Zoom

Zoom is web conferencing software used by some faculty members for online learning purposes.

Getting Started

Online Learning Zoom Training

1. Edie Erickson's Training Session Video: Zoom Basics Training
2. Online Learning's Zoom Presentation Slides: Zoom Basics Slides

Creating an Account

1. Employees are eligible to create a Zoom Pro account under the College plan.
2. Log in to baycollege.zoom.us using the Website instructions below.
3. Click Confirm your email address.
4. You will receive an email asking you to activate your account, or switch to a new account if you have a personal Zoom account with your Bay email.
5. Zoom has documentation on using Zoom, including scheduling, joining and recording meetings.

Logging in to the Website

1. In your browser, navigate to baycollege.zoom.us.
2. Click Sign In.
3. You will see a Bay College page asking for your Bay credentials.
   
4. Enter your Bay College credentials (Username and Password - do not enter your full email address) and click Sign in.
5. Zoom has documentation on using Zoom, including scheduling, joining and recording meetings.

Logging in to the Zoom Client

1. Open the Zoom client and click Sign In with SSO.
   
2. Enter baycollege for the company domain and click Continue.
   
3. Your browser will open and you will see a Bay College page asking for your Bay credentials.
   
4. Enter your Bay College credentials and click Sign in.
5. You will be prompted to open the Zoom Client through your browser. Click Open link or other affirmative button.
   • This is an example of the prompt in the Firefox browser.
     
6. Zoom has documentation on using Zoom, including scheduling, joining and recording meetings.

Schedule a Meeting

1. Video tutorial for scheduling a meeting: Scheduling a Meeting

Start a Scheduled Meeting

1. Instructions for starting a Scheduled Meeting: Starting a Scheduled Meeting as the Host

Installing Zoom on a Personal PC

1. Download the installer from here: Zoom Installers
2. Choose Zoom Client for Meetings
3. Once the installer downloads, run it

Zoom Instructions for setting up Audio

These come straight from the Zoom Website.

1. Download the installer from here: Audio Instructions

Zoom Instructions for setting up Video

These come straight from the Zoom Website.

1. Download the installer from here: | Video Instructions

Recording Basics

How to record Zoom session to cloud

1. Be the Host or CoHost of a meeting
   • DISCLAIMER: Instruction set is written for Windows PC experience. MAC and Mobile experience should be similar, but not the exact same. Please contact IT if any assistance is required.
2. Select the record options as indicated:
   • Initiate recording for cloud recording
     
   • Confirm start recording
     
3. Take these actions once you want to end your recording:
   • Stop recording
     
   • Confirm stop recording
     
   • End zoom session
     
   • Confirm end zoom session
     
4. Allow systems to process cloud recording availability, larger sessions will result in longer wait times.
   • Use the links provided in the email as needed:
   • Receive email confirmation
     
   • DISCLAIMER: Chrome is recommended to view or edit videos
   • DISCLAIMER: You DO NOT need to be signed in to Zoom to view video recordings
   • DISCLAIMER: Recordings are deleted after 90 days

1. For more information, please see: Zoom Provided Training via You Tube

Using Breakout Rooms or Polling

Breakout Rooms

• To enable breakout rooms for your account, see the User section on Enabling Breakout Rooms.
• For information on using breakout rooms, see Managing Breakout Rooms

Polling

• To enable polling for your account, see Enabling Polling.
• For information on using polls, see Using Polling.

Hosting a Phone-Only Meeting

1. Log in to the Zoom website.
2. Click Schedule a Meeting in the upper right. If you do not see this option, click My Account, then Schedule a Meeting.
3. Set your meeting name, start time, and other settings.
4. To ensure everyone, including the host, is able to dial in to the meeting, check Enable join before host, located under Meeting Options.
   
5. You will need to share the Join URL to people who will be connecting via a computer, and share the calendar invitation to those who will be connecting via phone. These will be available after creating the meeting, or can be accessed later by clicking Meetings on the left-hand toolbar, then selecting the meeting you wish to view.

Screen Sharing

1. Sharing your screen during a meeting: Sharing your Screen Content or Second Camera
2. Sharing audio while Screen Sharing: Sharing Computer Sound During Screen Sharing
3. Sharing your Presentation as your Virtual Background: Sharing Slides as a Virtual Background

Using Screen Sharing on Mac

This is for Mac Desktops and Laptops, for iPad see below.

Allow Screen Recording

By default macOS Security will prevent 'Screen Recording' by which they mean any attempt to view, display, or record your screen by a third-party app including Zoom.

1. The first time you try to 'Share Scree' you will receive a prompt asking you to allow this in Security & Privacy. Click Open System Preferences.

