Zoom

is an online conferencing tool. This solution enables up to 300 users to connect per high-definition meeting. This license does not have a time limit on meetings.

The application (computer or mobile device) allows users to join pre-scheduled meetings from calendar events, choose a link, enter meeting code and even dial in from their phones if the invitation includes a phone number. Zoom with an online plug-in can integrate with G Suite versions of Google Calendar and Gmail.

GTS will offer webinars how how to use Zoom. Please check out the GTS Calendar for upcoming events.

Before you get started, determine if you have used Zoom before and have the app on your computer.

I already have been using Zoom

• Open the Zoom client on your computer
  • Mac - open the finder, go to applications folder, and click Zoom to open the Zoom client
  • PC - Click the Windows icon in the taskbar. In your apps list, scroll until you get to the Zoom folder. Click on the Zoom folder. Double click on Start Zoom, to launch the application.
• Log out by clicking your face in the upper right and select Sign Out
• Click Sign in
• At the Zoom log in screen, click "Sign in using SSO".

• Type in hellogustavus and click continue.
• Login with your �鶹��Ƶ credentials and use Duo Two factor.
• You are signed in and can also use the Zoom web client located at
• To watch a video tutorial, click .

I get an error and can't get signed in

• Please contact the Technology Helpline at 507-933-6111 for assistance.

I have never used Zoom before

• Visit .
• Click the Sign in button.
• Login with your �鶹��Ƶ credentials and use Duo Two factor to activate your account.

Equipment Needed

• Laptop with webcam and built-in microphone
• Mobile Device with Zoom app installed
• Headphones or headset, optional

How to Install Zoom Client

MacOS

Zoom for employees is available in Managed Software Center, a program that is included on �鶹��Ƶ-issued MacOS devices. Everyone can download Zoom for Macs from .

Windows Client

Zoom is available through Software Center, which is included on all �鶹��Ƶ-issued Windows computers. Everyone can download Zoom for Windows from .

iPhone mobile app

Please install the iOS app via the

Android mobile app

Please install the Android app via the .

Students

Zoom is available for download at the or

Mac Users

Scheduling a Zoom Meeting

Google Calendar

• From , schedule an event using your preferred method, such as using the Create button in the top left or by selecting an empty slot on the calendar itself.
• In the menu to create the meeting, use the Add Video Conferencing drop-down menu to select which service you would like to use.
• When the meeting is created, your selected conferencing option will offer to send email invitations to other participants, and will provide the invitation link on the calendar event as well.

Desktop Client

When Zoom is logged in and opened, from the main screen, you can click the Schedule button.

Google Calendar and Zoom communicate, so any meetings you schedule on one will appear on the other.

Windows Users

Google Calendar

Google Calendar works the same on most devices. Click here for instructions.

Desktop Client

When Zoom is logged in and opened, from the main screen, you can click the Schedule button.

Calendar

For most users, we would recommend selecting Google Calendar, which will allow the meeting to show up in the calendar linked to your �鶹��Ƶ account.

Advanced Options

• Enable Waiting Room - Enables the Waiting Room feature. See Waiting Rooms below for more details.
• Enable join before host - Normally, Zoom waits for the host to begin the meeting before others can join. When this is selected, anyone who is able to join the meeting has the ability to start it.
• Mute participants upon entry - New arrivals to the meeting will have their microphones muted by default.
• Only authenticated users can join - Only allows participants that meet certain authentication requirements.
• Automatically record meeting - Begins recording the Zoom meeting as soon as it begins. See Recording the Meeting below for more details.
• Alternative Hosts - Here you can enter the emails of others who will have the same permissions and abilities as the creator of the meeting.

Start the Meeting

• In the Google calendar, you can use the Join Zoom Meeting option in the calendar entry.
• From the Zoom home screen (hellogustavus.zoom.us) or Zoom desktop client, click on the Meetings tab. You will see a list of upcoming scheduled meetings. When you are ready to start, click the blue start button.
• To begin an impromptu meeting, select "Start meeting". This will begin a meeting immediately, and you can send invitation emails via the Participants menu inside Zoom.

Zoom Features

Waiting Rooms

Waiting rooms allow the host to control when certain participants join meetings. If the host enables this feature, it acts much like a real waiting room. New arrivals will be placed here, and it is up to the host to decide when they join the meeting. Participants can also be sent back to the waiting room at the host's discretion. Depending on your settings, users (either guests or all users) will show up in the waiting room under the participant list, and it will show you their name, the buttons to admit or remove, and the ability to message the user.

Sharing your Screen

On the bottom toolbar, there will be a Share Screen button. With Zoom, you have multiple options for screen sharing. You can share your entire desktop, single tabs, you can do white boarding, and you can also share iPhone/iPad AirPlay screens as well. If you click the up arrow on this button, it will give you the options for who can share their screen, how many people can share their screen at the same time, and who can share when someone else is sharing. When you share your screen, a green box will outline the selected material that will be shared over Zoom.

You may need to allow Zoom to capture your computer screen if you are using a newer version of MacOS. You can find this in MacOS System Preferences > Security and Privacy > Screen Recording.

