Zoom Meetings: Getting Started

This article introduces you to the basics of using Zoom. For more information, visit the Zoom Help Center or search the OIT site for additional articles. 

Important: This article refers to Zoom online support. When referring to Zoom’s support articles, follow the instructions for users. Instructions for administrators are often included in the same article. 

This article covers:

• Creating an account, installing the client, and signing in
• Setting preferences
• Scheduling meetings
• Joining meetings
• Advanced Zoom features
• Using Zoom with other applications

Note: If you use the VPN to connect to Duke online resources, if possible, disconnect before using Zoom. As a cloud-based service, Zoom does not require the use of the VPN.

Creating an Account, Installing the Client, and Signing In

Duke users with an affiliation of faculty, staff, and student are eligible to have a Duke Zoom account. Users with an affiliation of affiliate must have a sponsor contact the Service Desk and provide a business case as to why the affiliate must host Duke Zoom meetings (otherwise, users can go to zoom.us and create a free Zoom account with a Duke email address to participate in meetings). NOTE: all other affiliations including pre-hire Duke employees require assistance from the Service Desk in order to have a Duke Zoom account for hosting meetings. 

To start using Zoom, create your account, install the desktop client/application, and sign in. 

Create account

To create your account, visit https://duke.zoom.us and click Sign In. Log in with your NetID and password. Your account is created.

Install client

We recommend you install a desktop client, at a minimum. A Zoom mobile app and other Zoom tools are also available. Before you install, read about system requirements.

To install the desktop client, do the following:

1. On the duke.zoom.us page, scroll down to the footer.
2. Click Download and in the next window, select the appropriate Zoom Workplace client. 
3. Follow the prompts to install the client.

Sign In

To take full advantage of Zoom features, always sign in. It is important to note that in the future, it may become required that you are authenticated in the Zoom client in order to participate in a meeting. 

Important: Duke uses single sign on, or SSO, for authentication. Any time you’re prompted to sign in to Zoom, look for the SSO "key" icon or option. Never enter an email address. If you're prompted for a company domain, use duke.

 To sign in to the client, do the following:

1. Start the Zoom desktop application.
2. In the Zoom window, click Sign In.
3. In the Sign In window, click SSO (look for a key icon).
4. In the Sign In with SSO window, enter duke for the company domain and click Continue.
5. If prompted, enter your Duke netid and password in the Duke Authentication page. Otherwise, in the web browser that appears, allow the Zoom app to open. The Zoom desktop application should appear with options to host, join, or schedule meetings.

Setting Preferences

Once you’ve logged in, explore the Settings. Do one of the following:

• From duke.zoom.us, in the left sidebar, click Settings.
• From the desktop client, click the gear icon under your avatar (upper right).

 We recommend reviewing security settings, in particular. Read about Zoom security and privacy.

Scheduling Meetings

Read about scheduling meetings.

Joining Meetings

Read about joining meetings.

Advanced Zoom Features

Zoom provides a number of advanced features to enhance your meetings. The following are a few features to explore:

• Using Personal Meeting ID (PMI)
• Enabling breakout rooms
• Recording - Read Duke's terms of service for more about managing recordings.
• Zoom Event Production: Presenter’s Guide

Using Zoom with Other Applications

To make scheduling and participating in meetings seamless, Zoom integrates with Microsoft Outlook, Sakai, Microsoft Teams, and more.

Microsoft Outlook and Zoom

You can install an add-in in Outlook to use when scheduling meetings. NOTE: Cloud service providers like Microsoft often change how a web application is displayed. If these directions are no longer valid, please contact the Service Desk so this information can be updated. 

To install the add-in, do the following:

1. Visit https://mail.duke.edu and log in.
2. In the toolbar on the left side, click the More Appls button.
3. Search for Zoom. 
4. Select Zoom for Outlook Extension and click Open and acknowledge any additional windows. 
5. Switch to the Calendar and create a new meeting (expand the window to see all options). 
6. Click the Zoom icon and select Add a Zoom meeting. If prompted, allow Zoom to display a new window.
7. Do not enter an email address. Click the SSO (key) button. 
8. Enter duke as the domain and authenticate if prompted. 
9. If successful, you should see Zoom information added to your event. You can use the event or discard the meeting. Zoom is now configured.
10. Outlook Users: close the application and restart it. The Zoom options should now be available.
11. Safari Users: if you are not able to complete the authentication, do the following:
    
    1. Go to Safari > Preferences > Privacy. 
    2. Disable Prevent cross-site tracking.
    3. Click the Websites > Pop-up Windows category and highlight outlook.office.com. Select this option to Allow. 

 To use the add-in, do the following:

1. Select the date and time for the meeting.
2. Click the Zoom icon and select Add a Zoom Meeting. The Zoom meeting invitation appears in the meeting description.

Sakai and Zoom 

Read about using Sakai with Zoom. 

Microsoft Teams and Zoom

Read about using the Microsoft Teams integration.