Zoom Tips


Zoom is one of the three communication tools used at the university for synchronous communication. Blackboard Collaborate and Webex are the other tools. On this page, you will learn various tips and tricks to help you navigate zoom and be more effective. UMB CITS has introductory Zoom info here to get you started. Be sure to think about students' needs for interactivity: this video documents some thoughts students have about synchronous virtual classes.

Zoom has a wonderful support page that can address a number of questions and concerns.

Technical support is provided by UMB CITS at 410-706-HELP or help@umaryland.edu and be sure to check their information page.

Zoom Video Overview

The following segment was recorded during a zoom overview for Faculty during the Summer, 2020.

Zoom Overview

Basic Zoom Settings

There are some basic Zoom settings you should be familiar with to ensure you have a successful Zoom session.

    1. Log in at https://umaryland.zoom.us with your SSO UMID login.

    2. Click Sign In to configure your account. Look in the upper right at your name and click it: does it say "Licensed" or "Basic" ? If it says Basic, contact the UMB Helpdesk (410-706-HELP) to get on the license. For full functionality, it should say licensed.

Zoom Login Screen

3. Choose Settings on the left-hand navigation menu.

4. Take a few moments to explore all of the settings. Our favorite ones appear in the table below:



This helpful feature allows you to automatically mute others as they enter. This is helpful when lecturing or presenting so you and the rest of the class are not interrupted because of errant audio.

The Personal Meeting ID is a standard room ID that can be easily remembered and used frequently. This is helpful if you are meeting with a lot of people and want one link to remember.

Sound notifications as people enter can be annoying for all. This reduces the notification to hosts and co-hosts or if toggled off, will completely silence.

A really helpful tool to ensure that your participants are engaged - you can use polls to assess learning or introduce fun trivia mental breaks.

A very popular tool not found in Webex or Blackboard Collaborate that allows participants to break into smaller groups which allows greater collaboration. The host can bring the groups back at any time or set an automatic timer.

There are a number of additional features and settings. We encourage you to explore all of the settings and play with the features. You may want to consider allowing students to rename themselves after they have entered the class, in case they are using someone else's device that has the wrong name or they would like to include pronouns.

Profiles & Pronouns

Aside from faculty resetting their meeting settings to allow students to rename themselves (or which is quickly done on the fly by clicking the Security badge icon in the zoom menu bar between Stop/Start Video and Participants and checking Allow Rename Themselves) , there is a more permanent solution:

  1. Go to https://umaryland.zoom.us and sign in with UMID

  2. Click the profile image in upper right corner (or go directly to https://umaryland.zoom.us/profile )

  3. Click Edit to the right of your name

  4. Go to the Pronouns section, enter preferred pronouns and

  5. Select an option from the dropdown about when to display them: (always, ask every time, do not share)

  6. Click Save.

In this way, if folks choose always or ask every time, this is set before they even enter a meeting, so it doesn't matter whether the settings for the meeting allow name changes or not.

The other alternative here is to just enter the pronouns at the end of the Display Name in the profile and that will be how students names are displayed in all meetings.

Personal Room

You can set up a link to your own personal room that you can use whenever you need to have a meeting. To do so:

    1. Log in at https://umaryland.zoom.us with your SSO UMID login.

    2. Click on the Profile tab (upper left)

    3. Click Customize to the right of the Personal Link and enter the personal link name you'd like to use.

    4. Click the Meetings tab and then the Personal Meeting Room tab.

    5. Edit the Meeting Password if desired

    6. You can give people your personal meeting link and the password OR you can highlight and copy the Invite Link (which contains the personal meeting link AND the encrypted meeting password in 1 link).

    7. You can also, if you like, create a tiny URL to your personal meeting using is.gd, v.ht, tinyurl.com or other URL shorteners to make an easy to remember short link to your meeting room. Paste that longer link into one of them, choose a personalized URL ending, and submit.

Breakout Rooms

Here is starter info on breakout rooms:

enable breakout rooms in your settings, manage breakout rooms, pre-assign participants into breakout rooms before your meeting.

Here is a video on how to set up Breakout rooms in Zoom:

And here are the basic steps:

    1. Start an instant or scheduled meeting.

    2. Click breakout rooms.

    3. Select the number of rooms you would like to create, and how you would like to assign your participants to those rooms:

        • Automatically: Let Zoom split your participants up evenly into each of the rooms.

        • Manually: Choose which participants you would like in each room.

    4. Click Create breakout rooms.

Note: Your rooms will be created, but will not start automatically. You will need to do that using these steps:

Start the rooms. All participants will be moved to their respective rooms after confirming the prompt to join the breakout room. The host will be left in the main meeting until manually joining one of the rooms. The participants (and the host when manually joining a room) will see the following message shown when joining the breakout room.


Cloud recording is now available to UMB and is the preferred method, since these include automated closed captions and transcripts and can be viewed with just a link and passcode via the web browser. Nothing to download, nothing to upload. See how here.

But please keep in mind, UMB CITS has a policy that deletes Zoom Cloud Recordings that are over 365 days old, so your best practice will be to download a completed recording and then upload somewhere else (like Voicethread) for longer term storage and usage in your classes.

