Thank you for hosting A&O meetings in your personal UW Zoom account. Please follow the steps below to prepare for A&O.

Feedback: These settings were last verified on 05/30/2025. Zoom updates frequently—please email uwao@uw.edu if you notice any issues.

Zoom recording instructions

Step 1: Update Zoom settings

  • Sign in to the UW Zoom portal (washington.zoom.us) using your UW NetID and password.
  • Select "Settings" from the navigation menu, then select the "Meetings" tab.
  • Using the tables below, update your settings to work with processes for A&O.
  • Required Zoom settings must be selected for A&O.
  • Recommended settings are suggested for the best experience, but are not required. Since these settings apply at the account level, please ensure they do not interfere with your other Zoom uses. 

Required Zoom settings

Section

Setting

Selection
Security Waiting Room On
Security Only authenticated meeting participants and webinar attendees can join meetings and webinars On
Security Meeting & Webinar Authentication Options: Anyone with a Zoom account Set to default
Security Require a passcode when scheduling new meetings Off
In Meeting (Basic) Meeting chat On
In Meeting (Basic) Screen sharing On
In Meeting (Basic) Allow participants to rename themselves On
In Meeting (Basic) Meeting reactions On
In Meeting (Advanced) Full transcript On
In Meeting (Advanced) Manual captions, all options On
In Meeting (Advanced) Automated captions On
In Meeting (Advanced) Breakout room On
In Meeting (Advanced) Breakout room options: Broadcast message/voice, create/rename/delete rooms On
Recording Cloud recording On

 

Recommended Zoom settings

Section

Setting

Selection
Security Meetings & Webinar Authentication Options: Anyone with a Zoom account Set to default
Security Only authenticated users can join meetings from Web client On
Schedule Meeting Allow participants to join before host On
Schedule Meeting Mute all participants when they join a meeting On
In Meeting (Basic) Meeting chat - Direct messages On
In Meeting (Basic) Send files via meeting chat On
In Meeting (Basic) Co-host On
In Meeting (Basic) Meeting Polls/Quizzes, allow alternative host to add or edit polls and quizzes On
In Meeting (Basic) Show Zoom windows during screen share On
In Meeting (Basic) How many participants can screen share at the same time? One
In Meeting (Basic) Who can screen share? Host only
In Meeting (Basic) Allow removed participants to rejoin Off
In Meeting (Basic) Hide participant profile pictures in a meeting Off
In Meeting (Basic) Meeting Reactions On
In Meeting (Advanced) Q&A in meetings On
In Meeting (Advanced) Virtual background On
In Meeting (Advanced) Allow livestreaming of meetings Off
Email Notification Notify host when cloud recording is available On
Email Notification Options 1 & 3: send a copy to person who scheduled meeting, notify when audio transcription available On
Email Notification Option 2: Send a copy to the Alternative Hosts Off

 

Step 2: Schedule Your Meeting

  • Sign in to the Zoom web browser using your UW NetID and password: washington.zoom.us
  • Select Meetings from the navigation menu on the left side of the screen.
  • Select the Schedule a Meeting button on the top right side of the screen.
  • Use the following information to schedule your meeting:
    • Topic for staff: A&O Meeting: Office Name (e.g. A&O Meeting: Psychology Advising)
    • Topic for Orientation Leaders: A&O: OL Name, OL Connection Group (e.g. A&O: Emma M, OL Community Group)
    • Skip: When, Duration & Time Zone
    • Select: Recurring Meeting
    • Recurrence: No Fixed Time
    • Meeting ID: Generate Automatically
    • Security: Select Waiting Room
    • Security: Select Require Authentication to join
    • Require authentication to join: Select "Anyone with a Zoom account" (UW NetID not required)
    • Audio:
      • Select both telephone and computer audio
      • Choose "Select All" for global dial-in countries/regions
    • Options: Select Show
    • Options: Select Allow participants to join anytime
    • Options: Select Mute participants upon entry

Step 3: Add/Update Alternative Hosts

Go to tab 1. Zoom of the A&O Presenter List, scroll down to alternative hosts, then copy and paste the following FYP-staff emails into Zoom's alternative hosts field. It is recommended that you update your alternative hosts in the Zoom web portal. 

  • For campus partners: FYP Professional Staff, FYP Student Coordinators, FYP Virtual Registration Assistants
    • In addition to FYP staff, please add anyone in your department who will be facilitating an A&O session as an alternative host.
  • For Orientation Leaders: FYP Professional Staff, FYP Student Coordinators, FYP Orientation Leaders