Tip | Zoom for Tutors

How to run an online class using Zoom

Initial Setup

Download the Zoom app to your device if it is not already installed. For instructions on how to do this, see u3app.org.au/zoom and follow the steps under “Getting Started”.

Schedule a Class

Your class has been scheduled centrally by the IT team as a recurring meeting, and the link for the class will be on the Online Course Links page.

Starting the class

To start a class using Zoom, you join the class as you would any other U3APP Zoom class, then use "Claim host" so that you can control the class as the tutor.

  1. Login to the U3APP website as a member, in the usual way
  2. Click on "Online course links"
  3. Locate your course in the list and click on it to join the class
  4. Claim host. The steps to do this are device dependent. For details, click here.
During the class
  1. To manage your interaction with the course members, click on Manage Participants, which displays a list of every person as they join.
    • As course members join, you will hear a chime and see their name in the participants list.  You and all the others will then see them on their screen with their name at the bottom. To see all course members, you may need to click on Gallery View, which is located outside the Participants window.  Depending on your screen, you can see up to 49 people at once.  If a course member has an older computer without a camera or microphone, they will be displayed as a black box and cannot be heard but they can still hear everyone else.  You may wish to contact them outside the class to check that they could hear and see the class.
    • You can mute any course member as you wish by clicking on the microphone beside their name.  You can see if any course member (participant) has raised their hand and you can unmute them as appropriate by clicking on the microphone beside their name.  Class members can also unmute themselves.
    • You can also click on Mute All at the bottom of the Participants window. There is no Unmute all option, but you can ask class members to unmute.
    • If the name of a person is not meaningful e.g. my iPad, you can click on their name and then More  (Windows) and then Rename.
    • You can delegate the tasks of managing the Zoom meeting to another course member by clicking on their name and then More (Windows) and then Make Co-Host.
    • If your internet connection is at all unreliable, we recommend that you Share Host with someone who is a confident Zoom user, who can return the hosting to you when you rejoin the class.
    • To close the Participants list so you can better see everyone on the screen, click on Enter Full Screen.
  2. Under Security, there are options to control what participants can and cannot do.  You can also remove a participant from the meeting and they will not be allowed to return.
  3. If you want show course material such as videos and YouTubes during the Zoom meeting, you can use the Share Screen option, with Share computer sound and Optimize Screen Sharing for Video Clip both checked (see longer explanation in the Zoom for Tutors - more advanced tips). Or you can  share the material by giving class members the link (see the section below on Share material for your class).  If you want to provide a link for your class to use, send it to webmaster to have it put on the secure webpage, or display it on a shared screen. DO NOT type or paste it into a line in the Zoom Chat facility - apparently this is a security risk.
  4. Take the roll. For further instructions on updating the e-roll, see the section below on Taking the Roll.
  5. At the end of the class, click on End in the bottom right hand corner (Windows) / End Meeting in the top left hand corner of the screen (Mac, iPad), and click on the confirmation button “End meeting for all” which then appears.

Note there are many additional features you can use in Zoom while you are running your class, which are not included in this document.  Have a look at the Zoom for Tutors - more advanced tips, for further Zoom tips and tricks.

Share material for your class

You may have course material such as videos, documents, diagrams and presentations for your course members to view outside your Zoom class.

You could email the material to your course members, but if they are large, particularly if they are a video, then you will need to share them by putting them “into the cloud”.  We have selected Google Drive as the cloud storage mechanism.  Google Drive provides 15GB of storage, at no cost.

To share your course material, you upload the material onto Google Drive using your Google Account and then share it with your course members via email.  The email contains a link to the material and the course member simply clicks on the link to read or view the material.  Your course members do not need a Google account.

Your Google Account

If you have a Gmail address, you already have a Google account. You can sign in to Google using your Gmail address and password.

Otherwise, you will need to create an account (free):

  1. Go to https://accounts.google.com/signup/v2/webcreateaccount?service=accountsettings&continue=https%3A%2F%2Fmyaccount.google.com%2F&dsh=S-1441803802%3A1586143157826672&gmb=exp&biz=false&flowName=GlifWebSignIn&flowEntry=SignUp.
  2. Your Google account can be created with either a new Gmail address or your current email address:
  • For a new Gmail address, enter your first name, last name, the username you would like to have and the password you want to use. Then click on Next.  If the username is already taken by someone else, a message will be displayed and you will need to select another username.
  • To use your current email address, click on Use my current email address instead. Enter your email address and password (create a new password different from the one you use to access your mail).  Then click on Next.  An email will be sent to that address containing a code which you will be prompted to enter.
  1. Fill in the sign up form. (no need to fill in optional fields)
  2. Review Google's Terms of Serviceand Privacy Policy, click the checkbox, then click Next step.
  3. Click on Next Step
  4. Your account will be created, and the Google welcome page will appear.

To login to Google:

  1. Go to https://www.google.com/ in your browser
  2. If you are not currently signed in, Sign in is displayed at the top right of your screen. Click on it and enter the email address and password for your Google account.
  3. If you are already signed in to Google, then instead of Sign In an icon is displayed. Click on the icon to see the currently signed in account.  If you wish to change the account, click on Sign Out and then sign in with another account.

To upload the course material onto Google Drive:

  1. Load your course material onto your computer or insert a cd or memory stick with the course material into your computer. Remember the name of the file containing the course material and where it is located as you will need it in step 6.
  2. Log in to Google
  3. Click on the Tile Icon on the top right of your screen (it looks like 9 little boxes).
  4. Click on Drive, then New (over on the left near the top), then File Upload.
  5. Select the location of the file containing the course material and click on Open.
  6. Your file will be loaded onto your Google Drive and its name will be displayed on the screen.
  7. In the email you will be sending out to share the material, the subject of the email is the name of the file.  You may wish to change it to a meaningful name by right click on the file and click on Rename.

