Zoom

Zoom is an online conferencing tool. This solution enables up to 300 users to connect per high-definition meeting. While there is a free version of Zoom available to everybody, the paid license available to Gustavus faculty, staff, and students includes additional features, as well as no time limit on the 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 has created a YouTube playlist, consisting of instructional videos created by both Zoom and our Gustavus team. This webpage also has embedded links (look for text that is colored something other than black) that will direct you to relevant information, for ease of navigation.

Contents

Equipment Needed

  • Computer
  • Internet connection
  • Microphone (included in most laptop models)

OR

  • Mobile device with Zoom app installed
  • Internet connection

OR

  • Telephone
Optional Equipment
  • Webcam (included in many laptop models and mobile devices, a video feed is not required for Zoom but is highly recommended)
  • Headphones or headset

Installing Zoom

To install Zoom, find a place to download the file, and run the file once the download is complete.

MacOS Users

Zoom for employees is available in Managed Software Center, a program that is included on Gustavus-issued MacOS devices. Everyone can download Zoom for Macs from Zoom's downloads page or at the Gustavus Web Portal.

Windows Users

Zoom for employees is available in Software Center, a program that is included on Gustavus-issued Windows devices. Everyone can download Zoom for Windows from Zoom's downloads page or at the Gustavus Web Portal.

iPhone mobile app

Please install the iOS app via the Apple App Store.

Android mobile app

Please install the Android app via the Google Play Store.

Students

Zoom is available for download at the Gustavus Web Portal or Zoom's downloads page.

First-Time Setup

To ensure that you get access to the full suite of Zoom features and the ability to schedule Zoom meetings through your Google calendar, please take the following steps.

  1. Visit the Gustavus Web Portal (hellogustavus.zoom.us).
  2. Click the Sign in button.
  3. Login with your Gustavus credentials and use Duo Two factor to activate your account.
  4. Allow Zoom to communicate with your Google Calendar. This consists of two steps.
    1. Visit your Profile inside the Web Portal, and allow it to communicate with your Google account. Instructions can be found here.
    2. Log into the Zoom for GSuite application inside your Google Calendar. Instructions can be found here.
  5. Finally, log into your Zoom application using Single Sign-On (SSO). Instructions can be found here.

Sign Into Zoom

To get the most out of Zoom, make sure you sign in correctly.

Computer/Mobile Application

Sign In

  • Open Zoom.
    • Mac - open 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.
  • Click Sign in
  • At the Zoom log in screen, click "Sign in using SSO".
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  • Type in hellogustavus and click Continue.
  • Login with your Gustavus credentials and use Duo Two factor.
  • To verify you are using your Gustavus licensed account, select your profile picture in the top right (Or go to the Settings tab, if you are on a mobile device) and look for the rainbow Licensed status, pictured below.
ZoomLicensed.png
  • To watch a video tutorial, click here.

Logging Out

Computer
  • Inside the Zoom program, click on your profile icon in the top right corner.
  • Select "Sign Out" at the bottom of the list.
Mobile
  • Inside the Zoom program, select the Settings tab.
  • Select your Profile.
  • Scroll to the bottom of the page and select the red "Sign Out" option.

hellogustavus.zoom.us

See here for information on the Gustavus Web Portal.

Zoom in your Browser

hellogustavus.zoom.us, referred to in this article as the Gustavus Web Portal, and the Google Calendar are two programs that work closely with Zoom. You can schedule meetings through the Zoom desktop application, through the Web Portal, or through Google Calendar, and all 3 will reflect any changes, no matter where they were made. Using the Gustavus Web Portal and Google Calendar are very similar no matter what kind of computer you are on, or what browser you are using.

Google Calendar

First-Time Setup

  • To set up communication with Zoom, select the 'Zoom for GSuite' application. This can be found on the vertical bar along the right side of the window when you are looking at the calendar. If the vertical bar is not present, it may be collapsed. Look for a small arrow button poking out of the left side of the screen to expand the Calendar application bar.
GSuiteBarClosed.png
  • Select Sign In, then Authorize Zoom to communicate with your Google Calendar.
  • This should only need to be done once.

Creating a Zoom Meeting inside the Google Calendar

  • From Google Calendar, 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. This creates a meeting using your default settings, which are established in the Zoom settings page.
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  • When the meeting is saved, 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.

