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 12/01/2025. Zoom updates frequently — please email uwao@uw.edu if you notice any issues.

Zoom recording instructions

• If sharing a Zoom recording with NSTP, view this Zoom recording guide

Step 1: Update Zoom settings

1. Sign in to the UW Zoom portal (washington.zoom.us) using your UW NetID and password.
2. Select "Settings" from the navigation menu, then select the "Meeting" tab.
3. 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 - Allow host to type or assign a participant to type	On
In Meeting (Advanced)	Manual captions - Allow use of caption API Token to integrate with 3rd-party Closed Captioning services	On
In Meeting (Advanced)	Automated captions	On
In Meeting (Advanced)	Breakout room - Meetings	On
In Meeting (Advanced)	Breakout room options: Broadcast message/voice, create/rename/delete rooms	On
Recording (found beside "Meetings" tab)	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	Off
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?	Multiple
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

1. Sign in to the Zoom web browser using your UW NetID and password: washington.zoom.us
2. Select Meetings from the navigation menu on the left side of the screen.
3. Select the Schedule a Meeting button on the top right side of the screen.
4. Use the following information to schedule your meeting:

Category	Setting
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)
When	Do not set a meeting time. Instead select Recurring meeting. Select Recurrence: No Fixed Time
Meeting ID	Generate Automatically
Security	Select Waiting Room Select 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 Select Allow participants to join anytime Select Mute participants upon entry Alternative Hosts: NEW PROCESS - add fyp04@uw.edu as the only NSTP alt host. Add additional staff members that need access to the room. Instructions for adding alternative hosts can be found here.