Introduction to Zoom
College of Agricultural and Environmental Science
Office of Information Technology
What is Zoom?
• Zoom provides cloud-based video communications
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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
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Who can have a Zoom account?
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Any employee of the College of Agricultural and Environmental Sciences or Cooperative Extension
Is it free?
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To the user, yes. The College is paying for this tool.
How do I get an account?
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Contact Polly Crumbley ([email protected]) or Travis Ingram ([email protected]) 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
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Zoom.us website
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Software client
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Download from zoom.us
Usually downloads the first time you log
in from a device
Zoom.us
Creating and starting a Zoom meeting
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Website : zoom.us
Log in to your account
on the website
Click on My Meetings
Zoom.us
Your “personal” Zoom room
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Every account gets a
“personal” zoom room
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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?
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Choose the date and time
of the meeting OR
Make it a recurring
meeting
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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
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Check “Enable join
before host
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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
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From this screen, you
can choose to add this
Zoom meeting to your
Google, Outlook or
Yahoo calendar
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Then you can use
those programs to
invite others to the
meeting
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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
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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
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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
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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
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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)
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Click join a meeting
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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
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Android and iOS apps
Send/receive video with built in camera
Screen share
Joining a Zoom conference from a room
system (ex. Tandberg)
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From the room system, You can type in the meeting [email protected] (ex. [email protected])
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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
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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
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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
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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)
Speaker view – active speaker shows in
large window
Gallery view – all windows equal size.
Speaker window highlighted in green
Audio/Video options
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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
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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
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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
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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
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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)
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http://www.caes.uga.edu/unit/oit/services/accessibilityguidance.html
Managing participants
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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
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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
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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
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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
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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
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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
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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
([email protected]) or Travis Ingram ([email protected]) 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
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Polly Crumbley
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706-542-9794
[email protected]
Travis Ingram
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706-542-1915
[email protected]