Introduction to Zoom College of Agricultural and Environmental Science Office of Information Technology

What is Zoom? Zoom provides cloud-based video communications Video conferencing – share video/audio/content Room connector allows you to connect room systems (like Tandbergs) to your Zoom meetings Ability to record meetings A zoom meeting can have up to 50 participants

Zoom accounts Who can have a Zoom account? Is it free? Any employee of the College of Agricultural and Environmental Sciences or Cooperative Extension Is it free? To the user, yes. The College is paying for this tool. How do I get an account? Contact Polly Crumbley (pcc@uga.edu) or Travis Ingram (tingram@uga.edu) We just need your MYID to establish the account

Activating your account Once you are added as a Zoom user, you will receive a welcome email from Zoom asking you to activate your account Click on the link in the email, set up your password, and you are ready to have Zoom meetings!

Using Zoom Software client Zoom.us website Download from zoom.us Usually downloads the first time you log in from a device Zoom.us website

Zoom.us Creating and starting a Zoom meeting Website : zoom.us Log in to your account on the website Click on My Meetings

Zoom.us Your “personal” Zoom room Every account gets a “personal” zoom room Think of it like your virtual office Randomly assigns a 10 digit number to your room OIT recommends changing that number to your office phone number to make it easy to remember Click on the room name to change

Zoom.us Click on the Edit button

Zoom.us Click on change beside the personal meeting ID

Zoom.us Type in your office phone number (or number of your choice) and Save

Zoom.us To schedule a meeting

Zoom.us Type in a name for the meeting

Zoom.us One time meeting or recurring? Choose the date and time of the meeting OR Make it a recurring meeting Recurring meetings are really perpetual meetings – the room is available 24/7 But remember, an account can only have ONE meeting active at any one time

Zoom.us Enable join before host Check “Enable join before host Allows your participants to arrive in the room prior to your arrival If you don’t check this, you must log in as host before any one else can join (they’ll get a message saying “waiting on host”)

Zoom.us Click Schedule

Zoom.us Send invites to others From this screen, you can choose to add this Zoom meeting to your Google, Outlook or Yahoo calendar Then you can use those programs to invite others to the meeting

Or, if you don’t use any of those calendars, you can simply copy and paste the invitation in to the program of your choice

Zoom.us Start a meeting Click on the My Meetings tab Click the Start button to the right of the meeting you would like to initiate

Using the desktop client Downloads the first time you log in to zoom.us If not, you can download manually from the zoom.us site The Start without video and Start with video will start up an “ad hoc” meeting (one with and one without your video on)– users can join if you tell them the meeting ID

Desktop client Edit your personal meeting room ID OIT recommends changing your personal meeting room ID to your phone number or something easy to remember If you have not already done so via the web site, you can change it in the desktop client Click on Edit Click on change your personal meeting ID and enter the information

Desktop client Schedule a meeting Fill in Topic/Meeting name Choose a specific date/time or recurring (remember, recurring is perpetual) Leave video on and Audio both Click to enable join before host Choose which calendar to add to Click Schedule button

Desktop client Join a meeting in progress (for attendees) Click join a meeting Hosts START the meeting All other attendees join Type in the meeting ID (would be provided to you by the host of the meeting) Type in your name as you want it to appear on the participant list Click Join

Other ways your attendees can join a meeting Go to the zoom.us website, click on Join meeting and enter the meeting ID Click on the link in the email or calendar invite that you send them

Joining from a mobile device Tablet and Mobile device apps Android and iOS apps Send/receive video with built in camera Screen share

Joining a Zoom conference from a room system (ex. Tandberg) From the room system, You can type in the meeting ID@162.255.36.11 (ex. 7065422139@162.255.36.11) A recurring room/meeting could be entered in to the system’s online phone book for easier use Or, as host, can invite a room system on the fly from within the Zoom meeting Click invite Choose Invite a room system Choose Call Out Enter the IP of the room system and click Call

