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Zoom: Home

Zoom for Video Conferencing

What is Zoom?  

Zoom is a web based communication technology (synchronous) that unifies video conferencing, online meetings, group messaging, and a software-defined conference room solution into one easy-to-use platform. Zoom offers a great video, audio, and wireless screen-sharing experience across Windows, Mac, iOS, Android and Linux systems. 

Zoom at Butler

Zoom was introduced at Butler in 2016 as a pilot solution for synchronous communications on campus. Zoom has been used in distance education, online meetings, eLearning and more. Zoom is now the Butler supported tool for video conferencing. ALL faculty, staff and students will soon have a personal Zoom account. Check back here for more info in April.

System Recommendations
  • An internet connection – broadband wired or wireless (3G or 4G/LTE)
  • Speakers and a microphone – built-in or USB plug-in or wireless Bluetooth
  • A webcam or HD webcam - built-in or USB plug-in
  • Or, a HD cam or HD camcorder with video capture card

Note: Zoom will not work over a virtual desktop connection 

First things first!!! Sign into Zoom

Signing into Zoom using these steps will establish your Butler Pro account with Zoom

  1. Use your favorite browser and go to
  2. Select Login and enter your Butler username and password.
  3. Set up your Profile with your personal meeting preferences.
Now you are ready to schedule or start Zoom meetings!!

Want to use the Desktop App (not required)?
  1. Log into Zoom by using your browser to go to and login with your Butler email and password.
  2. Select Host a Meeting and you will be prompted to download the Zoom App if it is not already on the computer.
  3. Select OK and the App downloads and the Zoom desktop meeting app opens.

You can also go directly to  and download the desktop app.

What if I didn't log in through and it's prompting me to log in to join a meeting?

If you get a login prompt before you have logged in to (which establishes your Pro account) you might see this login box. Select Sign In with SSO on the right side of the box. When prompted for a URL enter Use your Butler username and password to log in.

Zoom sign in box


Note: Use your Butler username and password to login when following Zoom website documentation


For iOS, visit the Apple App Store and search for "Zoom" and select Zoom Cloud Meetings

For Android, visit Google Play and search "Zoom Meetings"

To enable the Audio Transcript feature for your own use:
  1. Sign into the Zoom web portal and click My Meeting Settings (if you are an account administrator) or Meeting Settings (if you are an account member).
  2. Navigate to the Cloud recording option on the Recording tab and verify that the setting is enabled. 
    If the setting is disabled, click the Status toggle to enable it. If a verification dialog displays, choose Turn On to verify the change.
    Note: If the option is grayed out, it has been locked at either the Group or Account level, and you will need to contact your Zoom administrator.
  3. Click the Audio Transcript checkbox to enable it, then click Save to confirm the change.

Zoom now has the ability to automatically transcribe the audio from recorded sessions:   The process outputs a .vtt file that is a native captioning format (with timestamps, etc.) but the text of these files can be read using a simple text app like Notepad.  

How to generate a Transcript
  1. Start a meeting or webinar.

  2. Click the Record button and choose Record to the Cloud.

  3. After the meeting ends, you will receive an email that lets you know that your cloud recording is available. A short time later, you also receive a separate email letting you know that the audio transcript for the recording is available. These emails include links to view your recordings and transcript.

Viewing and Editing the Transcript

  1. Click the link in the email or navigate to the My Recordings page on the Zoom web portal and click the name of the recorded meeting.
    This opens the Recording Details page, which includes at least two files:
    • Audio Only (m4a)
    • Transcript Recording (vtt)
  2. If you selected other files for the cloud recording, these will also be included:
    • Recording (mp4)
    • Gallery view (mp4)
    • Chat text (txt)
  3. Click inside the Audio Only m4a file, or (if available) the Recording or Gallery View mp4 file.
  4. Click inside the Audio Only m4a file, the Recording mp4 file (if available), or Gallery View mp4 file (if available). The text of the transcript displays on the right-hand side of the file.
  5. Click the pencil icon above the phrase you want to edit.
  6. Make any changes to the text, then click Save
    The updated version of the text is displayed when you play the audio or video file.

Embedding the Transcript

The transcript is automatically embedded within the audio and video file, but is hidden by default. To see the transcript embedded in the audio or video file:

  1. Open the audio or video file from My Recordings.
  2. Click the Play button.
  3. Click the CC icon at the bottom right of the screen. 

