As a security measure, the default in Zoom is to only allow for Macquarie OneID users to access a Zoom meeting. To check that the change has been made to your account, or if you require a meeting with a non-MQ participant, please see the section below on Allowing Non-Macquarie participants.

Zoom facilitates real-time online communication and collaboration. Zoom provides video and voice communication, text chat, interactive whiteboard, screen sharing and annotation. Through Zoom you can include an external guest speaker in your lecture and offer real-time online tutorials and virtual consultations for students.

To use Zoom, login using your MQ OneID. You will be prompted to download the Zoom software, this will only take a minute. You will have access to a licensed Zoom account where you can hold online meetings with up to 300 participants with no time limitation. If you would like more information or further assistance, please email help@mq.edu.au.

Guide your students/participants

You can provide your students/participants with the guide on how to download Zoom and join an online meeting PDF, 678.72 KB.

Further guides are at the Zoom Support Centre.

Watch this video on Getting started with Zoom Meetings

Zoom is a tool available in iLearn used for web conferencing and facilitates real-time online communication and collaboration.  You can use Zoom to record a lecture, recording your desktop/ online workspace and the webcam. To do this just start a meeting with no other attendees and hit record. Once you stop recording Zoom will automatically create an MP4 video file that can then be shared with students or uploaded to Echo360 or added to your course in iLearn

Zoom is very simple to use and offers a wide variety of opportunities for learning and teaching such as real-time online tutorials, virtual consultations with students or including an external guest speaker in a lecture etc.

You can use Zoom to:

  • provide video and voice communication
  • text chat
  • screen sharing and annotation
  • interactive whiteboard
  • poll
  • breakout rooms
  • record your meeting

Watch this video which is led by Zoom on Getting started with Zoom Meetings to learn everything you need to know about starting a meeting or recording.

This video is 30 minutes long and you can watch it at a time that is convenient to you.

Please skip the section on Zoom plans and pricing (timestamp from 00:01:51 to 00:04:23). You will have access to a licensed Zoom account where you can hold online meetings with up to 300 participants with no time limitation.

Sign into Zoom using your MQ OneID through https://macquarie.zoom.us

If you have any questions after watching this video, please email help@mq.edu.au

Visit the Zoom Support page for more information on using Zoom.

Zoom Default Settings

Before you host meetings, login in to https://macquarie.zoom.us and review your default settings located on the left menu of your Web Portal.


Your Zoom profile allows you to update your user information, including your name, personal meeting ID, email address, and more. Some of this information is displayed to other users in the account, such as your name, department, and job title.

  1. To add or change your profile picture, click Change, then adjust the crop area on your current picture or upload a new one. You can also delete your profile picture by clicking Delete.
  2. To change your name, click Edit on the right side. You can also add other profile information including Phone, Department, Job Title, Company, and Location.
  3. Check that your Time Zone is correct.  To change it click Edit to change your time zone, date format, and time format.


Meeting Settings allows you to change default settings and enable, or disable, features for your meetings. These settings control the availability of many features, such as breakout rooms, recording, and chat.

  1. Click Settings on the left menu.
  2. Click the Meeting tab and look at the Schedule Meeting section.
  3. Toggle OFF the Host video and Participant video for the start of meetings.  The host and participants can use the in-meeting controls to enable or disable their video.
  4. Toggle ON the Join before host option to allow participants to join the meeting before the host arrives.
  5. By default, Only authenticated users can join meetings is enabled.  This is a security measure to restrict access to only authenticated Zoom logins and Macquarie OneId users.  If you require a meeting with non-MQ participants, see the section on Allowing Non-Macquarie Participants.
  6. Toggle ON the Mute participants upon entry to automatically mute all participants when they join the meeting.
  7. Scroll down to the In Meeting (Basic) section.
  8. Decide if you want to allow participants by default to use Chat and Private Chat.
  9. Decide if you want to allow File Transfer during meetings through the in-meeting chat.
  10. Toggle ON the Screen Sharing to allow the host and participants to share their screen or content during meetings.
  11. Select All Participants for Who can share?
  12. Select Host only for Who can start sharing when someone else is sharing?
  13. Toggle ON the Annotation to allow participants to use annotation tools to add information to shared screens.
  14. Toggle ON the Whiteboard to allow participants to share whiteboard during a meeting.
  15. Toggle ON the Remote control to allow during screen sharing, the person who is sharing can allow other to control the shared content.
  16. Scroll down to the In Meeting (Advanced) section.
  17. Toggle ON the Breakout room to allow host to split meeting participants into separate, smaller groups.
  18. Decide if you want to allow participants to replace their background with a Virtual background.