   

2. You should be taken to the Security & Privacy dialog box. If not go to System Preferences > Security & Privacy > Privacy
3. Scroll down to Screen Recording
4. Check the box next to the Zoom Icon.

   

5. (Requires Local Admin Rights) If the options under Security & Privacy are grayed out, click the Padlock Icon in lower left corner. Enter your Username and Password. When you are done, click the Padlock Icon to close it.

Sharing Your Screen

1. Open the content, window, or program you wish to share.
2. Start a Meeting as normal.
3. Select Share Screen at the bottom center of your screen.

   

4. In the content selection screen select the window / program you with to share.

   

5. Select Share in the bottom right corner.

Using Zoom on an iPad

Using Zoom on the iPad is similar to the desktop experience, but with slight changes made to better fit touchscreen input.

Zoom Main Screen

Joining a Meeting

1. If you received a Meeting Invite by email just click on the link and Zoom will open to the meeting.
2. From the main Zoom screen select Join (Orange Highlight Above) and enter the Meeting ID.
3. Either way you will need to specify if you are joining with Audio and Video, if you are not Hosting you should join without Audio and Video. If you need them on you can do so from inside the meeting.

   

Starting a Meeting

1. Sign-in to the Zoom app.
2. Select New Meeting (Blue Highlight Above).
   1. Turn video On and Use Personal Meeting ID (PMI)
   2. Select Start a Meeting.
   3. Select Call using Internet Audio.

   

Meeting Screen Layout

Once you are logged into Zoom and have started a meeting you will see the following:

1. Yellow Highlight: Personal Meeting ID and Meeting Password. People you invite to meetings need to have this information. If you send a Meeting Invite in an email this information is included in the link, but people who have the Zoom app can also join the meeting simply by entering this information manually.
2. Red Highlight: Meeting Controls. This is where you can start/stop video & audio, share content, add participants, and (under the "... More" icon) start and or see the Chat Window.
3. Green Highlight: Icon for "Switch to Gallery View". Touching this icon will switch you to Gallery View.
4. End Meeting (red lettering, upper left corner). Exits the meeting.
5. Your Camera View (lower right corner). This is how other people in the meeting see you. If you wish to not be seen touch the Video icon in the Meeting Controls (Red Highlight Area) and your image will be replaced with your Username.

Muting / Un-muting Audio and Video

1. To mute either your Audio or Video select the corresponding Mic or Camera Icon in the (Meeting Controls Area, Red Highlight Above).
2. To un-mute select the icon again.

Adding Participants

1. In the Meeting Screen (see above) select Participants (Meeting Controls Area, Red Highlight Above).
   1. You'll see a list of participants including yourself.
2. Select Invite.
3. Select the method you'd like to invite Participants such as Send Email.

Muting Participants

1. In the Meeting Screen (see above) select Participants (Meeting Controls Area, Red Highlight Above).
   1. You'll see a list of participants including yourself.
2. Locate the participant you are looking for and select the Mic Icon next to their name.
   1. Selecting the Camera Icon mute their video feed.

Switching Between Gallery View and Active Speaker

Gallery View shows all participants (or as many as possible in the case of a very large group) and Active Speaker displays whoever is speaking now.

1. Select the Switch to Gallery View Icon on the upper left hand side (Green Highlight Area above).
2. To switch back to Active Speaker select the Switch to Active Speaker Icon located in the same area.

Sharing your Screen

1. In the Meeting Screen select Share Content Icon (Box with an upward arrow) from the Meeting Controls Area (Red Highlighted Area Above).

   

2. Select Screen.
3. Select Zoom. Note: You may see other choices presented such as "Photo" so be careful.

   

4. Select Start Broadcast. I will countdown from 3 and then begin broadcasting.
5. Press the Home Button and navigate to the content you wish to share (i.e. to share a spreadsheet you would open Excel).

   Remember the audience is seeing whatever you are seeing when you Share, so if you are looking at what you want them to see you are doing it right.

   

   You'll know Screen Recording is happening because of the Red Recording Icon.

   

6. To end sharing you can select the Red Recording Icon (located next to the WiFi Icon at the top of the screen).

   

7. Select Stop.

   

Using Zoom with an IRIScan Desk 5 Document Camera

1. Open and log in to Zoom as normal
2. BEFORE starting the meeting make the following setting changes:
   1. Go to Settings
   2. Go to Video
   3. Check the Enable HD checkbox and Uncheck Mirror my video

      

   4. Scroll down to the bottom and select Advanced

      

   5. On the Advanced setting screen Uncheck the frist four checkboxes (Enable de-noise thru Enable hardware acceleratin for receiving video)