Zoom Room Setup

General Knowledge

• The settings for the meeting use the Owners settings.
• The room has its own account
• There are many ways to set up a zoom room session
• Online Learning has produced a tutorial video that can be accessed here:
  • ZoomRoomSetUp

The settings for the meeting use the Owners settings.

• Everyone that is granted a Zoom license has default settings, some of these settings are able to be changed.
• Things like content share and participant mute are items that the individual has control over and can change.
• One way that settings can be adjusted is by signing into the following: https://baycollege.zoom.us/profile . On the left of the page, select the tab 'Settings' AND in the top center of the page select 'Meeting'. See picture below:

The room has its own account

• The rooms are in outlook as:
  • cb225-rm@baycollege.edu : CB 225
  • ms124-rm@baycollege.edu : MS 124
  • ms125-rm@baycollege.edu : MS 125
  • wc104-rm@baycollege.edu : Fornetti Hall
  • wc107-rm@baycollege.edu : WC 107
  • wc115-rm@baycollege.edu : WC 115
  • wc244-rm@baycollege.edu : WC 244
• The room will START the meeting regardless if you are there or not
  • You can start the meeting early by pressing the start button or by saying 'Hello Zoom, join meeting'
• The meeting will STOP according to the scheduled time

There are many ways to set up a zoom room session

• You will need your zoom meeting invitation details to set up the meeting
• You will use your outlook calendar to invite the room and other participants to your meeting
• In an effort to catch all scenarios, this way will work whether you are on or off campus: on or off network
• Step 1: Schedule the meeting in Zoom
  • Log into the https://baycollege.zoom.us/profile
  • Click Meetings
  • Click Schedule a Meeting
  • Add a Topic eg: ENG 101 01 90 - Zoom Meeting
  • Fill in appropriate fields for recurring
  • Advised to select the Waiting Room option
  • Advised to expand Options and enable 'Mute participants upon entry' option
  • Press Save
  • You will need to view the meeting settings and capture:
    • Meeting ID
    • Invite Link
    • Recommended that you use the 'Copy Link' to populate the body of the Outlook meeting

Example of the Zoom invitation

• Step 2: Schedule the meeting in Outlook
  • Log into outlook on the web https:https://outlook.office.com/mail/
  • Find the word 'New' and use the drop down to select 'Calendar event'
  • Paste Invite Link into the area named 'Add a location or a room'
    • htps://baycollege.zoom.us/j/NUMBERS?pwd=AlphaNumericGarblyGook
  • REMEMBER TO INVITE THE ROOM TO THE MEETING
  • Fill in the rest of the meeting invite as appropriate and press 'Send'

Example of the calendar invite