    These are the default settings that we recommend using in Zoom.  You can also review all the other settings turn on/off settings that you feel you would use.
  19. Click the Recording tab.
  20. Toggle ON the Local recording if you would like to save the mp4 file of the recording saved to your computer.
  21. Toggle ON the Cloud recording to send all your recordings directly to Echo360 under my My Content as in the example below.

    These are the default settings that we recommend using in Zoom.  You can also review all the other settings turn on/off settings that you feel you would use.
  22. If enabling Cloud recording, decide which other settings under Cloud recording you would like to set as the default.
  23. If you are using cloud recording to automatically add your Zoom recordings to your Echo library, you will need to Toggle off the Require password to access shared cloud recordings setting.  If you leave this setting turned on a password will be required to access your recordings and your recordings will stop automatically appearing in your Echo library.

Who was present during my Zoom meeting?

If it is a requirement to know who has attended your Zoom meeting, you can add a setting that required participants to enter their details before accessing the meeting.

Zoom provides a Usage Report that will include the users screen name and their attendance duration. The usage report will contain an email address if the user was also logged into Zoom when they accessed the meeting link.

In addition, a Registration Report can be generated if 'registration required' was enabled in the meeting configuration. Enabling registration requires users to fill out fields which you can nominate such as email address. This may be desirable if you intend to use a Zoom report with gradebook by matching student email addresses. Note however that unless the meeting option for 'Authentication' was also enabled, an attendee is free to register with any email address so consider enabling authentication for your meetings to ensure the accuracy the report.

Schedule a Meeting

  1. Login to https://macquarie.zoom.us/
  2. Click Meetings and select Schedule a New Meeting.
  3. Fill in the meeting Topic, Date, Time and Duration.
  4. Tick Registration.
  5. Choose from the remaining Meeting Options.
  6. Tick Only authenticated users can join if you intend to use a Zoom report with gradebook by matching student email addresses.
  7. Click Save.

Registration Options

In this section you can configure the registration process by changing the approval type, registration questions, and some additional registration settings.

  1. After you have saved the meeting scroll down to the bottom of the page and click Edit.
  2. Click the Questions tab.
  3. Tick any additional fields you would like participants to fill in and Save All.
  4. Click the Custom Questions tab.
  5. Click New Question to create your own questions you will like participants to fill in and Save All.

Register for a meeting

Click on the link to the meeting where you will be prompted to add in your Name and Email Address.


View Registration Report

  1. Login to https://macquarie.zoom.us/
  2. Click Reports.
  3. Click Usage.

  4. The details of the meeting appear.  Click on the number for Participants to view the report.
  5. From here you have the you can see what time participants joined and left the meeting.
  6. You can also see the number of minutes the participants were logged into the meeting.
  7. Click Export to create a csv file.
  8. Click back on Reports.
  9. Click Meeting.
  10. Tick the meeting you which to view and click Generate.
  11. Choose the Registration Type and Continue.
  12. A CSV file is created listing all participants details.

Allowing Non-Macquarie Participants

The setting for Only authenticated users can join meetings is enabled by default.  This is a security measure to restrict access to only authenticated Zoom logins and Macquarie OneID users.  If using this feature, it is recommended to utilise the Zoom Waiting Room feature and the Meeting Room Lock feature.

To allow Non-Macquarie Participants to attend a Zoom meeting:

  1. Login to Zoom via https://macquarie.zoom.us/ and click Schedule a New Meeting.
  2. Untick Only authenticated users can join.
  3. This will enable attendance from non-MQ users, with or without a valid login to Zoom.  Participants will only need the meeting ID to join the meeting.

Use of Waiting Rooms

If you are holding a meeting with non-MQ users, with or without a valid login to Zoom, participants will only need the meeting ID to join the meeting.  As an additional security measure, it is recommended to utilise the Zoom Waiting Room feature and the Meeting Room Lock feature.

To granularly control all attendees joining your Zoom meeting, the Zoom Waiting Room feature requires all attendees to be allowed access by the host before joining the meeting. This may be difficult to manage for meetings with a large number of participants.

You can permanently enable waiting rooms or enable waiting rooms when required.

