External App: Zoom

Zoom within Canvas allow you to schedule and display meetings directly in your Canvas course page. Students can view upcoming Zoom sessions and join them from the Zoom section within your course. 

NEW TO ZOOM?  Click for information on how to log into Zoom for the first time

To log into Zoom for the first time, please follow these steps to create your account:

  1. Navigate to the Yale Zoom website.
  2. Select the “Sign In” button.
  3. Enter your Yale NetID and NetID Password.
  4. Download and install the Zoom Client for virtual classroom software.
  5. When the application launches, select the “Sign in with SSO” button (pictured below).
  6. After you’ve logged in for the first time, test your internet connection by joining a sample meeting.

GUEST ACCOUNT WARNING

Guest accounts (non-Yale NetID accounts) cannot schedule Zoom meetings through Canvas.  

Guest accounts with a student-level role (Student, Guest Student, Auditor, Shopper, etc...) can attend Zoom meetings.

The new Zoom Pro LTI was installed July 22, 2019.  Updates and features of the new LTI include:

  • Scheduled meetings will automatically appear on the course Calendar & Syllabus Course Summary section.
  • Deleted meeting will automatically be removed from the course Calendar & Syllabus Course Summary section.
  • Instructor view will only show meetings scheduled for the course they are currently in.
  • Instructor view will display all meetings scheduled for the course regardless of who created the meeting.

Enabling Zoom within a Canvas course

Zoom is hidden by default within Canvas courses. If you wish to use Zoom in Canvas, you will first need to navigate to the settings tab on your course page.

Then navigate to the "Navigation" tab, drag the Zoom item from the lower list to the upper list of active course items and click "save".

Users affiliated with Yale School of Medicine or Yale School of Nursing (or any other Yale user with a HIPAA compliant Zoom account) should use the "Zoom HIPAA" entry in the navigation menu. Using the "Zoom" entry may result in an error when selected in the course navigation.

Zoom will now appear in your left hand course navigation menu.

Scheduling meetings within Canvas

Zoom Meetings can be scheduled from within your Canvas Course. You can access the Zoom for Canvas tool from the navigation area for the course. The landing page shows information on upcoming meetings and previous meetings. To begin scheduling a session to appear on your Canvas page click the "Schedule a New Meeting" button.

Once you have selected "Schedule a New Meeting" you will be brought to a page to enter the meeting information such as the time and name of the meeting. If this will be a regularly occurring session, you can select "Recurring Meeting" and enter the necessary information. 

Once you fill out the necessary information and click "Save", you will be brought to a screen confirming the details of your meeting settings. 

 

You can find more information on meeting options in Zoom's guide on scheduling meetings: https://support.zoom.us/hc/en-us/articles/201362413-How-Do-I-Schedule-Meetings-

Adding a Co-Host / Alternative Host

Option 1:  Set Co-Host when scheduling events:

NOTE:  To pre-add a co-host when scheduling, the co-host must first have a Yale Zoom account.  See our help article (scroll to the Log into Zoom section).

When you are scheduling your meeting, the last option on the screen allows you to add co-hosts to the session.  Enter the Yale Email address for the person(s) you want to be co-host.  If you are adding multiple users, put a comma (,) between each user.

Click Save when you have completed the settings for your session.

Option 2:  Set Co-Host during your Zoom session:

NOTE:  Co-hosts set during the Zoom session do not need a Yale Zoom account.

  1. Start your meeting as usual.
  2. In the Zoom tool bar, click Manage Participants [1].
  3. In the participants window, find the user you want to make a co-host and hover over their name.
  4. When you hover over their name, you will see 2 buttons.  Click the More button [2].
  5. From the menu that appears, select Make Co-Host [3].
  1. you will now see a pop-up asking you to confirm that this person should be a co-host.  Click Yes [4].
  2. Repeat steps 3-6 for each person you want to be a co-host.

Calendar Notifications

With the new Zoom Pro LTI, once you schedule or cancel a Zoom meeting a message will automatically be placed on the course calendar and on the Syllabus under the Course Summary.  Deleted meetings with be removed from both the calendar and Syllabus.

Example Calendar Post

  1. Go to the Calendar tool [A].
  2. Make sure that you have selected the calendar for your course [B].
  3. Your event will appear on the calendar - click the calendar item to view additional details and the link to join the meeting [C].

Example Syllabus Course Summary

  1. Go to your course's Syllabus tool [A].
  2. Go to the Course Summary section and your meeting will be listed there [B].

 

Displaying & joining meetings in Canvas

When clicking on the Zoom tool in Canvas, instructors (hosts) have a slightly different view than students in the course.

Displaying meetings in Canvas as host

As the host of the meeting you will see tabs for your upcoming meetings, previous meetings, personal meeting room and cloud recordings. Please note that your upcoming meetings will list only meetings associated with this course. The personal meeting room and cloud recording tabs are not visible to students. Additionally, if another instructor or TA schedules a meeting in the class it will appear in the list of upcoming meetings.

Joining Meetings as the host

When you are ready to start your meeting, you will need to log into Canvas and click on the Zoom tool [1].  Once in the Zoom tool, find the scheduled session and click the Start button [2].

After you click Start - a new tab will open in your browser and you will be prompted to open Zoom - click the Open Zoom Meetings button.

Check the Zoom help guides for information about Audio Settings and Video Settings.

Displaying meetings in Canvas as student

Students will only see tabs for upcoming meetings and previous meetings and do not have the ability to schedule meetings in the class. Currently, the recordings column will not display session recordings if you have recorded your meeting. If you wish to make a recording available to your students, you can download the recording from Zoom and upload in the Media Library.

Joining Meetings as a student

When you are ready to start your meeting, you will need to log into Canvas and click on the Zoom tool [1].  Once in the Zoom tool, find the scheduled session and click the Join button [2].

After you click Start - a new tab will open in your browser and you will be prompted to open Zoom - click the Open Zoom Meetings button.

Check the Zoom help guides for information about Audio Settings and Video Settings.

How to access and download cloud recordings

NOTE:  For FERPA security reasons:  If you record a Zoom session to the cloud - we strongly recommend that you do not share the cloud recording link.  Please download the recording to your computer and upload the file into Media Library following the instructions below.

Option 1: Access/Download Through the Canvas Integration

NOTE:  The Zoom tool will only show the Cloud Recordings for the course you are currently in.  You would need to go to each course to download the recordings.  If you want to view all recordings for all courses at once, use Option 2:  Download hrough Yale Zoom.

  1. Go to the course site in Canvas
  2. Click on the Zoom tool [1]
  3. Click on Cloud Recordings [2]
  4. Click on the title of the recording [3] you want to download.
  1. On the next screen, click on Download button [4] for the version(s) you want to download.
  2. Your file will be downloaded to the Downloads area of your computer.  

Option 2: Access/Download through yale.zoom.us

  1. Go to Yale Zoom at https://yale.zoom.us and log in with your Yale account
  2. Once Logged in, click on Recordings [1].
  3. On the top of the page, make sure that you are on the Cloud Recordings tab [2].
  4. From the list of Cloud Recordings, find the recording you want to download.
  5. Click on the More button [3] to the far right of the recording you want to download.
  6. From the sub-menu, select Download [4].
  7. You may see an alter message asking if you want to allow yale.zoom.us to download multiple files.  Click the Allow button [5].
  8. Your file will be downloaded to the Downloads area of your computer.  

How to upload recording files into Media Library

For more information, please refer to these helpful links: