ZOOM Guides

TEE team photo
TEE team ZOOMing in on your instructional design and educational technology needs!


BombDon’t be the next victim of Zoom-Bombing! That’s right – it’s real and should be on your radar. What can you do?

1. Check out these UCSF Zoom security recommendations from IT and ETS.

2. When scheduling a Zoom meeting: Use a password (now required) and enable the waiting room feature.

Now that you’re got the security basics down, use these guides to create effective sessions using ZOOM, including how to set up ZOOM to schedule meetings, to send invitations to your attendees, to manage audio and video, to end meetings, and to facilitate meetings in rooms with video conferencing. You can also customize your Zoom profile by uploading a profile photo. Consider adding your preferred pronouns to your name because in our inclusive UCSF community, Pronouns Matter.

If you are directly involved with medical students and want further consultation on using ZOOM in educational projects or for complex meetings, contact iROCKET at iROCKET@ucsf.edu or 415-502-2800 to learn more.

We are regularly updating these documents. If you are unsure if you have the latest version, please check the time stamp in the footer of your document. Download the latest version below if it's newer than the document you have.

When using ZOOM, make sure that you:

  • have the latest version of the ZOOM software, as well as any other software you'll be using with it (e.g. PowerPoint) installed.
  • wear a headset or earbuds with a built-in microphone, and make sure your audio is being captured from this microphone instead of your computer's built-in microphone. In almost all cases, this will dramatically improve upon how other remote participants hear your voice.
Download Files
Basic ZOOM Participant Guide

Here are the basics everyone needs to know as participants to have a great meeting.

Advanced ZOOM Participant Guide for Mac users

Are you regularly joining ZOOM meetings as a participant? Are you a Mac user? Check out these best practices to improve your meeting experience.

Advanced ZOOM Participant Guide for PC users

Are you regularly joining ZOOM meetings as a participant? Are you a PC user? Check out these best practices to improve your meeting experience.

Basic ZOOM Guide for Facilitators

Here are the basics for facilitating a ZOOM meeting, from setting up an account to running a meeting to troubleshooting common issues.

Advanced ZOOM Facilitator Guide for Mac Users

Do you facilitate a lot of meetings? Are you a Mac user? Check out this guide covering best practices for advanced settings to make your meetings go more smoothly.

Advanced ZOOM Facilitator Guide for PC Users

Do you facilitate a lot of meetings? Are you a PC user? Check out this guide covering best practices for advanced settings to make your meetings go more smoothly.

ZOOM Guide for Rooms - CL-220; CL-221; CL-220&-223; CL-221&222

Use this detailed guide to help you facilitate your meeting in CL-220 or -221 with video conferencing equipment. It includes step-by-step instructions for preparing for the meeting, running the meeting and troubleshooting common issues, as well as etiquette and best practices for the best meeting experience for all.

ZOOM Guide for Rooms - CL-220; CL-221; CL-220&-223; CL-221&222 - Running the Meeting

Hosting a meeting in CL-220 or -221? Grab this ZOOM guide for the basics of running the meeting and go.

Zoom Facilitator Guide for Using a Meeting Owl

Use a Meeting Owl with this guide to conduct meetings in rooms without built-in video conferencing equipment (e.g., Parnassus rooms CL-211 to 216; CL-222 & CL-223 as standalone rooms; S-180).

Faculty Guide for Conducting Live Lectures using ZOOM

Use this guide to schedule, run and record Zoom meetings for large, synchronous groups and to send meeting information. In this use case, participants (students) will not use video and will be muted by the host. Students will be prompted to type in Chat for questions and comments. Chat is actively moderated.

Pre-Session Checklist for Conducting Live Lectures Using Zoom

Zoom meeting facilitators will appreciate this checklist to help launch a live Zoom session for large groups.

Faculty Guide for Pre-Recording a Lecture in Zoom

Use this guide when pre-recording a lecture via Zoom. These pre-recorded lectures can be shared with groups of any size and may included PowerPoint presentations, videos, and other resources as needed. 

Zoom Guide for Managing Recordings for the Bridges Curriculum

Once you've recorded your Zoom lecture, where do you save it and how do you share it with your learners?

ZOOM Guide for Facilitating a Small Group

Step-by-step guide for facilitating a small group in ZOOM, without using breakout rooms. 

ZOOM Guide for Facilitating Breakout Rooms

Step-by-step guide for facilitating groups in ZOOM using breakout rooms. 

Zoom Guide for Facilitators Using Poll Everywhere

Use this guide when you want to use Poll Everywhere in ZOOM meetings. 

Zoom Guide for Facilitators Using Whiteboard Options

Use this guide if you want to use the Zoom Whiteboard or alternative whiteboards in your ZOOM meetings. 

Zoom Guide for Updating the Zoom App

Use this guide to update your Zoom app so you have the latest features and security settings.

Zoom Guide for Enabling, Disabling, and Managing the Waiting Room

Use this guide to help you turn the waiting room feature on or off in your Zoom meetings and admit participants from the waiting room.

Zoom Guide for Presenting Yourself on Video

Use this guide to successfully prepare and conduct yourself in a Zoom meeting and allow your students or audience to see and hear you well and feel connected.