Facilitate a Meeting

Zoom desktop meeting controls

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Reminder: Check for Updates

IMPORTANT: To use the latest features of Zoom, including in-meeting security or file transfer, you must have a recent version of the Zoom desktop application. Please be sure to routinely check for updates.

1. Audio: How to activate your microphone or dial into your meeting

At the bottom left-hand corner of the Zoom meeting toolbar, you'll find either the headphone or microphone logo to "Join Audio" or "Mute/Unmute" (respectively). Click "Join Audio" to choose whether to connect your computer audio or dial into the meeting with a phone. Once your audio is connected, click "Mute" to disable the audio or "Unmute" to enable your audio. Audio and mute buttons

Learn more about testing your audio for a Zoom meeting.

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2. Video: How to activate your webcam

At the bottom left-hand corner (next to the audio control), you will find the "Start/Stop Video" option: Click "Start Video" to enable your webcam. Click "Stop Video" to disable your webcam.


Learn more about testing your video for a Zoom meeting.

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3. Security: How to enable/disable various security options

Zoom Security button and menu with settings to enable or disable

NOTE: You must have the desktop Zoom application version 4.6.10 or later. Please check for updates.

With the "Security" button in the desktop Zoom app, you can quickly enable or disable various security features during your live meeting.

  • Lock Meeting: Use this option to "close the door" to new meeting attendees. Make sure the participants you expect are in the meeting before you lock it.
  • Enable Waiting Room: This should be enabled by default. You can quickly turn on/off the waiting room feature to require the host to admit attendees to the live meeting.
  • Allow participants to
    • Share Screen: Permit participants to share their screen during the meeting.
    • Chat: Enable/disable the Chat feature for attendees.
    • Rename Themselves: Enable/disable the Provide the "Rename" option to meeting attendees.


For a full list of security setup and in-meeting options, please review the steps to Safeguard Your Online Classes and Meetings. You may also refer to Zoom's In-Meeting Security Options.

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4. Participants

Gif of muting participants

How to mute participants

  1. Click on "Participants" in your main Zoom toolbar. The Participants sidebar or pop-up window will appear.
  2. To mute everyone in the meeting, click "Mute all."
  3. To mute individuals, hover over a participant's name to reveal "Mute/Unmute" or "More" to access other features, like "Stop Video/Ask to Start Video." TIP: You can "Mute All" and then "Unmute" specific people, if that is more efficient.
  4. If desired, click "Participants" again to hide the sidebar or click the close "X" to close the pop-up window.

How to make someone the host or a co-host

  1. Click on "Participants" in your main Zoom toolbar. The Participants sidebar or pop-up window will appear.
  2. Hover over a participant's name and click the "More" option.
  3. Select the desired option, i.e. "Make Host" or "Make Co-Host." NOTE: There can only be one "host" at a time, but unlimited "co-hosts" can be assigned.
  4. If desired, click "Participants" again to hide the sidebar or click the close "X" to close the pop-up window.


Learn more about managing participants and roles in a Zoom meeting.

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 5. Chat: How to send chat messages or send files

How to chat on zoom

How to send chat messages

  1. From the meeting toolbar, select the "Chat" button.
  2. Select the recipient from the "To" menu (e.g. Everyone or a specific person).
  3. In the "Type message here" box, enter your chat message.
  4. Press Enter or Return on your keyboard to send the message.

How to limit who participants can message

  1. From the meeting toolbar, select the "Chat" button.
  2. Hosts can click the "More" icon ("...") to the right of the "To" menu.
  3. Select the option desired (.e.g. No One, Host Only, Everyone Publicly, Everyone Publicly and Privately, etc.).

How to share files

NOTE: You must have at least the Zoom desktop application, version 4.6.10 or later. The host must also enable file sharing in their main Zoom settings.

  1. From the meeting toolbar, click "Chat."
  2. In the Zoom Group Chat window, click "File."The file button is located next to the more options button.
  3. Select the file you wish to share.
  4. Click "OK" or "Open."


Learn more about Zoom in-meeting chat.

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6. Share Screen: How to share your screen

How to share a screen

  1. Click the green "Share" button in the middle of the Zoom toolbar.
  2. Select to mirror a desktop toolbar, white board, or any other open application on your device that you would like to share.
  3. Click the "Share" button in the bottom right of the toolbar.


