Zoom

CBI Zoom Guide | Zoom Help Site | Zoom Help Site for Mac

Getting Started

NOTE: your Zoom screen and options will be different if you're not using your UA credentials.

Already have Zoom app installed on computer:

First time accessing Zoom

Click the Zoom link you were provided i.e.: https://arizona.zoom.us/j/12345...
This will open your Internet browser (Chrome, Safari, Firefox, etc.).
You will see a pop-up box asking you to download Zoom.
1. If this doesn't happen automatically, click the download and run Zoom link at the bottom.
2. This process looks different depending on your Internet Browser.
3. Follow your Internet browser instructions to save and run the Zoom download file.
You will be prompted to enter you name and click 'Join Meeting'. This is how you will display to other meeting participants.

5. You will be prompted to select your preferred audio option. Computer audio is recommended for quicker access.

1. This is also a good time to click the 'Test Speaker and Microphone' option to make sure all is working.

6. Zoom will now open using the newly installed app on your computer.

Access using NetID:

Search for "Zoom" in your computer programs.
Open the Zoom app installed on you computer and click the 'Sign in' option to utilize your University-provided paid license.
Click the 'Sign in with SSO' option.
Enter "Arizona" for the Company Domain and click Continue.
This will trigger the NetID login via your Internet browser. Enter your UA credentials.
Zoom will now open using the newly installed app on your computer, and remember your credentials for future meetings.
Now, when you click a Zoom meeting link, you will briefly see the Internet browser open.
Then the installed Zoom app will open using your UA credentials
Select your preferred audio option.
Your Zoom meeting will open.

NOTE: creating a free account or logging in using an existing Google account will NOT provide you with the same full licensed version you get from the UA when using your NetID.

Access without logging in:

Click the Zoom link you were provided i.e.: https://uahs.zoom.us/j/123456789
This will open your Internet browser (Chrome, Safari, Firefox, etc.).
You will briefly see the Internet browser open.
Enter you name and click 'Join Meeting'. This is how you will display to other meeting participants.
Select your preferred audio option. Computer audio is recommended.
1. You may also click the 'Test Speaker and Microphone' option to make sure all is working.
Zoom will now open using the newly installed app on your computer.

Generating Links:

For an impromptu meeting:

Access Zoom installed on your computer
Login if you are given the option to, otherwise, you are already logged in
Click the down arrow on the New Meeting button, hover over your meeting ID number, click Copy Invitation, now it's ready to paste to an email for sharing,
Click the orange button to access your meeting and wait for your participants.

To schedule a meeting:

Access Zoom installed on your computer
Login if you are given the option to, otherwise, you are already logged in
Select the Schedule option, and complete the meeting specifics
The email system you select at the end is what Zoom will try to open when you click Schedule.
Complete the email invite which now includes your Zoom link and instructions, and send to your participants.

Settings

During the meeting:

make other participant host/co-host from the participants box
edited your name by accessing the three dots in the top right of your image
hide your image to make room to view other participants

Online Web Portal (advanced features):

Update your profile picture
Virtual background must be enabled online before it's available in the desktop client
Disable Play sound when participants join or leave button

Desktop Client

Enable Mute participants upon entry button
Disable Enter full screen automatically when starting/joining a meeting button

Screen

Screen Real Estate

Depending on the size of your screen and the number of screens you have available, you may need to play with the following options to find what's comfortable for you.

Double clicking the screen or using the toggle menu in the top right allows you to enter and exit full screen mode.
Toggle between Speaker and Gallery view in the top right to find a good fit.
Out of full screen mode is recommended, so you can hover your mouse between the windows to adjust the size.
Your navigation bar is available by hovering the top of the screen in full screen mode, and at the bottom of the screen out of full screen mode.
In full screen mode, your chat and participant list boxes float over the screen; these are automatically arranged on the right side of the screen while out of full screen mode.

Screen Sharing

The green Share button in the navigation bar provides screen sharing options.

