Getting started with Zoom

Zoom is used for online teaching, meetings and other virtual sessions at the University. For the best experience, install the Zoom Workplace app on your desktop or laptop. It is available for Windows, macOS and Linux and usually makes it easier to join sessions and use Zoom’s audio, video and meeting controls.

Set up Zoom on your computer

1. Visit the University Zoom portal.
2. At the bottom of the list, select Download to open the Zoom Download Centre.
3. For Windows devices, select Download (64-bit). The 32-bit version is no longer supported with updates or security patches.
4. When the installer downloads, select Open. This may take a minute to initialise.
5. Once installed, Zoom may open automatically. If it does not, open Zoom Workplace.
6. Sign in using your University email address or University username and password.

Your University email address usually includes your student number, for example [email protected].

You can watch the video below for a step-by-step visual guide.

Zoom Workplace is available on iPhone and iPad, making it easy to join University teaching, meetings and other virtual sessions from your mobile device.

Set up Zoom on iOS

1. Open the App Store on your device.
2. Search for Zoom Workplace, or open the Zoom Workplace App Store page.
3. Select Get to download and install the app. Once installed, choose Open.
4. Select Continue with SSO.
5. Enter port-ac-uk as the company domain, then select Continue.
6. Sign in using your University email address and password.
7. If prompted to open the page in Zoom, select Open.
8. On the welcome screens, allow Zoom to access your notifications, microphone and camera.

Zoom Workplace is now set up and connected to your University account.

You can watch the video below for a step-by-step visual guide.

Zoom Workplace is available on Android phones and tablets, allowing you to join University teaching, meetings and other virtual sessions from your mobile device.

Set up Zoom on Android

1. Open your device's app store, such as Google Play Store.
2. Search for Zoom Workplace, or open the Zoom Workplace Google Play page.
3. Select Install. Once installed, choose Open.
4. Select Continue with SSO.
5. Enter port-ac-uk as the company domain, then select Continue.
6. Sign in using your University email address and password.
7. If prompted to open the page in Zoom, select Open.
8. On the welcome screens, allow Zoom to access your notifications, microphone and camera.

Zoom Workplace is now set up and connected to your University account.

You can use Zoom through a web browser, such as Microsoft Edge, Google Chrome, Safari or Firefox, without installing the Zoom Workplace app on your computer or mobile device.

Signing in online

1. Visit the University Zoom portal.
2. Choose Sign in.
3. Sign in using your University email address and password.
4. Complete University MFA using the security method connected to your account, such as a one-time code or an authenticator app.
5. Once confirmed, you will be taken to the University Zoom website.

From the University Zoom portal, you can also:

• Select Join if you have a meeting ID and want to enter a meeting.
• Select Host if you want to start a meeting of your own.

Your profile name and picture help lecturers and classmates recognise you during a meeting. These details must be updated through the University Zoom website rather than the Zoom Workplace app.

How to update your profile

1. Visit the University Zoom portal.
2. Choose Sign in.
3. Sign in using your University email address and password.
4. From the left navigation menu, select Profile. It may already be open. 
5. To add or update your profile picture, select your current profile image, then select Change and upload a new photo.
6. To update your name or other available information, select Edit, on the right-hand side.
7. Make your changes, then select Save.

Some profile information may be managed by the University and unavailable to edit.

Your lecturer or meeting organiser will usually send you a Zoom link through Moodle, email or a calendar invitation. Opening the link is the quickest way to join because the meeting details are already included.

Join using a meeting link

1. Select the Zoom link in your invitation.
2. When your browser opens, select Open Zoom Meetings or Open Zoom Workplace.
3. Check your microphone and camera settings.
4. Select Join.
5. Select Join with Computer Audio when prompted.

You may enter the meeting immediately or be placed in a waiting room until the host admits you.

Follow this option if you have been given a meeting ID and passcode instead of a direct link. You can enter these details in Zoom Workplace to find and join the correct session.

Join using a meeting ID

1. Open the Zoom Workplace app.
2. From the Home tab, select Join, and enter the meeting ID provided by the organiser when prompted.
3. Select Join.
4. Enter the meeting passcode if prompted.
5. Check your audio and video settings before entering.

Select Join to enter someone else’s meeting. New Meeting starts a meeting of your own.

• Mute/Unmute: Turn your microphone on or off.
• Start Video/Stop Video: Control whether other participants can see you.
• Participants: View the people currently in the meeting.
• Chat: Send a message during the meeting.
• Reactions: Respond without interrupting or raise your hand.
• Share: Show a presentation, document or application.
• Show Captions: Display live captions when available.

The controls shown may differ depending on your device, role and the settings chosen by the meeting host.

You can blur your background or replace it with a virtual one to give yourself more privacy and create a clearer, less distracting appearance during a meeting. This can be useful when joining from a shared or busy space, or when you do not want your surroundings to be visible.

Before a meeting

1. In the Zoom Workplace app, select your profile picture, then Settings.
2. Select Video & effects, then open Virtual backgrounds.
3. You can select Blur, choose an available background, or add your own image.
4. Select None to remove your background.

During a meeting

1. Select the drop-down arrow next to Video button.
2. Choose Video & effect settings, then open Virtual backgrounds.
3. You can select Blur, choose an available background, or add your own image.

Good lighting and a clear space behind you can help Zoom display the background more accurately.

Screen sharing lets you show slides, documents, websites or other content to everyone in the meeting. You can choose to share your entire screen or only a specific window or application, which gives you more control over what other participants can see. Sharing only the content you need can also help prevent private messages, notifications or unrelated windows from appearing during the session.

Share your screen

1. Select the Share button in the meeting toolbar.
2. Choose the specific screen, window or application you want to show.
3. Select Share.
4. When you have finished and no longer want to present, select Stop Share.

Sharing a specific application instead of your entire screen helps prevent other open windows or notifications from being displayed.

Select Share sound if your content includes audio. Only use Optimise for video sharing when showing a full-screen video, as it can make other shared content appear less clear.

Meeting chat gives you another way to take part in a Zoom session without speaking. You can use it to ask questions, respond to the discussion, share links or information, and communicate with the host or other participants. Before sending a message, check whether it will be visible to everyone in the meeting or only to a selected participant.

Opening the meeting chat

1. Select the Chat button in the meeting toolbar. If you cannot see the option, it may appear under More.
2. Enter your message in the box at the bottom of the chat panel.
3. Press Enter or select Send.

Depending on the meeting settings, you may be able to send a message to everyone or privately message another participant. Always check who will receive your message before sending it.

Reactions let you respond non-verbally during a meeting without interrupting the person speaking. You can use them to show agreement, appreciation or understanding. Raising your hand lets the host know that you have a question or would like to contribute, so they can invite you to speak at an appropriate time.

Using reactions or raise-hand

1. Select the Reactions button in the meeting toolbar.
2. Choose a reaction or select Raise Hand.
3. Select Lower Hand when your question has been answered or you have finished speaking.

The reactions available may depend on the settings chosen by the meeting host.

Live captions convert spoken words into text and display them on screen during a meeting. They can make a session easier to follow if you have difficulty hearing, are joining from a noisy environment or need extra support understanding what is being said. Captions are generated automatically, so they may not always be completely accurate.

Using captions

1. Select Show Captions in the meeting toolbar.
2. If it is not visible, select More, then Show Captions.
3. If captions need to be enabled by the host, select Request Captions.

You can adjust the appearance of captions through Settings, then Accessibility in the Zoom Workplace app.