ZOOM VIDEO CONFERENCING SOFTWARE USER S GUIDE. Velda Arnaud. Blue Mountain Community College. [Company address]

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1 ZOOM VIDEO CONFERENCING SOFTWARE USER S GUIDE Velda Arnaud Blue Mountain Community College [Company address]

2 Table of Contents Zoom Video Conferencing Software BMCC User s Guide Last updated 8/16/2015 Getting started with Zoom... 1 Setting up your account... 1 Creating or scheduling a Zoom session... 1 From the website... 1 From the desktop... 3 Sending Invitations... 4 From the website... 4 From within a session... 6 Via the session s URL... 6 Via a link to Zoom with a meeting ID... 6 Using the Zoom software... 7 Starting a Zoom session... 7 From the website... 7 From the desktop... 7 Configuring your Zoom session... 8 Computer audio... 9 Computer video General settings Teaching a class Using the computer Gallery and speaker view displays BMCC Zoom User s Guide Table of Contents page i

3 Zoom window main controls Additional features Managing individual participants Using the whiteboard Using other devices Teaching tips for using Zoom Using Zoom as a participant Joining a Zoom session From the website From the desktop Glossary Index... i BMCC Zoom User s Guide Table of Contents page ii

4 Getting started with Zoom Setting up your account 1. Go to the main Zoom web page at 2. In the middle of the screen, enter your BMCC address in the white box. 3. Click the orange Sign Up Free button. To sign in to a Zoom meeting, you are ready. If you need to create and record a Zoom session for your class, you must have administrator permissions. To set up administrator permissions, contact The Help Desk at or Please allow adequate time for this to be configured. Creating or scheduling a Zoom session Please note: You must have administrator rights to create and record a session. Contact the Help Desk (see previous section) for those permissions. From the website 1. Log into using your college and password you configured during the setup. 2. Click on My Meetings on the menu at the left. BMCC Zoom User s Guide page 1

5 3. Click on the Schedule a Meeting button on the left. Enter date/ time OR Click on Recurring meeting for a session that will meet more than once. Enter a title Leave these See below for details on these BMCC Zoom User s Guide page 2

6 4. You will then have several options to configure. o If you want students to enter a password, include it. (Honestly, that s more work than necessary.) o Enabling join before host allows participants to join before the host (you) logs in. That way, the participants can be waiting when you arrive for the session. Otherwise, participants cannot join a session until you have started it. o The personal meeting ID is how participants may access the session without a link; providing a link is easier. However, for a recurring session such as online office hours, using a personal meeting ID that is easy to remember, is helpful. (I use my college phone number.) 5. When you are finished, press the Schedule button. 6. You may always return to the website and edit these options. Otherwise, you may change them within a session. From the desktop 1. Click on the desktop icon. (Alternatively, if you have configured Zoom to start automatically, you may skip this step.) 2. You will then see the desktop window. 3. Click on the Schedule button. BMCC Zoom User s Guide page 3

7 The options are similar to those from the website (see page 3). 4. Click Schedule when finished. You may edit these settings at any time. Sending Invitations Once you have scheduled a session, you will be able to see the URL to join the session and be able to copy a welcome message with all joining options. You may send invitations to your Zoom sessions through several methods. From the website Click on your session (click on the meeting name or topic under My Meetings). BMCC Zoom User s Guide page 4

8 If you anticipate that attendees will also be joining by phone, use the Copy the invitation button to include the phone numbers. BMCC Zoom User s Guide page 5

