Zoom is available to University of Maine System students, faculty, and staff. The UMS Zoom service supports standard meetings and additional services such as Large Meetings and Webinars based on current UMS licensing.

For events requiring increased capacity or Webinar functionality, contact UMS:IT in advance so the appropriate service can be confirmed.

For the best Zoom experience, use:

• A supported Windows or macOS computer
• The current Zoom Workplace application
• A reliable internet connection
• A microphone and speakers or headset
• A webcam if video participation is desired

Zoom is also available on supported mobile devices and ChromeOS.

Some features may be limited when joining through a web browser instead of Zoom Workplace.

Download the current Zoom Workplace application from the official Zoom Download Center.

For University-managed computers, use the UMS-managed installation process when applicable: Update Zoom on a University-managed Windows computer.

For personally owned devices: Updating Zoom on personally owned devices.

Yes. Zoom provides a test meeting that allows users to verify their microphone, speakers, camera, and connection.

UMS Zoom accounts use University Single Sign-On. Access the UMS Zoom web portal at https://maine.zoom.us/.

For web sign-in instructions: Zoom: Logging in via a web browser.

1. Open Zoom Workplace.
2. Select Sign In.
3. Select SSO.
4. Enter the UMS Zoom domain if prompted.
5. Complete the UMS Single Sign-On process.
6. Complete multi-factor authentication when prompted.

For detailed instructions: Zoom: Logging in via the Zoom desktop client application with SSO.

Signing in helps Zoom identify the participant as a UMS user. Some meetings may require participants to authenticate before joining.

Signing in also helps prevent users from accidentally joining through a personal Zoom account instead of their UMS account.

See: Update your Zoom display name.

The easiest method is to select the Zoom meeting link provided by the host. Users may also join from Zoom Workplace using the Meeting ID and passcode.

When opening a meeting link, the web browser may ask for permission to open Zoom Workplace. For the fullest Zoom experience, use Zoom Workplace whenever possible.

Not always. Zoom allows guests to join many meetings without creating an account. However, meeting hosts may require authentication.

For UMS classes or meetings requiring University authentication, sign into the UMS Zoom account before joining.

A Waiting Room allows the meeting host to control who enters the meeting. If Zoom indicates that the host will admit you soon, remain on that screen until the host allows entry.

Meetings can be scheduled from:

• Zoom Workplace
• The Zoom mobile application
• The UMS Zoom web portal
• Google Calendar using the supported Zoom integration

Meeting organizers can configure options such as:

• Meeting date and time
• Recurrence
• Meeting ID
• Passcodes
• Waiting Room
• Participant authentication
• Audio and video options
• Alternative hosts
• Recording settings
• Participant permissions

Because Zoom regularly changes scheduling features and interface options, use the official Zoom Support Center for current instructions: https://support.zoom.com/.

Yes. Create recurring Zoom meetings.

A Personal Meeting ID, or PMI, represents a persistent Zoom meeting room. For classes, public meetings, or meetings with changing groups of participants, an automatically generated Meeting ID is generally preferable.

Avoid broadly publishing a Personal Meeting ID.

Yes. Zoom includes several meeting roles:

• Host
• Alternative host
• Co-host
• Participant

These roles provide different levels of control. Transfer Zoom host controls during a meeting.

Yes. Zoom meetings may be scheduled using the supported Google Calendar integration. UMS users should authenticate the Zoom integration using Single Sign-On (SSO).

Google Calendar: Zoom Sign-In and Scheduling

Reinstalling the Zoom add-on may resolve some integration issues.

Reinstall the Zoom add-on for Google Calendar

Yes. How to Use Polling in Zoom

Yes. View results from previous Zoom polls

Zoombombing describes unwanted or disruptive participation in a Zoom meeting. Hosts should use security controls appropriate for the meeting. Recommended practices include:

• Use an automatically generated Meeting ID when appropriate.
• Enable a Waiting Room.
• Use a passcode.
• Require authenticated participants when appropriate.
• Avoid posting private meeting links publicly.
• Limit screen sharing when participants do not need to present.
• Assign trusted co-hosts for larger meetings.
• Review unfamiliar participants before admitting them.
• Lock the meeting when appropriate.

What Can I Do to Prevent Zoombombing?

