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Zoom FAQs

Don't Share Zoom Links in Public Places

People are looking to join and disrupt your Zoom sessions. How do they do it? They find your Zoom links posted on public places such as the Daily Digest, Twitter, and Facebook.

How do you avoid it? Don't post Zoom links on social media. Post an email address or form where people can request the Zoom link, then you can be a gatekeeper to your sessions.

Zoom also created an automated system that looks for public links. If it finds one, UTK OIT office may contact you. Learn more at Zoom's "How to Keep Uninvited Guests Out of Your Zoom Event" blog.

Should I use the Zoom app or website?

What's the difference between a basic Zoom account and a licensed Zoom account?

I need to schedule two different Zoom meetings at the same time!

I don't see the Alternative Host (co-host) option when scheduling a meeting

I can't be set as a co-host

I am a host and need to leave a meeting - can I assign a co-host?

Someone else scheduled my meeting and I can't share my screen!

I scheduled my own meeting and others can't share their screen!

My meetings only last 40 minutes and I need them to last longer

Every time I enter a Zoom meeting, my audio is on

I can't remember my Zoom Cloud passcode to share with others

I can't create a poll

I am a co-host, but I can't see breakout rooms

Answers


Should I use the Zoom app or website?

The Zoom app is the preferable method. The Zoom web portal is primarily used for changing your profile, and meeting settings. You can also use the Zoom web portal to schedule, view, and edit meetings, but the Zoom Desktop or app is best to schedule, view, and edit meetings.  

What's the difference between a basic Zoom account and a licensed Zoom account?

Basic Zoom Account Licensed Zoom Account
  • Attend meetings others schedule
  • Schedule meetings (no longer than 40 minutes with up to 100 attendees)
  • Attend meetings others schedule
  • Schedule meetings (unlimited time with up to 300 attendees)
  • Set up a co-host
  • Use Waiting or Breakout rooms
  • Do polling
  • Screen Sharing

You must have a basic account (apply at http://tennessee.zoom.us) before you can apply for a licensed account.

I need to schedule two different Zoom meetings at the same time!

You cannot cannot schedule two Zoom meetings at the same time UNLESS you schedule one with your personal account and one with a departmental account.

An alternative is to schedule one Zoom meeting and one Teams meeting at the same time.

I don't see the Alternative Host (co-host) option when scheduling a meeting

Did you log in through the SSO option? If you are not sure how you are logged in, with the Zoom app open, click the icon in the top right corner. If you logged in with SSO, it should have your email address listed as netid@tennessee.edu.

If not:

  1. Log out of the app (click on the icon in the top right corner and choose Sign Out).
  2. Log in again by clicking the Signin with SSO button first.
  3. Make sure you have tennessee in the domain field. Click Continue.
  4. Log in to CAS with your NetID/password, if necessary.

I can't be set as a co-host

  1. Do you have a licensed Zoom account?  You must have a licensed account to be set up as a co-host.
  2. Did the person scheduling the meeting log in through the SSO option? if not, they need to log out and click the Signin with SSO button first.
  3. Did the person scheduling the meeting enter netid@tennessee.edu as your email?  You cannot use netid@uthsc.edu to be set as a co-host.
  4. If you've checked #1, 2, and 3 and all that is correct, is this a recurring meeting that was set before you requested to become co-host? If so, the meeting scheduler must delete the old series of meetings and reschedule them with you as a co-host.

I am a host and need to leave a meeting - can I assign a co-host?

Yes! When you click on the Leave button, click Leave Meeting and you should see the option to assign a co-host.

Someone else scheduled my meeting and I can't share my screen!

Ask the scheduler to add you as a co-host when scheduling meetings. Before you can be added as co-host, you must have a licensed account

  1. Click Schedule.
  2. Click Advanced Options at the bottom of the Zoom Scheduling screen.
  3. Under Alternative Hosts, enter the email of the co-host. They must use the netid@tennessee.edu email format. You cannot use netid@uthsc.edu to set a co-host.
  4. Click the Schedule button.

I scheduled my own meeting and others can't share their screen!

While in a meeting:

  1. Click Security at the bottom of the screen.
  2. Choose Share Screen under Allow Participants to:.

Note: If you want to always allow participants to share their screens, this can be set at the web portal under Screen Sharing. Click All Participants and all meetings you schedule will allow everyone to share their screen.

NOTE: When changing global settings, please be aware of the risks and understand that this decreases your meeting security.

My meetings only last 40 minutes and I need them to last longer

To have unlimited meeting time, please request a licensed Zoom account. Basic accounts are limited to 40 minutes.

Every time I enter a Zoom meeting, my audio is on

Most people working from home have some type of background noise.  If you'd like to enter a meeting with your audio muted (especially if you are entering a meeting late and don't want to interrupt it), follow these steps:

  1. Open Zoom before your next meeting.
  2. Click the Settings gear icon (upper right).
  3. Click the Audio tab on the left.
  4. Check Mute Microphone when joining a meeting.

I can't remember my Zoom Cloud passcode to share with others

We DO NOT recommend you save meeting recordings to the Zoom Cloud for two reasons.

  1. The Zoom Cloud is NOT as HIPAA-compliant like OneDrive and SharePoint.  Even if you think no one is going to mention HIPAA, FERPA, PII, etc. information, better safe than sorry.
  2. Recordings in the Zoom Cloud are generally deleted after 120 days.  You don’t want to save a recording there only to find it gone when you need it.

Want to learn how to map your Zoom recordings to OneDrive or SharePoint?  Visit Mapping Zoom Recordings.

But, if you have saved recordings to the Zoom Cloud and do not remember the passcode to give to others for access, try these steps:

  1. Log into the Zoom cloud by going to https://tennessee.zoom.us/recording.
  2. Click the Share button beside the recording for which you need the passcode.
  3. The passcode will be listed as dots. To see it the passcode, click on the eyelash icon.
  4. You can click the Copy Sharing Information button and paste that in an email to the person requesting the passcode. The person will get both the recording link and the passcode to view it.

I can't create a poll

You must have a licensed Zoom account to be able to create polls as a host.

I am a co-host, but I can't see breakout rooms

A co-host cannot see the Breakout Rooms option if the person who schedules the meeting is in the meeting. Once the scheduler leaves the meeting, the co-host should see that option.

If at any point the scheduler returns to the meeting, the Breakout Rooms option will still be available to the co-host.

Last Published: Jan 20, 2021