9 You may edit this to change the introduction or eliminate irrelevant information. From within a session Once in the session, the menu at the bottom includes an Invite button. That button bring up the following window: You may use any of the three options or instant messaging (IM) from the tabs at the top. The s and IMs will the URL so that attendees may access the session through the web. You may also select one of the two buttons at the bottom of this screen to copy the URL or complete invitation to the clipboard. Those may then be pasted into an or a document. Via the session s URL If you know the session s URL, you may include it on your course syllabus, in your learning management system, or send it via or text. Via a link to Zoom with a meeting ID This is, perhaps, the simplest method. An attendee may go to the https://zoom.us website, click Join a Meeting at the top of the screen, and enter the meeting ID. The attendee is then prompted to download the software (or launch the application if the software is already downloaded). BMCC Zoom User s Guide page 6

10 Using the Zoom software Starting a Zoom session From the website 1. Log into using your college and password you configured during the setup. 2. Click on My Meetings on the menu at the left. 3. Locate the class meeting, and then click on the Start button to the right of that meeting. 4. Your meeting will open in a new window. From the desktop 1. Click the desktop icon (see page 3) You will then see the desktop menu (see page 3). 2. Click the Join button. 3. Enter the Meeting ID. BMCC Zoom User s Guide page 7

11 Note: If you have previously joined a session, there will be a pull-down list that can be used to select the appropriate session. If you have multiple classes, it may become difficult to remember the meeting IDs. In the list above, the first one is my phone number and personal meeting ID, and it is a number that I can remember. The second number is for the Academic Planning course. Configuring your Zoom session Check the audio and visual when prompted. Unless this is your personal computer and you know everything is configured accurately, elect Test Computer Audio. Note: If this is your personal computer, you may want to check the box at the bottom left so that you will bypass this screen. After configuring your audio and video, you will return to this menu. Then click Join Audio by Computer. BMCC Zoom User s Guide page 8

12 Computer audio The computer audio includes the speakers and microphone. If you cannot hear the other person, you will need to adjust the speaker settings. If your session attendees cannot hear you, you will need to adjust the microphone settings. For the speakers If your computer has more than one set of speakers, you will be able to access them by using the pull down menu on the right. There are really only two things you can do: Test the speaker by clicking on the blue Test Speaker button. Adjust the volume by holding down the slider bar and moving it left or right. Speaker troubleshooting hints: Verify that the speakers are plugged into a power outlet (if required) and into the computer. Verify that the volume is turned up on the speaker (check if there is a volume knob on the speaker). Verify that the speaker is not muted on the computer (look at the speaker icon on the taskbar). BMCC Zoom User s Guide page 9

13 For the microphone If your computer has more than one microphone connected, you will be able to access them by using the pull down menu on the right. For this, there are three things you can adjust: Test the microphone by clicking on the blue Test Mic button. o The blue button with then change to Recording. o You will be prompted to speak, so say something in your normal tone of voice. As you speak, you should see the volume jumping on the volume bar. o Click the Recording button to stop testing. o You should then hear your recorded voice. If you do not hear your voice, then your microphone is not working properly. Adjust the volume by holding down the slider bar and moving it left or right. Allow the computer to automatically adjust the microphone (highly recommended) by clicking the box below Volume. Microphone troubleshooting hints: Verify that the microphone is plugged into the computer. Verify that the microphone is on, if there is a switch on it. Verify that the microphone is not muted by checking your system settings (or calling the Help Desk). Additional audio settings There are two additional settings on this screen, both of which can be changed in other areas, as well. Automatically join audio by computer is helpful when you are using a computer that is already configured properly. This would eliminate you being prompted each time to check the audio and video settings. This may also be configured when you start a session (unless you have already checked this box). Always mute microphone when joining meeting is helpful so that you are not interrupted by noisy environments when participants join. This may also be configured when you schedule a session. BMCC Zoom User s Guide page 10