Hosts and co-hosts can:

• Mute participants
• Stop participant video
• Restrict screen sharing
• Move users to the Waiting Room
• Remove participants
• Lock the meeting
• Restrict participant permissions
• Report inappropriate behavior

Zoom also provides Suspend participant activities, which immediately stops participant activity and locks the meeting.

For current instructions: Managing participants in a meeting - Zoom Support

Yes. Depending on account permissions and meeting configuration, Zoom supports computer/local recording and cloud recording. The meeting host controls recording permissions.

Before recording, ensure the recording complies with applicable University policies and privacy requirements.

UMS Zoom cloud recordings are automatically transferred to Kaltura for longer-term storage and streaming. The original recording stored in Zoom is subject to the UMS Zoom Cloud Storage Auto-Deletion Policy.

Current UMS policy moves Zoom cloud recordings older than 14 days to Zoom Trash. Recordings remain in Trash for an additional 30 days before permanent deletion. Zoom Cloud Storage Auto-Deletion Policy

Use Kaltura rather than the temporary Zoom cloud copy when recordings need to be retained or shared long-term.

No. A computer/local recording cannot later be converted into a Zoom cloud recording. Sharing and Converting Zoom Local and Cloud Recordings

Zoom AI Companion is Zoom's generative-AI assistant and is integrated into supported portions of Zoom Workplace. Depending on licensing and UMS configuration, available features may include:

• Meeting summaries
• In-meeting questions
• Smart recording features
• Chat assistance
• Whiteboard assistance
• Other AI-assisted Zoom functionality

No. The following information must not be entered into Zoom AI Companion:

• HIPAA-protected information
• Export-controlled data
• Department of Defense Controlled Unclassified Information (CUI)

Always review AI-generated information for accuracy before relying on or distributing it. Zoom AI Companion at UMS

Try the following:

• Confirm that the correct microphone is selected in Zoom.
• Verify that the operating system allows Zoom to use the microphone.
• Disconnect and reconnect USB or Bluetooth audio devices.
• Use Zoom's Test Speaker & Microphone option.
• Quit and reopen Zoom Workplace.
• Restart the computer if necessary.

Verify that:

• The correct camera is selected.
• Another application is not using the camera.
• Zoom has operating-system camera permission.
• A physical privacy shutter is open.
• The camera works in another application.

Confirm that the meeting host allows participant screen sharing. macOS users may also need to grant Zoom permission to share or record the screen.

Zoom Exclamation Point Error when Screen Sharing on Mac

Try the following:

• Confirm the meeting link, Meeting ID, and passcode.
• Sign into the UMS Zoom account.
• Update Zoom Workplace.
• Try entering the Meeting ID manually.
• Restart Zoom.
• Restart the computer if necessary.
• Use the Zoom test meeting.

If Zoom reports that the Meeting ID is invalid or expired, contact the meeting host.

Sign out of Zoom and sign back in using SSO and the UMS account. Also verify that the browser is not automatically selecting a personal account.

Changing Language in Zoom for Mac and Windows

Yes, when the meeting settings allow guests. Hosts may also require authentication when appropriate.

Yes, when browser joining is available. For the most complete Zoom experience, use Zoom Workplace.

Yes. A webcam is not required to participate using audio, chat, screen viewing, or most other meeting functions.

Yes, when telephone audio is enabled for the meeting. Dial-in information will appear in the meeting invitation.

Yes. Breakout rooms allow hosts and co-hosts to divide participants into smaller groups and later return them to the main meeting.

Yes, when the appropriate meeting report is available. Retrieve a Past Zoom Meeting Participant List

Zoom frequently updates Zoom Workplace and its features. For current instructions on general Zoom functionality, use the official Zoom Support Center: https://support.zoom.com/

UMS Knowledge Base articles should primarily document:

• UMS account and authentication requirements
• University policies
• UMS licensing
• Kaltura integration
• Brightspace integration
• Google Workspace integration
• Managed-device procedures
• Zoom Rooms
• UMS-specific configuration
• UMS support and escalation procedures

Zoom provides self-paced courses and training through the Zoom Learning Center. Zoom Learning Center - UMS Information

Browse All UMS Zoom Documentation: UMS Zoom Knowledge Base