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GW Law Library
Office of Instructional Technology Guides

Zoom for Meetings & Events

Zoom Meetings are the optimal hybrid and virtual solution for the majority of Law School events due to its interactive nature. All participants will have the ability to screen share, activate their video and audio feeds, and view the other attendees.

If you are trying to determine whether Zoom Meeting is the correct fit for your event, please look at the comparison chart under the Zoom Meeting vs. Zoom Webinar section.

How To Schedule A Zoom Meeting

1. Log in to your @law gmail account.

2. Click the 9 dot menu, scroll down, and click Zoom.

Google 9-Dot Menu


3. Click Meetings in the left panel.

Zoom Dashboard Profile View


4. Click Schedule a Meeting.


Zoom Dashboard Meetings View


5. Input your meeting information and adjust settings, then click Save (For classes please include course and section number and course name).


Schedule Meeting


How To Manage A Zoom Meeting

Access the dashboard for your Zoom account by logging into your GW Law email and using the nine dot Google Apps menu.

Click Meetings in the left panel.

Zoom Dashboard Profile View


Meetings Tab

Schedule a New Meeting from here or Edit Settings for meetings scheduled in the future and create polls in advance of a meeting.

To edit settings, click on the link for the specific meeting under the Topic column in the meetings list.  

On the following page, you will see all the details of your meeting

  • Time: Shows the details of your meeting. If the meeting is recurring, you will see the option to See all Occurrences. Here you can delete meetings from specific days.

  • Add to Calendar: Optionally, you may add an event for this meeting to your personal Google Calendar, Outlook Calendar, or Yahoo Calendar. *If you get an error message, you may need to log in to your profile and authenticate your Calendar under Calendar and Contact Integration.

  • Alternative Hosts: Alternative Hosts or Co-hosts can be assigned in-meeting or in advance of a meeting. To make someone a co-host in advance of a meeting, select to edit the meeting details and click Show next to Options. Assign co-hosts using their email. They will receive an email notification with an alternative host link and will need to make sure they use that specific link is they need to start the meeting. 

  • Invite Attendees: This is the direct link to share with attendees. You may also Copy Invitation for full instructions to send out. *If the meeting recurs, this link will not change for future meetings, proceed with caution when sending invitations to non-GW Law attendees.

  • Polls: Polls may be created in advance using the Add button at the bottom of this page.

  • Waiting Room: Enabling the Waiting Room feature allows hosts to control when participants are allowed to join the meeting.

Zoom Manage A Meeting

How To Join Zoom In Classrooms & Event Spaces

Below are instructions for using Zoom with GW Law classroom and conference room technology. If you need further assistance, please utilize the beige hotline phone or black hotline phones on the wall (LLC & CTH) to call the Media Center.


1. Use the room touch control panel to Power on the projector and lower the screen, or TVs depending on the room.

2. Log in to the classroom computer using your GWID and password.

3. Log in to your Gmail account with your @law email address and password.

{As a Host}

3a. Click the 9 dot menu in Gmail, scroll down and click the Zoom tile.

Google 9-Dot Menu


3b. Now in your Zoom account, click Meetings in the left panel.

3c. Find the meeting, then hover over it and click Start.

Zoom Dashboard Meetings View

{As an Attendee}

3a. Click the 9 dot menu in Gmail and click the Calendar app (Or simply find the email with the meeting invitation).

3b. Find the Zoom invite in the calendar and click the link to join the meeting.

Zoom Meeting Calendar

4. Click Join with Computer Audio if prompted.

5. Click the Audio settings carrot ^ (or Mute button ^) and make sure that (AV Bridge) is selected for Microphone and DVX-3255 is selected for Speaker.

6. Click the Video settings carrot ^ and make sure AV Bridge is selected for Camera. These correct audio and video selections should default upon starting the meeting.

How To Record And Save Zoom Recordings

Recording Meetings

All faculty account Zoom meetings are set to auto-record.  Once the meeting ends, it is sent to the Law School's media server and the host will also receive an email from Zoom when the cloud recording is available to them on their Zoom account. When you end your meeting, simply End the Meeting for all and your recording will be stopped.

If you stop the recording and need to restart it during the same meeting, click the Record button in the menu bar, then select Record to the Cloud.

Zoom In-Meeting Recording Control

Saving Recordings

Any Zoom meeting that you've recorded and would like to keep for yourself, you should download and save as soon as possible.