14 Computer video When using a video camera connected to a computer, it is highly recommended that you plug the camera in before you start the computer. That way, the computer should recognize the hardware and configure the drivers automatically. The settings for this section are: Enable mirror effect which switches the video 180. Basically, you see yourself as though you were looking into a mirror. Always show name on video window will show the name given on the window. For those participants who entered their full name, that will be shown; however, must students generally only include their first name. Always turn off video when joining meeting would be helpful if you had a large group connecting online because video takes up bandwidth. Having too many videos running during a video conference slows down everything. Hide non-video participants hides those people who are attending by phone or audio only. When you are in gallery or speaker view, using this setting will decrease the number of windows there. Capture 720p by default sets the video resolution at 720 pixels, which could increase the video refresh rate and increase bandwidth speed. Select this option if you are having jerking or slow video connections. BMCC Zoom User s Guide page 11

15 Video troubleshooting hints Verify that the video camera is plugged into the computer. Verify that you have selected the correct video camera. Verify that no other applications are using the video. The video will only show in one application at a time. General settings These are all explained by the wording, and generally, you may leave them as the default. BMCC Zoom User s Guide page 12

16 Teaching a class This section will explain how to use the computer and share your desktop whether it is a PowerPoint presentation, document, worksheet, website, or another device. Using the computer Once you have your audio and video configured, you will come into the Zoom window. The center section will include your participants, and you will have controls at the top and bottom of the screen. Gallery and speaker view displays At the top right will be a toggle between gallery and speaker view. Speaker view shows the participant speaking in a large window with the other participant windows along the top. Whichever participant is speaking becomes the main window. Gallery view shows all of the participant windows on the main screen. With few participants, this allows everyone in the room to see everyone else. With many participants, the screens become quite small. NOTE: Each participant has the speaker and gallery view buttons. As the instructor, you cannot set this for everyone else. Zoom window main controls These controls will be at the bottom of the screen when you enter. Mute audio This is a toggle button at the bottom left of the main screen. When audio is muted, you will see a red X through the icon. NOTE: This is your audio. Participants audios are managed under Manage Participants. There are some additional settings for your audio, and you can access those by clicking on the arrow to the right of the audio mute button. BMCC Zoom User s Guide page 13

17 These show the microphone and speakers that are being used. The Audio Options at the end will take you to the introductory screen where you may test the audio. Stop video This is a toggle button to the right of the audio button on the lower left. When the video is stopped, your profile image (if you uploaded one) will be shown. When the video is stopped, there will be a red X through the icon. NOTE: This is your video. Participants videos are managed under Manage Participants. If you click on the arrow to the right of the audio mute button, you will see the video option you are using. (In case the image is confusing, I have one setting for front and one for back video.) The Video Settings link takes you to the video settings screen (see page 11). Invite participants This is covered in detail starting on page 6. BMCC Zoom User s Guide page 14

18 Manage participants This section allows you to quickly mute all microphones by using the buttons at the top of the window. When you select the Mute All option, you will be prompted as to whether or not participants may unmute themselves. Lock Screen Share will stop participants from sharing his or her screen. Mute/Unmute toggle Stop/Start video toggle You can also toggle on and off the audio and video for individual attendees by click on the icons to the right of the participants names. (You may mute/unmute attendees by clicking on the individual windows.) Under the More button are features that allow you to customize the environment. Mute on Entry: Mutes participants audio as they enter the session. Play Enter/Exit Chime: Plays a chime sound as participants enter or leave the session. Lock Meeting: When a meeting is locked, no new participants may enter. Share screen The Share Screen button is at the bottom of the main window. When the button is clicked, all open applications will be displayed as options including a Whiteboard. BMCC Zoom User s Guide page 15

19 Note: If you do not see the screen you want to share, exit the window and go to your computer and open the application. Important options for showing videos NOTE: The two boxes at the bottom of the screen are necessary to show many video clips. If you are using a video from the web or a DVD, check these boxes. Share computer sound: This setting allows the computer audio to be shared through Zoom. Without checking this box, attendees will not hear the audio for the video. Optimze for full screen video clip: This setting allows Zoom to show the video clip in the best format possible. While you are sharing your screen, the Zoom window buttons will be off the top of the screen. You will see the meeting ID and a red Stop Share button. When you hover there, the menu will drop down. BMCC Zoom User s Guide page 16

