Managing a Zoom meeting

You can restrict access to your Zoom meetings to:

• UQ staff,
• UQ students, or
• both UQ staff and students.

When scheduling a meeting, to restrict access to that meeting:

1. Follow our advice on organising a meeting.
2. When selecting your meeting options, select 'Only authenticated users can join'.

You can lock an active meeting to stop any new participants from joining. 

To lock or unlock a meeting:

1. Select 'Security' from the bottom menu of the meeting window.
2. Toggle the 'Lock Meeting' option on or off.

Waiting rooms allow you to control when your participants can join your meeting. When you turn this feature on, participants joining your meeting will see the message "Please wait, the meeting host will let you in soon."

You'll receive an on-screen notification when participants join the waiting room.  You can then choose to admit participants one by one, or admit them all at once.

Turn on waiting rooms

To turn on waiting rooms when scheduling a meeting:

1. Follow our advice on organising a meeting.
2. When selecting your meeting options, tick ‘Enable waiting room’.

To turn on waiting rooms when in an active meeting:

1. Select 'Security' from the bottom menu of the meeting window.
2. Toggle the 'Enable Waiting Room' option on.

Admit participants to your meeting

To admit all participants at once:

1. Select ‘Manage Participants’ from the bottom menu.
2. Select ‘Admit All’ at the top of the waiting list. This option will appear if there are two or more participants in the waiting room.

To admit an individual participant:

1. Select ‘Manage Participants’ from the bottom menu.
2. Mouse-over the required participant, then select ‘Admit’.

Return participants to the waiting room

To return a participant to the waiting room:

1. Select ‘Manage Participants’ from the bottom menu.
2. Hover over the required participant, then select ‘More’.
3. Select ‘Put in Waiting Room’.

Placing a participant on hold will exclude a participant from your meeting until you take them off hold.

To place a participant on hold:

1. Select ‘Manage Participants’ from the bottom menu.
2. Hover over the required participant, then select ‘More’.
3. Select ‘Put on Hold’.

To take a participant off hold:

1. Select ‘Manage Participants’ from the bottom menu.
2. Hover over the required participant, then select ‘Take off hold’.

Record your meeting

You can record your meeting once it's in progress – either to the cloud or to your device. Meeting participants can also request permission to record your meeting.

To record your meeting, follow the instructions for your device:

PC or Mac

To record your meeting:

1. In the meeting window, select ‘Record’ then 'Record to this Computer' or 'Record to the Cloud' to immediately start recording.
2. You can stop and start recording multiple times in a meeting by selecting ‘Pause’ and ‘Resume’.
3. Select ‘Stop’ to end your recording.

Once the meeting has ended, Zoom may take some time to generate the video file, depending on the length of your recording.

If you've recorded to your device, Zoom will generate an MP4 video file and store it in the Zoom folder in your documents.

If you've recorded to the cloud, you'll receive an email with a link to your recording once the recording has been processed.

Mobile device

To record your meeting:

1. In the meeting window, select ‘More’ then 'Record' to immediately start recording.
2. You can stop and start recording multiple times in a meeting by selecting 'Recording' then ‘Pause’ or ‘Resume’.
3. Select 'More', then 'Stop' to end your recording.

Once the meeting has ended, Zoom will generate both video and audio cloud recordings.

If you've recorded to your device, Zoom will generate an MP4 video file and store it in the Zoom folder in your documents.

If you've recorded to the cloud, you'll receive an email with a link to your recording once the recording has been processed.

Access cloud recordings

Staff can access cloud recordings made after 20 April 2020 by:

1. Logging into the UQ Zoom web interface.
2. Selecting the 'Recordings' tab from the side menu, then selecting the cloud recording.

Staff can access cloud recordings made before 20 April 2020 by:

1. Logging into Cloudstor.
2. Selecting the 'Shared' folder.
3. Selecting 'Zoom recordings', then selecting the recording.

For advice on using Cloudstor, see the Cloudstor guide.

Students can access cloud recordings by:

1. Logging into Cloudstor.
2. Selecting the 'Shared' folder.
3. Selecting 'Zoom recordings', then selecting the recording.

For advice on using Cloudstor, see the Cloudstor guide.

If you record your meeting to the cloud, Zoom can automatically transcribe the audio of the meeting.

