allows you to conduct on-demand audio conference anytime, anywhere via telephone. Your PAC will never change. To generate and view your PAC numbers, follow these steps:

  1. Click on your Zoom account website to log in.
  1. Click Sign In.
  2. Enter your CNetID and password, and then complete the two-factor authentication process if prompted.

    Note: The uchicagogroup.zoom.us, ucmedicinegroup.zoom.us and chicagoboothgroup.zoom.us websites do not require two-factor authentication. Please read Sign in to a Group Zoom Account for login instructions for this website.

  3. You will land on your personal Profile page.
  4. Click the Personal Audio Conference (PAC) tab.
  5. Click Enable personal audio conference.

You will see two Personal Audio Conference accounts. This allows you to run two meetings simultaneously, if needed.;

To start or join an audio-only meeting using your PAC, do the following:

  1. Dial (888) xxx.xxxx (your Zoom call-in number).
  2. At the prompt, dial your meeting number (Conference ID) and press #.
  3. Enter your Host Key and press #.

    Note: Your host key can be edited in your Profile tab.

  1. Dial (888) xxx-xxxx (the Zoom call-in number on your meeting invitation).
  2. At the prompt, dial the meeting number (Conference ID) on your meeting invitation.
  3. Press #.
  4. Enter the Conference ID from your meeting invitation and press #.

    Note: Due to security reasons, the Host Key is required to start meetings and attendees cannot join a conference before the scheduled time. 

What is a shared Zoom account?

A shared Zoom account is a single account that multiple members of a group can access to host and schedule meetings as needed. A shared Zoom account is named for a group rather than an individual person, for example, "Voicenet Team." If the same person is not always available to host a meeting for your group, your department can request a shared Zoom group account. This also ensures the account will remain active if one person in the group leaves your department or the University.

Things you should know about a shared Zoom account:

You may obtain a shared account by submitting a request to IT Services. Please allow 48 hours for your account to be created. Once your account is created, you will receive a welcome email. 

When submitting your request, please follow these guidelines:

  1. The user name must reflect the department or group using the account, for example ITS Communications Team. All account communication will be sent to the group email address on file.
  2. The email address tied to the account must be a group or mailing list email address that represents the group. See how to request a group email address in the article Mailing List Overview.
    See how to manually add subscribers to a group mailing list in the article Mailing Lists - Manually Add A Subscriber.
  3. To manually delete subscribers from the group mailing list:
    1. Go to lists.uchicago.edu.
    2. Sign in with your CNetID and password.
    3. Under Your List on the left navigation pane, click Admin.
    4. Click Manage Subscribers.
    5. Select the checkbox next to the individual you would like to delete from your list.
    6. Click Delete selected email addresses.
    7. Select the Quiet checkbox to remove the subscriber without sending notification.

Can I share my personal Zoom and PAC (audio only) account with other members of my department?

No, accounts under individual user names and email addresses cannot be shared with other members of your department.

Related Resources

Detailed information on installing the desktop/laptop app, scheduling meetings, Zoom functionality, and frequently asked questions are located in the articles listed below.

Support

Please contact IT Services if you have questions or need technical support.

 


Last modified 2019-12-20 09:27:21