Zoom training, support and FAQs
Find training and support and answers to frequently asked questions regarding Zoom and its use at the College.
Training and support
- To learn the basics of Zoom, watch this video.
- To learn more advanced features of Zoom such as breakout rooms and polls, watch this video.
Accounts and accessing the Zoom licence
I keep receiving the message 'you are signing into a Zoom account that is different from your current one' and 'your email domain has been claimed'
How do I access Zoom with my Imperial login details?
Via a web browser: Log into https://imperial-ac-uk.zoom.us/ and click sign in. Enter your College credentials when required.
Via the desktop app: From a personal device you can install the Zoom Client for Meetings from the Zoom Download Centre. If you are using a College-owned device then you can download the client from the software hub. Once installed, open the Zoom desktop app and choose Sign in and then the option to Sign in with SSO. Enter the Domain name "imperial-ac-uk" and continue. Now the Imperial SSO page will open in a web browser where you can enter your Imperial username and password. This will automatically sign you into the Zoom app.
What type of Zoom account should I have?
Students will be given access to the basic Zoom account and staff will be given access to a licenced Zoom account.
Setting up a Zoom meeting
How do I add someone to schedule on my behalf?
You can grant others access to your Zoom profile to manage and schedule meetings on your behalf. This is a particularly useful option if you have an assistant or had previously logged into shared Zoom accounts to set up meetings.
Set up scheduling privileges
- Sign into the Zoom web portal.
- Under the Personal menu, select Settings.
- Select Other, then select the plus sign (+) next to Assign scheduling privilege to.
- Enter one or more email addresses in the window that appears, separated by a comma.
- Select Assign to save your changes.
If the user was assigned successfully, they will appear under Assign scheduling privilege to. However, the individual will need to sign out of their Zoom desktop client and sign in again before they will be able to schedule your meetings.
After a colleague has given me permission, how do I schedule a meeting on their behalf?
The user given scheduling privilege will need to log out of the Zoom client and log in again for the scheduling privilege option to appear.
- Sign into the Zoom Desktop Client.
- Click on the Schedule icon.
- This will open the Schedule Meeting window.
- In the Schedule for section, found below the Topic section, choose the user you want to Schedule for from the dropdown menu.
- Select Save to finish.
What is an Alternative Host?
Alternative Hosts provide individuals with the ability to start a meeting on the host's behalf. If an alternative host starts a meeting, they will receive the same privileges as the original host. If the host already started the meeting, the alternative host would join as a co-host.
Alternative hosts can be designated when scheduling or editing a meeting.
- Web portal: Scroll to the bottom of the page and locate the Alternative Hosts field. You can then add the email addresses of the required alternative hosts.
- Zoom app: Alternative Hosts can be found within the Advanced Options section of the scheduler when using the Zoom app.
When you add an Alternative Host to a meeting, they will receive an email confirming that they have been added as an Alternative Host. This email will also provide a calendar link that can be saved and a link to start the meeting.
How do I allow non-Imperial (external) participants to join a meeting?
The default security setting for scheduling a meeting on the Imperial Zoom licence will restrict your meeting to Imperial and NHS users only. You can choose to relax the default setting to a less restrictive policy of “anyone with a zoom account” or remove the need to authenticate entirely. We recommend using a waiting room, particularly if allowing participants to join the meeting at any time.
- Sign into the Zoom web portal and go to Meetings in the left-hand menu.
- Edit an existing meeting or click on schedule a meeting to create a new event.
- Under Require authentication to join change pulldown setting to Sign in to Zoom or untick Require authentication to join for a more open meeting.
If you collaborate with external participants on a regular basis it is possible to permanently set your preferred meeting security in your personal Zoom profile settings.
Why do I get the message your personal meeting ID is disabled when I login?
There are several meeting types in Zoom. Personal ID meetings (PMI) are not available to Zoom users on the Imperial Zoom licence. This is due to security concerns as PMIs are always accessible using the same ID or meeting link which will allow anyone to potentially join a meeting at any time.
What alternatives are there to PMI meetings?
- Use the Zoom add-in for Outlook where you can add a Zoom meeting in your calendar. This saves you from additionally logging into Zoom to set up meetings.
- Set up a Zoom meeting or recurring meeting with security settings appropriately set.
- Use the instant meeting functionality in Teams to quickly collaborate with Imperial colleagues.
- If you were using Calendly for allowing participants to book a meeting, you can use Microsoft Bookings which is integrated with Teams and Outlook. Please contact the ICT service desk for help setting up a bookings form.
During a meeting
How do I use live transcription?
For live transcription, log into your Imperial Zoom account and go to Settings in the left-hand menu. Scroll down to closed captioning and toggle this to on. You will then receive a pop-up message that you need to enable ‘Closed Captioning’. Once you enable this, make sure 'Allow live transcription service to transcribe meeting automatically' is ticked and click Save. When you start your next meeting as host you will see the 'live transcript' option.
For cloud recordings, closed captions are automatically applied, regardless of your settings in Zoom once the recording has processed in Panopto. Guidance on recording to the cloud can be found on the Recording Zoom meetings web page. The closed captions will appear in the Captions box in the left-hand menu in the Panopto viewer. The captions will also appear in the main video window if you click on the CC button.
How do I change my Zoom display name?
Your display name is the same across all centrally supported systems. If your name needs updating you will need to contact either Registry (if you are a student) or HR (if you are a member of staff). In some meetings the meeting organiser will allow you to change your name, this is an option "per meeting" and will not always be available. If the option has been made available, then you can go to the "participants" list for that meeting and choose the "rename" option next to your name in the list.
After a meeting
How do I access the chat from a meeting?
The simplest way to download the chat from a meeting is by accessing the relevant Zoom recording once it is moved into Panopto and clicking on the discussion menu. You will have access to the meeting transcript and the option to ‘download discussion’. More information on accessing Zoom recordings in Panopto can be found on this webpage.
How do I access the meeting attendance list?
Once logged into Zoom via the browser, the meeting host can access the meeting attendance by clicking on Reports in the left-hand menu and choosing the usage option. The host will then need to set the date ranges for the meeting they are looking for. Clicking on the number of participants will bring up a list of all the participants that joined a meeting.