Frequently Asked Questions for Drexel Zoom Users
NOTE: This page contains answers to some of our most frequently asked questions, but Zoom's own Support Center has a robust searchable knowledge base as well as video tutorials and daily live training sessions.
ZOOM CLOUD RECORDING RETENTION (updated June 2021)
Recordings stored in the Zoom cloud are meant for short term use and are automatically deleted after 18 weeks. For long term use, the primary video and transcript of those cloud-recorded meetings are automatically copied to Kaltura (Drexel Streams), where there is no current retention limit. We also recommend that users download a copy of their recording files to their computer from Zoom.
How do I download a Zoom Client and Zoom related Plug-ins?
Navigate in a browser to Download Zoom Apps + plugins. This will take you to the Zoom download page where you can download the Zoom Client for Meetings.
How so I sign into Drexel's Zoom Web Portal?
Navigate to drexel.zoom.us in a browser and select "Sign In Standard" (unless you need HIPAA compliant Zoom, then click "Sign In HIPAA")
How do I sign into my Zoom Client that I have downloaded and installed?
When you sign in to your Zoom Client, click on the "sign-in SSO" button. This will open a new window.
Type "drexel"* into the corresponding text field. This will allow you to sign in through Drexel Connect with your Drexel Credentials.
*Note: If you need to sign into Drexel's HIPAA compliant account you must type "drexelprivate" into that text field.
How do I enable the Zoom for Outlook 365 Plugin so I can schedule meetings in Outlook?
- Log in to to your Drexel Outlook 365 account.
- Navigate to your Calendar and click the "New Event" button in the top left of the "New Event" page.
- Click the "..." button in the top right of the page
- Select "Get Add-ins"
- A Microsoft Add-ins window will open, select "Zoom" and install the add-in
- After it has installed a Zoom icon will appear in the top right of your calendar window, allowing for Zoom meetings to be scheduled in your Outlook 365.
How many people can join a Drexel Zoom Meeting?
Each Drexel Zoom Pro user can have up to 300 people join a meeting. If a larger room is needed, please contact ZoomAdmin@drexel.edu.
Why are my Drexel Zoom Meetings Limited to 40 minutes?
All Drexel paid employees and all Drexel Students have access to Zoom Pro Accounts. If you are getting a notice that your meetings are limited to 40 minutes, most likely you previously created a free Zoom account at Zoom.us using your Drexel email address. See the next post below about how to rectify this.
I have a free Zoom account at zoom.us using my Drexel Email. Can it be merged into my Drexel Zoom Pro account found at drexel.zoom.us?
Unfortunately, free Zoom accounts are not eligible to be merged. If you were using your Drexel email for your free zoom.us account, it will have to be deleted before you can pickup your Drexel Zoom account. Here are instructions to do so.
Once the account is deleted, make sure you sign out of all your Zoom clients (desktop, mobile, etc) and navigate to drexel.zoom.us to login to your Drexel Zoom Account.
How do I assign an Alternative Host to my meetings?
Whether you are scheduling your meeting in your browser at drexel.zoom.us or using your Zoom client scheduling button, you have the ability to assign an Alternative Host.
As of 1/9/2021, users must enter the user id email (firstname.lastname@example.org) to assign alternative hosts.
How Do I assign scheduling privileges for my Zoom account to another Drexel Zoom User?
If you would like to allow another Drexel Zoom user to schedule meetings on your behalf, you will need to:
- Log into your Zoom account at drexel.zoom.us
- Under the "Personal" sidebar select "Settings"
- Scroll down until you reach "Schedule Privilege"
- Enter the user's user id address(email@example.com).
I am an instructor, how do I take attendance?
- Sign into drexel.zoom.us
- Select Reports
- Click the Usage Report for a list of participants and minutes
How Do I use Breakout Rooms?
Breakout rooms allow you to split your Zoom meeting in up to 50 separate sessions. The meeting host can choose to split the participants of the meeting into these separate sessions automatically or manually, and can switch between sessions at any time.
- Breakout rooms enabled
- Zoom Desktop Client
- Windows: 3.5.31087.1102 or higher
- macOS: 3.5.31087.1102 or higher
- Linux: 2.0.81497.1116 or higher
- Chrome: 2.4.943.510 or higher
How to preassign participants to Breakout Rooms*
*In order to pre-assign students to breakout rooms using Drexel Zoom, there are several conditions that apply.
The participant has to have signed in to drexel.zoom.us Standard before pre-assignment.
The participant must be logged into their zoom client when entering the meeting or they will be marked as a guest
Using a CSV file to create to pre-assign participants
When making a csv invite list from the template the email addresses for attendees must be the firstname.lastname@example.org address. Each user must have a Drexel Standard Zoom Account and the list is sensitive (meaning that if there is one syntax error it will fail).
What are Best Practices for Running a Successful Zoom Meeting?
All Drexel faculty, staff and students* have access to Zoom Pro through our enterprise account. To take advantage of this resource you will need to have:
- A desktop or laptop computer, a tablet or notebook or a cell phone**
- A reliable wired or wireless internet connection (cellular data not recommended)
- Webcam and microphone (if you intend to use both audio and video)
- Active Drexel credentials (email@example.com) and password (the same you use to access Drexel Connect)
- Zoom System and Network Bandwidth Requirements.
Recommendations (for you AND your viewers):
- A quiet room with a door you can close to reduce background noise
- A well-lit space with the light on your face, not behind your back
- A headset, headphones or earbuds with a mic built-in so your audience can hear you clearly
- An external webcam and tripod will enhance the experience for your viewers but the built-in devices will also suffice.
Where can I find trainings, tutorials and extra help?
- For generalized Zoom support, helpful videos and tips from Zoom themselves visit support.zoom.us.
- For more specific Drexel Zoom Tutorials, The Instructional Technology Group (ITG) has put together an informative Drexel Zoom Blog here.
- To sign up for virtual live tutorial sessions please send an email to firstname.lastname@example.org with your availability.
To access your Zoom account navigate to Drexel.zoom.us in your internet browser. If you need to conduct a meeting that is HIPAA compliant (College of Nursing, College of Medicine or other clinic faculty or staff) select Sign in HIPAA, to access all other accounts select Sign in Standard, or to join a meeting with the 9-10 digit meeting ID select Join Meeting. Next you will be prompted to sign in via Drexel Connect using your standard Drexel credentials.
*Alumnus and NEAs have access to Drexel Zoom Basic accounts (non-employee associates (people not paid by Drexel payroll: temps, project or contract-based staff, volunteers, visiting faculty, etc.).
**features may vary between devices.