Hosting A Zoom Meeting

All UNM Learn instructors can use UNM Zoom to host online meetings inside their courses. This guide covers the steps you will need to successfully host a meeting. Before you begin, please familiarize yourself with the best practices and classroom management tools on the UNM Zoom Meeting Host Responsibilities page.

If you have not already done so, create a link to the Zoom Meetings tool in your course menu, and use it to schedule a meeting, as covered in Getting Started with Zoom inside UNM Learn and Managing Zoom Meetings inside UNM Learn.  

As a Zoom Meeting Host, How Do I:

  1. Start A Meeting 
  2. Use the Waiting Room 
  3. Control a meeting (toolbar overview)
    Mute/unmute my microphone or adjust audio
    Start and stop my video (webcam)
    Record a meeting
    Share my screen
    Use Polling
    Use Breakout Rooms
    End a Meeting
    Get Help

How do I start a meeting?

For meetings you have already scheduled inside UNM Learn:
1. Click the Zoom Meeting link in your course menu. Find the correct session.
2. Click Start.
3. Click Launch Meeting or Open Zoom Meetings.
4. Read and agree to the Zoom Notices and Terms of Use.
5. Select one of the Audio Conference Options (in most cases Join with Computer Audio).

Note: If you want someone else to start a meeting for you, when creating it, add an Alternative Host at the bottom of the meeting scheduling screen. Be sure anyone you are adding to this field has a Licensed UNM Zoom Account. For more information, see Troubleshooting & FAQ "Alternative Hosts Errors."

Do not see a meeting on the Upcoming Meetings tab?
To create one, click Schedule a New Meeting (top right). For step-by-step instructions, see Schedule a Zoom Meeting.

 

If necessary, grant access from the Waiting Room

When the Waiting Room is enabled for your meeting, you can choose when students are able to join. This added control allows you to screen and control the flow of students admitted to your meeting.  Best practice is to open the Participant panel during your meeting so that you have a sense of who is present or who might be waiting in the waiting room if you have one enabled.  You might want to consider adding an Alternative Host to help monitor things (the Waiting Room, questions that come via the chat window, etc.).

Click the Participants icon – Admit


Click the Participants icon – Admit All



For more information see, this short video: How to use Zoom Waiting Rooms.  Also see Waiting Room


How does a host control a meeting (toolbar overview)?

Zoom offers a range of tools hosts can use to manage their meetings.


From left to right, the default host controls for UNM Learn are Mute/Unmute (and Audio Settings), Video (Start/ Stop your webcam and Video Settings), Security, Participants, Polls, Chat, Share Screen, Record, Breakout Rooms, Reactions, More (Stream to Facebook, Workplace, YouTube), and End (End Meeting for All and Leave Meeting).  

For more, see What Are the Host Controls


How do I mute and unmute my microphone or adjust audio?

Mute / Unmute button allows you to control when students hear your microphone. Toggle the microphone icon to select Mute or Unmute. 

TIP: You also have the option to Mute All Participants -- that button is at the bottom of the Participants panel.


For audio device selection and more options, next to Mute / Unmute click ^ > Audio Settings...


For details on how to configure or test your audio, see Testing computer or device audio

How do I start and stop my video (webcam)?

The Start Video / Stop Video button allows you to control when you appear on camera to your students. Toggle the camera icon to start or stop your video.


To switch video devices and for more video options, next to Start / Stop Video click ^ > Video Settings.


For details on how to configure or test your webcam, see Testing your video

 

How do I record a meeting? 

You can choose to record a meeting automatically when setting up a session. Hosts can also start and stop Zoom meeting recordings on the fly using their host controls. Note: you may need to mouse over the bottom part of your Zoom window to reveal the toolbar.
Options under Record are Record on this Computer, then Record to the Cloud.

Audio and video recordings of class meetings may represent sensitive data; please review the guidelines for protecting student privacy (FERPA).  For more detailed information on using the tool, see Recording

Zoom Recordings and UNM Learn - UNM Zoom meetings you record to the Zoom cloud now automatically upload to your (the meeting host’s) Kaltura My Media tool inside UNM Learn.  From My Media, you can edit and securely share recordings with your students.