To permanently enable a Waiting Room:

  1. Login to Zoom via https://macquarie.zoom.us/
  2. Select the Setting menu and under the Meeting tab scroll down to the Waiting Room setting.
  3. To enable this setting for all participants, enable the feature and select the All participants option.
  4. To enable this setting only for participants without a valid login to Zoom, enable the feature and select the Guest participants only option.
  5. Please note that if Waiting room in enabled, the option for attendees to join the meeting before the host arrives is automatically disabled.
  6. If you have permanently enabled waiting rooms for all your meetings and you schedule a meeting where you don’t want to place participants into a waiting room, Untick Enable waiting room in the meeting settings.

To enable a waiting room as required:

  1. Login to Zoom via https://macquarie.zoom.us/ and click Schedule a New Meeting.
  2. Tick Enable waiting room which means that participants cannot join a meeting until a host admits them individually from the waiting room.  Please note that if Waiting room in enabled, the option for attendees to join the meeting before the host arrives is automatically disabled.

To enable a Waiting Room during a meeting:

  1. Even if the feature was turned off before the start of the meeting.
  2. During the meeting click on the Security icon at the bottom of the screen.
  3. Tick to Enable waiting rooms.

Lock a Meeting

Once a Zoom meeting has started and all participants have arrived, as an additional security measure, it might be practical to lock the meeting room from further participants joining the meeting.

To lock a Zoom meeting during the meeting:

  1. Select Security while in the Zoom meeting and select Lock Meeting.

Sharing Zoom Recordings through Echo360

This guide details 2 options for making Zoom recordings available to your students via Echo360. This can be useful if you would like your Zoom recordings to appear on the Echo360 recording list with other Echo360 Universal Capture and classroom lecture recordings.

Some settings are required to be configured within your Zoom account. This will only need to be checked once and will apply for all subsequent Zoom meetings you conduct.

Login to https://macquarie.zoom.us and access Settings --> Recording. Check that:

  • Cloud Recording is ON
  • Only Authenticated users can view cloud recordings is OFF
  • Require password access to access shared cloud recordings is OFF

Option 1 -  Create a Zoom cloud recording and share to a unit within Echo360

  1. Start a Zoom meeting and select Record -> Record to the Cloud.
  2. Once the meeting ends or the recording is stopped, the video will automatically transfer to your Echo360 Library from where it can be shared to a unit’s Echo360 recording list. Note that only you can see your Zoom recordings in the Echo360 Library until you choose to share them by completing the following steps.
  3. Click a browser and go to https://ilearn.mq.edu.au and access your iLearn unit.
  4. Click the Echo360 block link.
  5. From the Echo360 recording list page click the small Echo360 logo at the top left of the page.
  6. This is your Echo360 Library. Click My Content. If there are many recordings listed, you can sort by “Date Created” change the order to show most recent first. The Zoom recording will appear on this list.

    Note that the video must be processed fully before carrying out step 6. If the video shows “Processing” as its thumbnail or doesn’t appear at all on the list, refresh the page later to check if processing has completed.
  7. Under Share Settings choose Add To A Class.
  8. Select a Course, Term and Section.
  9. Choose New Class. Enter a Class Name.
  10. Optionally choose a start date and time.
  11. Optionally set availability dates to control when students can access the recording.
  12. Click Share. The recording will now appear on the unit’s Echo recording list.

    For co-taught units, carry out step 6 and 7 again to add the same recording to additional units.
  13. To view the newly shared recording from the student’s point of view, return back to the unit in iLearn and click the Echo block link.
  14. The recording will appear on the list with the class name entered in step 7.

Option 2 - Create a Zoom local recording and upload the video file to Echo360

  1. Start a Zoom meeting and select Record -> Record on this Computer.
  2. Once the meeting ends, or the recording is stopped the video file will process and become available on your computer in this folder;
    PC: C:\Users\User Name\Documents\Zoom   Mac: /Users/User Name/Documents/Zoom
  3. To upload the .MP4 video file to Echo360, login to https://ilearn.mq.edu.au and access your iLearn unit.
  4. Click the Echo360 block link.
  5. Click New Class. Enter a Name for the recording. Optionally assign a date and time (this does not control the recording availability to students). Click OK.
  6. The newly created class will now appear on the list. We will upload the Zoom video file to this class. Click the blue + button and choose Add video.
  7. Choose Upload a file. Browse your computer for the folder containing the Zoom video file;
    PC: C:\Users\User Name\Documents\Zoom    
    Mac: /Users/User Name/Documents/Zoom
    Click Upload.
  8. Allow time for the video file to upload. Once complete the video will begin to process and a grey progress icon is shown until processing is complete.

