When previewing email messages in the Reading Pane, you can adjust the zoom lever and make the fonts and images fit for reading comfortably. Shift to the Mail view, click to select the email message that you will preview, and then adjust the zoom lever with moving the zoom slider in the Status bar at the bottom of Outlook. See screen shot below. Zoom is the leader in modern enterprise video communications, with an easy, reliable cloud platform for video and audio conferencing, chat, and webinars across mobile, desktop, and room systems. Zoom Rooms is the original software-based conference room solution used around the world in board, conference, huddle, and training rooms, as well as executive offices and classrooms. Founded in 2011. Learn how to install Zoom and the Zoom Outlook plugin and how to use Outlook to schedule, invite, edit and start your Zoom Meetings. Also learn about schedul. This can be done either using the Zoom website, your Outlook Calendar, or one of several Outlook Zoom plugin and add-ins. Zoom: Set Up and Work with Pre-assigned Breakout Rooms Breakout rooms allow meeting hosts to split up meeting participants into as many as 100 separate sessions.
Zoom is an enterprise cloud platform for video, voice, online meetings, screen sharing, chat, and webinars. This enterprise web conferencing and distance learning application runs across mobile devices, desktops, telephones, and room systems.
Because the UW-Madison Zoom service uses an Education license, we have access to more features compared to a free basic Zoom account. Below are quick highlights on the differences:
This document explains how to start using the UW-Madison Zoom service.
Topics
- UW-Madison Faculty
- UW-Madison Staff
- UW-Madison Students
- Important: Alumni, Emeriti, and Retirees with IT Services are not currently eligible for UW-Madison Zoom and cannot create consumer Zoom account (https://zoom.us/) using any address ending in @wisc.edu.
Sign in to your UW-Madison Zoom account
Zoom Web Portal:
- Go to https://uwmadison.zoom.us.
- Click on Sign in.
- If you are redirected to UW-Madison NetID login page, please enter your NetID and password credentials.
- Upon sign in you will be taken to your Profile page. Highlights on this page include:
- Setting your profile picture (persists through the Zoom platform).
- Editing your Personal Meeting ID/Personal Link.
- This is your personal dedicated virtual meeting space. You can use it at any time or schedule it for future use.
- Important - confirm you are signed into your UW-Madison Zoom account:
- Click on your avatar - located at top right corner
- Confirm it shows the following: your name, your email address (in the form of netid@wisc.edu), and the word Licensed. If it does not, please sign-out and repeat the sign-in process from above.
- After configuring your profile, we recommend going to the Meeting Settings tab to configure your preferences based on how you would like to conduct meetings. Learn more.
Zoom Desktop Client:
- If applicable, download the Zoom Client for Meetings desktop client.
- Start/run Zoom desktop client.
- Click on your avatar and select Sign Out.
- On the Zoom sign in page (you may need to restart Zoom desktop client), click the Sign In with SSO option.
- If prompted to enter your domain, enter: uwmadison.
- If prompted, enter your [email protected] email address, then click Continue.
- If prompted, enter your NetID credentials on the UW-Madison NetID login page. Important: If you are currently signed in with this same account on another device, you will be signed out of that device.
- If prompted, select the option to start using Zoom via the desktop client.
- We recommend going to the Settings (within your avatar menu) to configure your preferences based on how you would like to conduct meetings. Learn more.
If you would like the Zoom desktop client to automatically run when your computer starts up, you can follow the steps below:
- Windows:
- Open the Zoom desktop client.
- Click on your profile picture at the top right and click Settings.
- Click on General and then check the box that says, “Start Zoom when I start Windows”.
- Mac:
- Right-click on the Zoom app in the dock.
- Select Options, then click on Open at Login.
Zoom Mobile Client
![How How](/uploads/1/1/8/7/118769099/702852559.jpg)
- Download/install the Zoom mobile client for your device.
- Run/open the Zoom mobile client.
- On the 'Sign In' screen, scroll to the bottom of screen and select SIGN IN WITH - SSO option.
- If prompted to enter your domain, enter: uwmadison and click Continue.
- If prompted, enter your NetID credentials on the UW-Madison NetID login page.
Schedule a Zoom Meeting
Zoom offers several ways to schedule meetings. If you're using Outlook, we recommend installing an applicable plug-in or extension for ease of use and efficiency when scheduling Zoom meetings. See below for additional information. Learn more: Scheduling with Zoom
Web Portal
- Log in to https://uwmadison.zoom.us/signin .
- Click Schedule a Meeting in the top navigation bar.
- Input details for the meeting and click Save.
- You can then copy the URL or Invitation or add to your calendar with an available plugin.
Zoom Desktop Client
- Click the Schedule button on the Zoom App.
- Input details for the meeting and click Schedule.