If you use the Blackboard Zoom integration (Zoom Meetings), recordings you create from your sessions for your class will show up automatically for you and students in the Recordings tab:

Downloading Recordings

As of July 2021, you will only be able to keep Zoom Recordings in the Cloud for a period of 365 days. After that 365 day period, your recordings will be automatically send to the Trash Can and permanently deleted after a waiting period of 30-days.

  1. Sign in to your Zoom web portal.

  2. In the navigation menu, click Recordings.

  3. You will see a list of cloud recordings that you started. Adjust the date range and status, then search by host, meeting ID, topic, or keyword.

  4. Find the cloud recording you want to download

  5. Click More.

  6. Select download.

Otherwise, you can also get to your recordings through umaryland.zoom.us by logging into your account and clicking on the Recordings tab on the left.

You can also record locally to your own computer, but note that this won't include automated captions and transcripts as the cloud recordings do. Also, local recordings have far fewer options for what and how things are recorded than cloud recordings. Zoom has a video and excellent documentation on how to create local recordings . The main thing to note is that your local recording will not fully process until AFTER you end your Zoom session, and you will need to leave your computer and Zoom on after your meeting for some time for the recording to process. If you do open another Zoom session before the recording is fully processed, you will need to wait, again, after that is done for it to resume and complete processing. (Zoom cannot process and finalize your recording when you are in live Zoom session.)

Editing Zoom Recordings

Here are some resources/ideas for editing Zoom recordings:

Live Closed Captions and/or Transcripts

Step 1: Make sure it is on in your Zoom Settings

  1. Log onto your UMB Zoom Account at https://umaryland.zoom.us/profile/setting

  2. Click on "In Meeting (Advanced)" on the left and scroll down to "Closed captioning" and make sure the slider is blue/on/to the right

  3. Make sure the checkbox is checked for: Enable live transcription service to show transcript on the side panel in-meeting

Step 2: Turn it on during meetings you host:

  1. Go to UMB Zoom account and clicked Host a Meeting to test it out (or click "New Meeting" in your Zoom client application)

  2. Once the meeting has started, click "Live Transcript" in the bottom bar, or, if you don't see it, click More (the three dots on bottom right) and select: Live Transcript

  3. Click "Enable Auto-Transcription"

  4. You will then see automated transcript in the lower bar of the Zoom window, and your participants will then see a "Live Transcript" icon in the bottom bar or More menu.

  5. This needs to be done for every class/session you hold, the setting does not stick from one meeting to the next. We recommend getting into the habit of turning this on every time you host a meeting!

NOTE: This only makes it possible for participants in the session to turn on their own transcription/captions. The instructor is not able to make it so that everyone sees captions. Each individual must decide for themselves if they want to see captions, and can click on Live Transcript to turn on captions, view a full transcript, or choose their own settings for type and size of captions. For more information, see Zoom's transcription help page.

Zoom Recording Captions and Translations

While we at UMB do not have caption translations to other languages, here is a potential workaround if that is something you desire to have:

  1. Record your zoom meeting to the cloud

  2. Download the recording mp4 file to your computer

  3. Upload the MP4 video to YouTube (you can use any google account to upload to your own YouTube channel)

  4. Provide either an Unlisted link or a public link to the YT video for your audience

YouTube now automatically captions and translates captions into multiple languages. Here is a video that describes how it works:

You can then inform your audience that they can click the CC icon to see captions and the gear wheel icon to choose a language for captions.

Sharing Zoom Cloud Recordings

Zoom cloud recordings are one of the easiest ways to share recordings with your class.

There are some settings that you will want to check, regarding whether or not your recordings require a passcode for students to access.

If you go here: https://umaryland.zoom.us/profile/setting?tab=recording and log in with your UMID and then look for the setting:

Require passcode to access shared cloud recordings

If that is set to On, viewers will need to enter a passcode to view the recording. If you don't want that, set this to No/Off.

Also, this can be done on an individual basis per recording by going to your recordings and clicking the Share icon next to any recording:


where there are several settings:

Share this cloud recording

  • Share this recording

  • Publicly

  • Only authenticated users can view

  • Press enter or space to select

  • Add expiry date to the link

  • Viewers can download

  • Viewers can see transcript

  • View recording on demand (registration required)Learn More

  • Passcode protection

If you want to see what the passcode is for any recording with it enabled, go to your recordings (https://umaryland.zoom.us/recording

) and click the Share icon next to any recording, and then click the eyeball icon under Passcode Protection to see the passcode. To change the passcode, click the pencil icon. You can also click to Show the Sharing Information - and also copy that information, which provides both the link and the passcode to paste into an email or announcement to your viewers.

And here is the general how-to from Zoom on this topic, which explains all the settings for sharing:


share cloud recording settings for Zoom - there are several options to toggle on/off

Additional Help and Support

Zoom has a wonderful support page that can address a number of questions and concerns.

Technical support is provided by UMB CITS at 410-706-HELP or help@umaryland.edu and be sure to check their information page.

In terms of strategizing how to best use Zoom in your classes or practicing using it, the IDEA Team is here to support you.