getting started with zoom...zoomis a web-conferencing tool. its highly accessible features allow you...
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Getting Started with
Zoom
Your Hosts
Lisa Apostolo• User Services Consultant II @ ITAC
• Worked in University IT, training users for 27 years
Andrea Alvarado• User Services Consultant II @ ITAC
Getting Started with Zoom
• About Zoom
• Joining a Meeting
• Using the Zoom App
• Scheduling a Meeting
• Meeting Tools
• Zoom Web Interface
• Meeting Reports
• Support Resources
Course Agenda:
About Zoom
Zoom is a web-conferencing tool. Its highly accessible features allow you to attend video or audio meetings, hold webinars, share presentations, teach and attend online classes in real time, and much more. Meetings can be joined from desktop computers, laptops, tablets, or smartphones. Sessions can be recorded so those who cannot attend can still benefit from this tool.
About Zoom
o Zoom Pro accounts are distributed to current Texas State
o Faculty
o Staff
o Students
o MUCH better than the free version
o Excellent resource for connecting with Round Rock campus
o An internet connection – wired or wireless (requires at least 3Mbps up/down bandwidth to achieve flawless audio, video and screen sharing)
o Speakers and a microphone – built-in or USB plug-in or wireless Bluetooth
o Headphones with Microphone highly recommended
o (optional) A webcam or HD webcam -built-in or USB plug-in
Zoom Requirements
o Mac OS X with MacOS 10.7 or later
o Windows 10, Windows 8 or 8.1 & Windows 7
o Surface PRO 2 running Win 8.1
o Surface PRO 3 running Win 10
o iOS and Android devices
o Blackberry devices
Supported Operating Systems
Meetings vs. Webinars
* TxState has a limited number of Special Use licenses, and they are available first-come, first-serve and by reservation only. Special licenses are assigned and shared among all campus users, and are intended to be used for special events. Most large meetings can be held using the standard Pro license type.
Learn More
• Prepare
• Test your Audio and Video
• Find Somewhere Quiet
• Have all Documents and Assets Ready
• Send Documents to Participants via Email
• Open the Virtual Meeting Room Early
• Greet Participants
• Keep your Video Feed Near your Webcam (eye-contact)
Online Meeting Best Practices
Learn More
o Log in to Zoom from the Texas State Zoom page:
https://txstate.zoom.us
o Logging in will create your Zoom Pro account
o Access support documentation
o Sign up for workshops
o Download Zoom software
o Settings for your default meetings
o Join or Host meetings
How to Get Started
• Install Zoom software
• Run Zoom software to join or host meetings
• Log In Using SSO (TxState NetID + NetID 2-Step)
Setting Up Zoom
• Enter "txstate" in the domain field
Setting Up Zoom
Zoom Web Interface
o My Profile
o Upload/Edit profile picture
o Set a Personal Link
Web Interface - Profile
o Profile
o Upload/Edit profile picture
o Set a Personal Link
o Meeting Settings
o Allows user to Enable/Disable features
o ITAC selected default settings
o Cannot changed locked settings
o Set Schedule Privileges to allow others to schedule meetings on your behalf.
o Always use [email protected] format
Zoom Web Interface
o 3 tabs: Upcoming, Previous, and Personal Meeting Rooms
o Can Schedule a New Meeting from the Upcoming tab.
o Similar settings as Zoom app when scheduling new meeting
o View Previously Scheduled Meetings
o Old Meetings Still Work Until Deleted
Web Interface - Meetings
o Click Meetings
o Schedule a New Meeting
o Similar settings as Zoom app when scheduling new
meeting
Let me log into my Zoom and show you!
Schedule a New Meeting
o Copy this link to post on a website, TRACS or in
Canvas.
Sending the Invite
o Zoom will prompt
download if participant
doesn’t already have it.
o Zoom will Auto Select
default microphone and
webcam
o Everyone can test before
connecting
o User may adjust Audio
& video settings if
needed
Upon Joining a Meeting
Scheduling a Meeting
in the App
o Schedule
o Creates a new
scheduled
meeting
Alternatively, you
can also schedule
meetings from the
website portal.
Scheduling a Meeting - App
o Set your Meeting Settings
o Choose the Date/Time
o Video/Audio Options
o Meeting Options
o Expand Advanced Options
o Passwords
o Alternative Hosts
o Select your Calendar
o Schedule!
Scheduling a Meeting - App
Meeting Tools
Mute/unmute
your
microphoneStart/stop
webcam
Manage
participants
Host Meeting Tools
Invite additional
participants
Chat with meeting
participants
o Allows Zoom Host to manage guest abilities:
o Stop/start video
o Make host/co-host
o Assign to type CC
o Allow to record
o Rename
o Kick (Remove)
o More global participant controls on bottom menu
Manage Participants
o Speaker View focuses on who is actively speaking.
o Gallery View shows you a view of all participants.
o Participants can Pin a video feed to prevent their view from focusing on another speaker. This is only applicable to the user and does not affect cloud recording.
o The meeting host can Spotlight a video feed to put a user as the primary active speaker for all participants.
o Requires at least three participants.
o Right-click a video feed to see these options and more.
