Meetings and Work Sessions (Zoom)

What is it and why do I need it?

One of the most useful tools used to make virtual meetings easy is Zoom. Zoom unifies cloud video conferencing, simple online meetings, and group messaging into one easy-to-use platform. Zoom offers video, audio, and wireless screen-sharing across multiple platforms. 

How do I get it?

Zoom is available to anyone with a Princeton NetID and does not require Administrative permissions to install.  

You will need the following: 

  • Device with a good internet connection
  • Headphones or earbuds (optional)
  • Microphone (a separate microphone can be better than your device's built-in, if possible)
  • Web camera (optional, preferred for face-to-face contact)

To get started: 

If you do not already have an account set up, get started here:

  • Login with your NetID and password.  *This will require DUO authentication.
  • The first time you use Zoom, you’ll be prompted to run and install the zoom-launcher.

When you receive an invite for a Zoom meeting, you’ll be provided with a link to join the meeting.  

  1. Click the link to run and install the zoom-launcher.  
  2. Click the file to install the launcher.

Upon completion, your meeting should begin.

How do I use it? 

Once you're in a Zoom meeting, you can use features like turning your video and microphone settings on and off, inviting other meeting participants, chatting with other meeting participants, recording the meeting, and sharing your screen.

How do I Host/Join a Meeting

Host a Meeting

After logging into your Princeton Zoom Account, you’ll notice the top menu bar includes the ability to schedule a meeting in the future or host a new meeting and invite colleagues to participate instantly.

If this meeting is taking place at another time: 

  1. Click Schedule a Meeting from the top menu bar 

  2. Consider the options presented to you


If this meeting needs to begin immediately: 

  1. Click Host a Meeting from the top tool bar, choosing at this time, whether you want to include video or not or share your screen only.

  2. Once the meeting has begun, click the Invite button to invite participants

Join a Meeting from Princeton Zoom Account

You have the ability to join an existing meeting from your Princeton Zoom Account

  1. Click the Join a Meeting tab from the top menu bar

  2. Enter the Meeting ID or Personal Link Name of the meeting you’d like to join

  3. Click Join

Join a Meeting from Email Invite

Typically, the host of a meeting will send participants a meeting invite with a join link embedded.  These meeting invitations will provide multiple methods of joining the meeting for various devices and conference systems.

To Join from PC/MAC or Android/iOS Devices:

  1. Click the link (example:

  2. Follow instructions for joining audio

Join a Meeting by Phone

You can join a Zoom meeting using a traditional phone or smartphone. This is useful when:

  • you do not have a microphone or speaker on your PC/Mac,

  • you do not have a smartphone (iOS or Android) while on the road, or

  • you cannot connect to a network for video and VoIP (computer audio)

If you plan to call into the meeting to participate, you’ll be provided with a number to call.

  1. Click Join Audio

  2. Make sure the Phone Call tab is selected

  3. Dial the number provided

Note: you will be prompted to enter the Meeting ID and Participant ID, also provided on this tab.

Tips for Participating in Meetings

Test my Audio (Mic/Speakers)

It's important to test your audio prior to the start of the meeting to eliminate issues during the meeting.  To test your microphone and speaker and make adjustments: 

  • Speaker: Click Test Speaker to play a test tone. Click the drop-down menu to select the speaker you want Zoom to use.
  • Microphone: Click Test Mic to record audio and play it back. Click the drop-down to select the mic you want Zoom to use.
    • Automatically adjust microphone: Automatically make your microphone softer or louder as needed to normalize the volume and make it easier for other participants to hear you.
Share my Screen

Zoom allows for screen sharing without the need to "pass the ball" or "make someone else a presenter" to share.  You can choose to share your entire screen or any of the open applications shown in the window. 

  1. Click the Share button from the bottom control bar.

  2. Select which content you'd like to share.

  3. Click Share.

Note: If you share a window/application, the screen sharing will only show that window.  If you share a desktop, you can switch between windows and applications. 

Note: You’ll notice that your meeting controls are now at the top of the screen.  You can stop sharing your screen by clicking the visible Stop button or you can hover over the control bar for more options.

Mute/Unmute my Audio

When you need to mute your audio during a Zoom meeting:

  1. Click the Mute button/Microphone icon to mute your audio
  2. To unmute, click the Mute button again.

If you would like to temporarily unmute yourself, you can hit the space bar while you speak.

Note: If you are hosting and cannot see the Mute button, hover over the control menu at the top of the screen.

View Participants

You have the ability to view the other individuals who are participating in a Zoom meeting.

  1. Click the Manage Participants button on the bottom control bar
  2. In the right menu bar, you will see options to unmute or rename each participant
  3. You will also be able to see if the participants have their microphone and/or video turned on (icons next to the participant’s name)

Note: If you are hosting and cannot see the Manage Participants button, hover over the control menu at the top of the screen.

Chat with Participants

You have the ability to chat with all attendees or individual attendees.

  1. Click the Chat button from the bottom control menu
  2. Choose from the list of participants or chat with everyone

Note: If you are hosting and cannot see the Chat button, hover over the control menu at the top of the screen.

Record the Meeting

As the host of the meeting, you have the ability to record it.  

  1. Click the Record button from the bottom control menu.

Helpful links

Zoom best practices

Zoom's privacy policy

Zoom status:

GoToMeeting status:

Kaltura status:

Sign up for a consultation on Zoom

Work Continuity Calendar