Conferencing Services

Before you can use Zoom, you must install the Zoom software for your device. Zoom is available for Windows, Mac, iOS, and Android devices.

Note: When you start or join your first Zoom meeting without installing Zoom, the Zoom software for your device will automatically download and you will need to install it. It is recommended to install Zoom ahead of time so it does not delay your first meeting.

To download and install Zoom:

1. From the Zoom Download Center, download and run the appropriate desktop client or mobile app for your device.
2. Follow the on-screen prompts to install Zoom.

You can join a Zoom meeting without logging in, but you must log in if you want to start or schedule a Zoom meeting.

To log in to the Zoom website:

1. Go to the Cal State LA Zoom website.
2. Click Sign In in the upper-right corner of the page.
3. Log in with your MyCalStateLA ID account.

To log in to the Zoom desktop app:

1. Open the Zoom app on your device.
2. Click Sign In, and then click Sign In with SSO.
3. Enter calstatela as the company domain, and then click Continue.
4. Log in with your MyCalStateLA ID account.
5. If prompted, click to open Zoom Meetings.

To log in to the Zoom mobile app:

1. Open the Zoom app on your mobile device.
2. Tap Sign In, and then tap SSO.
3. Enter calstatela as the company domain, and then tap Go or Continue.
4. Log in with your MyCalStateLA ID account.
5. If prompted, tap Open to open the Zoom app.

You can use Zoom to schedule a one-time meeting or a recurring meeting. When you schedule a recurring meeting, each occurrence uses the same meeting ID and settings.

See the Scheduling Meetings page of the Zoom Help Center for a video tutorial and information about the meeting options for each device.

To schedule a meeting using the Zoom website:

1. Log in to the Cal State LA Zoom website with your MyCalStateLA ID account.
2. Click Meetings in the left pane.
3. Under Upcoming Meetings, click Schedule a New Meeting.
4. Enter the meeting details (topic, start date and time, duration, etc.) and select the desired meeting options.
   • If this is a recurring meeting, select the Recurring meeting check box, and then set the recurrence pattern.
5. Click Save to finish scheduling.
6. To invite attendees, select a calendar option or copy the invitation, and then send it via email or a meeting request.
   • If this is a recurring meeting, set the recurrence pattern in the meeting request before sending.

To schedule a meeting using the Zoom desktop app:

1. Open the Zoom app on your computer.
2. If you are not already logged in, log in with your MyCalStateLA ID account.
3. Click Schedule.
4. Enter the meeting details (topic, start date and time, duration, etc.) and select the desired meeting options.
   • If this is a recurring meeting, select the Recurring meeting check box.
5. Select the calendar you want to use to send the meeting invitation.
6. Click Schedule to finish scheduling.
7. A pre-populated meeting request opens in the selected calendar. Add attendees, set the recurrence pattern if needed, and send.
   • If you selected Other Calendars, copy the invitation, and then send it via email or a meeting request.

To schedule a meeting using the Zoom mobile app:

1. Open the Zoom app on your mobile device.
2. If you are not already logged in, log in with your MyCalStateLA ID account.
3. Tap Schedule.
4. Enter the meeting details (topic, start date and time, duration, etc.) and select the desired meeting options.
5. Tap Done to finish scheduling.
6. Add attendees and send.

When you schedule a Zoom meeting, you are considered the host of that meeting. As the host, you can control various aspects of the meeting, such as managing the participants.

See the Host and Co-Host Controls in a Meeting page of the Zoom Help Center for a video tutorial and information about the host controls for each device.

To start a scheduled meeting using the Zoom website:

1. Log in to the Cal State LA Zoom website with your MyCalStateLA ID account.
2. Click Meetings in the left pane.
3. Under Upcoming Meetings, click Start next to the meeting you want to start.
4. If prompted, click to open Zoom Meetings.
5. Select to join audio by phone or computer.

To start a scheduled meeting using the Zoom desktop app:

1. Open the Zoom app on your computer.
2. If you are not already logged in, log in with your MyCalStateLA ID account.
3. Click Meetings at the bottom of the window.
4. On the Upcoming tab, select the meeting you want to start, and then click Start.
5. Select to join audio by phone or computer.