Web Portal

The Web Portal is your one-stop shop for everything Zoom. The full suite of settings can be located here, as well as any meeting recordings, your Zoom profile, Zoom's knowledge base, video tutorials, and much more. When you first arrive at the web portal, you will have 3 main options.

  • Join - Connect to a meeting in progress. To do this, you will need a Meeting ID or the correct link. If you were emailed an invite to a meeting, both of these should be found within that email. In most cases, you can also just click on the link or meeting ID within that invitation and be taken directly to the meeting as well.
  • Host - Immediately start your own personal meeting using your personal meeting room. Invitations can be sent from inside the meeting by selecting "Participants" > "Invite". Learn more about personal meeting rooms here.
  • Sign in - This will bring you to the main Zoom hub. Continue reading below for more information on what you can find here.

Profile

Here, you can personalize your Zoom account.

Zoom Profile.png
  • Set personal information, like a profile picture, Job Title, Department, etc.
  • Edit or view your personal meeting ID. This ID is specific to only you, and can be set to be used by default when creating new meetings to identify them. More information on your personal ID and room can be found here.
  • Set a personal link. This is similar to your personal ID, where it serves as a unique navigational tool to take people directly to your meetings.
  • Change your date and time formats and language preference here.
  • At the bottom of the page, you can force Zoom to log out of all devices you may be signed into (phones, other computers, etc.).
  • If you have any issues with Zoom communicating with your Google Calendar, this page also allows you to reestablish communication. Near the bottom of your Profile is the option to "Configure Calendar and Contact Service". Use this to tell Zoom to talk to your Gustavus Google account, as well as letting it "read" your calendar and "read" and "write" contacts, to ensure full communication between Google and Zoom. You may be required to sign into your Google account (using your Gustavus credentials) to finish this process.

Meetings

Here is a hub for all meetings you have created, past and upcoming, as well as the ability to customize your meetings to suit your needs.

Upcoming Meetings

Here are all the meetings that you created that have not taken place yet, along with the name of the meeting, start date and time, and the meeting ID. To edit the details of a meeting, select it from the menu.

Previous Meetings

Here are all the meetings that you created that have already passed, along with the name of the meeting, start date and time, and the meeting ID.

Personal Meeting Room

Your personal meeting room is identified by the appropriate Meeting ID. Here, you can create a room that best fits your needs. To do this, select "Edit this Meeting" near the bottom of the page. To immediately begin a meeting, there is an option to do that from this tab as well. Whenever you create a meeting with your personal ID, the settings you establish here will be applied to the meeting by default.

  • Topic - This is the name of the room. By default, it will just state that it is your personal meeting room.
  • Time - Another place to connect Zoom and your Calendar services. For most users, the communication between Zoom and their GusMail Google account should already be established.
  • Meeting ID - All meetings using this ID will go to your personal meeting room. Whether people will be allowed in is up to your settings.
  • Security - Here, you can turn on the Waiting Room feature and/or require participants to provide a passcode of your choosing before they are allowed into your meeting.
  • Video - Choose to automatically turn on the video feed upon joining the meeting. You can set this for just the Host, or all participants that are not the Host.
  • Audio - Choose how people can join the audio of the meeting. Computer Audio means only those that have a computer or mobile device can join, while Telephone allows a user with a phone to call into the meeting and be included in discussions without needing a camera, or even the Zoom app. You can also specify which countries' phone numbers will be allowed into the meeting.
  • Meeting Options - These will set the default options for a few features. The option to change these for individual meetings will be present if you are creating a meeting from the Web Portal or the Zoom Desktop Client.
    • Enable join before host - Normally, Zoom waits for a Host to start the meeting before others can join. This turns that feature off, so anyone with an invitation can join at any time. This feature cannot be used in the same meeting as a Waiting Room.
    • Mute participants upon entry - New arrivals to the meeting will have their microphones turned off by default. Please note that, depending on your settings, participants may be able to unmute themselves at any time.
    • Only authenticated users may join - Users can only join the meeting after signing into their Gustavus Zoom account.
    • Record the meeting automatically - Zoom will begin the recording as soon as the meeting starts. The recording can still be paused and stopped as normal from within Zoom. See here for more information on recordings.
Meeting Templates

Meeting Templates are especially handy when you have multiple meetings that each require different settings. To create a template, create a meeting with the settings you want to save (or choose an existing meeting). Once the meeting is saved in the Zoom system, select the meeting's name, scroll to the bottom of its "Manage" page, and select "Save as a Meeting Template". Once a template is saved, you can schedule meetings directly from the template itself. You will also get an option to select an existing template if you choose to schedule your meetings from other locations within the Web Portal. You may also edit your templates after they are created by clicking on the name of the template and selecting "Edit this Template" at the bottom of the menu.

