Zoom

I'm a new user, what should I do to get started using my Zoom Pro account?

Go to https://ufl.zoom.us/
Click on "Sign In" to view your Zoom profile or;
Click on "Host a Meeting" or "Join a Meeting" to start using Zoom.
For first-time users, the web browser client will download automatically when you start or join your first Zoom meeting, and is also available for manual download by visiting https://ufl.zoom.us/download

Which sign-in page should I use?

UFL Main Login for all UF Students, Faculty and Staff
UFH Shands Login for all Shands employees in Gainesville

If you have Shands and Gatorlink credentials, always use your Shands login

UFH Jacksonville Login for all Shands employees in Jacksonville

Increasing Meeting Security:

Zoom has provided a new administrative control to better secure different types of Zoom meetings called One-Security. This feature enforces that all Zoom meetings are secured with either a Waiting Room, a passcode, or that only authenticated individuals can join. If none of the three options are enabled by the user for a meeting, the Waiting Room will be activated by default.
For additional information regarding Zoom's meeting security features, you may also visit: https://elearning.ufl.edu/keep-zoom-secure.

Can I connect with more than 300 people in a meeting?

Webinar Licenses are available if your meeting numbers exceed 300 participants. More info can be found here.
All UF Faculty/Staff/Students are automatically licensed for 300 person meeting rooms by default.

I already have a Zoom Paid Account. What happens to it?

You will receive an invitation asking you to migrate to the UF account, followed by a credit for any unused balance.
If you wish to maintain your paid account, you must change the contact e-mail address in your Zoom account to a non-ufl.edu account

AI Assistants and Zoom AI Companion?

AI Companion is available to all UF Zoom licensed users and provides text summaries of Zoom meetings and chats, as well as providing live answers to questions about information shared during a live meeting. Additionally, it can help create whiteboard content based on typed input. (note that AI Companion is currently only available in Zoom meetings and cannot be utilized in Zoom webinars).

To learn more about AI Companion:

AI Companion Privacy Policy: Zoom does not use any audio, video, chat, screen sharing, attachments, or other communications-like content (such as poll results, whiteboard and reactions) to train Zoom's or third-party AI models. Refer to the Zoom Terms of Service for more details about Zoom’s usage of customer information.

Can I use Other AI Assistants in my Zoom meeting?

The only AI assistant approved for use in UF Zoom meetings is the built-in Zoom AI Companion. The use of non-approved third-party AI tools such as Read.ai, Otter.ai and Fireflies.ai is not allowed.

Keep in mind that third-party AI tools often leverage authorization to your UF calendar to automatically join and collect information from all your UF online meeting. Be aware that providing access to your UF calendar to these services is not permitted and violates the UF Information technology and security policies.

Always check Fast Path Solutions website to verify which services are approved for use at UF: https://security.ufl.edu/faculty-staff/fast-path-solutions/

Can I integrate Zoom with other services?

We are only adding 3rd party integrations for other UF enterprise services such as Canvas, Mediasite, and Microsoft Teams. All integrations will have to complete a risk assessment before being implemented.

The Zoom App store has an app I want to use. Can I install it?

At this time, only Zoom Apps that are directly developed by Zoom will be approved for use at UF. No other 3rd party apps in the Zoom App store are allowed at this time.

Zoom in Canvas:

UF eLearning has prepared a number of step-by-step guides for faculty and students: https://elearning.ufl.edu/zoom/#zoom_in_canvas

To use Zoom with Outlook:

The following two steps are recommended for the best experience when scheduling Zoom meetings with Microsoft Outlook:

Step 1: Calendar and Contacts Integration with Outlook 365: It allows a user’s Zoom desktop client to display meetings and contacts from their Outlook calendar
Step 2: Zoom add-in for the Outlook calendar: it allows users to add Zoom meeting information to an Outlook calendar event

Step 1: Calendar and Contacts Integration

Sign in to the UFL Zoom Portal
Click Settings on the left pane, then Mail & Calendar on the top section
Under Calendar and Contacts Integration:

Click Configure Calendar and Contacts Service
Note: If your ufl.edu address is displayed, your access is configured and do not need to proceed to the next steps. However, you may click Edit if you are experiencing syncing issues or want to review the permissions.

Select Office 365 and click Next
Check Authorize with OAuth 2.0 and leave the default read and write permissions
Sign in with the credentials you use for Office 365.

Step 2: Zoom add-in

The Zoom add-in is installed directly in the Outlook client as an Add-in from Microsoft Appsource.

Outlook Web Client

Go to Zoom for Outlook in the Microsoft App Store.
Click Get It Now.
Follow the Microsoft App Store prompts to complete the installation

Outlook Desktop

Open Outlook
Switch to Mail view, click the ellipsis button , then select Get Add-ins: Outlook will open a browser to manage your add-ins
Search for Zoom for Outlook, or switch to the Admin-managed tab to view add-ins made available by your account admins
Click on Zoom for Outlook Extension, then click Add
Click this For detailed information about how to schedule meetings
Now that the add-in is installed, learn how to schedule and edit meetings through the add-in

Optional: Remove the Outlook Plugin

Zoom provides another tool called the Outlook Plugin that provides similar functionality to the Add-In. The Zoom Add-in is the recommended tool, and you may follow the steps below to remove the Plugin if already installed.

Windows

Close all Microsoft Office applications
Click the Start menu, then start typing 'Apps and features'
I the Apps & features, scroll down to find Zoom Plugin for Outlook
Click on Zoom Plugin for Outlook, then click Uninstall

Mac

Close all Microsoft Office applications
Open Finder, and search for Zoom Plugin for Outlook in Applications
Move it to the Trash (or right-click and select Move to Trash)

Troubleshooting

Removing information stored in cache and cookies may help resolve a variety of issues including trouble when scheduling a meeting, enabling audio and video settings, or using other Zoom features.

The following document provides the steps to clear the Zoom client cache: https://support.zoom.com/hc/en/article?id=zm_kb&sysparm_article=KB0058835