Learn more about Zoom Share Screen.

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7. Polling

Meeting hosts can administer polls to engage participants. The meeting organizer must enable the "Polling" feature in their account settings.  Only the original meeting host can edit or add polls during a meeting. Co-hosts can administer pre-existing polls associated with the meeting, however.  NOTE: If you use the "New Meeting" button in the Zoom app, the Poll feature will not appear unless you use your personal meeting ID (PMI) and you pre-configured your personal room with at least one poll.

Creating a poll in a scheduled meeting

  1. Sign in to your Zoom account.
  2. Click "Meetings" in the left menu.
  3. To create a poll, you need to either: a) click "Schedule a Meeting" to create a new meeting, OR b) click the title of an existing scheduled meeting to open the meeting details.
  4. Scroll to the bottom of the meeting invitation, click "Add" to begin creating the poll. (See Image A below.)
  5. Title the poll, select whether you wish for this to be anonymous or not, enter your question, select the question type (single or multiple choice), add your answer options, and then click "Save." NOTE: You can add more than one question to the poll by clicking "Add a Question" at the bottom. (See Image B below.)
Image A: Step 4 (Add button at bottom right)

Begin Poll Creation


Image B: Step 5 (Add a Poll interface)

Poll Question


Creating a poll in your personal meeting room (PMI)

NOTE: For the best experience, consider using a scheduled meeting as described above.

  1. Sign in to your Zoom account.
  2. Click "Meetings" in the left menu.
  3. Click the "Personal Room" tab.
  4. Click the "Poll" tab.
  5. Click "Add Poll" and follow the steps as outlined in the previous section.

Launching a poll

  1. Click "Polling" in the bottom toolbar. 
    Launch Poll
  2. Click "Launch Poll."
    Poll Question
  3. Participants in the meeting will be prompted to answer the polling questions. Once an answer has been submitted, the host will be able to see the live results.
    Polling Questions in Progress
  4. When finished with the poll, click "End Poll."
  5. (Optional) To share polling results with meeting participants, Click "Share Results."
    Poll Results
  6. Click "Stop Sharing" to stop sharing poll results with meeting participants.
    Stop Sharing Poll Results


Learn more about Zoom polling.

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8. Record

  1. In the meeting toolbar, click "Record."
  2. When prompted, click "Record on this Computer" (if you are a student) or "Record to Cloud" (if you are an instructor).
  3. Once you are ready to stop your recording, click the "stop" button located on your meeting toolbar or the top left of your screen. Stop recordingArrow pointing to stop recording
  4. Depending upon the recording strategy (Record to Computer vs. Record to Cloud):
    • Record to Computer: The recording will automatically convert into an mp4 file when you leave or end the meeting (a file folder will pop up with the files). It will contain the video file and an audio file of the recorded meeting. You can now move that mp4 file to your Pepperdine Google drive account or choose to keep it on your local device.
    • Record to Cloud: Once the video has been processed, the recording will be available for sharing via a link. The recording will also include transcription and closed-captioning.


  • Before recording a meeting, be sure to notify all participants. For classes, professors at a minimum must place a statement in their class syllabus if any class sessions will be recorded (online, hybrid, or in-person). Recording of class sessions is at the discretion of the instructor; please check with your professor or school about any class recording expectations, guidelines, or requirements.
  • Any community members that conduct healthcare-related business or meetings will be provisioned with a Zoom Healthcare account. Due to HIPAA regulations, cloud recording is not available with Zoom Healthcare.


Learn more about Zoom cloud recording or local recording.

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9. Closed Captions

NOTE: If you are an instructor with a student who requires accommodations in the Zoom classroom, please reach out to the Pepperdine Office of Student Accessibility (OSA). OSA can outline the available options for your consideration.

Zoom now offers an automated Live Transcription service. There are two critical steps to enable this service.  First, each meeting organizer must enable the feature in their account settings.  Next, during a live meeting, the meeting host must enable closed captions and the live transcription option.

Enable Live Transcription in your Account

  1. With your computer's web browser, log in at pepperdine.zoom.us/signin
  2. In the left menu, select "Settings."
  3. Scroll down to the "Closed captioning" option and click the button to enable the service (if it is not enabled).
  4. Once "Closed captioning" is on, new options will appear.
  5. Select the checkbox that says "Enable live transcription service to show transcript on the side panel in-meeting."
  6. Decide whether you wish to allow meeting participants to "Save Captions" (we generally recommend it).
  7. Done!

