ZOOM is Tarleton’s video conferencing service. All Faculty and Staff have a ZOOM account. Just click Sign In at Tarleton’s Zoom Site.

How & What You Need to Zoom

How Zoom Works

  • Zoom works with your desktop computer, tablet or mobile device.
  • The ZOOM app will download when you participate in a meeting.
  • Meetings can be organized for up to 50 individuals.
  • There are no time limits on meeting times.

Requirements for Zoom

  1. Camera. Built into your device or external USB webcam. 
  2. Microphone. Built into your device or inline headphones. 
  3. Speaker or headphones.

Additional Services

Attend or Host



Zoom Netiquette

Recommended Etiquette

Before the Meeting

  • Control video and audio quality. Invest in a quality webcam and microphone headset. Additionally, hold meetings in quiet, indoor locations to control ambient noise.
  • Don’t sit directly in front of a bright light, such as, a sunny window because you will appear as a shadowy figure. Try to provide a clean, plain background.
  • Practice using Zoom prior to your first meeting. Zoom is very easy to use, but learning how to share your desktop, mute/unmute, and exploring other features with the help of colleagues will increase your confidence using the software.
  • Practice speaking to the camera and not the screen. Our tendency is to look at the person on the screen, but you should look at the camera when you speak so the audience feels like you’re talking directly to them.

During the Meeting

  • Mute the microphone when not speaking.
  • Be careful when sharing your desktop. You don’t want your personal email or private university documents to be accidentally displayed.
  • Remember the chat feature. If you or a member of your meeting is experiencing audio problems this may be the only means to communicate and troubleshoot to solve the issue.
  • You are being watched; remember, you are on camera. Exaggerated movements such as stretching, yawning, or fidgeting are distracting to the audience and can be disruptive to the speaker. Try to stay still and be attentive.

After the Meeting

  • Remember to close the Zoom meeting and sign out.
  • If you recorded the meeting – Allow Zoom to process the video prior to logging out.
Zoom Safely

Zoom Security Awareness

Keep uninvited visitors out of your zoom meetings and avoid “Zoombombing”!

There have been many reports in the news recently of “zoombombing.” While the Zoom video conferencing service enables students, faculty and staff to connect during this time of social distancing, it can also allow unwanted participants to crash meetings and classes if the online sessions are not properly secured.

Have we had a reported incident of “zoombombing” at Tarleton? Unfortunately, yes. “Bad actors” are persistent.

To prevent these intrusions, known as “zoombombings,” please review the guidance below to help you secure your virtual zoom meetings and protect your attendees. Additional information can be found on Tarleton’s Zoom videoconferencing website. Please check periodically for additional updates and best practices. If you have any questions, please call the Help Desk at 254-968-9885. Thank you.

Protecting Meetings with Passcodes

Zoom allows hosts to set passcodes on their meetings to protect against randomly entered or mistakenly typed meeting IDs. When a passcode is enabled, Zoom will include a hash in the meeting URL, allowing your invited attendees to join with one click. Invites will also list the passcode so that participants can join manually or call in by phone, if needed.

Sharing Zoom Links via Social Media

We strongly encourage you not to share your zoom meeting links via social media. However, if that is the most effective method for communicating the meeting please use one or more of the following best practices to minimize the risk of “zoombombing”.

Waiting room – On

The Waiting Room feature allows the host to control when a participant joins the meeting. As the meeting host, you can admit attendees one by one or hold all attendees in the waiting room and admit them all at once. This option can be selected in your permanent settings and/or for each new meeting you schedule.

Join before host – Off

If you select join before host, then the participants can join the meeting before the host joins or without the host. This option can be selected in your permanent settings and/or for each new meeting you schedule.

Mute participants upon entry – On

Background noises can take over your meeting unintentionally. You might also consider disallowing participants to unmute themselves. In that case participants can use the “Raise hand” feature or the chat room to indicate when they want to speak. You can then manually unmute them. This option can be selected in your permanent settings and/or for each new meeting you schedule.

Participants video – Off

Start meetings with participant video off. Participants can change this during the meeting. This option can be selected in your permanent settings and/or for each new meeting you schedule.

Screen sharing – ON with “Host Only”

Screen sharing allows host and participants to share their screen or content during meetings. Set your default for who can share to “host only.” As a host during the meeting, you can allow screen sharing with attendees as needed. This option can only be selected in your permanent settings.