View or edit the transcript

To view or edit the transcript:

1. Click the link provided in your email notification, or log into the UQ Zoom web interface, select the ‘Recordings’ tab from the side menu, then select the required cloud recording.
2. Select the mp4 or m4a file. The text of the transcript will display beside the file.
3. Navigate to the 'Audio Transcript' panel on the right and select the pencil icon next to the phrase you want to edit.
4. Once you've made the required changes, select ‘Save’. The updated version of the text will display when you play the audio or video file.

Embed the transcript

The transcript is automatically embedded within the audio and video file, but is hidden by default. To see the transcript embedded in the audio or video file:

1. Open the audio or video file from within your ‘Recordings’ page.
2. Select ‘Play’.
3. Select ‘CC’ at the bottom-right of the screen to turn on the transcript. The text displays on top of the video, similar to closed captioning.

Search the transcript

To search for a specific keyword within a transcript:

1. Open the audio or video file from within your ‘Recordings’ page.
2. Within the ‘Search by’ list, select ‘Keyword’.
3. Type a word or phrase in the text entry box, then select ‘Search’. You'll see a list of meetings that includes the keyword within the transcript.
4. Select the meeting to view the transcript.
5. Navigate to the ‘Audio Transcript’ panel on the right and type the keyword into the search box at the top. All instances of the keyword will be highlighted.

You can mute participants as they join your meeting and during your meeting.

Mute participants joining your meeting

To ensure your participants' audio doesn't interrupt a meeting in progress, you can automatically mute participants' when they join a meeting. You can do this when scheduling the meeting or during an active meeting.

When scheduling a meeting, to automatically mute the audio of all participants as they join:

1. Follow our advice on organising a meeting.
2. When selecting your meeting options, select 'Mute participants on entry'.

During a meeting,to mute the audio of all participants as they join:

1. Select the ‘More’ drop-down menu above the group chat window.
2. Select 'Mute participants on Entry'.

Mute participants during your meeting

To mute all participants during a meeting:

1. Select ‘Mute All’ above the group chat window.
2. If you would like to stop participants from unmuting themselves, untick ‘Allow Participants to Unmute Themselves’.
3. Select ‘Yes’.

To unmute participants:

1. Select ‘Unmute All’ above the Zoom group chat window.
2. Select ‘Yes’.

When scheduling a meeting, to automatically disable your participants' video:

1. Follow our advice on organising a meeting. 
2. When selecting your meeting options, under 'Video' > 'Participants', select 'Off'.

During an active meeting, to disable your participants' video:

1. Select the ‘Manage Participants’ button in the bottom menu
2. Hover over a participant and click 'More' > 'Stop Video'.

To stop participants from sharing their screens:

1. Select 'Security' from the bottom menu of the meeting window.
2. Under 'Allow participants to:', untick 'Share Screen'.

To share your screen, see our instructions on sharing a screen in a Zoom meeting.

Breakout rooms allow you to split your meeting participants into separate sessions. You can choose to split the participants automatically, or manually assign participants to each session.

You can switch between sessions at any time. Within each breakout room, your participants will have full audio, video, and content sharing capabilities.

Create breakout rooms

When scheduling a meeting, to create breakout rooms:

1. Follow our advice on organising a meeting. 
2. When selecting your meeting options, tick ‘Breakout Room pre-assign’.
3. Select ‘+ Create Rooms’.
4. Use the ‘+’ icon next to ‘Rooms’ to create the required number of breakout rooms. 
5. You'll then have the following options:
   • To change the title of a breakout room, select the room within the left column, hover over the title of the room at the top of the right column, then select the edit icon to update the title.
   • To manually assign participants to each breakout room, type their name within the ‘Add participants’ field, then selecting their name in the search results. Repeat this step for each room and participant. If you skip this step, participants will automatically be assigned  to different breakout rooms.
6. Select ‘Save’ to finalise.

During a meeting, to create breakout rooms:

1. Select 'Breakout Rooms' from the bottom menu.
2. Enter the number of breakout rooms required.
3. Choose to separate participants ‘Automatically’ or ‘Manually’.
4. If ‘Manually’ is chosen, click ‘Assign’ next to each room title to manually assign meeting participants to each room.
5. If you want to change the title of a breakout room, hover over the title of the room, select ‘Rename’, enter a new title in the text field, then hit the 'Enter' key.