All @law faculty Zoom accounts default to cloud recording; this means that any recordings will be saved automatically to the cloud within your Zoom account. No more than a few hours after your meeting you will receive an email notification from Zoom indicating that your Cloud recording is now available.

Staff & Students

All @law staff and students have licensed Zoom accounts, however, they do not have automatic or cloud recordings enabled. If a meeting is recorded, staff and students must manually download and save the recording from the device.

Zoom Settings & In-Meeting Controls

Access the dashboard for your Zoom account by logging into your GW Law email and using the nine dot Google Apps menu.

You can use the Zoom Dashboard to review settings for Meetings, Recordings, and Telephone.  Please be aware that many settings are configured at the institution level and not available at the account level.

Basic Zoom Controls


Button Action Description
Zoom Mute Button Mute

To disable/enable your microphone, click on this button.

Upon entry to your lecture, all students are muted by default.  Inform your students when you will allow them to unmute themselves.

Zoom Stop Video Button Video To disable/enable your webcam, click this button.
Zoom Security Button Security Provides you information about the session encryption.
Zoom Participants Button Participants View the list of participants in your class session. 
Zoom Chat Button Chat Send a message to one person (private chat) or to all participants
Zoom Screen Share Button Share Screen Share your desktop (everything you have open) or select a specific application to share (e.g., Microsoft Word)
Zoom Polling Button Polling Create Polls to use in your Zoom sessions. You can create them on the fly or before your class session from your Zoom Service Dashboard
Zoom Pause Stop Recording Button Recording Use these buttons to either Pause or Stop your session recording.
Zoom Breakout Room Button Breakout Rooms Create Breakout Rooms in the middle of your live session.
Zoom Reactions Button Reactions Add non-verbal emoji reactions to the session.

Live Transcript Allows the system or a participant to start providing live transcription.

Speaker View

Each Zoom account can choose their personal view of the Zoom session.  The view selector is at the top right of your screen.

Speaker View displays only the person speaking in the main display box.  All other participants are displayed in the top panel.

Zoom Speaker View Button

Gallery View

Gallery View displays thumbnails of participants in a grid pattern.  Depending on your computer, you can display up to 49 participants in a single screen.  For meetings with more than 49 participants, there will be multiple gallery pages and scroll arrows to display those pages.

Zoom Gallery View Button

Alternative Hosts

Alternative Hosts or Co-hosts can be assigned in-meeting or in advance of a meeting. The screenshot below shows how to make a participant a co-host using the participants list in-meeting. To make someone a co-host in advance of a meeting, use the nine-dot Google Apps menu to login to Zoom, edit meeting details, and assign co-hosts using their email. This process is detailed at the top of this guide under How To Manage A Zoom Meeting.

Zoom Assign CoHost Function

Enabling the Waiting Room feature allows hosts to control when participants are allowed to join the meeting. By default, all participants will be able to join as soon as the meeting is started. Waiting Room can be enabled in-meeting or in advance of a meeting. During a meeting, the host or co-host can enable/disable the waiting room by clicking Participants, then More > Enable Waiting Room. Participants in the Waiting Room can be admitted individually or all at once by selecting Admit All

Screen share allows a meeting participant to share all or part of their screen. This can be used to display presentations, website pages, or live demonstrations. 

Zoom Share Screen Button

Breakout rooms allow a host to place participants into smaller groups. This can be useful for small group discussion and activities. Breakout rooms are controlled and managed by the host.

The host can accomplish this using the breakout button on the toolbar.  The host then defines how many rooms to create.  The host can manually define which participants go into which room or allow Zoom to automatically place  participants in rooms using a randomizer.

Zoom Breakout Room Sorter


Things to know about breakout rooms

  • meetings being cloud recorded only record the main room regardless of what room the meeting host is in.

For more details about breakout rooms, view the Zoom Breakout documentation.

1. In your Zoom account, click Reports in the left panel

3. Click Usage

Zoom Usage Reports

4. Find the desired meeting and click the blue participants number

Zoom Meetings List

5. To save it as a file, check the unique users box to eliminate any repeated names

Zoom Meeting Participants

6. Click Export and save the file.

Zoom Security

This document provides security options to consider when scheduling a Zoom meeting and guidance if Zoom abuse occurs during your meeting:

More information on Zoom meeting security and ways to manage Zoom interruptions are on the GW Information Technology Website.