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Zoom is the primary video conferencing software officially supported across the UA System. Statewide Video Conferencing Services (VCS) still supports UA video conferencing needs. 

To start using Zoom visit alaska.zoom.us.

  • All UA accounts can enable a Zoom account using their UA account and email address. 
  • UA features: up to 300 participants, in-conference chat, easy recording, dial-in options, and meeting duration capped at 24 hours (instead of 40 minutes). 
  • Users with pre-existing Zoom accounts can migrate to a UA license. This merges recordings and scheduled events, but not paid features. 
  • Meetings can be joined through either an app or browser. Using the Zoom app is recommended for most meetings. 
  • Regularly scheduled meetings through VCS can be converted to scheduled Zoom meetings. Please contact the VCS office to migrate. 

If you have any issues, please contact Statewide Video Conferencing Services at ua-video@alaska.edu or call 907-450-8300, option 1, or the UAS Helpdesk at uas.helpdesk@alaska.edu or call 907-796-6400.

UA Zoom Portal

Any active UA account can claim a Zoom account:

  1. Go to alaska.zoom.us
  2. Click the Sign in button to configure your account
  3. Sign in using your UA credentials
  4. Follow any prompts to set up your account

Once claimed, you can always get to your account configuration and access meetings at alaska.zoom.us.

Yes! Once you've claimed your Zoom account, you can reserve Live Training from Zoom at zoom.us/livetraining. Alternatively, you can watch pre-recorded sessions at any time an the Zoom Help Center

You can also check out Zoom's Help Center at support.zoom.us/. Here you can find tutorials, status updates, and tips for much of Zoom's functionality.

If you already have a Zoom account associated with your UA email, you should still claim your account. Once you have signed in, you will be asked to migrate your account to the UA domain. 

Please note that if you have any paid features, these will not be migrated to the UA domain. If you have any questions, please contact the VCS office

Once you are in a meeting, most of the controls are at the bottom of the window. Here's a quick reference guide for what they all do:

Zoom Meeting Interface guide
Modified from an image provided by OIT: https://www.alaska.edu/files/oit/ZoomMeetings-Interface-Web.jpg

Buttons (from left to right)

ButtonFunction
Audio Mute/Unmute toggle buttonMute/Unmute & Menu: Mute or unmute your microphone. Click the arrow to adjust or test your audio settings
Camera Start/Stop toggle buttonStart/Stop Video & Menu: Start or stop your camera's video. Click the arrow to adjust video settings and virtual background.
Invite Participants buttonInvite: Send invitations by email, organization (Contacts), or room system.
Manage Participants buttonManage Participants: The host can manage other participants' audio, camera, sharing privileges, and status.
Share buttonShare & Settings: Share your desktop, programs, or other content. Click the arrow to adjust your sharing settings.
Chat buttonChat: Chat in-meeting with the room or with individuals.
Record buttonRecord: Record the meeting either to your computer or to Zoom's cloud storage. Please note that cloud recordings are maintained up to one year.
End Meeting buttonEnd Meeting: Exit the meeting. The host can also end the meeting for all participants.

Some other features you may see

ButtonFunction
Polling buttonPolls: Send questions to your participants and view the results.
Closed Captions buttonClosed Captions: Live subtitles written by a participant or 3rd party service. Click the arrow for options and settings.
Breakout Rooms buttonBreakout Rooms: Split the participants into independent small groups. You can also manage content and membership.

You can grant other accounts the ability to schedule meetings for you ahead of time. 

First, make sure both you and the scheduler have claimed a Zoom account at alaska.zoom.us.

  1. Sign in at alaska.zoom.us
  2. Access Settings from the left navigation menu
  3. On the Meeting tab, go to Schedule Privilege
  4. Click the + button next to Assign scheduling privilege to
  5. Enter the email address of your scheduler
  6. Click the Assign button

From this point on, your scheduler can create meetings on your behalf using the Schedule tool.

To schedule a meeting on behalf of someone else, first sign into your Zoom account at alaska.zoom.us.

  1. Click Schedule a Meeting in the upper right
  2. Fill in meeting descriptors (topic, duration, date, etc.)
  3. Select the drop-down menu in the Schedule for section
  4. Choose the email address you are scheduling the meeting for
  5. Click Save
  6. Copy the invitation and send it to attendees

As the meeting Host, Zoom provides two methods to record a meeting: Local or Cloud recording. If you don't see either of these options when hosting a meeting, check your settings at alaska.zoom.us.

To start the recording:

  1. Open up the Zoom meeting.
  2. From the bottom menu options, click the Recording button.
    Zoom Record button and selection
  3. If prompted, select where you'd like to record: Local or Cloud.
    Zoom More button and recording selection

When you (as a host) start a recording, you have the option of recording either:

  • Record to the Cloud: this saves the recording to your Zoom account. Please note that cloud recordings are maintained up to one year. You can log into alaska.zoom.us to see how long the recording will be available, and to download it to a permanent location.
  • Record to this Computer: this saves the recording to local directory. You will have 3 files: Mp4 audio/video, M4a audio, and M3u organizer.

