Zoom, Zoom, Zoom! LEADER GUIDE

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1 Zoom, Zoom, Zoom! LEADER GUIDE About Zoom: Zoom is a cloud- based conferencing solution that provides both video conferencing and screen share capabilities. Zoom s high- quality and easy to use format makes it a great choice to supplement current course delivery options for UTK. Requests for a Zoom account should be sent to the UTK Helpdesk, where they will be routed appropriately to the Course Delivery team. About this Documentation: In this guide you ll be provided with the critical information you need to conduct successful Zoom meetings. We d like to thank our friends at Zoom for allowing use of their technical database articles, and note content from the knowledge base at is used with permission. Once you re set up with a Zoom account, and have downloaded the desktop client, you can access your account online or via the desktop software. We recommend accessing your account via the Zoom desktop software. The Zoom desktop icon looks like the one below. Upon launching the application, you ll see the Zoom Home screen. This is the main set of controls available for Zoom. You ll find them pretty simple and straightforward. The Home screen provides you with several options: Screen Share Meeting: Starts a meeting sharing your desktop or a specific file or application. Video is secondary, and must be started by the meeting host after the meeting begins. Video Meeting: Starts an instant Zoom meeting. Schedule Meeting: Use to schedule meetings (You will use this button to schedule your class sessions). Join a Meeting: Joins a meeting already in progress. Meetings, Contacts, and Settings

2 Let s First Focus on Settings: You ll only need to focus your attention on General, Audio, Video, and Recordings. Once you edit these settings, you will not have to change them unless you want/need to. General Settings: You ll need to experiment with these settings. If you are the meeting host, you ll probably not want to be in full screen mode so that you ll have access to your desktop. Practice is important as you establish the desktop environment that works best for you and your class.

3 The General settings are really a matter of personal preference, so there are really no best practice recommendations. Audio Settings: This is where you will set and test your audio (speaker and microphone). We recommend the use of a USB headset for best results. Simply change the Input/Output settings from the dropdown menus to reflect your audio choices. We also recommend that you select the automatically join audio conferences using computer when joining a meeting setting.

4 Video Settings: This is where you will set and test your video. We also recommend the use of a USB or built- in camera. Simply choose that appropriate option from the dropdown menu to reflect your camera choice. Recording Settings: All meeting recordings in Zoom are recorded to your local computer, and will be saved to a local folder on your computer. We are currently working on best practices for managing recordings. In the interim, you may allow participants to record the class session to their own computer. We may decide in the future that this is the best option (More on allowing meeting recording later).

5 How to Schedule and Start a Meeting: Scheduling a Meeting: To schedule a meeting, you must first login to Zoom (Launch the Desktop Client), and then click on the Schedule Meeting button. Provide a Topic - Name for your class session. Choose a meaningful name, as this will be the name of the recorded session. Set the start date and duration. The default time is Eastern Time. You can choose to require a password if you wish. If you choose to allow Enable join before host, keep in mind that you MUST login to the session with your personal Zoom account or you will not have access to the Host tools. We recommend that you choose to start the meeting minutes prior to the official start of class, and do not enable that option. After you have completed the meeting setup, click on the Schedule button at the lower right- hand side of the window. You ll be prompted to select a calendar into which you want the meeting to appear (Your personal calendar). You ll need to experiment with your own personal preference one this, or simply ignore it.

6 Scheduled Meeting and Communication: Click on the Meetings button to see your scheduled meetings. Hover your mouse over the meeting you are working on, can click on the Copy. The below will be copied to your Clipboard and will be ready to paste to an or into your Blackboard course site. It s really your choice how you wish to manage this. At some point in the near term we will be customizing this to better represent the course structure of our meetings.

7 Start Meeting: When you are ready to start your class session, go to your Meetings area and click on the Start button.

8 Your meeting will start, and you will see yourself and the participants in your video window! We recommend that you start your meeting minutes prior to the start of class. If you do, you will see folks begin to pop in as they join the meeting, and it will allow some time for any adjustments that might need to be made prior to the beginning of the class. Managing your Meeting with the Zoom Menu Bar: The Zoom Menu Bar appears after you have started a meeting. The Zoom Menu Bar is really quite simple. It will appear either above or below your own video window depending on how many participants are active in the meeting. An overview of the Zoom Menu Bar is provided below. You can Mute/Unmute your audio. Stop/Start your video. Configure your settings (probably not necessary). Invite more people to join the meeting by , instant message, SMS, or meeting ID. View a list of participants. Share your desktop or specific application screen and use as Whiteboard (PowerPoint, etc.) Conduct group or private chat. Record the meeting. Leave or end the video meeting.

9 From the Participants area you can also Mute individual participant audio. Mute all participant audio at once. Allow individual participants to record the session to their local computer. For now, we recommend that you allow this option. Sharing your screen and Switching Between Views (Screen Share and Video Meeting): During a meeting you can switch back and forth between screen share and video as often as you would like. You can switch to a PowerPoint, a Word document, or even a video as often as your instruction requires. If you are in video mode, you can easily switch to screen share by clicking on the Share Screen button in the Zoom Menu Bar. See below for an example of sharing your screen (PowerPoint presentation) that is already open on your desktop. You can see that you will need to do some advance planning and scripting of your class session on the front end so that all of the sharing you wish to do is readily available to you. You don t want to waste class time opening or finding documents, etc. during class. Make wise decisions! To return to the video only screen, simply click on the Stop Share button found at the top of your video window.

10 Using Annotation Tools: There are a number of annotation tools available to you while in Screen Share mode. You can also Give Mouse and Keyboard Control to any participant in your meeting (A really nice way to collaborate on documents). While in Screen Sharing mode, locate and select Remote Control and choose a participants name. You can regain control over the mouse and keyboard by clicking anywhere on your screen. Recording a Class Session: To record a meeting, you ll either need to be the host, or the host must grant permission for participants to record the session. For the near term, we recommend that you allow participants to record the class session to their individual computers. We expect to have a more elegant solution in place by the fall semester. Allow others to record by rolling over their names in the participant list and clicking on Allow Record. At the present time there is not a single button to allow all to record. Ending a Meeting: Conclude the meeting by clicking End Meeting for All. We have established a Blackboard Organization site called UTK Zoomers. We will add all Zoom users to the site. We will continue to develop Help and Best Practice documents and post them to that site.