Zoom Views
Share your
Screen
Sharing your Screen
o Allows Host to share Desktops, Applications, or Files.
o Applications must be opened to appear for sharing
o You can share ANY screen, so be mindful of what you may have open in the background!! It will show here on your selection screen.
o Share computer audio if needed
o Ex: streaming video
o Pro-tip – turn down your speakers in your area if you are streaming sound so your participants don’t get feedback loop from your speaker/mic combo
Screen Sharing
o Zoom meeting controls continue to appear after sharing is started –they move to the top.
o Annotate allows drawing functions.
o Participants may also annotate but this can be disabled.
o Remote Control allows host or participant to control a shared computer’s keyboard/mouse.
Screen Sharing
White Board
o When you Share Screen, one option is Whiteboard.
o This will display a blank whiteboard to all participants.
o Participants are able to utilize the annotation tools
o Mouse Pointer
o Select/Highlight Screen Area
o Type Text On Screen
o Draw (freehand)
o Spotlight to Draw Attention
o Eraser to Remove an Annotation (The Host can clear all)
Annotation Options
Disabling Participant Annotation
o Main toolbar moves to top of screen
o More…”Disable participants annotation” is here
o Click Stop Share to close and return to speaker view
o Note: The host can annotate on anything they share, not just the Whiteboard
Annotate Anything
o The host can annotate on anything they share, not just the
Whiteboard
o The Annotate Button will appear in your toolbar when you share your
screen.
o You can share ANY screen, so be mindful of what you may have open
in the background.
o Polls are created in Zoom Meeting room web page, not Zoom App.
o Create polls before your meeting. Note: Only scheduled meetings have the polling option, not instant meetings.
o Only the Instructor/host can create polls. Co-hosts can only launch existing polls for the scheduled meeting.
o Polls can consist of multiple questions. Questions must be “choose your answer”. Unanswered questions will not submit a poll response.
o You can choose to share results or not.
Polling
Record Session
Recording a Session
o Two recording options
o Record on the computer
o Recordings stored locally on the device
o Record on the cloud
o Recordings are saved in the Zoom cloud
o Host is notified via email when recording is ready
o Recordings are automatically deleted after 7 days
o Recordings can be downloaded by the host.
o MediaFlo is a great TxState option for cloud storagehttps://doit.txstate.edu/services/mediaflo
o Participants are made aware when recording is on.
o Participants must request permission from the host to be able to record a meeting.
Recordings
Breakout
Rooms
Breakout Rooms
o Host can split the
participants into separate
sessions
o Automatically or
manually
o The host can switch
between sessions at
any time.
Breakout Rooms
o If local recording is being
used, it will record the
room the participant
who is recording is in.
o Multiple participants can
record locally but must
be assigned permission
by the host.
o If the meeting is being
cloud recorded, it will
only record the main
room, regardless of what
room the meeting host
is in.
Breakout Rooms & Recording
Cloud Recordings
o Recordings Are Saved in the Cloud
o Recordings Delete Automatically after 7 Days
o Links to shared cloud recording will no
longer work after 7 days
o Links can only be shared with TxState
users
o Email notification sent to user regarding
Cloud Recording
o Users Can Download Before 7 Days To
Prevent Loss of Recording
Zoom Web Settings: Recording
Local Recordings
o List where local recordings were saved
o Recordings remain on local computer
until deleted by user
o All recordings can be uploaded to Mediaflo
o https://mediaflo.txstate.edu
Zoom Web Settings: Recording
Meeting Reports
o Instructors may view meeting "attendance" using
Reports
o Reports are only available for 30 days after
meeting.
o Select Usage to view meeting attendee list
o Have your students rename themselves for credit?
Zoom Reports
o Locate the meeting and select the # under
Participants column
o It will record whatever username they logged in with
Zoom Reports
Using the Zoom App
o Access Zoom
Settings
Zoom Menu
Zoom Settings
This will take you to more
account settings on the website.
Support Resources
ODEL is offering a Zoom drop-in room to offer faculty
time with an Instructional Designer to talk through
their remote teaching plans.
Monday – Friday 8:00 am – 5:00 pm
https://txstate.zoom.us/my/gwenmorel
ODEL Drop In Sessions
o Zoom @ TxState - Service and Support Pages
o https://doit.txstate.edu/services/online-meetings.html
o https://itac.txstate.edu/support/online-meetings.html
o Zoom FAQs – including FERPA & Privacy Concerns
o https://itac.txstate.edu/support/online-meetings/faqs.html
o Quick Start Guide
o https://itac.txstate.edu/support/online-meetings/cross-campus
o Zoom Support Site
o https://support.zoom.us/hc/en-us
o Live Training from Zoom
o https://zoom.us/livetraining
o Contact ITAC
o 512.245.4822 or [email protected]
Support Resources
ZoomZoom
Thank you!