- You can then copy the URL or Invitation or add to your calendar with available plug in.
Additional resources:
Start a Meeting
To start a meeting, you can use any Zoom client or click on the 'Join Zoom Meeting' link within a calendar invitation or email which is included in your Outlook client (or any client that contains the Zoom meeting link).
In-Meeting Controls
Audio
When starting/joining a meeting, you can join the audio by phone or computer.
- Computer:
- Choose Join Audio by Computer to connect your computer's mic and speakers to the Zoom Meeting.
- Test your Audio sources by using the Test Computer Audio link when joining.
- Phone call:
- Choose Phone Call and dial the number provided.
- Enter in the Meeting ID and make sure to input the Participant ID.
Clicking on the Mic icon will let you mute and unmute your audio once connected.
Video
- Access Video settings before or during a meeting by clicking on the Settings icon in the 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.
Invite Participants
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.
Share Screen
- Click Share Screen.
- Choose to share your: desktop, specific application, whiteboard, or camera feed.
- All participants in your meeting can share their screen.
- During screen sharing you and your attendees can use the Annotation tools for drawing, pointing, highlighting, etc.
Chat
- Click Chat to start an in-meeting message with participants in the meeting.
- The dropdown on the chat window will allow you to message Everyone, or a specific participant.
Record
As a host, you can record the meeting to either the Zoom cloud or your local machine.
- Click on the Record icon in the toolbar.
- Choose to record to the Cloud or Local machine.
- Recording will process once the meeting ends.
Zoom Best Practices
Before the Meeting:
- Test your Audio and Video
- Make sure to choose the correct audio and video sources
- Have the content and applications that you intend to share open and prepared ahead of time
- Close applications that have pop ups
Hosting A Meeting:
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- 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.
- If you are hosting simultaneous meetings, your audio controls will be reflected across all the meetings.
Hosting a Webinar:
- A webinar license is required for the owner of the webinar - see UW-Madison Zoom - Add-on Overview.
- Duration matters - set the exact times of the event
- Do not pad the times - participants will see the actual times
- Generate the event id automatically - do not use your personal id
- If registration is required:
- Always add a description - this will be included in the email registrants receive
Turn the camera on.
- Put your webcam at eye level or higher – experiment for best angles.
- Make Eye Contact. Try to look at your webcam versus the screen.
Below are some helpful resources from Zoom's Knowledge Base that provides a deeper dive about using Zoom:
- Watch the Getting Started Videos.
- Join Zoom's Weekly Zoom Meetings and Webinar training.
- Meeting and Webinar Best Practices and Resources.
Training Resources
- Zoom - Webinars & Events (New)
Technical Support
Please contact the DoIT Help Desk for technical assistance.
See Also:
Common signatures include a greeting, your name, your company name and possibly a website address and a phone number.
Since nowadays people contact each other a lot more via online meeting tools such as Teams, Skype and Zoom, you can also add special links which will allow the receiver to directly contact you via one of those methods as well.
With the use of recognizable icons, you can easily include these references without making your signature look huge.
This guide starts off with an example of a signature which is small but contains several instant communication links as well. After that, an overview is given of the instant communication links that can be used with commonly used IM and video conferencing clients.
Example signature with communication links
The more information you add to a signature, the greater the risk that is will turn out huge. You can overcome this by using small recognizable icons which contain a link holding the information.
An example of a commonly used signature with only 2 additional information lines;
Your name
| +12 3456789 | [email protected]
Company name | Registration info | Street, City, Zip code
| +12 3456789 | [email protected]
Company name | Registration info | Street, City, Zip code
As you can see, the first line holds your personal contact information and the second line holds the company information. You can hyperlink the company name to the website of your company and add a map pin icon to link to your corporate location or business entry on Google Maps.
For first time contact communication or for when you start a new mail conversation, you can opt to go for a bit longer signature which also includes your position and perhaps even a company logo. For this, Outlook allows you to set a different signature based on whether it is a new message or a reply/forward on an existing mail conversation.
Note:
Links and images will be lost in the Plain Text version of your signature. Therefore, it is highly recommended to modify your Plain Text signature to include the information you want.
Links and images will be lost in the Plain Text version of your signature. Therefore, it is highly recommended to modify your Plain Text signature to include the information you want.
How Do I Add Zoom Link To Outlook
Background info: General and applications specific communication protocols
The below communication protocols are general protocols which, when used, do not target a specific application but open the application that has been set as the default for that action.
For instance, the mailto link will open the default mail client installed on the computer and thus could open Outlook but also Windows 10 Mail, Mozilla Thunderbird, etc…
Things get a bit more complicated when using a calling app and are not calling to a regular phone number but an application specific user ID. This application could support the callto or sip protocol handler but if the recipient is using another application as the default, or is not part of your organization or federation, it will not not be able to resolve your user ID to make the call.
