Zoom Setup FAQ

• Instructors and teaching assistants: teachingremotely.uchicago.edu
• Students: learningremotely.uchicago.edu

Most University of Chicago and UChicago Medicine instructors, students, and staff who need to set up a Zoom account can claim one automatically at the Zoom Web Conferencing website. There are some known exceptions to this claiming process. Staff are available to assist with handling these exceptions in a timely manner.

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

Zoom Setup

How do I activate a Zoom account?

To get a Zoom account, simply sign-in at uchicago.zoom.us.

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 UChicago Zoom sign-in websites.

When you first access Zoom, you will log in using your browser from one of these UChicago Zoom sign-in websites. You can continue to log in from here if you don't want to download Zoom Workplace.

1. 1. Go to your Zoom sign-in website.
   2. Click Sign In.
      
   3. Enter your CNetID and password, then complete the two-factor authentication process if prompted.
   4. You will land on your profile page where you can start, schedule, or join a meeting.  
      
   5. For more options, select the Zoom Products icon. 
      
   6. To change your settings, click your Profile Icon, then select My Account.
        
   7. A new window will open, where you can click Settings on the left side of the screen. 
       

The preferred method for using Zoom is Zoom Workplace, which will allow you to run Zoom from your computer.

To install Zoom Workplace and the Zoom Add-in for Microsoft Outlook onto your computer, you will need administrator rights. Please contact IT Services for ITS-supported computers or your departmental IT support group for assistance with downloading the apps.

How do I download Zoom Workplace?

Zoom Workplace 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. Zoom Workplace must be downloaded before you download the Zoom Add-in for Microsoft Outlook.

Tip: To install the Zoom Workplace and the Zoom Add-in for Microsoft Outlook onto your computer, you need administrator rights. Please contact IT Services for IT Services-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 Zoom sign-in websites and can continue to log in from here if you don't want to download the Zoom Workplace.

To install the desktop client, follow these simple instructions.

1. To download the desktop client, navigate to the UChicago Zoom Download Center.
2. Locate Zoom Workplace for Windows download in the list, then select Download (64-bit).
   
3. Select the Zoom Installer (i.e., ZoomInstallerFull.exe) which should display at the top 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.)
   
   Users who are running OS X, should see this screen.
   
   Windows users should see this screen.
   
5. Once the download is complete, you will be presented with a page displaying the Zoom Workplace sign in screen.
   
6. Select Sign In.
7. Select 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, select Sign In, then skip to step 10.
   
8. Type your designated Zoom website, for example, chicagobooth.zoom.us.
   
9. Select Continue.
10. You will land on your profile page where you can start, schedule, or join a meeting.
    

How do I download the Zoom Add-in for Microsoft Outlook?

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

Tips:

• To install the Zoom Add-in for Microsoft Outlook onto your desktop computer or laptop, you need administrator rights. Please contact IT Services for IT Services-supported computers or your departmental IT support group for assistance with downloading the tool.
• Before you download the Zoom plugin for Microsoft Outlook, you must first download Zoom Workplace to your desktop.

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, then select Download.
   
4. Select the ZoomOutlookPluginSetup 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, select Scheduling a Meeting or Start Instant Meeting for Windows or select the Zoom icon for iOS.
   
   

What is my Personal 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 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. You may use a browser, Microsoft Outlook, or a desktop client. Instructions for each method are described below:

Option 1: Use a Web Browser

1. Log in to your Zoom account as mentioned above.
2. Select 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 landing page. 
   
4. Select the Zoom Products icon at the top right of the page. 
   
5. Select Meetings. 
   
   
   
6. A new window will open where you will click Personal Room on the navigation bar.  
   
7. To invite attendees, select Copy Invitation, then send it to them using your desired form of communication. 
   Tip: You must start your Zoom meeting before your attendees can join the meeting. 
   
8. Select Start to begin the meeting.
   
9. Your Zoom meeting will open, then 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 Add-in for Microsoft Outlook.
3. Select Start Instant Meeting in the Zoom section of your Outlook toolbar.
   
4. You might be instructed to Sign In to the Zoom Workplace app. If you are already signed in, skip to step 8.
5. Select 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, select Sign In, then skip to step 8.
   
6. Enter your designated Zoom website.
   
7. Select 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 may invite attendees by email, phone, or room system.
    

Option 3: Use the Zoom Workplace 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. Select 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, select Sign In, then skip to step 5.
   
3. Enter your designated Zoom website.
   
4. Select Continue.
5. Select the dropdown menu under the New Meetings icon.
   
6. Select Use my personal meeting ID (PMI).
7. Click New Meeting. 
   
8. Your Zoom meeting will open and you can begin to conduct your Zoom meeting.
   
9. To invite your attendees, click dropdown menu on the Participants icon.
10. Click Invite
    
    The invite options window will open. You have several ways to invite attendees.
    

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:

• One contact person is required to change the password once the shared account is created.
• Only one person can access the group account at a time.
• Only one Zoom meeting can be conducted at a time.

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, IT Services 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, select Admin.
   4. Select Manage Subscribers.
   5. Select the checkbox next to the individual you would like to delete from your list.
   6. Select Delete selected email addresses.
   7. Check the Quiet checkbox to remove the subscriber without sending a notification.

Can I share my personal Zoom?

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

Related Resources

Knowledge Base Articles

You can find detailed information on installing the desktop/laptop app, scheduling meetings, Zoom functionality, frequently asked questions, and other information in these articles.

Zoom Online Learning Resources

• Web Conferencing
• Teaching Remotely
• Manage Zoom Meeting Security

Support

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