Important things to remember about templates:

  • Templates are not an option when scheduling meetings from Google Calendar or the Zoom desktop application. Templates can only be used from the Web Portal.
  • If you create a template with your personal meeting ID and change settings, it may overwrite your Personal Meeting Room settings. Zoom will warn you if this may happen. If you do not want this, select the "Revert Settings" option in the warning box and it will reverse the changes for you.

Webinars

Most Gustavus employees and students will not need the Webinar feature in Zoom, and will not have much to do on this tab. The Webinar feature on Zoom is intended for large events, and contains features such as:

  • A meeting capacity for up to 10,000 attendees.
  • Attendees cannot interact or see each other, and can only see the Host's video feed.
  • Only the Host can interact with the meeting and the attendees within.

These features are not enabled for everyone as a part of the regular Gustavus license. These features are available for checkout through the Technology Helpline: helpline@gustavus.edu

Recordings

This tab is where all of your Zoom recordings can be found. To start recording, see here. Starting Oct. 2, 2020, we will begin a nightly automatic synchronization of your Zoom cloud recordings with a folder in your Gustavus Google Drive named ZoomCloudRecordings.

New recordings made after Oct. 16, 2020 will be available on Zoom for 60 days after creation. Once this deletion schedule has been set, you may notice a countdown next to your cloud recordings. You should also receive an email reminder seven days prior to deletion.

If you are unable to find your recording, please check your Gustavus Google Drive under the ZoomCloudRecordings folder. If you anticipate that people will be viewing your cloud recorded content beyond 60 days, you should consider sharing only the link to the Google Drive version of your file(s).

Cloud Recordings

All of your recordings saved to the Cloud can be found here. You can search for specific recordings based on a date range, the status of the recording, by meeting ID, or by searching for a specific title. You can edit, download, and share your Cloud recordings from this page. Your cloud recordings are accessible from any computer.

Sharing

There are a few different ways to share your recording with others.

  • Selecting "Share..." directly from the Cloud Recording list provides several options:
    • Share this recording - Allows sharing. Turning the toggle switch off prevents anybody but you from having access to the recording. With the toggle on, you can choose between all Zoom users or only authenticated users to view the files.
    • Add expiry date - Turning this toggle on will allow you to set a limited amount of time that people will be able to view the recording. After the date set here, the shared link will "break" and will no longer allow others to use it.
    • Viewers can download - Anyone who can see the recording has the option to download it. If you edited your recording, the downloaded file will have the full recording, including any parts that were edited out. See here for more details on editing recordings.
    • On-Demand - This option requires people to register before viewing the recording. Useful if you want to know who views the shared files.
    • Password Protection - Protects the recording with a passcode. You may also edit the passcode here.
    • Detailed Information - This shows a general overview of the recording information. It has the name of the recording, when the recording started, the sharable link that others can visit to view the recording, and a passcode, if applicable. You can also ask Zoom to copy this information to your computer clipboard, which you can then Paste into emails, message boards, Moodle, etc. The link will take users directly to the recording.
  • Selecting the recording name will show additional details about the recording, such as amount of views and downloads, file size, and more.
Recording View.png
    • Downloading the files saves them directly to your computer. You can then upload them to other places, send them as email attachments, etc.
    • "Copy sharable link" allows you to then paste that link in an email, message board, Moodle, etc. The link will take people directly to the recording.
    • Selecting the "-> Share" button to the right of this page opens the same box as if you selected "Share..." from the main list.
Editing

Most recordings will have an audio/video file and an audio-only file. To edit a file, select its name. This brings up the Zoom player.

Zoom Video.png

Here, you can adjust the playback range using the scissors in the bottom right. This is useful for skipping over "Hellos" and "Goodbyes" or other non-essential meeting time. Adjusting the playback range only works if people are viewing the video via a sharable link. If somebody downloads the file, they will have access to the full recording, including parts cut by adjusting the playback range. By default, Zoom will remind you of this every time you adjust the playback range, but the reminder can be disabled from the pop-up menu when it appears. In the player, you can also watch and listen to the files, as well as adjusting playback speed and making videos full-screen. If downloads are allowed, that will also show in the top right of the Player when not in full-screen mode.

