Zoom General Guide

In This Article:

 

Students: See BbLearn Student Help for Zoom for useful information specific to students

 

Overview:

Zoom is a replacement for Scopia.  Zoom is a cloud-based video bridging service which allows our room-based (codec) video equipment to connect with other video systems both internal and external to UI.  We interact with Zoom through a browser webpage (zoom.uidaho.edu) or an application (available for Windows, macOS, iOS, and Android) to schedule, start and control meetings and classes.

Setup:

Sign up for a Zoom account at https://zoom.uidaho.edu, click SIGN IN and enter your UI email address and password. See our article What will Cloud Authentication Look Like? for instructions logging into Zoom.

  • Zoom offers a “Pro” license which allows unlimited one-on-one video conferencing and meetings and classes with larger groups. This licensing is automatically applied to your account.

Back to Overview

Using Zoom:

Editing Your Profile

Step 1:

Sign in to the Zoom web portal zoom.uidaho.edu

Step 2:

Click on Profile in left column.

Step 3:

Edit Profile

 

Options:
  • Personal Meeting ID: You can edit this to a number you will remember like your office phone number.
  • Date and Time: Make sure this the date and time for your time zone.
  • For all other options, it is recommended to use the defaults.

 

Schedule a New Meeting

Step 1:

Sign in to the Zoom web portal zoom.uidaho.edu

Step 2:

Click on Meetings in left column then click SCHEDULE A NEW MEETING gold button. 

 

Step 3:

Enter meeting settings. For more information on how to make your meeting secure, you can read our article Zoom Privacy and Protection.

Options:
  • Topic, Description: Topic and description of meeting
  • When, Duration, Time Zone: Setting date, time, duration, time zone and recurring meeting
  • Registration: Not used often but if needed.
  • Meeting ID: Recommend for classes use Generate Automatically for each class. For staff or quick meetings use Personal Meeting ID
  • Meeting Password: Requiring meeting password add extra security. You will need to send the password to participants and they have to enter it so can add complexity when starting a meeting.
  • Video: 
    • Host: If you are scheduling the meeting but not actually participating, you may wish to select this option but it is not necessary. Note, If the host video is off and an alternative host is set (covered later), they may not display video either once connected.
    • Participant:  If you are hosting a meeting that does not require other video sources or interaction from other users, you may wish to select this option.
  • Audio: Both is the best option to select as it allows guests to connect through multiple means.
  • Meeting Options:
  • Enable join before host: For extra protection and privacy, do not check.
  • Mute participants up entry: For extra protection and privacy, check.
  • Enable waiting room: For extra protection and privacy, check.
  • Only authenticated users can join: Highly recommend to check this option. Select University of Idaho credentials required. If you have participants from other organizations, click on Edit to enter their domain (the text after the @ sign in their email address) with a comma between each domain.
  • Record the meeting automatically: Recommend for classes and other meetings you want available for others to watch at a later time. Recommend selecting In the cloud option. See our article Zoom to Microsoft Stream Video Migration Guide for instructions.
  • Alternative Hosts: Recommend having alternative hosts for classes and large meetings. Enter alternative host's full email addresses, comma between each email address

Step 4:

Click on Save

Step 5:

You will be greeted by a screen allowing you manage your meeting, Here you can add it to your Outlook calendar, enable registration, and copy of the invitation notes. You can create a poll for the meeting here as well. If you need to change a setting click on Edit the Meeting in the lower portion of the window. Go back to Step 3 to edit meeting settings

 

Editing Existing Meeting

Editing Existing Meeting Restricting Attendance to UI Employees and Students

Step 1:

Sign in to the Zoom web portal zoom.uidaho.edu

Step 2:

In the navigation panel to the left, click Meetings

Step 3:

Click on the meeting to open it

 

Step 4:

Click on Edit this Meeting

 

 

Step 5:

Edit as needed

Options:
  • Topic, Description: Topic and description of meeting
  • When, Duration, Time Zone: Setting date, time, duration, time zone and recurring meeting
  • Registration: Not used often but if needed.
  • Meeting ID: Recommend for classes use Generate Automatically for each class. For staff or quick meetings use Personal Meeting ID
  • Meeting Password: Requiring meeting password add extra security. You will need to send the password to participants and they have to enter it so can add complexity when starting a meeting.
  • Video: 
    • Host: If you are scheduling the meeting but not actually participating, you may wish to select this option but it is not necessary. Note, If the host video is off and an alternative host is set (covered later), they may not display video either once connected.
    • Participant:  If you are hosting a meeting that does not require other video sources or interaction from other users, you may wish to select this option.
  • Audio: Both is the best option to select as it allows guests to connect through multiple means.
  • Meeting Options:
  • Enable join before host: For extra protection and privacy, do not check.
  • Mute participants up entry: For extra protection and privacy, check.
  • Enable waiting room: For extra protection and privacy, check.
  • Only authenticated users can join: Highly recommend to check this option. Select University of Idaho credentials required. If you have participants from other organizations, click on Edit to enter their domain (the text after the @ sign in their email address) with a comma between each domain.
  • Record the meeting automatically: Recommend for classes and other meetings you want available for others to watch at a later time. Recommend selecting In the cloud option. See our article Zoom to Microsoft Stream Video Migration Guide for instructions.
  • Alternative Hosts: Recommend having alternative hosts for classes and large meetings. Enter alternative host's full email addresses, comma between each email address

Step 6:

Click on Save

Back to Overview

Room-based Video Conferencing Systems:

Room-based systems are most easily added to video conferences via the desktop Zoom application. There are multiple ways to add a room-based system into the meeting you have scheduled. I will cover both, but the first should suffice in most cases.

“Calling Out” to the Room-based System

The easiest mode on bring a room-based system into a meeting is called “Calling Out” to it. Think of this method as calling the room-based system and having it auto-answer your call. You should not have to do anything on the room side of things by this method, aside from making sure that the equipment is powered on.

Step 1:

From your computer, join the meeting from either the web interface or desktop app. Both will result in the desired outcome.

Step 2:

A dark window should appear, possibly with a pop-up asking you to confirm your audio settings. You can ignore this, if you will not be joining the meeting from your computer also. Below is a screenshot of the window:

 

Step 3:

Mouse over to the lower portion of this window and a tray should appear with several options. Select Invite

Step 4:

A pop-up with appear asking you how you want to invite others. Select Invite a Room System

Step 5:

Dial in is the default tab selected under this section. Select instead Call Out

 

Step 6:

Call Out allows you to connect to room-based systems. You can use the device IP address, E.164 number, select your device from a list of known devices on campus. They are labeled by building/department.

Step 7:

Once your room system has been selected, click Call and it will connect you to your room system.

Back to Overview

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