For further assistance with Echo360 recordings submit a request at https://onehelp.mq.edu.au

Zoom Tips

Zoom is our preferred web conferencing platform for online video communication and collaboration.  You will have access to a licensed Zoom account where you can hold online meetings with up to 300 participants with no time limitation.  We recommend that it be used for smaller scale groups such as tutorials and seminars. Sign in using your MQ OneID through http://macquarie.zoom.us

In addition to using Zoom for online tutorials you may wish to use it for the following:

  • Team meetings when staff members are not on campus
  • Recording your lectures
  • Hosting interview panels

Ideas for when to use Zoom

  • Bring students together via video/audio conferencing as a tutorial class.
  • Invite guest lecturers to your tutorials for interviews, presentations and conversations. Record these sessions for further use as instructional content.
  • Provide visual meeting space for students outside of regular class time and for online courses.
  • Provide virtual consultation hours.

Tips for Tutorials

Setting recommendations:

Require Class Registration - When setting up your meeting (not available in the app) - This option will save the list of participants who attended your session, similar to a roll call. You can enable the "Registration" setting through macquarie.zoom.us and click "Schedule a New Meeting" in the "Meeting" tab. Please note that there is no option to enable this in the application itself.

Schedule Recurring Meetings For Tutorials - If you set up a recurring meeting either through the app or macquarie.zoom.us it will allow students to easily access the session and will provide you with an organised approach to scheduling your Zoom sessions.

In-session recommendations:

Require Self-Identification - It is not always possible for the instructor or the students to see who is talking. Knowing who is speaking sometimes provides clues regarding the best response and provides the instructor opportunity for later follow up with the student. Consider having students first say their name before sharing or asking a question. You may also ask students to use the "Raise Hand" feature, where it is possible to see a hand icon next to the name of the student when you open "Manage Participants" in your Zoom dashboard.

Use Microphone Awareness - When teaching a course via Zoom you may wish to turn off participant microphones when setting up your meeting. You may wish to encourage students to use the "Chat" feature to request that they be unmuted in order to speak. Once done talking students should be reminded to mute their microphone to avoid their background sounds coming through to the entire session.

Set a Standard of Etiquette

Some items to consider are:

  • Students mute their mic if they are not speaking (note: you can mute participants if you are the host).
  • Explain to students how to ask questions or interrupt (i.e. by using the chat pane or by raising their hand – if they have their camera on!).
  • Avoid side conversations, shuffling paper, tapping pens, non-essential noise of any kind. This can be picked up very easily on microphones and make it hard for the remote locations to hear the main conversation.
  • Refrain from chewing gum, eating and drinking.
  • Show that you are listening to others at the remote site by nodding your head.
  • Direct questions or comments to a particular person at the remote site, by stating their name to gain their attention.

Pilot using the tools

  • Before using the functions with students, practice using them with a colleague.  Practice being both the student and the host as there are minor variations in the role functions.
  • Ensure students know how to use required functions before commencing your main activities.  This can be purposeful, For example:
    • To practice using breakout rooms: Assign students to break-out rooms with the task of introducing themselves to their peers in their breakout room.
    • To practice using chat: Ask students to instant message their expectations for the session.

Teaching on Camera

  • Arrive in the virtual space and local room (if that pertains) a few minutes early to test all video and audio connections. If you have a teaching assistant ensure they have been granted co-host permissions by clicking on their name in the "Manage Participants" tab, ensure that they know the plan for your session and the level of assistance that will be needed.
  • Mute your microphone when you are not speaking for longer durations of time.
  • Speak as you would in a traditional face-to-face class.
  • When delivering a presentation, sharing images, files or video, remember to allow for a potential 2-3 second transmission delay. Pause after the end of your comments and allow time for students to respond before continuing to the next discussion or visual.
  • Routinely check with students for coherence, and the remote student’s ability to see and hear everyone and everything from the sending site.

Pedagogy and Collaboration Ideas

Consider the following ideas when preparing to teach via video conferencing.