Registration for meeting – consider when appropriate

Scheduling a meeting that requires registration will allow you to have your participants register with their e-mail, name, other questions, and custom questions. You can also generate meeting registration reports if you want to download a list of people that registered.

Private chat – consider when appropriate

As the host, you can control who meeting or webinar participants are allowed to chat with. You can also disable the chat for all participants or disable private chat, so participants cannot send private messages. Disabling private chat will help tamp down any potential bullying or harassment during your meeting.

Thank you for your effort and assistance with keeping our collaborative and learning environment safe and secure!

Zoom Training

Zoom Tutorials and Reference Material

Join a zoom meetingVideo1:09
Scheduling a zoom meetingVideo1:08
Zoom meeting controlsVideo10:16
Joining and Configuring Audio & VideoVideo0:49
Virtual Waiting RoomsZoom highly recommends enabling the Waiting Room feature. This security enhancement is one of the best ways to protect your Zoom virtual classroom by giving you control over who can join your class and when.4:28
Best Practices for Securing Your Virtual ClassroomsRead blog 
Zoom closed captionVideo1:39
Zoom manage participantsVideo6:05
Zoom sharing your screenVideo1:11
TroubleshootingFrequently asked questions 
3 Ways To Use Polls In Zoom MeetingsVideo 
Zoom Meetings Training – Reference GuidePDF 
Zoom virtual backgroundVideo3:33
Zoom Help CenterZoom help website 
Joining and Configuring Audio and Video
Learn more about Audio & Video
This tutorial covers controls for hosts and co-hosts. With meetings, hosts and co-hosts can control the following features:

– Mute participants 
– Request that a participant unmutes or unmutes (with pre-approved consent)
– Stop a participant’s video 
– Request that a participant starts their video 
– Prevent participants from screen sharing 
– Rename a participant 
– Put a participant on hold if enabled 
– Choose to play an enter or exit chime 
– Lock the meeting to prevent anyone new from joining 
– Place participants in waiting room or admit/remove participants from the waiting room (waiting room can only be enabled by the host) 
Breakout Rooms
Learn more about Breakout Rooms.
Zoom help website3.18
Zoom Storage

How long can I store a recording in the Zoom Cloud?

Effective 9/1/2021, all Zoom Cloud recordings will be retained for 30 days. After 30 days, recordings will be placed in the meeting host’s Zoom Trash for an additional 30 days. Once the 30-day Zoom Trash countdown expires, the recordings will be permanently deleted.

If you wish to keep your recordings, instructions are provided below. Please note that Zoom recordings saved locally to your computer are not affected by this policy.

Automated process for scheduled academic classes from Zoom to Panopto

For scheduled classes, there is an automated workflow for Canvas course recordings. 

  • In the first step, course recordings are saved temporarily to the Zoom Cloud.
  • In the second step, the course recording is copied to Panopto and deleted from Zoom Cloud.
  • No action is required on the part of faculty to support this process.

Faculty have an opt-in to publish the course recording. It is a one-click publish of a Canvas module.

How does Zoom Trash work?

  • Deleted recordings will be stored in the Zoom trash for 30 days and can only be retrieved and downloaded by the meeting host.
  • After 30 days, the recordings are permanently removed and will no longer be accessible. The meeting host will receive a notification 7 days before the recording is permanently deleted. This is the meeting host’s final opportunity to download and store the recording in an alternative location.

What are my permanent storage options for recordings?

Storage options include Panopto, OneDrive or your computer hard drive.

What steps are required to recover a deleted Zoom Cloud recording?

If Zoom trash contains a recording you wish to download and save elsewhere, you must first restore the recording before you can download it.

Step 1 – restore the recording from Zoom trash Recover a deleted Zoom Cloud recording

Step 2 – download the restored recording Managing and sharing Zoom Cloud recordings

Step 3 – Store the downloaded recording elsewhere – hard drive, OneDrive or Panopto

Step 4 – Return the restored recording to Zoom trash by deleting it Deleting local or cloud Zoom recordings

How do I upload a Zoom Cloud recording to OneDrive?

Step 1 – Login to OneDrive at Office 365 cloud storage

Step 2 – Upload your downloaded Zoom recording (it will be an .mp4 file) to OneDrive. For more information on uploading files to OneDrive, see Uploading photos and files to OneDrive