Instructor Support for Educational Systems

How do I use a Zoom Webinar?

Updated on

This manual discusses how to request and use a webinar.

Difference between meetings and webinars

In Zoom, you can organise both a meeting and a webinar. They offer similar features and functionality, but have some important differences.

  • Meetings are designed to be collaborative. All participants can share their screen, turn on their video and audio and see who else is there. Meetings can handle smaller groups (< 300 participants).
  • Webinars are designed so that the host (and any designated pannel members) can share their video, audio and screen. The host can also mute the audio of the participants. Webinars allow view-only participants, who can join the session via Q&A chat, and surveys. Webinars can handle larger groups (> 300 participants).

How do I mimic a Webinar?

A webinar is a tool for sessions where the goal is to mainly send information to the participants and as such have limited interaction with the participants. However, this option is only available as a license upgrade for sessions of more than 300 participants.

If you plan to organize a Webinar for more than 300 participants, refer to how do I request a Webinar license?

Due to the limited number of licenses available, it is possible to mimic a Webinar for sessions with fewer than 300 users with the following options:

1. Disable annotations (During the meeting):

  • Make sure you share a screen from your meeting.
  • On the bar at the top of the screen, click  More.
  • In the drop-down list,  click  Disable  Attendee  Annotation.

2. Disable Annotation (for all future meetings): 

  • Log in to
  • Go to  Settings.
  • Scroll to  Annotation.
  • Click on the blue button on the right.
  • The change is saved automatically.

 3. To disable File Share: 

  • Log in to
  • Go to  Settings in the top left.
  • Scroll to  File Transfer.
  • Click on the blue button on the right.
  • The change is saved automatically.

4. Mute all participants

  • Click on the  Participants button in the meeting controls.
  • Click Mute All.
  • Click Mute All to mute all current and new participants.

 5. Deselect Allow Participants to Unmute Themselves: 

  • Click on the  Participants button in the meeting controls.
  • Click More.
  • Uncheck Allow participants to unmute themselves.   

6. Deselect Allow  Participants  to  Start  video: 

  • Click on the Participants button in the meeting controls.
  • Click More.
  • Uncheck the  Allow Participants to Start Video option.

7. Screen sharing for hosts only: 

  • Click the arrow next to the  Share Screen button.
  • Click   Advanced  Sharing  Options.
  • Select the button for the Only  Host.

 8. Set chat to host only: 

  • Start a meeting.
  • Click Chat in  Meeting  Controls.
  • Click on the More menu at the bottom right (also indicated by the three points) and then choose    Allow attendees to chat with.
  • In this case,  the  No one option is the best option or if a Q&A option is desired Host only.

Turn on "allow  participants  to  start  video" by following these steps:

  1. In your Zoom meeting controls click Participants.
  2. In the participant list click More.
  3. In the drop down list click Allow Panelists to Start Video.

How do I request a Webinar license?

The standard university license allows interactive meetings up to 300 participants. If  this is not  enough, follow the procedure below:  

A ticket  can be created in two  different  ways:  

  1. ISSC Helpdesk:
    1. Log in to the ISSC  Helpdesk.
    2. Click on the Digital learning environment tile.
    3. Click on the Zoom tile.
    4. Click ask a question/report an issue on the right sidebar.
  2. Send an email to: [email protected].

 There are several licenses available on top of the regular license: 

  • 1000 participants meeting  (interactive).
  • 1000 participants meeting  (not interactive next to the chat).

 Answers the following questions and add them to your request: 

  • Will it be a  webinar or an interactive meeting?
  • How many participants do you expect?  
  • Will it be a recurring session or a one-time-only?
  • Until when do you need the license?  
  •    Enter the university email address of the session host.  

In general,  webinars are only chosen if no interaction with the participants is desired.  

How do I change a Meeting to a Webinar?

In order to convert your meeting into a Webinar, you first need an extra license for Webinar. Go to How do I request a Webinar license? if you do not have a license upgrade.

A meeting that has already started cannot be converted to a webinar or vice versa. If this is necessary, the current meeting must be stopped, the schedule has to be converted and the meeting has to be restarted.

You can only create a Webinar by creating a schedule and then go to the Zoom portal and edit the Meeting. Follow these steps:

Convert this Meeting to a Webinar

  • If you don't have a license to host a Webinar, the following pop-up will be visible:

When the correct license is assigned to your account, you will see this pop-up:
  • Click Convert to confirm the conversion.

How do I change a Webinar to a Meeting?

To convert your Webinar to a regular meeting, follow the exact same steps above. The button Convert this Meeting to a Webinar is now called Convert this Webinar to a Meeting.

  • Click Convert this webinar to a meeting.
  • The next pop-up will be visible.
  • Click Convert.

When converting a Webinar back to a Meeting, your Q&A, Multiple-answer-questions, Webinar-related email settings, and surveys will be deleted.

Previous Article How can I set up separate Zoom meetings within a Brightspace Course?
Next Article How do I use the Tools in a Zoom meeting?