  • Always have and share a concise plan. Consider providing an agenda for tutorials so that students can clearly see how the class is going to progress.
  • Teach to your lesson plan or agenda and be mindful of allotted time in order to keep students engaged and on task.
  • Questioning and Inquiry - When presenting information take moments to provide time for questioning and inquiry to engage learners.
  • Breakout Rooms - Prior to large group discussion consider providing a small portion of tutorial time for small group discussion or use the “think-pair-share” method to have students briefly answer a question, solve a problem, complete an activity, etc. Reassemble back to the tutorial group, having one person from each small group serve as a speaker representing their group in the larger group discussion.

Ideas for Using Zoom as a Screen casting Tool

  • Create and narrate lecture slides while using Zoom's "Annotate" feature which allows you to use a virtual pointer and add annotations on the fly.
  • Share videos relevant to your unit, ensure you enable "Optimize Screen Share for Video Clip" and "Share computer sound" so students can view the video smoothly.
  • Display documents and articles
  • Use the "Whiteboard" to share a virtual whiteboard where you can draw using your computer mouse. It is possible to make multiple pages and save all of these to your computer.

Organising Sessions

There are two main ways of starting a meeting in Zoom. It is possible to use your own meeting ID which allows you to simply start a session immediately, or you may schedule a meeting for a set time which can recur. This recurring meeting can either be set in the Zoom application or on macquarie.zoom.us in your account.


Screen sharing

It is possible for the host to share a screen from their computer. It can either be a share of their desktop or a particular window, for example a set of PowerPoint slides. The participants can view this in full screen. When the host is not sharing, if enabled in the settings, a participant can be given permission to share their screen, for example in class tutorial presentations can be presented in this manner.


Another screen that can be shared by the host is a whiteboard. This allows the host to host a virtual whiteboard which can be drawn on with virtual markers, erasers, stamps, and text editors. Multiple pages can be created in this manner, and a virtual laser pointer can assist with presentation.


The host can create a poll to ask participants, which can then be displayed to all viewers.

Breakout rooms

Breakout rooms allow for smaller groups within the participants to gather in their own web conference space. Groups can be created automatically or manually. The host can check in to each of these rooms as they wish.

Saving videos

Sessions on Zoom can be saved to the local machine (your computer) or to the cloud. These recordings can also be uploaded into ECHO to serve as lecture recordings

To learn more about these functions, go to: the Zoom Help Centre and enter the function name in the search bar.

Zoom Desktop Client

While meeting can be started and scheduled from the Zoom web portal Macquarie.zom.us, you can also schedule/start meetings directly from the Zoom application.  It is also important to access the Zoom application to set certain in-app settings, including Virtual Background, Audio/Video settings, as well as other options.

The Zoom Desktop Client and Mobile App have different features than the Zoom web portal. The Zoom web portal is primarily used for changing your meeting settings and Zoom Phone settings. You can also use the web portal to customize your profile.

Download Desktop Application

From your desktop machine, go to https://zoom.us/download and download Zoom Client for Meetings. This will also download the desktop client to your machine.

Zoom Mobile App (iOS or Android)

Download the Zoom mobile app from the Apple Appstore or Google Play.

Opening Zoom on Mac

  1. Find the Finder icon  in your Dock.
  2. Right-click on the icon, then click New Finder Window.
  3. In the new window, click Applications. Find zoom.us in your apps list and double click the icon to start the app.

If Launchpad is on your dock, you can click that to access your applications list, and open Zoom from there.

Saving Zoom to your Dock

  1. Once the Zoom client is open
  2. Right-click on the Zoom icon in your Dock.
  3. Hover your mouse over Options, then click Keep in Dock.

Opening Zoom on Windows

  1. Click the Windows icon in the taskbar.
  2. In your apps list, scroll until you get to the Zoom folder.
  3. Click on the Zoom folder.
  4. Double click on Start Zoom, to launch the application.

On all versions of Windows, you can pin the Zoom desktop client to your taskbar, by right-clicking on Zoom desktop client, and then clicking Pin to Taskbar.

Login to Zoom Desktop Client

  1. At the sign in screen click on Sign in with SSO.
  2. In Company Domain type Macquarie so it will take you to https://macquarie.zoom.us where you sign in with your OneID.
  3. From the Desktop Client you can:
  • Start a new meeting and invite people to the meeting.
  • Join a meeting by entering the meeting id.
  • Schedule a meeting.
  • Share your screen by entering the meeting id.

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