To start a scheduled meeting using the Zoom mobile app:

1. Open the Zoom app on your mobile device.
2. If you are not already logged in, log in with your MyCalStateLA ID account.
3. Tap Meetings at the bottom of the screen.
4. Tap Start next to the meeting you want to start.
5. Select to join audio by microphone or dial in.

Zoom includes several features that can be used to increase the security of your Zoom meetings.

Set a Meeting Passcode

A meeting host can require participants to enter a passcode before joining the meeting. This provides greater access control and prevents uninvited guests from joining the meeting.

While scheduling a meeting, the host can set a meeting passcode by selecting the Require meeting passcode check box. A numeric passcode will be automatically generated and included in the meeting invitation.

Note: There is an option to exclude passcode in the Zoom link, "Embed passcode in invite link for one-click join." Select this option when you have to share the Zoom link on a public site and only provide the passcode to those pre-registered for the conference or meeting. However, if you plan to email the Zoom link to known participants, unselect the option so that participants don't have to enter a passcode when joining. However, if they manually enter the meeting ID to join, they will still be prompted to enter a passcode.

Require Authentication

To ensure that only participants associated with Cal State LA can join your Zoom meetings, you can select to have only authenticated users to join. This means, all participants will have to log in through MyCalStateLA Portal prior to joining the session.

1. Sign in to the Zoom web portal.
2. Schedule a meeting or webinar.
3. Under Meeting Options or Webinar Options, click Only authenticated users can join.

Disable Join Before Host

If the Join before host option is enabled, the first person who joins a meeting will automatically be made the host and will have full control over the meeting. For greater control and security of a meeting, the host can require participants to only join the meeting after the host arrives.

While scheduling a meeting, make sure the Enable join before host option is disabled. See the Join Before Host page of the Zoom Help Center for more information.

Limit Screen Sharing to the Host

By default, any participant in a meeting can share their screen. A meeting host can disable screen sharing for participants to prevent them from taking control of the screen or sharing unwanted content.

To limit screen sharing to the host:

1. At the bottom of the Zoom window, click the arrow next to Share Screen, and then click Advanced Sharing Options.
2. Under Who can share, select Only Host.
3. Click the X icon in the upper-right corner to close the dialog box.

Remove a Participant from a Meeting

If an uninvited or disruptive participant joins a meeting, the host can remove the participant from the meeting. Once removed, the participant will not be able to rejoin the meeting.

To remove a participant from a meeting:

1. Click Manage Participants at the bottom of the Zoom window to display the Participants panel.
2. In the Participants panel, hover over the participant’s name, click More, and then click Remove.
3. Click OK in the confirmation dialog box.

Lock a Meeting

Once all attendees have joined a meeting, the host can lock the meeting to prevent anyone else from joining, even if they have the meeting ID and password.

To lock a meeting:

1. Click Manage Participants at the bottom of the Zoom window to display the Participants panel.
2. At the bottom of the Participants panel, click More, and then click Lock Meeting.
3. Click Yes in the confirmation dialog box.

Note: You can unlock a meeting by clicking More, and then by clicking Unlock Meeting.

Faculty and staff can request access to the webinar by submitting the Request for Zoom Webinar Form in ServiceNow (login required).

• How to schedule a webinar that requires registration
• How to schedule a Webinar without registration

There are a few ways that you can start your webinar.

1. Sign in to the Zoom web portal and click Webinars. Find the webinar, and click Start.
   
2. In the Zoom client, click on the Meetings tab. Find the webinar, and click Start.
   
3. If you have added this to your calendar, click on the link displayed on your calendar reminder. Make sure that you are logged into your Zoom account before clicking the link.

Panelists are full participants in the meeting. They can view and send video, screen share, annotate, etc. Learn how to invite panelists. Attendees are view-only participants. They can interact with the host and the panelists through the Q&A and the chat.  

There are three different ways to invite attendees to register:

1. Copy the registration URL and share via email, your website, etc.
2. Select Copy the invitation to view and copy the invitation created by Zoom to send out to your attendees.
3. Select Email me the invitation to receive a copy of the Zoom invitation that you can then forward to potential attendees.