In that case, application specific protocol handlers such as skype, webexteams and slack come in handy. The only requirement is that the recipient also has this application installed to use the link. What is enhancement mode in mosfet.
Then there are also “deep links” which look a lot like regular web addresses and will open your default Internet browser to access a page which either then uses the web based version or can detect that the recipient has its client installed and will automatically open that. This is for instance used with Microsoft Teams, Zoom, Slack and WhatsApp.
Link type | Link |
---|---|
mailto:[email protected] | |
Call | callto:yourcallerID |
SIP | sip:yoursipID |
Chat | im:yourimID |
Telephone | tel:yourcallerID |
Note:
Some protocols may not work as expected when using Firefox as the default browser. The default protocols for Firefox can be configure via; Menu-> Options-> General-> Applications
Some protocols may not work as expected when using Firefox as the default browser. The default protocols for Firefox can be configure via; Menu-> Options-> General-> Applications
Download: Applications icons for your signature
Below is an overview of small 16×16 application icons you can use within your signature. These and larger icons are also contained in the zip-file you can download.
Some other communication icons for you to use;
Download: signature-icons.zip
Tip!
Instructions about inserting images into your signature and how to link them to a website or application can be found in the guide; Creating, using and managing Signatures.
Instructions about inserting images into your signature and how to link them to a website or application can be found in the guide; Creating, using and managing Signatures.
For a step-by-step example for adding a Teams icon and chat link to your signature see; Add a “Chat with me in Teams” link to your email signature.
Microsoft Teams
For people outside of your company to be able to communicate with you, federation/external communication need to be enabled.
Link type | Link |
---|---|
Chat | https://teams.microsoft.com/l/chat/0/0?users=<youremailaddress> |
More info: Create deep links to content and features in Microsoft Teams.
Skype
How To Add Zoom To Outlook Calendar
Link type | Link |
---|---|
Call | skype:skypename?call |
Video Call | skype:skypename?call&video=true |
Chat | skype:skypename?chat |
More info: Skype URIs
Skype for Business
For people outside of your company to be able to communicate with you, federation/external communication need to be enabled.
Link type | Link |
---|---|
Call | lync15:youremailaddress |
Chat | sip:youremailaddress |
Chat | sips:youremailaddress |
Chat | im:youremailaddress |
Call | tel:youremailaddress |
Call | callto:youremailaddress |
Meet | conf:youremailaddress |
More info: Lync 2013, Lync 2010, or Office Communicator 2007 R2 becomes the default application for protocols after user signs in
Cisco Jabber
Link type | Link |
---|---|
Chat | xmpp:youremailaddress |
Chat | im:youremailaddress |
Call | tel:youremailaddress |
Call | ciscotel:youremailaddress |
Call | sip:youremailaddress |
Call | clicktocall:youremailaddress |
More info: Integrate Cisco Jabber with Applications
How To Add Zoom To Outlook 365
Cisco WebEx Teams
Link type | Link |
---|---|
Chat | webexteams://im?email=youremailaddress |
Meet | webexteams://meet?sip=youremailaddress |
More info: Add Links for Cisco Webex Teams Meetings or Spaces with webexteams Protocol
Zoom
You can safely share your Zoom Personal Meeting ID when you also enable the Waiting Room. This is enabled by default but it is always good to check it first.
- You can find you Zoom Personal Meeting ID on your Profile page.
- You can enable the Waiting Room on the Settings page.
Link type | Link |
---|---|
Meet | https://zoom.us/j/YourPersonalMeetingID?pwd=password |
More info: Personal meeting ID (PMI) and personal link
Slack
Link type | Link |
---|---|
Chat / Profile | https://workspacename.slack.com/team/yourmemberid |
Chat / Profile (enterprise) | https://organizationname.enterprise.slack.com/user/@yourmemberid |
Chat | slack://user?team=teamid&id=yourmemberid |
More info: Deep linking into Slack
and: Create a link to a member’s profile
and: Create a link to a member’s profile
GoToMeeting
Link type | Link |
---|---|
Meet | Create a personal meeting room via GoToMeet.Me Your URL will become; https://gotomeet.me/YourPersonalMeetingPage |
More info: How do I create a personal meeting page?
How Do I Add Zoom Icon To Outlook
Link type | Link |
---|---|
Chat | https://wa.me/yourphonenumber |
Chat (api) | https://api.whatsapp.com/send?phone=yourphonenumber |
Enable Zoom Add In Outlook
Make sure you use your full international phone number without leading zeroes or a plus. Also don’t use any brackets, dashes or other characters within your number; Only use numbers.
How To Add Zoom To Outlook For Mac
More info: How to use click to chat