 


How do I share my screen? 

Before the meeting begins, consider what you want to share. Take a moment to close programs and windows you will not be using.

When you are ready to begin sharing you may need to mouse over the bottom of your Zoom window to reveal the host controls (toolbar).

Click Share Screen.

In host controls toolbar Share Screen comes after Chat and before Record, moving left to right.

Zoom will show all available screens (monitors) and all open program windows. Click to select the one you want.  Then click ShareNote:  If you plan on sharing audio or video from your selection, make sure to check the box for "Share sound" and "Optimize for video clip" respectively.



You should see a green indicator bar: You are screen sharing. To stop, click Stop Share to the right of it. Note: the controls may be at the top of your screen, instead of the bottom.

When active, the Share Screen button says New Share.  Below it: You are screen sharing, then to the right, Stop Share.

If you would like to allow participants to share their screens, click Security, Allow participants to: Share Screen.

For more detailed information, see Sharing your screen, content, or second camera.

 

How do I use Polling?  

We recommend that you create your meeting polls before you start your meeting. See Managing Zoom Meetings in UNM Learn – Advanced Topics for details on creating polls.

To launch a poll created ahead of your meeting:

    1. Once your meeting is underway, click Polls in your meeting controls.
    2. Select the poll you would like to launch.
    3. Click Launch Polling.

The participants in the meeting will now be prompted to answer the polling questions. The host will be able to see the results live.

    4. Once you would like to stop the poll, click End Poll.
    5. If you would like to share the results to the participants in the meeting, click Share Results.

Note: If the same poll is relaunched in a meeting, the poll report will only display the last poll occurrence. If you know you will need to launch the same poll twice and want both sets of data, consider creating a second poll with the same questions as the original to avoid relaunching.


To create and launch a poll during your meeting:

    1. Click Polls in your meeting controls.
    2. Click Add.
        This will launch a browser session allowing you to edit your Zoom meeting.
    3. Scroll to the bottom of the page, under Poll click Add.
    4. Enter a title and your first question.
    5. (Optional) Click the Anonymous check box to make the poll anonymous, which will keep the participant's polling information anonymous in the meeting and in the reports.
    6. Select whether you want the question to be single choice (participants can only choose one answer) or multiple choice (participants can choose multiple answers).
    7. Type in the answers to your question and click Save at the bottom.
    8. If you would like to add a new question, click Add a Question to create a new question for that poll.
    9. Click Save.
   10. In Zoom, click Launch Polling.

 

How do I use Breakout rooms? 

Zoom supports a variety of options for Breakout Rooms, making it possible to split students into separate sessions which you as host can join at any time. For instructions on how to create and use them, see Advanced Topics/Breakout Rooms

For those who would like to set things up in advance, you cannot create breakout room pre-assignments when scheduling a new meeting using the Zoom tool within UNM Learn. There are two workarounds.

(Option 1) - Create your Zoom meeting in UNM Learn, then edit it at https://unm.zoom.us/meeting#/upcoming to enable Breakout Room pre-assignments.

(Option 2) - Create the meeting at https://unm.zoom.us/, configure the Breakout Room pre-assignments, then import the meeting into your Learn Course. For help with importing, see “Students not seeing a scheduled meeting” in Troubleshooting & FAQ.

 

How do I end a meeting?  

From the Host controls toolbar, click End (only available to the host and alternate hosts).
 Left to right, End is the last button in the host controls toolbar.

You have two options:

End Meeting for All: End the meeting for yourself and all participants.
Leave Meeting: Leave the meeting. You will be prompted to assign a host so that the meeting can continue.

The End button has two options: Top (default) - End Meeting for All.  Bottom - Leave Meeting.

Note: Leaving the meeting without ending it may impact the length of any ongoing cloud recordings.

 

How do I get help?   

For support, use the Create a Support ticket inside your UNM Learn Course.

Or call 505-277-5757 / Toll-Free: 1-877-688-8817.

 


NEXT > Zoom Recordings and UNM Learn.