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

2. 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

3. 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 or Travis Ingram We just need your MYID to establish the account

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

5. 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

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

7. 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

8. Zoom.us Click on the Edit button

9. Zoom.us Click on change beside the personal meeting ID

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

11. Zoom.us To schedule a meeting

12. Zoom.us Type in a name for the meeting

13. 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

14. 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”)

15. Zoom.us Click Schedule

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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 or calendar invite that you send them

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

25. Joining a Zoom conference from a room system (ex. Tandberg)
From the room system, You can type in the meeting (ex.
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

26. 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

27. 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

28. 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.

29. 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

30. 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

31. 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

32. 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.

33. 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.

34. 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)
guidance.html

35. 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

36. 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)

37. 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

38. 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

39. … 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)

40. 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

41. 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 or Travis Ingram 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

42. Need more information or help?
Contact the Office of Information Technology
Polly Crumbley
Travis Ingram