Settings

In the Settings, you can enable, disable, and edit Zoom's many, many features. There are more settings on this page than what is listed here, so we recommend taking time to browse the Web Portal and familiarize yourself with what Zoom can do.

Meeting

These options set your default preferences when you create a new meeting. In most cases, these settings apply for Zoom meetings that you create. Meetings created by other people may have options set differently from your own.

  • Waiting Room - Activates the Waiting Room feature. Here, you can also have Zoom sort who goes into the waiting room and edit what people see when they are there. Customizing the room shows a small preview of what your guests can expect to see, and can be changed with new text, a spot for the meeting topic, and even a small spot for a small logo or thumbnail. You cannot use a Waiting Room and the "Join before Host" function together.
  • Require a passcode when scheduling new meetings - The policy for Gustavus Zoom accounts is that all meetings require a passcode. Here, you can edit the passcode for your meetings.. Invitations to the meetings will usually contain the automatically-generated passcode to allow others in. If it does not, the invitee will have to contact the Host for the passcode.
  • Require a passcode for instant meetings - Gustavus policy requires a passcode for any instant meetings, such as those you start by selecting "Host a Meeting" on the Zoom desktop program or the Web Portal. Invitations sent from within these meetings typically will contain the automatically-generated passcode to allow others in. If it does not, the invitee will have to contact the Host for the passcode.
  • Require a passcode for Personal Meeting ID (PMI) - Enables/disables passcodes for meetings in your Personal Meeting Room. When enabled, you can also choose to apply the passcode only to meetings with "Join Before Host" setting enabled, or you can apply it to all meetings with your ID.
  • Embed passcode in invite link for one-click join - Enabled by default, this feature includes passcodes in any invitation links you send out, saving your participants the work of entering your passcode manually before joining any meetings you are hosting. If this is turned off, your participants will first be shown a password screen, where they will have to type or copy/paste your passcode in before they can join.
  • Require passcode for participants joining by phone - If your meeting has a passcode enabled, this function works independently from that by creating a numeric code. Anybody who tries to call into the meeting from a telephone will have to call the meeting's number, and then dial the generated numeric code in order to be connected to the meeting.
  • Host video - If enabled, you will start your hosted meetings with your video on by default. If disabled, your video will be off when you start a meeting.
  • Participants video - If enabled, your participants will start your hosted meetings with their video on by default. If disabled, their video will be off when they join your meetings. Depending on your settings, they may be able to turn their video on and off at any time.
  • Audio Type - This allows only those with a computer and/or a mobile device to join your meetings, allows only those calling with a telephone, or both.
  • Join before host - By default, Zoom waits for a Host to start the meeting before others can join. Enabling this feature allows anyone with an invitation to join at any time. Cannot be used alongside the Waiting Room feature.
  • Enable Personal Meeting ID - This enables and disables your Personal Meeting ID, and by extension, your Personal Meeting Room. Without a Personal ID, nobody will be able to use your Personal Meeting Room, not even you.
  • Use Personal Meeting ID (PMI) when starting an instant meeting - If this is enabled, every time you start an instant meeting by selecting the "Host" option in Zoom, it will take place in your Personal Meeting Room.
  • Mute participants upon entry - Participants will have their microphones turned off when they join the meeting. Depending on your settings, participants may be able to mute and unmute themselves at any time.
  • Upcoming meeting reminder - This allows Zoom to send a desktop notification when a meeting is coming up. Desktop notifications are part of the computer's operating system and will display over most programs, making them more difficult to miss. The specifics of when the reminder is triggered is configured inside the Zoom desktop application.
  • Chat - Allows meeting participants to send public IM chats to the entire meeting. There is also an option to prevent participants from saving chat transcripts.
  • Private chat - Allows participants to send private messages to one another. Please see our FAQ for details on who can see text chats.
  • Sound notification - When enabled, the Host will hear a "ding-dong" sound whenever the selected demographic joins or leaves your meetings. This can be disabled completely, set to ring for everyone, or set it to only ring for the Host and any Co-Hosts. You can also ask your telephone users to record their voice for use as an announcement when they join the meeting.
  • File transfer - Enabling this feature allows participants to send files through the meeting chat. You can also restrict this file share to only allow certain file types.
  • Co-host - Enables the Co-Host feature.
  • Polling - Enables the Polling feature.
  • Always show meeting control toolbar - By default, the Zoom toolbar at the bottom of the meeting will disappear if the cursor is not near the bottom of the window. Moving your cursor to its location will cause it to pop back into view. Enabling this feature keeps the toolbar from disappearing.
  • Show Zoom windows during screen share - Normally, when you share your screen over Zoom, others will not be able to see your Zoom windows. This overrides that feature so Zoom will show up over Screen Share.
  • Whiteboard - Enables the Whiteboard feature. You can also allow Whiteboards to be saved by meeting participants and enable Zoom's feature to automatically save Whiteboard content when the meeting ends.
  • Remote control - Enables the Remote Control feature.
  • Nonverbal feedback - Enables the Nonverbal feedback feature.
  • Meeting reactions - When enabled, the Reactions button will appear on the Zoom toolbar at the bottom for all participants in your meetings. When clicked on, this displays a thumbs up or a clapping emoji in the top corner of their video for 10 seconds. Useful for getting quick, instant feedback from your participants.
  • Allow removed participants to rejoin - Normally, if a host removes somebody from a meeting, they are banned from returning to that meeting. Enabling this feature allows people who have been kicked to come back.
  • Allow participants to rename themselves - This allows participants in your meetings to change their screennames. These changes only apply to the current meeting, and all users' names will revert to their default once the meeting is over.