Only open files and windows will show as options to share.
You can always change your mind and share a different screen/file by using the same button.
You can share your screen which includes all open open windows and toolbars.
- This is also the better option if you'll be switching between different windows/programs
You can share a specific file/application window like PowerPoint which only shows that window with no additional toolbars or menus.
The share computer sound option must be selected for videos and audio to be heard by your audience.

Sharing PowerPoint

Presenting your PowerPoint in Slide Show mode reduces your ability to see Zoom menus and tools.
Present in PowerPoint's traditional edit mode and reduce the size of the slide thumbnails by hovering your mouse on the separating line.
- NOTE: animations, transitions, and PollEverywhere don't function in this mode

Now that you're sharing your screen, you can:

annotate with stamps, text, arrows
- see annotations from your students (unless disabled)
turn your mouse into a laser pointer
give control of the mouse to another participant
don't forget to stop sharing your screen when you're done

NOTE: your Zoom menus and toolbars either don't show for your audience or show as a black box, so move those out of the way

Breakout Rooms

only the host/cohost can see the breakout room option
participants can no longer see the host's screen share while in breakout rooms
- make content available beforehand via One45 or via the chat
host must reshare screen each time participants return from breakout rooms
breakout rooms can be recreated to allow participants to work with the same group or new groups can be generated each time
late participants need manual assignment of a breakout room if the recreate option is being used
host can set the amount of time for each breakout room session or manually close the sessions
- either way, participants get a countdown to return to the main session
while in breakout rooms, host can join each room to check-in
participants can ask for assistance while in breakout rooms which will notify the host to join
host can broadcast messages to all breakout rooms

Student Responses

There are three ways students can respond and collaborate.

Typing into the chat. This floating window would need to be positioned on the host's screen for monitoring student responses
Using the voting buttons (Yes, No, Thumbs Up, Thumbs Down) which activate in the list of participants for the host to see
Speaking directly into their mics. Instructions to students to mute mics are recommended to reduce background noise

It is recommended that you:

Provide clear instructions on how you'd like students to respond/collaborate during your session.
Pause intermittently to check for responses or allow for questions.
Designate someone else (co-presenter, block director, co-block director) to monitor the chat.

Improving Overall Zoom Performance

In case your Internet connection is unstable and affecting your audio quality, try the following:

Turn video off

If seeing each other isn't vital to your session, turning your camera off can reduce the amount of data being used.

PowerPoint Recording Screenshots

The final step is to save your video to a shared drive (Google Drive, OneDrive, Box, etc.) and email the share link to the ID team for publishing to Panopto for student access where a new link will be generated.

Limit high-bandwidth activities

Other people using the Internet from your location will affect the bandwidth available to your Zoom session. Avoid streaming video or music, playing online games, or uploading/downloading large files. All these activities can noticeably impact your Zoom performance.

Avoid running other data-intensive applications

Running other applications during meetings might also be using a large share of your bandwidth. Examples such as email, websites with dynamic content, and any streaming video/audio.

Things to keep in mind

You can create a free account or login using your Google account in lieu of your NetID
1. NOTE: using your NetID will ensure access to the 'Record to the Cloud' option which is not available with free accounts
Do a test run before committing
Consider preparing a script or outline to help avoid stumbles
1. NOTE: Recording is done in one sitting with no editing options
Identify the pause and stop buttons for easy access during recording
Share your PowerPoint presentation in Slide Show mode
Remove dates from your presentation
Close Outlook and any other programs with notifications that may popup during recording
While sharing your screen, activate either the Zoom or PowerPoint Annotate options for access to drawing and highlighting on your screen while presenting
Use the Record to the Cloud option for easy post-recording sharing (only available when logged in using UA NetID)
1. Forward the email from Zoom to the ID team for publishing to Panopto
Edit your Zoom settings to disallow adding a timestamp to your recording

Record on this Computer

This option will create a Zoom folder in your Documents folder then save the recording to that folder on your computer.

You will then need to upload the recording to a cloud server i.e. Google Drive & OneDrive to share with the ID team for editing and publishing.

Record to the Cloud

This option will save to Zoom's server and send you an email with a link to your video.

That email can be forwarded to the ID team for video editing and publishing.

Report abuse