Open breakout rooms

To open your breakout rooms during your meeting:

1. Select ‘Breakout Rooms’ from the bottom menu.
2. Select ‘Open All Rooms’ to split participants into breakout rooms. Participants will receive an on-screen notification option to ‘Join’ their assigned breakout room.

Close breakout rooms

To close your breakout rooms during your meeting:

1. Select 'Breakout Rooms' from the bottom menu.
2. Select ‘Close All Rooms’. All participants will receive an on-screen notification option to ‘Return to Main Session’. By default, participants will be given 60 seconds to return to the main session before they are returned automatically.

Send a message to all participants in breakout rooms

To broadcast a text message to participants in all breakout rooms during your meeting:

1. Select 'Breakout Rooms' from the bottom menu of the Zoom meeting interface.
2. Select ‘Broadcast a message to all’.
3. Type your message into the text field, then select ‘Broadcast’.

Other breakout room options

To access additional breakout room options during a meeting:

1. Select 'Breakout Rooms' from the bottom menu
2. Select ‘Options’.

These options allow you to:

• Disable the countdown timer for closing breakout rooms: select ‘Countdown after closing breakout room’.
• Adjust the duration of the countdown timer when closing breakout rooms: select a new time within the ‘Set countdown timer’ field.
• Prevent breakout room participants from re-joining the main session: select ‘Allow participants to return to the main session’.
• Automatically close all breakout rooms after a set time: select ‘Breakout Rooms close automatically after’, then set the required duration in the text field.

You can create a poll with single-choice or multiple-choice questions and collect the responses from your meeting participants.

If you don't wait to collect participant information with your poll results, you can choose to host an anonymous poll.

The Polls feature is available for scheduled meetings only.

Create a poll

To create a poll when scheduling a meeting:

1. Schedule a meeting through the UQ Zoom web interface following our advice on organising a meeting.
2. After finalising the scheduled meeting, scroll to the bottom of the meeting’s information page and select ‘Add’ to the right of ‘You have not created any poll yet.’
3. Add a title for the poll within the top text field.
4. Tick ‘Anonymous?’ if you do not want to collect participant information with the poll responses.
5. Type a poll question within ‘Type your question here’.
6. Chose to allow single-choice or multiple-choice responses to the poll question.
7. Type the desired responses within the answer text fields.
8. If you want to add more questions to the poll, select ‘+ Add a Question’.
9. Select ‘Save’ to finalise.

Start a poll

To start the poll during your meeting:

1. Select ‘Polls’ from the bottom menu of the Zoom meeting interface.
2. Select ‘Launch Polling’ to make the poll available to participants. The poll will appear on screen for all participants.

Stop a poll

To stop a poll during a meeting:

1. Select ‘Polls’ from the bottom menu.
2. Select ‘End Polling’.

Share your poll results

To share polling results with meeting participants during a meeting:

1. Select ‘Polls’ from the bottom menu.
2. Select ‘End Polling’.
3. Select ‘Share Results'.

 The results will appear on screen for all participants.

You're able to limit the functionality of the group chat window within an active meeting. You can also save a record of the meeting chat, if required. 

Limit chat functionality

To stop all participants using the chat feature during a meeting: 

1. Select 'Security' from the bottom menu of the meeting window.
2. Under 'Allow participants to:', untick 'Chat'.

To control how participants use the chat feature during a meeting:

1. Select the ‘…’ More icon within the chat window.
2. Select one of the following options:
   • Everyone Publically and Privately: this allows participants to send public and private messages. Public messages are visible to all participants. Private messages are sent to a specific participant.
   • Everyone Publically: this allows participants to only send public messages that are visible to all participants. Participants can still send private messages to the host.
   • Host Only: this allows only the host to send messages to everyone. Participants can still send private messages to the host
   • No One: this disables all in-meeting chat. 

Save a chat record

To save a text file log of the group chat window:

1. Select the ‘…’ More icon within the chat window.
2. Select ‘Save Chat’.
3. Select ‘Show in Folder’ to locate the saved text file on your computer.

You can use feedback icons during your meeting to non-verbally communicate messages to your meeting participants. Your meeting participants can also use these icons. 

The available feedback icons are:

• Yes
• No
• Go Slower
• Go Faster
• Like (thumbs up)
• Dislike (thumbs down)
• Clap
• Need a Break
• Away.

To access these icons, select the 'Manage Participants' button in the bottom menu. The icons will appear at the bottom of the Zoom meeting screen.