Knowledgebase
Using Zoom Video Conferencing (Faculty/Staff/Students)
Posted by Christy Mattingly on 07 November 2016 04:24 PM

Before the Zoom Video Conference

  1. Zoom "Basic" accounts allow unlimited-length connections between two locations. For 3+ locations requiring connections longer than 40 minutes, please contact your LFC for help upgrading to a "Pro" account. 
  2. Determine how you will communicate with the remote location in case of issues with the video conference connection. Share cell phone numbers, plan to open the Zoom chat if there is no audio (idea: use Moodle Chat for classes), connect to Zoom audio via phone.
  3. Options for Zoom: schedule the conference call ahead of time through the Zoom application on your device or provide a personal Zoom link (recommended).
  4. If recording, ask for permission and indicate the audience for sharing said recording.
  5. Consider the environment: angle of the camera, reduce background noise, use appropriate lighting.
  6. Think through the video choreography. How will you transition from one activity to the next?
  7. Conserve bandwidth so it is available for Zoom. When connecting from a non-Augsburg location it may be best to ask others in your home not to use your home Internet service for streaming movies, playing games, etc.
  8. Always have a back-up plan by posting materials online, knowing options for connecting via phone, etc.
  9. Practice using Zoom with a peer.

Zoom Video Conferencing Setup:

 Note: If you wish to be the host, then you must first go to the Augsburg Zoom site and sign in to set up your Zoom account to be associated with your AugNet account.

  1. The host of the meeting starts by logging into the Augsburg Zoom site or by installing and opening Zoom via the computer applications menu. The host will provide a link, meeting ID, or meeting room name for participants to connect to the Zoom conference.


  2. Connection options:
    a. Connect via the link provided in email or the calendar invitation depending on how the host sent the link.
    b. Connect by going to the Zoom site and entering the 9-digit Meeting ID number or Meeting Name.

    Field for entering meeting id or meeting room name with a blue join button

  3. The very first time you use Zoom on a computer, you will need to log in via the SSO (Single Sign On)"Login with SSO" option. If you see these prompts, choose the options as indicated below. Enter "augsburg" if the next field is blank.
    Click the SSO sign in button and enter "https://augsburg.zoom.us"  enter domain name
  4. Click "Start with video".
    Start meeting with video button
  5. Move the mouse pointer to the bottom of the screen to view the toolbar. If the toolbar hides, point the mouse at it to make it appear.

    Zoom toolbar with buttons in order - mic, video, invite, participants, share screen, chat, record, leave meeting


    If sharing the screen, the toolbar moves to the top and looks slightly different.

    Zoom toolbar with buttons in order - mic, stop video, Manage participants, New share, Pause share, Annotate, More, leave meeting


    Click the Annotate button has a picture of a marker drawing a white line  "Annotate" button to open the Annotation toolbar. Click the "More" button to see options such as Recording.

    More menu options include Chat, Invite, Record (Alt + R), Disable Attendee Annotation, Hide Video Panel, Audio Options..., Video Settings..., End Meeting (Alt + Q)


  6. When sharing the screen as a Whiteboard, the Annotation toolbar becomes available.

    Annotation toolbar with tools: select, textbox, draw with further options for drawing straight lines or freestyle, Spotlight, Eraser, Formatting options, Undo, Redo, Clear all items, or Save the annotations

  7. The Chat pane can be helpful for collecting questions for the speaker or for using as a back-channel during a presentation.

    separate window showing group chat where Sailor says "Hello Everyone"

  8. Raise Your Hand

    Participants button shows avatars with number of connections to Zoom
    a. Click the "Participants" button to open the Participants pane.
    b. Select the "Raise Hand" link to indicate your desire to speak.
    c. A hand will appear next to the participant name and the instructor will receive a visual cue that the hand is raised:

    Outline of a hand appears next to the participants name - viewed in the Participants pane as a list of those who joined the Zoom conference

  9. Mute/Un-Mute the Microphone

    Microphone image showing it is not muted When the microphone is green, it is on. Click to turn it off (mute).
    Microphone image showing the mic is muted with a red crossline indicating it is off When the microphone displays with a red crossline, click to turn on the mic (unmute).

  10. Zoom recordings are automatically saved to your documents folder under \\Documents\Zoom. Make sure you start to record only when the presentation is ready, not as you are getting prepared. The recommended length of video recordings is between 1-10 minutes for content. Videos can be uploaded to Google Drive or YouTube (best option for closed captioning) to be shared.

    folder tree of Documents > Zoom

    files inside of Zoom folder - audio only (m4a), meeing_saved_chat.txt, playback.m3u, zoom_0.mp4


Links to other KB articles:

http://go.augsburg.edu/youtubecc (upload the recording to YouTube and add closed captions)
Zoom Live Trainings    
Zoom Tutorials
How to Zoom YouTube Videos

 

http://go.augsburg.edu/zoom
Last Modified: 2017/01/26

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