To access a cloud recording:

  1. Log in at alaska.zoom.us
  2. From the left menu, select Recordings
  3. From the top menu, click Cloud Recordings if not already selected
  4. Search the appropriate time frame for your meeting (it defaults to 1 month)
  5. Click the Topic link for your meeting
  6. You can either:
    • Play the meeting in-browser
    • Download the files
    • Copy a shareable link
  • Please note that recordings in cloud storage are only maintained for one year. Recordings can be saved locally or downloaded from cloud storage during that time frame. 

To access a local recording:

  1. Open the Zoom app
  2. Click the Meetings button at the bottom
  3. Click the Recorded button at the top
  4. Locate your meeting from the list
  5. Using the buttons on the right you can:
    • Open your meeting location
    • Play Video (and audio)
    • Play Audio only (no video)
    • Delete (this is permanent!)

To change where your local recordings are saved:

  1. Open the Zoom app (this can't be done from the web)
  2. Click the Gear icon in the upper-right to open your Settings menu
  3. From the left menu, select Recording
    • The location field shows where you are currently saving your local recordings
    • Click the Open button to access the file directly
  4. Click the Change button to browse for a new folder

Both the Host and Scheduler will receive an email notification when the recording has been processed. While both can share the recording, it will only show up the listed recordings for the Host.

A local recording can always be placed in a location easily accessible by multiple people, such as a fileshare.

Zoom allows you to set up a static image that displays instead of an inactive camera. To set this up:

  1. Log in at alaska.zoom.us
  2. Access your Profile
  3. Click the Change link under the blank profile icon to the left of Your Name
  4. Click Upload in the lower left and select the image from your computer, noting the limited size of 2MB
  5. Click Save in the lower right corner

Starting in your next meeting, your profile image will appear whenever your camera is inactive.

In Zoom, you will need to follow the link provided by the instructor. Then, you will be prompted to download the Zoom app or to run the meeting in the browser. This happens every time you join a meeting. 

If this is your first time joining a Zoom meeting, you may need to manually choose to access it via the Zoom app. 

Zoom requires a stable internet connection to function. That connection needs to be a minimum of 600kbps up/down. They recommend a broadband connection, wired or wireless (3G or 4G/LTE). You can see more about the official recommendation at https://support.zoom.us/hc/en-us/articles/201362023-System-Requirements-for-PC-Mac-and-Linux.

Zoom does not have the ability to present content inside the meeting. Instead, participants can click the Share Screen button to select either a full display or a specific application to share. This will then be visible to all other participants. Instructors have a Host role, and manage this ability.

If you're having trouble connecting to your webmeeting, check if your instructor allows you to call in by phone. Most Zoom rooms can be configured with a call-in number. 

From the link on your Blackboard Course site, you will be presented with the Zoom controls. Instructors will have scheduled meetings that will be visible in Upcoming Meetings. Click the Join button to the right of the meeting to enter. You can then choose either to Open in the Zoom app or start from your browser. You will then automatically placed in the meeting, and be prompted for audio setup. 

Zoom allows you to set up a static image that displays instead of an inactive camera. To set this up:

  1. Log in at alaska.zoom.us
  2. Access your Profile
  3. Click the Change link under the blank profile icon to the left of Your Name
  4. Click Upload in the lower left and select the image from your computer, noting the limited size of 2MB
  5. Click Save in the lower right corner

Starting in your next meeting, your profile image will appear whenever your camera is inactive.

Zoom limits each individual to only be able to host one meeting at a time. However, you can use the app to join additional meetings hosted by other individuals. To turn off (or back on) the ability to join simultaneous meetings:

  1. Log in at alaska.zoom.us
  2. Access your Settings
  3. In the In Meeting (Basic) section, locate the Join different meetings simultaneously on desktop&<
  4. Click the button on the right to toggle this function On/Off

Please note:

  • To access additional meetings after the first, you will need to use the web interface at alaska.zoom.us
  • Your microphone and camera can only be active in one meeting at a time. When you want to be seen and heard, make sure to activate your audio and/or camera in the correct meeting. 

All Zoom meetings require a Host. If the host is not present and authenticated, participants will be prompted to claim the session by entering the Host Key. Only the correct Host (or Alternative Hosts) can use their Host Key to claim the meeting. 

If you don't know your Host Key, log in at alaska.zoom.us and access your Profile. Your Host Key will be listed at the bottom of the list. 

Virtual backgrounds can be used to display an image behind you while in a Zoom Meeting. Click on the images below to download to your computer. These images were provided by the UAS Creative Manager, Alison Krein.

For more information about Zoom's Virtual Backgrounds, check out their support page.

 

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Contact the Helpdesk

(Helpdesk)
907-796-6400

(Toll Free)
877-465-6400

(General Information)
907-796-6452

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