To share your course material with your course members.

  1. Log in to Google, click on My Drive and a list of your files will be displayed. (or continue on from step 6 above).
  2. Right click on your file and click on Share.
  3. Change “Anyone with the link CAN EDITto CAN VIEW.
  4. In the People Box, enter the email addresses of your course members separated by a comma. Include webmaster@u3app.org.au in the list of email addresses.
  5. Click on the Pen at the end of the email line and change to CAN VIEW.
  6. In the Note section, enter any message you want included in the email.
  7. Click on “Get shareable link” at the top of the screen and then SEND.  The email will be sent to each of your course members.  The email is sent from your Google account and the subject line of the email is the name of the file, followed by " Invitation to view".

Each course member will receive the email, which contains the link to your course material.   The course member simply clicks on the link to read or view the material.

NOTE: if you include webmaster in the email to your course members, the link to the material will be added to the web so it is available for members.

Take the Roll

You can note who has attended the class in one of three ways:

  • Click on Participants during the Zoom class and take a screen shot. After the Zoom meeting, you can update the e-roll using the screen shot.
  • Write down the list of participants on a piece of paper.
  • If you have another device such as a smart phone with the e-roll app, update the roll using the app while you are running the class

There are three ways to update the roll:

  • Logon to our website and use the Apology function
  • Use the e-roll app on your smart phone
  • Email the attendance list to the Enrolment Team at itemteam@u3app.org.au, who will update the roll for you

When you are marking people as present in a Zoom session, please use "Z" for Zoom. P for Present is used to record attendance face-to-face. If we run hybrid courses in the future, we will need to be able to distinguish between those present physically and those present on Zoom.

If you would like the e-roll app installed on your phone, please contact the Enrolment Team at itemteam@u3app.org.au who will assist you.

To use the Apology function, log onto the website as yourself, go to Courses and Enrolling and then Apologies. This will initiate the same process as on the tablets at U3APP. Select day of week, then course and then instead of entering an apology for someone, mark those that were present, then SYNC.

The Enrolment Team  manage the e-rolls and the waitlist as people choose to join or leave a class.

Transfer Email Addresses from your Course List to an Email

You will receive an email each Friday evening containing the course list, so you are kept up to date with any changes in course membership and any changes in course members' email addresses.

The course list contains the members’ names, email address and contact telephone numbers. Below the names is a separate line that contains all the email addresses in a single line, as shown in the example below.

Follow the steps below to transfer the email addresses of your course members to an email.

  1. Switch on the Bcc (blind carbon copy) option if not already available. This email option ensures that the recipient does not see the complete email list, but they will see only their own email address.
  • For Microsoft Outlook: If the Bcc option is not available you can switch it on from your Options menu as follows.

  • For Google Gmail: If the Bcc option is not switched on, have a look to the right of the new email and click on the Bcc.

  1. Go to the course list and click on the list of emails in a single line (cell B14 in the above example)
  2. Copy the list using Ctrl + C on the keyboard or right-click mouse and select Copy.
  3. Go to the Zoom email and paste the list into the box beside the Bcc label. Paste using Ctrl + V on the keyboard or right-click mouse and select Paste.
  4. Do not type into the Bcc. It will sort itself out as the addresses are pasted.
  5. Move the cursor to somewhere else in the email.

In Microsoft Outlook, your email will look like this:

In Google Mail, your email will look like this:


Zoom Security

If your course members are concerned about security or privacy using, please refer them to the "Keep Calm and Zoom On" button in Zoom - basics.

All links to a Zoom meeting contain both a meeting id and a password. The link to your Zoom class should not be made public.  Course members should not forward the link to anyone who is not a U3APP member.  The link is available on our web page at https://www.u3app.org.au/on-line-course-links/ but only U3APP members who are logged on can see it.

When the course member clicks on the link, they do not need to enter the meeting id and password.

As with any email, you should only click on a Zoom link if the email has been sent from someone you know.

All our meetings are scheduled with the following controls:

  • compulsory passwords to join a meeting
  • prevent participants from screen sharing
  • block annotation of screen sharing by participants
  • block private chats
  • block participants from saving chat
  • block sharing of whiteboard
  • prevent removed participants from rejoining


How to Enrol

On-line: after bookings have opened

On-line enrolments are preferred as this significantly reduces the amount of back-office work for our volunteers.

  • Login to the U3APP.org.au website.
  • Go to the Courses & Enrolling page.
  • Scroll down to find the course that you are interested in.
  • Does the course have spaces available?
    • Click on the course name to go to the booking page.
    • Click on “Book for this course or event”.
    • You will receive a confirmation email.  Please check your Junk/Spam folders as these automatically-generated emails often finish up there.
  • OR is the course shown as FULL?
    • Click on WAITLIST.

Paper Enrolment Form: before bookings open for First Semester

  • Obtain a paper Enrolment Form either from the Office or by printing an online copy available here.
  • Complete the paper Enrolment Form and submit it to the Office.

The start date for acceptance of paper Enrolment Forms for first semester is published on the U3APP website and in the e-Bulletin. Enrolment Forms received before this date are treated as though they had been received on the start date (ie there is no advantage to be gained by submitting early). On the start date and thereafter, paper Enrolment Forms are numbered in order of receipt.  Paper Enrolment forms are processed by U3APP volunteers on the same day as on-line bookings.

If your enrolment is successful, you will receive a confirmation email.  Please check your Junk/Spam folders as these automatically-generated emails often finish up there.

If your enrolment is unsuccessful,  you will receive an email telling you that you have been waitlisted.

Via the Office: after bookings have opened

  • Contact the office in person, or by email or phone.