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 3/27/2026. Zoom updates frequently — please email uwao@uw.edu if you notice any issues.

Zoom recording instructions

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 Enable 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
Schedule Meeting Audio type Telephone and computer
In Meeting (Basic) Meeting chat On
In Meeting (Basic) Allow participants to delete messages in meeting chat On
In Meeting (Basic) Screen sharing On
In Meeting (Basic) Meeting reactions On
In Meeting (Basic) Allow participants to rename themselves On
In Meeting (Advanced) Breakout room - Meetings On
In Meeting (Advanced) Breakout room options: All options On
In Meeting (Advanced) Manual captions 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) Full transcript 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 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? All Participants
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 When a cloud recording is available On
Email Notification Cloud recording, options 1 and 3: send a copy to person who scheduled meeting, notify when audio transcription available On
Email Notification Cloud recording, option 2: Send a copy to the Alternative Hosts Off

 

Step 2: Schedule your meeting

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

Setting

Selection
Topic (for campus partners) A&O Meeting: Office name (e.g. A&O Meeting: Psychology Advising)
Topic (for Virtual Orientation Leaders) A&O: Name, VOL Community Group (e.g. A&O: Emma M, VOL Community Group)
When
  1. Do not set a meeting time. Instead select Recurring meeting.
  2. Select Recurrence: No Fixed Time 
Meeting ID Generate Automatically
Security
  1. Turn on Waiting Room.
  2. Turn on Require Authentication to join. Select Anyone with a Zoom account. (i.e. UW NetID not required)
Audio
  1. Select Both: telephone and computer audio.
  2. Select the pencil icon next to Dial from... Then enter Select all for global dial-in countries/regions.
Options

Select Show.

  1. Select Allow participants to join anytime.
  2. Select Mute participants upon entry.
  3. Alternative Hosts: For full instructions, review designating an alternative host in Zoom.
    1. Virtual Orientation Leaders: Add all NSTP professional staff, Student Coordinators, Student Assistants, and Virtual Orientation Leaders as alternate hosts. Staff emails can be found in the A&O contacts document (nstp.uw.edu/aocontact) in the Alt Host tab. Copy and paste the comma-separated emails from the document into the alternative-hosts email field to quickly add everyone at once (Note: the comma-separated list only works in the Zoom web portal, not the desktop app). Pasting in emails will bring up a checkbox list where you can select everyone as alternative hosts. 
    2. Campus partners: Add fyp@uw.edu as the only NSTP alt host. NSTP staff will use this shared account to join your meetings as needed.