Searching within the Transcript

  1. Go to My Recordings.
  2. In the Search by list, choose Keyword. Type a word or phrase in the text entry box, then click Search.
    This shows the list of meetings that includes the keyword in the transcript.
  3. Type the keyword into the search box. All instances of the keyword are highlighted.
Zoom meetings can now be added in Moodle. Here's how:
  1. In Moodle, go to the course and section you want to add a Zoom meeting to.
  2. Make sure Editing is turned on and select Add an Activity.
  3. Select Zoom Meeting
  4. Image of adding Zoom meeting
  5. Add a Topic for the meeting
  6. Add the Zoom meeting specifics
  7. Zoom setting pic
  8. You can also add the common Moodle settings to the activity as well as a grade.
  9. You will now see the Zoom meeting activity in Moodle

Selecting the icon will initiate the meeting.

Note: Any student selecting the Zoom icon and attempting to enter the Zoom meeting will receive the maximum grade. At this time there is no ability to give partial grade for participation using the Zoom Activity. That will need to be done using a manual assignment.
Note: The first time Zoom is opened you will be asked to download and install the client.

If you have questions please contact the Help Desk via or 317-940-HELP (4357).

My Profile

Personal Meeting ID (PMI)

You can customize your Personal Meeting ID and URL. This is a meeting number that remains constant and is associated with your Butler Zoom account. You also have the option to use this number when starting instant meetings or when scheduling a meeting.

You can default your Personal Meeting ID to your work phone number (317-940-xxxx). This makes it easy to remember for people to request a meeting with you.

Setting a persistent Personal Meeting ID makes it easier for Butler employees and students to enter your Personal Meeting Room without an invitation. This could be disruptive to meetings in progress. You can always password protect Scheduled Meetings to prevent this from happening.

Set your Meeting Preferences so that Instant Meetings do NOT use your Personal Meeting ID.  You can still share and use your Personal Meeting ID when it's appropriate. This helps to prevent random people joining a meeting in progress using your Personal Meeting ID.

Personal Link
Personal Link is an alias of your personal meeting URL. You can edit the last part of this URL ( It must be 5to 40 characters. This can be use as part of you email signature for contact information too.

My Meeting Settings

Here are some recommendations for your Meeting Settings that include functionality and convenience.

In Meeting (Basic)

Enable these

  • Chat
  • Private Chat
  • Allow host to put attendee on hold (Allows host to stop video and audio transmission to a participant.)
  • Co-host
  • Annotation
  • Polling (for quick instant polling within a meeting)
  • Non-verbal feedback (Participants in a meeting can provide non-verbal feedback and express opinions by clicking on icons in the Participants panel.)
In Meeting (Advanced)

Enable these

  • Breakout room


Overview of the Desktop Application
  1. View in Settings the settings for your Zoom meetings. This includes Audio, Video, General (Application, Content Sharing, and Instant Message), Feedback, Recording, Account Type (Basic, Pro, etc.), and Stats (Overall, Audio, Video, and Screen Sharing). See Home Screen: Settings for more details.

  2. Select Start without video to start a meeting sharing your desktop or application.

  3. Select Start with video to start a video meeting.

  4. Select Schedule to set up a future meeting.

  5. Select Join to join a meeting that has already started . 

  6. Home screen pic

Home Screen Drop down

From the Home Screen drop-down menu, you can:

  • Set your availability to Available or Busy.
  • Change your account picture.
  • Check for updates to Zoom.
  • Get help using Zoom.
  • Switch to another Zoom account
  • Log out or exit Zoom. 

          Home Screen drop down


Upcoming Meetings

When you select the Meetings icon, you can:

  1. View Upcoming or meetings you have Recorded.
  2. View your Personal Meeting ID (PMI).
  3. Select whether you always want to use your Personal Meeting Identi- fier (PMI) for instant meetings on the current computer.
  4. For Recurring Meetings, you can:
  • Start the meeting
  • Edit the meeting settings.
  • Schedule the meeting in Outlook or Google Calendar, or, copy the meeting invitation to send via email or message.

For Scheduled Meetings, you can:

  • Start the meeting
  • Edit the meeting settings.
  • Delete the meeting.
  • Copy the meeting invitation. 

You can record meetings to your local drive (creates an .mp4 file) or you can record to the cloud.

NOTE:  Cloud recordings are automatically deleted after 60 days!

When you Select Recorded Meetings from the desktop app, you can:

  • Play the recording with both video and audio.
  • Play Audio plays the audio part of the meeting. It will not play the video if there is any for the meeting.
  • Open will bring you to the folder that contains all your meeting recordings.
  • Delete will delete the recorded meeting. 

More about Recording

Download Zoom extensions and plugins and clients for Butler supported applications



Desktop Client (Windows and Mac)

Need More Help?


Email Butler University Libraries
Irwin Library: 317-940-9227
Science Library: 317-940-9937
CAT: 317-940-8575

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