Zoom Desktop for Macs

Scheduling a Zoom Meeting

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

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Calendar

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

Advanced Options

To set these options ahead of time and/or establish default settings for new meetings, please visit the Gustavus Web Portal. Click here for information on the settings found here.

Zoom Desktop for Windows

Scheduling a Zoom Meeting

Scheduling a meeting in the Windows desktop application is very similar to doing so on a Mac. See here for instructions.

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. Enabling Waiting Rooms is done from the Web Portal Settings page. 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. You cannot use a Waiting Room and still allow the "Join Before Host" feature.

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 screen, share single browser tabs, you can do white boarding, and you can share iPhone/iPad screens as well via AirPlay. If the Host clicks the carat ^ 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. By default, Zoom will ignore itself when you share your screen, meaning people viewing your screen will view it as if Zoom was not there. This feature can be changed in the Web Portal settings.

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. For those who are not the Host, they will need the permission to Annotate from the Host, and then will need to select the Annotate option from the green "Sharing Bar" at the top of the screen when the whiteboard is active. If you do not have the option to share the Whiteboard, you may either not have permission from the Host or the Whiteboard is not enabled. To enable the Whiteboard, visit the Web Portal Settings page. There are also options to save work done on the Whiteboard as a .png file, which Zoom then stores on your computer.

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

Depending on the meeting settings, recording may occur automatically. These settings can be found on the Web Portal Settings page. If this setting is not enabled, participants can manually 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.

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 the Gustavus Web Portal and visiting the Recordings tab will also give you access to your cloud recordings, and allows you to manage, edit, or download them. By default, Zoom will create a .mp4 audio/video file, and a .m4a 'audio-only' file for each recording session. The portal also displays any Zoom recordings and their save locations on the local computer, but managing those must be done from the computer's file management system (Finder for MacOS, File Explorer for Windows).

Remote Control

The Remote Control feature allows Zoom meeting participants to control each other's computers. This feature can be enabled in the Web Portal Settings page. With this enabled in the meeting, a participant who is sharing their screen can grant others the ability to control their mouse and keyboard. Once Person A gives Person B permission for Remote Control, Person B can use Person A's computer as if it was their own. Person A can revoke Person B's control at any time.

Nonverbal feedback

When enabled via the Web Portal Settings, nonverbal feedback tokens will appear in the Participants menu while in a meeting. These tokens allow participants to provide quick feedback cues to the Host. These cues only appear within the Participant menu next to each person's name when selected, and do not interact with video feeds at all. Feedback options include "Yes", "No", "Go Slower", "Go Faster", "Thumbs Up/Like", "Thumbs Down/Dislike", "Clap", "I Need A Break", or "I Stepped Away From My Computer".

Breakout Rooms

Breakout Rooms enable the Host to split their meeting up into smaller groups. To enable breakout rooms, first make sure you visit the Web Portal settings. There are a few ways to manage breakout rooms.

Please note that the Host cannot use their Breakout Room feature if they host from the Zoom Mobile app; they have to use a computer. Participants using the mobile app who are not the Host will still be able to be included in breakout rooms.