Whiteboard

To share a whiteboard, click the Screen Share option on the bottom toolbar, and click the whiteboard option. Here, the Host can control who is able to use the whiteboard and erase others' work on the whiteboard. The Host's work on the whiteboard can only be erased by the Host.

iPhone/iPad AirPlay Mirroring

To share your iPhone and iPad screen, click the Screen Share option on the bottom toolbar, and click the AirPlay option.

Recording the Meeting

When scheduling the meeting through the desktop client, under Advanced Options, you can set the meeting to automatically record. If this setting is not enabled, the host of the meeting will be able to begin a recording by selecting the option in the menu bar at the bottom of the meeting window and choosing to save the recording to the computer or the Cloud. Once it begins, it can be paused temporarily or stopped completely from this menu as well. If you do not have an option to record your meeting, it is possible you will need permission from the meeting host to do so. Please see Managing Participants below for more information on this.

On mobile devices, such as Android and iOS, Zoom will not be able to save a recording to the device like it can on the computer, but can still record to the Cloud. To do this, select the "More" option in the bottom right corner of the meeting window to show the "Record" option.

Depending on the length of the recording, Zoom may need time to process the recording and convert it into an audio and/or video file. This will only take place once the meeting has finished. Please do not close your computer, shut it down, or otherwise interrupt this process. This can easily lead to a corrupted file, which will ruin the recording.

Recording to the computer will open up the folder where the recording is stored once Zoom is finished processing it. Visiting hellogustavus.zoom.us and signing into your account will also give you access to all recordings, local or cloud, and allows you to manage or download them.

Breakout Rooms

In settings, you will need to first enable breakout rooms.

While in the Zoom Meeting:

1. Click the Breakout Room button
2. Choose how many rooms you want to breakout into and how you want to breakout (either automatically or manually)
3. Click Create Breakout Rooms (you can make out changes at the next screen)
4. Click Open all Rooms. As a host, you can switch between rooms.

Please see

Managing Participants

There are a variety of menus that allow a host to grant and revoke permissions to everybody in the meeting at the click of a button. All of these options are found within the Participant List, which can be found by selecting the Participants button on the menu bar at the bottom of the Zoom window.

Locking a Meeting

Once started, you can lock the meeting, and prevent people from joining late. In the Participant List, in the lower right hand corner, click more and click Lock Meeting.

Individual Participant Options

In the participant menu, it is possible for a host to make changes to a single person at a time. Hovering over their name in the Participant Menu reveals options to Mute and More. The More menu contains options to edit, interact with, and grant permissions to the individual.

Chat

Opens up an instant message chat with the selected person.

Video

If the person is currently streaming video, this option will be listed as Stop Video. If the person is not using a camera, this option will be Ask to Start Video.

Make Host

Selecting this option hands over the Host status to the selected person. Only one person can be the Host at a time. If you are no longer the Host, you will not be able to use any of the Host-exclusive controls.

Make Co-Host

The Co-Host role is designed for a trusted individual to manage participants while the Host focuses on other tasks. There can be as many Co-Hosts as the Host will allow.

Co-Hosts CAN

• Start and stop recordings
• Manage participants, such as muting/unmuting individuals
• Move people to and from Waiting Rooms

Co-Hosts CANNOT

• Start and stop captioning features
• End meeting for all participants
• Make others Hosts or Co-Hosts
• Start Breakout Rooms
• Organize participants between Breakout Rooms
• Start Waiting Rooms (The Host must start the room for the Co-Host to manage individuals within)

Rename

Those with proper permissions can rename themselves and others in-meeting. Please note that these changes only apply to the current meeting and all changes are discarded once the meeting is over.

Remove participant

To remove a participant, hover over their video, and click remove.

Private Chats

Zoom has in-meeting chat, as well as others can chat privately. Private chatting can be turned off. Please be aware the host can read all private chat transcripts.

Mute participants

Hosts can mute/unmute individual participants or all of them at once. Hosts can enable Mute Upon Entry in your Settings, found on hellogustavus.zoom.us.

Keyboard Shortcuts

• Hold spacebar - Unmute/Mute Temporarily
• In the Zoom desktop client, select your profile picture, select Settings, and then select Keyboard Shortcuts to view and edit.
• goes more in-depth on shortcuts for each operating system.

Video Tutorials

• Please see for many video tutorials.

FAQ

Can I play a YouTube video through Zoom?

Yes. When sharing your screen, be sure to share your computer's sound and optimize your screen share for video clips for best results.

How many users can I display per screen at one time?

49

Are there captions available in Zoom?

Yes. At the moment, the only option for captioning is to assign a participant to type them. GTS is currently exploring options for automatically generated captions.

Can I have someone schedule Zoom Meetings on my behalf?

Please visit and log in with your �鶹��Ƶ credentials. Click on the Other Heading. Click the + tab next to the Assign scheduling privilege to setting, and type in the email address of the �鶹��Ƶ user you would like to schedule meetings on your behalf. This will allow you to schedule meetings on behalf of someone else in the Zoom interface only and NOT the Google Calendar interface.

Troubleshooting

I have already created a �鶹��Ƶ Zoom account with my @gustavus.edu email address. Will I have any troubles logging in?

When you log in for the first time, you will receive an email in your �鶹��Ƶ email account to complete your migration to the �鶹��Ƶ site license account. It will ask you to Update Account Information.

See Also

• Please see .
• Zoom's