Enable Live Transcription in your Meeting

  1. In the next meeting that you host, a new button will appear titled "CC Live Transcript."
  2. Click "CC Live Transcript."
  3. Click the button "Enable Auto-Transcription."
  4. When you or others speak, automated transcriptions will begin at the bottom of the screen.

Learn more about Zoom Closed Captions and Live Transcription.


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10. Breakout Rooms

Breakout rooms allow you to have separate meeting spaces within a single meeting in Zoom. The host can choose to assign participants to separate breakout rooms and monitor each session by moving from room to room. This is ideal for professors who conduct group work and want to have teams collaborate privately.

  1. Click "Breakout Rooms" on the bottom toolbar.
    Breakout Rooms Window
  2. Choose the number of breakout rooms you would like to use.
  3. Assign participants to breakout rooms by selecting either "automatically" or "manually":
    • "Automatically" (randomly assigns participants to rooms)
    • "Manually" (allows the host to manually add participants to rooms)
  4. Click "Create Breakout Rooms."
    Create Breakout Rooms Window
  5. Click "Open All Rooms" to start the breakout session, and then click "join" for the room you want to enter.
    Join Breakout Rooms

Asking for help in a Breakout Room

  1. Participants can ask the host for assistance at any time by clicking the "Ask for Help" button in the participant's toolbar.
    Ask for Help
  2. When prompted, the host clicks "Join Breakout Room" to enter the session asking for assistance.
    Ask for Help Window

Broadcasting a message to breakout rooms

  1. Click "Breakout Room" on the bottom toolbar and select "Broadcast a message to all."
  2. Type the message (i.e. "5-minute warning") and click "Broadcast." NOTE: This message will be sent to every breakout room.

Breakout Room Broadcast Message

Ending a Breakout Session

  1. Click "Breakout Rooms" on the bottom toolbar and select "Close All Rooms."

Breakout Rooms-Close All Rooms


NOTE: Participants will be notified that the room will be closing and that they will be sent back to the main meeting session.

Breakout Room Closing Window



Learn more about enabling breakout rooms and managing breakout rooms.

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11. End meeting

  1. Click "End Meeting" in the bottom, right corner.Arrow pointing to end meeting
  2. Select either:
  • Leave meeting (allows remaining participants to stay in the virtual room).
  • End Meeting for all (closes meeting for all participants).


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Schedule on behalf of

This is a helpful feature for anyone who schedules meetings on behalf of another individual.

  1. Sign in to your Zoom account.
  2. Go to "Settings" and scroll down to the "Other" section at the bottom of the page.
  3. Click the "+" icon next to "Assign scheduling privilege to" and input the Pepperdine email address of the scheduler. NOTE: The scheduler must have activated their Pepperdine Zoom account prior to this step.
    Schedule Privilege Window
  4. Click "Assign."
    Assign Scheduling Privilege Window


Under the "Advanced Options" section, the assignee will now be able to create meetings on behalf of another user by using the 'Schedule for' dropdown menu.

Schedule Advanced Options


Learn more about Zoom's scheduling privilege.

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Courses "Zoom Pro" Tool

Important: You must register for Pepperdine Zoom to use the "Zoom Pro" tool

Professors must first register for an official Pepperdine Zoom account at http://pepperdine.zoom.us. If you attempt to use the tool before you have registered, you will see a warning message, "Warning: The instructor's email (your email address) is invalid (2216). Error Code 2216." Simply register at http://pepperdine.zoom.us and then return to Courses.

Starting your Zoom meeting in Courses

  1. Log in to Courses and navigate to your class site.
  2. Click the Zoom tool.
  3. Find the desired meeting and click "Start" on the right-hand side to begin your session.


Start Zoom Meeting


Managing recordings through the Zoom tool (INSTRUCTOR)

  1. Log in to Courses and navigate to your class site.
  2. Click the Zoom tool and select the 'Cloud Recordings' tab at the top.
  3. View recording by clicking the meeting title or attached files.
  4. To delete a specific recording, click 'Delete' on the right side of the meeting line item.


Delete Zoom Recording Window



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