20 Most of these are self-explanatory. There are a couple of interesting ones: Annotate: This allows you to highlight or mark up the screen. Remote control: This allows you to give mouse and keyboard control to a participant. More: This includes chat, invite (which are not prominently displayed on this window), record, hide video panel, and settings for audio and video. To stop sharing the screen, click the Stop Share button. Chat This button opens the chat window. You may send a chat message to all participants or to one. Participants will be listed on the left, and messages will be shown on the right. Record a session There will be two options. 1. To Record on this computer, make sure that you have adequate disk space available. (On campus, your disk space is limited.) You will have the option to define the destination directory. 2. To Record to the Cloud, you will need to have that option turned on from the administrator. Clicking either one of these will begin recording. To stop recording, click the Stop Recording button the screen. Use a recording Video files are large, and copying them from one location to another takes time. Currently we have 3 options for using your recordings. 1. Copy the URL from the Zoom cloud. This is the quickest method. You will log into the Zoom website and click on My Recordings on the left. Your recordings will be listed by name, meeting ID, date/time, and file size. BMCC Zoom User s Guide page 17

21 NOTE: The top on is not finished processing, so I cannot select it. A video must be processed before it can be accessed. Click on the recorded video, and you will have a screen giving you both video and audio options. To share the video, click on Share below the recording (on the left). Likewise, to share the audio, chick on the Share button below it. BMCC Zoom User s Guide page 18

22 You may copy the entire share message. The URL is the last part that begins with https://. Add the URL to your course or it to participants. 2. Upload the video to YouTube and share it via the YouTube link. This follows a similar procedure as copying the URL. At the screen giving you both the video and audio options, click on the download link. Once your file is downloaded, you may then upload it to your YouTube channel. Then share the YouTube URL via or as a link within your course. 3. Download the file, upload it to Kaltura, and share that link. Until we have a larger Kaltura account, this is not recommended. However, the process is similar to the one above. Additional features Managing individual participants On the manage participants screen, there are a few other options. Access these by clicking the More button to the right of the participant s name. BMCC Zoom User s Guide page 19

23 Chat: This allows for private chatting with the student. This can also be done through the Chat window by clicking on the individual s name. Stop video: This may also be done by clicking on the video icon to the right of the participant. Make host: Allows the participant to have all the host rights such as screen sharing and use of the whiteboard. You will then have the option to Reclaim Host, if needed. Allow record: This gives the participant the ability to record on his or her computer (not on the Zoom cloud). Rename: This allows the participant s display name to be changed. Remove: This forces the participant out of the session. Request Camera Control: This is not displayed in the screen shot above, because I was not using a camera with a pan/tilt/zoom function. However, if your participants have such a camera, you can request control of it and zoom, pan, or tilt the camera. NOTE: This setting must be configured in your profile before it can be used. Using the whiteboard Access the whiteboard within the Share Screen window. The whiteboard is just what it sounds It is a white board that allows you to draw, and there are several tools available. BMCC Zoom User s Guide page 20

24 Using other devices Many devices can be shared through Zoom. The device must be plugged into the computer and running before you start Zoom. Access the device by: Click on Share Screen. Locate the device. NOTE: For devices that have audio along with video, you will need to check the boxes at the bottom of the Share Screen window (see page 16). Teaching tips for using Zoom These are some general tips based on experience with Zoom. Test the computer and all the components you will use before class. If something does not work, contact the Help Desk or ) for assistance. Learn to be comfortable with the technology. Your students are learning this technology, too. Practice with yourself by setting up two systems (computer, smartphone, tablet) and seeing how Zoom works as a host and as a participant. Use one of your first classes to introduce and explain the technology to your students. In just a few weeks, students will become very comfortable using either their smartphones, tablets, or computers. To make communication with students easier, you may want to require students to have a microphone and video camera. You could include that in your syllabus. Encourage students to interact with you from a distance. This will create an engaging environment and demonstrate that they can use the tools. BMCC Zoom User s Guide page 21

