Zoom

What is ZOOM
ZOOM Onboarding
ZOOM Meeting setup
ZOOM Recorded meetings
ZOOM Webinars
ZOOM Conference features
ZOOM Mobile
ZOOM Resources
ZOOM Best Practice

What is ZOOM

Zoom is the modern enterprise video communications,with an easy, reliable cloud platform for video and audio conferencing, collaboration, chat, and webinars across mobile devices, desktops, telephones, and room systems.

Some of the features are:

  • Online conference rooms.

  • Audio and video conferencing in real-time.

  • Share screens to demonstrate items.

  • Conference with multiple users at the same time or use for online office hours.

  • Non-ZOOM members can participate in a meeting.

  • Only the meeting host needs an account.

  • All ASU faculty, staff, and students have an account and are licensed to use this product at the University.

Onboarding

Accessing ZOOM for the first time

Logging into ZOOM

1. Click "Sign in with SSO"

 

2. Type "asu" then click "continue"

3. Sign into your ASU account

4. Accept the consent option and click “Open zoom.us”

Setting up a Zoom meeting

  1. "New Meeting" - Create a new meeting
  2. "Join" - Join a meeting
  3. "Schedule" - Schedule a meeting
  4. "Share Screen" Share screen in a meeting
  5. See a list of meetings for the day

 

Scheduling a Meeting

  1. Click the “Schedule” button.

 

2. Enter and select necessary information.

3. Click “Schedule” at the bottom to save the meeting.

 

Record Meetings:

Users will be able to

  1. View a list of recorded meetings

  2. See the location of the meeting(Cloud or Desktop saved)

  3. Open or play the video

Note: Cloud saved recordings will be kept online for a maximum of 120 days. Download and save recordings to desktop if needed.

 

 

Zoom Webinar

  • Zoom webinar accounts can be requested either as a one-time use or a permanent account.
  • Accounts can take up to 72 hours to be assigned upon creating a ticket for the same.
  • Click here to request

Request ZOOM Webinar

 

ZOOM conference features

  1. Telephone audio connection. https://support.zoom.us/hc/en-us/articles/201362283-Testing-Computer-or-Device-Audio

  2. Video conferencing with max 300 people per meeting.

  3. Invite members to the meeting. https://support.zoom.us/hc/en-us/articles/201362183-How-Do-I-Invite-Others-To-Join-a-Meeting-

  4. View the participants in the conference. https://support.zoom.us/hc/en-us/articles/360000005883-Displaying-Participants-in-Gallery-View

  5. Create and launch a poll for participants to answer.  https://support.zoom.us/hc/en-us/articles/216378603-Generating-Meeting-Reports-for-Registration-and-Polling

  6. Share your desktop or specific windows from the computer. https://support.zoom.us/hc/en-us/articles/201362153-How-Do-I-Share-My-Screen-

  7. Open chat room for participants to chat as a communication alternative.  https://support.zoom.us/hc/en-us/articles/203650445-In-Meeting-Chat

  8. Record the meeting. https://support.zoom.us/hc/en-us/articles/201362473-Local-Recording

  9. Add closed captions during the meeting. https://support.zoom.us/hc/en-us/articles/115002522006-Closed-Captioning-With-Zoom-Rooms

  10. Split your zoom meeting into separate breakout room sessions. https://support.zoom.us/hc/en-us/articles/206476093-Getting-Started-with-Breakout-Rooms

  11. End the meeting for everyone (Host option only).

ZOOM Mobile

Join and schedule meetings, send group text, images and push-to-talk messages on mobile devices.

Download ZOOM mobile Apps https://zoom.us/download

ZOOM Resources

ZOOM Best Practices

Beyond the UTO faculty guide you might want to consider making the following changes to your Zoom settings at https://asu.zoom.us/profile/setting

  • Mute video if not needed.
    • Helps minimize interruption in the network
  • Participants' audio should be muted when one person is speaking/presenting.
    • Alleviates background noise & distractions.
  • Rehearse ZOOM features before a live run.
    • Avoid technical issues.
  • Ensure participants follow proper conferencing etiquette.
    • E.g. behavior, speech, and attire.
  • Schedule Meeting Section
    • Join before host - enabled (Allow participants to join the meeting before the host arrives)
  • In Meeting (Basic)
    • Auto saving chats - enabled (Automatically save all in-meeting chats so that hosts do not need to manually save the text of the chat after the meeting starts.)
  • In Meeting (Advanced)
    • Breakout room - enabled (Allow host to split meeting participants into separate, smaller rooms) Allow host to assign participants to breakout rooms when scheduling - checked This feature is only available with zoom client version 4.5.0 or later.
    • Attention tracking - enabled (Lets the host see an indicator in the participant panel if a meeting/webinar attendee does not have Zoom in focus during screen sharing.)
  • Alternative Host
    • The alternative host option allows you to schedule meetings and designate another Licensed user on the same account to start the meeting or webinar if you are unable to.
    • This user will receive an email notifying them that they've been added as an alternative host, with a link to start the meeting.
    • If a host is attending a meeting but needs assistance with managing the meeting, they can assign a co-host during the meeting.
    • In the Alternative Host field, enter the alternative name to search through users. You can also enter the alternative host's email address if their name doesn't come up.
  • Recording tab
    • Cloud recording - enabled (should be enabled but double check) Add a timestamp to the recording - checked (Enable this option to embed the date and time of the actual meeting into the video recording)
    • Audio transcript - checked (Automatically transcribe the audio of a meeting or webinar that you record to the cloud) This setting will help with ADA compliance to transcribe videos
    • Automatic recording - enabled (Record meetings automatically as they start)
    • Email Notification When the cloud recording is going to be permanently deleted from trash - enabled (Notify the host 7 days before the cloud recording is permanently deleted from trash)

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Page updated on Apr 7, 2020 3:02 pm MST