COLLEGE OF ARTS AND SCIENCES Department of Mathematics and Statistics

Zoom Meetings -

There are several ways to access and use Zoom for meetings. Below are a few suggestions to help you get started.

Before you set up a meeting
  • If you want to schedule meetings through your desktop Outlook (this means Outlook is installed on your Windows office machine, or home machine and you're not running Outlook through a browser), go to Click on the "Download Client" link at the bottom of the page. Select your operating system. Download the "Zoom Client for Meetings" and the "Zoom Plug-in for Microsoft Outlook."
  • You don't have to use Zoom with Outlook. Instead, you can download and install the "Zoom Client for Meetings." Again, go to, click on the "Download Client" link at the bottom of the page, click on the Windows link, click on "Zoom Client for Meetings," save the ZoomInstaller.exe file, and then run it. This downloads and installs the desktop client.
  • You should test audio and video. Click here for help with audio and video.
Set up a meeting and invite attendees
  1. Go to Sign in with your WSU credentials. If this is your first time using Zoom, click on Settings to configure your account (you should only have to do this once). Note: for security reasons, under Settings, you must require that people attend your meeting with a password.
  2. Click on Meetings.
  3. Click on "Schedule a New Meeting" and complete the information.
  4. If you want to record the meeting, scroll to the bottom and select "Record the meeting automatically" and "In the cloud." This saves the recording to the Cloud - since your machine may not have enough hard drive space.
  5. SAVE the meeting.
  6. A new window appears with a line saying "Invite Attendees," with a link to its right saying "Copy the invitation." Click on "Copy the invitation."
  7. Another window appears, and you will click on "Copy Meeting Invitation."
  8. Open your email program, create a new message, click on the message body, and select paste. Now the Zoom meeting information has been pasted into the message body and includes the Meeting ID number with a link your guests will press to access the meeting. Remember to add the date, time, and location of the meeting to this email message.
If you forgot to record a meeting when it was initially set up, and the meeting has not yet begun
  1. Log into and "Sign in".
  2. Click on Meetings (left side).
  3. Double-click on the blue meeting link (below Topic).
  4. Scroll to the bottom and click on "Edit this Meeting".
  5. Scroll to the bottom, and below "Meeting Options" click on:
    *Record the meeting automatically
    *In the cloud
  6. SAVE
To live stream a Zoom department colloquium, on YouTube
  1. Log into and "Sign in".
  2. Click Settings
  3. On the Meeting tab under the In Meeting (Advanced) section, locate the Allow livestreaming of meetings setting, verify that is enabled, check the YouTube option, and click Save to save the changes.
Start a meeting
  1. Go to and "Sign in".
  2. Click on Meetings (left side).
  3. Find the meeting you want, and click "Start" to the right of the Meeting ID #.
  4. If you are asked to download a file, do it and walk through the windows that will appear.
Do you need to share a document during a meeting?
  1. Be prepared by having the document open before a meeting starts. During the meeting, click on the "Share Screen" button on the bottom bar. A "Basic" tab window appears showing different files open on your computer.
  2. Click on the window (file) you want to share, follow any onscreen prompts asking you to grant Zoom permission, and you'll see your document being shared on the screen.
Share a recorded meeting
Upgrade Zoom
  • Easiest way: go to, but don't sign in yet. Instead, click on Download Client (see bottom of page). Follow the instructions to download the client, which should be the latest version of Zoom.
  • Another way: download Zoom 5.0 from this site:, and run the .exe file. Restart your browser and sign into zoom at
Want to see what version of Zoom is installed?
  • Open Control Panel (enter Control Panel in the search bar on Windows 10) -> click on "Programs and Features" -> scroll down and look at Zoom -> you will see the version number and date it was installed.

The IPEVO document camera

Install an IPEVO document camera to work with Zoom
  • You must upgrade to Zoom 5.0 (see above).
  • Plug the IPEVO document camera into the computer and it should automatically install itself.
  • Restart your computer.
  • Unplug the document camera and plug it back in.
  • Start Zoom by signing into Check to make sure the Zoom video setting is using the computer camera and not the IPEVO document camera as it's primary camera. Also make sure the "Enable mirror effect," box is not selected.
  • In a meeting, click on the Zoom Share Screen button and when the "Select a window or an application that you want to share" window appears, click the "Advanced" button. Click on the "Content from 2nd camera" window and then click on the "Share" button.
Download Visualizer software

Get Visualizer from -> click on Software -> click on IPEVO Visualizer -> click on Free Download -> select Windows 10 (close the Windows Store pop-up) -> click the Get button -> click Install (yes, it says Windows Store here and it wants you to sign in with a Microsoft account, but you don't need to sign in with an account. Just keep trying to download it, and you can download without a Microsoft account. You will see it download, and then click the Launch button and agree). After it installs you will be able to start Visualizer by searching for it in your Windows 10 search bar, and you can add it to your taskbar. Note: this method doesn't require administrator privileges.

If you had trouble with the above installation and you have administrative privileges on your machine go to -> click on Software -> click on IPEVO Visualizer -> click on Free Download -> click the "Windows 7 and above" link to download version (do not download for Windows 10 from the Microsoft Store) -> and it downloads -> you will unzip and install it. In the process you will allow Windows Defender Firewall access, when asked.

Create a single PDF file - using Visualizer

Before you begin, watch this instructional video that shows how to create and save jpg files in Visualizer (it contains helpful information, even though it creates and saves jpg rather than pdf files). Note the camera is raised on a box so all four corners of the document are within the Visualizer window (the Scan Document function won't work if the document you are scanning doesn't completely appear in the Visualizer window).

  • At the bottom of the Visualizer app, click the up arrow (above the circle with the blue ring around it)
  • Select the Scan Document function icon (the camera with the square around it).
  • You will see a blue adjustable overlay on the image in Visualizer, which allows you to capture or resize information.
  • Click the PDF circle (at the bottom) and the circle turns red.
  • Click the Scan Document function icon (the camera with the square around it).
  • Click the red PDF circle, again.
  • Visualizer creates a one page pdf and asks where to save the file.

The inSwan (INS-1 USB) document camera

Please note: the inSwan doc camera cannot save images as pdf files. It can save files as jpeg or png. To save files, go to the inSwan site and download their program called Documate. If you need a pdf file you can download GIMP, an open source alternative to PhotoShop, and convert the jpeg or png file to pdf format.