25 Remember to pause and check in with your distant students as well as those sitting in the room with you. Do not wait to the last minute to get into the classroom and set up. It may take you several minutes, and with students asking questions, it can take longer than expected. Using Zoom as a participant Joining a Zoom session First-time participants must access Zoom through the website at Once the software is downloaded, participants may join either by going to the website or clicking on a desktop icon. From the website 1. Go to the website at 2. Click on Join a Meeting at the top of the screen. 3. Enter the Meeting ID. 4. Enter a name (this will be displayed). A first-time attendee will then prompted to download the software. If the software is already downloaded, it will launch. From the desktop 1. Click on the desktop icon. 2. Click the Join button on the desktop menu (see page 3). 3. Enter, or select, the Meeting ID. 4. Enter a name (this will be displayed). BMCC Zoom User s Guide page 22

26 Glossary Audio: The spoken word. Audio can be podcasts or the verbal part of a video. The audio controls allow the host and participants to be heard. Host: The person holding the meeting. The host has more options and greater control within the Zoom session than participants. Launch: A technical term for starting a program. If the Zoom software is downloaded and installed on a computer, it will launch automatically when someone starts or joins a session. Meeting ID: Used for logging into a Zoom session. The meeting ID is set by default by Zoom; however, each host may have a personal meeting ID. Microphone: An input devices that accepts audio. Good microphones will allow communication across long distances to be clear. At BMCC, many instructor stations will have more than one microphone so you will want to select the correct one based on your teaching style. Microphones are configured when you join a session (see page 8) or within a session (see page 14). XTAG wireless microphone: These are good for faculty who move around the classroom. Yamaha PJUR-20: This is an excellent microphone on the instructor s station or placed in small room. These have a 15-foot radius Yamaha PJUR-50: This is the microphone to use big classrooms and receiving sites. Logitech camera microphone: These are stationary on instructor stations and provide good quality audio. Practice with the different microphones to select one that fits you teaching style. Participants: Attendees within a session. Session: This is a Zoom meeting or online conference. In this documentation, session and meeting are used interchangeably. Video: The visual component. Having a quality video camera will enhance communications over distance. BMCC has multiple camera set ups for different rooms. Video, like audio, can be set up through the video settings area (see pages 11 and 14). If you will be using a document camera for teaching as, it will also use the USB video feed. BMCC Zoom User s Guide page 23

27 Currently, these are the cameras t available in BMCC classrooms. Logitech CC3000: Excellent camera for large room as the camera has a remote control for adjustments to span the whole room. This improves the quality of the video because it can be zoomed in or out, depending on the need. Logitech Orbit: This is a quality video for small to large room set ups. This video camera is used primarily in Hermiston and Milton Freewater classrooms. Logitech C920: This is a widescreen that sits on a monitor. This camera provides great video quality for instructors who teach from a podium. Document Camera: This camera may be used for a classroom video or as a teaching tool by faculty. You should use the video option that best fits the environment. If you need help with video setup, contact the BMCC helpdesk. Web cam/web camera: The web cam is also called a video camera, and it allows the video to be shared and recorded. Zoom: A video-conferencing software program. BMCC Zoom User s Guide page 24

