Guide to Getting Started with Zoom at Yale Library

This page describes a service provided by the Yale Library that is intended solely for Yale Library staff. 

All other members of the Yale community should visit the Yale Audio & Video Conferencing service listing from Yale ITS.

Table of Contents

Getting Started:

Before you can host a meeting with Zoom, you must install the Zoom Desktop Client software for your computer/device.


Sign In and Set Up for Yale Library Staff

Zoom Web Portal: 

Highlights of this page are:



  • Setting your avatar (persists through all Zoom Applications).
  • Edit your Personal Meeting ID/Personal Vanity URL
    • This is your personal dedicated virtual room.  You can use it at any time or schedule it for future use.



Zoom Desktop Client: 

  1. Once the Zoom Client for Meetings is installed, click the Sign In button
  2. Enter in your User Name and password on the login screen

You now have the Zoom client for Meetings installed. Best practice is to have Zoom start when your computer boots up.   About Settings

  • On Windows, go to the Zoom client and click on “Settings” at the top right. Click on General and then check the box that says “Start Zoom when I start Windows”.
  • On Mac, right-click the Zoom app in the Dock, select Options > Open at Login.

Scheduling a Zoom Meeting

Zoom offers you several ways to schedule your meetings.  Scheduling with Zoom

Web Portal:

  1. Log in to 
  2. Click “Schedule a Meeting” in the top navigation bar
  3. Input details for the meeting and click “Save”
  4. You can then copy the URL or Invitation or add to your calendar with available plug in

Zoom Desktop Client:

  1. Click “Schedule” button on the Zoom App
  2. Input details for the meeting and click “Save”
  3. You can then copy the URL or Invitation or add to your calendar with available plug in

Outlook Plugin:

  1. Download the Zoom Outlook plugin from
  2. Create a New Meeting in Outlook
  3. Click “Add Zoom Meeting”
  4. Input Zoom Details for the meeting and click “Continue”
  5. Update invitation details and hit “Send”

Google Plugin:

  1. Download the Google plugin from
  2. Create a new meeting in Google Calendar
  3. Click “Make it a Zoom Meeting”
  4. Update invitation details and hit “Save”

Details on additional features for scheduled meetings can be found here:

Meeting Controls


When starting/joining a meeting, you can join the audio by phone or computer.  

  • Choose “Join Audio by Computer” to connect your computers mic and speakers to the Zoom Meeting.  You can test your Audio sources by using the “Test Computer Audio” link when joining. 
  • Choose “Phone Call” and dial the number provided.  Enter the Meeting ID and make sure to input the “Participant ID”

*Tip: Clicking on the Mic icon will let you mute and unmute your audio once connected


Access Video settings before or during a meeting by clicking on the “Settings” icon on your Zoom Desktop Application.  On the Video tab you can preview and change your camera source via the down arrow

Clicking on the Video icon will let you start and stop your video feed


During a meeting, click “Invite” to send meeting information to more participants by email, Zoom chat, phone, or room system.

Manage Participants:

When hosting a Zoom meeting, you have additional controls available to help manage your participants. Attendees can only view the other participants.

Screen Share:

  1. Click Share Screen
  2. Choose to share your; desktop, specific application, whiteboard, camera feed
  3. All participants in your meeting can share their screen
  4. During screen sharing you and your attendees can use the Annotation tools for drawing, pointing, highlighting, etc.


  1. Click “Chat” to start an in meeting message with participants in the meeting
  2. The dropdown on the chat window will allow you to message Everyone, or a specific participant


As host, you can record the meeting to either the Zoom cloud or your local machine.  

  1. Click on the “Record” icon in the toolbar
  2. Choose to record to the Cloud or Local machine
  3. Recording will process once the meeting ends

A Few Last Things

Before the Meeting: 

  • Test your Audio and Video  
    • Make sure to choose the correct audio and video sources
  • Have the content you intend to share prepared ahead of time
  • Close applications that have pop ups

Hosting A Meeting:

  • Mute your mic if others are presenting/speaking
  • Use “Gallery View” for smaller group/team meetings
  • Share your screen
    • Share specific Applications to control displayed content
    • Use “New Share” to seamlessly transition between shared applications.
  • Use the Annotation tools to grab and direct attention

Turn the camera on! 

  • Put your webcam at eye level or higher – experiment for best angles
  • Use the gestures and mannerisms that you would typically use in person
  • Make Eye Contact - Try to look at your webcam versus the screen

Some Resources

Here are some great resources from Zoom’s Knowledge Base to take a deeper dive into using Zoom:

Link to Zoom’s Help Center page with all sorts of training materials:

Or, view this PDF for a more detailed training document:

If you require technical assistance or have a question, please use this Report a Problem link and someone from YUL Workstation Report will get back to you. 

Last modified: 
Wednesday, March 11, 2020 - 2:16pm