Desktop client Start a meeting that you already have scheduled Click on the Meeting tab at the bottom A list of all of your scheduled meetings appears Hover over the one that you want to start (the Start/Edit/etc buttons only show when you mouse over – in my example, it is my personal meeting room that is selected) Click Start for the meeting

Hosting your zoom meeting Despite the way you started your meeting (from the web site or the desktop client), you will see the following screen once you have started your meeting

Choose audio settings Join the audio through your computer (if you have a microphone and speakers) by clicking the green “Join Audio by computer” You may need to test your audio and select the appropriate devices If you do not have a microphone, you will need to call in via the telephone – choose the Join by Phone option You can click the “automatically join audio by computer when joining a meeting” if you want this to always be your choice. This box will not pop up if you select this option.

Choose your view – Speaker/Gallery Click on button upper right (toggle) Gallery view – all windows equal size. Speaker window highlighted in green Speaker view – active speaker shows in large window

Audio/Video options You can mute yourself by clicking the Microphone icon You can turn off your video by clicking the video icon These are toggles Use the arrows next to the microphone to select your mic and speaker devices (if you have multiple devices on your machine) Use the arrows next to the video icon to set other options This bottom menu “disappears” when not in use – mouse over the area to make it reappear

Audio Options You can test your speakers and microphone Click “automatically join audio by computer when joining a meeting” if you always want to join with your microphone/speakers (rather than by phone) You can choose to automatically have your microphone muted

Video Options If you have multiple cameras, you can select the one to use You can choose to hide non-video participants. They appear as a black square with their name/possible static photo if you do not hide them.

General Options Most of the preset options are adequate You might want to select “Enable dual stream for dual monitors” if you have a two monitor setup. That will allow you to see your participants in one monitor and their shared data in the other. If this is not enabled, you see everything on one screen only.

Recording Options We ask that you record LOCALLY only. You can change the default location for files if you wish Recordings are stored in Mp4 format They can be uploaded to a cloud service Be sensitive to Section 508 requirements (captioning, etc) http://www.caes.uga.edu/unit/oit/services/accessibility- guidance.html

Managing participants Shows a list of participants You can mute individuals or Mute all (bottom of screen) You can turn off video of individuals You can also remove participants by hovering over their name and a “more” button appears. Removing them from the meeting is an option there. You can lock screen share so no one else in the meeting can share their screen

More ways to manage users/layout You can manage a participant by right clicking on their video Mute/stop video/chat with them Rename Pin video on a specific screen (in a multiple screen setup) Spotlight video will make this person stay on the highlighted screen no matter the audio from others Make this person the host of the meeting Allow this person to record the meeting (normally only the host can record)

Sharing content Anyone in the meeting can share content (unless the host has disabled for all) Click on the Green share button Choose what to share Click the “share computer sound” in the lower left if your content has audio Click Share screen

Sharing content When sharing content, you have the menu bar across the top This bar disappears and you have to mouse over the area to make it reappear You can annotate your slides The video window can be toggled to different sizes by choosing different icons on the top of the video window You stop sharing by clicking the red “Stop share” button

… on the upper menu Clicking the … on the upper menu gives you more options You can hide the video panel to give more space to your shared content You can disable your attendees abilities to annotate your shared content (by default, everyone can annotate what you share)

Ending the meeting Click End Meeting in the lower right hand corner You can choose to leave the meeting (leaving your participants there to continue without you) You can choose to end the meeting for all Note: if you are recording, the recordings will not process until everyone has left the meeting

Meetings larger than 50 participants CAES has one large meeting Zoom account (up to 200 participants) and one Webinar Zoom account (up to 500 participants) If you have a special meeting requiring a large attendance, please contact Polly Crumbley (pcc@uga.edu) or Travis Ingram (tingram@uga.edu) to coordinate for you Note : large meeting is just like the normal Zoom room (all attendees can share video/audio Note: webinar format allows only panelists (promoted by the host) to share video/audio. All other attendees communicate by chat or Q&A only

Need more information or help? Contact the Office of Information Technology Polly Crumbley 706-542-9794 pcc@uga.edu Travis Ingram 706-542-1915 tingram@uga.edu