28 Index A Administrator rights... 1 Allow record Always show name on video Always turn off video when joining... 4, 11 Annotate Audio Mute/unmute toggle button Automatically copy URL to clipboard after meeting starts Automatically join audio by computer... 8 Audio and video settings Window... 8 C Capture 720p video by default Chat... 17, 20 Chime Cloud recording Configure audio settings... 9 Configure general session settings Configure microphone Configure speakers... 9 Configure video settings Configure your session... 8 Confirm with me when I leave a meeting Copy a Zoom recording URL Copy the invitation... 5 Create a session... 1 Create a Zoom account... 1 D Delete a video Desktop icon... 3 Desktop window... 3 Display Gallery view Speaker view E Enable dual stream for dual monitor Enable join before host... 3, 4 Enable mirror effect Enter chime Enter full screen mode automatically when starting video Enter full screen mode automatically when viewing the shared screen Enter meeting ID... 7 Dropdown menu... 8 F Far end camera control Fit to window automatically when viewing the shared screen G Gallery view display General settings Automatically copy URL to clipboard after meeting starts Confirm with me when I leave a meeting Enable dual stream for dual monitor Enter full screen mode automatically when starting video Fit to window automatically when viewing the shared screen Minimize window to notification area Play sound when I receive a chat message 12 Show floating notification when I receive a chat message Show my status as offline when I am inactive # of minutes Show offline contacts Start Zoom when I start Windows Getting started... 1 H Help desk contact information... 1 Hide non-video participants Hide video panel I Invite with Zoom link and meeting ID... 6 J Joining by phone Sending the invitation... 5 L Lock meeting Lock screen share M Main controls in Zoom window Make host Manage participants Allow record Individual options Lock meeting BMCC Zoom User s Guide Index page i

29 Lock meeting Lock screen share Make host Mute all Mute on entry Play enter/exit chime Remove participant Rename participant Request remote control Stop video Toggle audio and video Unmute all Meeting password... 3, 4 Meeting settings Always turn off video when joining... 2, 4 Desktop window... 4 Enable join before host... 3, 4 Meeting password... 3, 4 Personal meeting ID... 3, 4 Recurring meeting... 3, 4 Website window... 2 Minimize window to notification area Mute all Mute microphone when joining Mute on entry Mute/unmute audio toggle button Muting my audio in Zoom window My meetings Starting a session from the website... 7 My meetings on the website... 1 O Optimize for full screen video clip P Personal meeting ID... 3, 4 Play enter/exit chime Play sound when I receive a chat message Processing recording R Record Audio download Audio URL Copy the URL Delete a video On your computer Processing recording To the cloud Upload recording To Kaltura Upload video to YouTube Video download Video URL Record a session Recurring meeting... 3, 4 Remove control Remove participant Rename participant Request camera control S Schedule a meeting From the desktop... 3 From the website... 2 Schedule a session... 1 Sending an invitation From within a session... 6 Sending invitations... 4 From the website... 4 Within a session window... 6 Sending the invitation Join by phone... 5 Session URL... 5 Set up a Zoom account... 1 Share a video URL Share an audio URL Share computer sound Share screen Annotate Hide video panel Hover menu Remove control Stop share Whiteboard Show floating notification when I receive a chat message Show my status as offline when I am inactive # of minutes Show offline contacts Speaker view display Start Zoom when I start Windows Starting a Zoom session... 7 Stop recording Stop share Stop video Stopping my video display in Zoom window Stopping/starting video toggle button T Teaching tips Teaching with Zoom Troubleshooting Cannot be heard... 9 Cannot hear anything... 9 Microphone Speakers... 9 Video U Unmute all BMCC Zoom User s Guide Index page ii

30 Upload recording To YouTube Upload recording to Kaltura Use a Zoom recording Using other devices in Zoom V Video Always show name on video Always turn off video when joining... 2, 11 Capture 720p by default Enable mirror effect Far end camera control Hide non-video participants Optimize for full screen video clip Participants cannot hear sound Share computer sound Stopping/starting toggle button Video display Video sharing W Whiteboard Z Zoom recording Audio URL Deleting Video URL Zoom URL... 1 Zoom window Annotate Hide video panel Lock meeting Lock meeting Lock screen share Main controls Mute all Mute on entry Muting my audio Play enter/exit chime Remove control Share screen Stopping my video display Unmute all Whiteboard BMCC Zoom User s Guide Index page iii

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