Please note that you must be present within the Breakout Room in order to record it. Hosts will be unable to record their individual Breakout Rooms without additional help. If a Host wants to record their breakout rooms in addition to their main meeting space, we recommend assigning one individual per group to record their group meeting and share it with the Host afterwards.

Pre-Assigning Breakout Rooms

The Web Portal allows the Host to pre-assign their breakout rooms ahead of time. To do this, schedule a meeting in the Web Portal, such as selecting "Schedule A Meeting" at the top of the page. If breakout rooms are enabled, the option to pre-assign them will be located under the Meeting Options section. Checking this option allows you to set up rooms through Zoom, or by using a CSV file.

A link to Zoom's page on pre-assigning Breakout Rooms can also be found here.

Zoom Interface

By selecting + Create Rooms, you will open a new window. Here, you can create groups (or "rooms"), name each group, and assign participants. To assign someone to a group, enter their Gustavus email address, or enter their name and the drop-down menu will suggest options to choose from. Here, you can also reorder participants within rooms by dragging-and-dropping them, as well as removing or relocating participants by hovering your cursor over their name. You will be able to see how many participants are in each room, and can delete breakout rooms by hovering over their name as well.

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CSV File

A CSV (Comma Separated Values) file is a spreadsheet with special formatting. This format allows Zoom to read the sheet and automatically import the information into Zoom to create Breakout Rooms. To create a CSV file, select the "Import from CSV" option. There will be an option near the top of the resulting window that allows you to download a CSV template if you do not already have one. A CSV template example is shown below.

CSVTemp.PNG

To create rooms within this file, list your participants via their Gustavus email address in the second column. Then, name the group they will belong to in the first column. Once you are finished, save the file, and drag-and-drop or upload the new CSV file from your computer to the Zoom portal.

In order for Zoom to properly translate the file, please keep the file type as .csv when saving.

Managing Rooms Inside the Meeting

While Hosting a meeting with Breakout Rooms, click the Breakout Room on the toolbar at the bottom. If you pre-arranged your rooms, they will display here. If they still need to be created, you can do that from this menu. Choose the number of rooms you want and how you want to breakout. The Automatic option will have Zoom place participants in groups for you, or you can choose who goes where with the Manual option. Click Create Breakout Rooms to create the groups and place participants inside. Here, you can make any final changes. To start the Breakout Rooms, click Open all Rooms. This pushes everybody into their respective rooms. As a host, you can switch between rooms, send a public announcement to all rooms, and close rooms, which redirects everybody inside back to the "main" meeting. Those inside breakout rooms can also request the Host's presence via their Zoom toolbar.

Please see Zoom's Video on Breakout Rooms or see Zoom's Help Center page for more information.

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.

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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. If you are the creator of the meeting and you do give somebody else Host permissions, you are able to revoke them and make yourself the Host again at any time.

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.

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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.
  • Zoom's Page on Keyboard Shortcuts goes more in-depth on shortcuts for each operating system.

Webinars/Large Meetings

These features are not enabled for everyone as a part of the regular Gustavus license. These features are available for checkout through the Technology Helpline. Please email: helpline@gustavus.edu.

Webinar

Zoom Video Webinar allows you to broadcast a Zoom meeting to up to 10,000 view-only attendees, depending on the size of your webinar license. Webinar licenses start at a capacity of 100 participants and scale up to 10,000 participants.

Large Meetings

A large meeting license allows up to 500 or 1000 participants, depending on license, to attend a Zoom meeting. The owner or the admin of the account can add this feature for users with Pro licenses and it can be subscribed to on a monthly or annual basis.

Video Tutorials

Frequently Asked Questions

Can I play a YouTube video through Zoom?

Yes. When sharing your screen, be sure to tick the checkboxes at the bottom of the Screen Share window to share your computer's sound and optimize your screen share for video clips to get the best results. Once your screen share begins, just play the video as you would normally.

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

Up to 49 people can be on one screen at a time. This will depend on your computer's processor. Please see Zoom's Help Page for more information.

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 your profile settings and log in with your Gustavus credentials if you haven't already. Click on the Other Heading. Click the + tab next to the Assign scheduling privilege to setting, and type in the email address of the Gustavus 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.

Who can see chat messages?

Public messages are visible to everybody in the meeting. Private messages are only visible to the participants in the private chat. If someone isn't in the private chat, they cannot see it, even the Host. However, if a participant is recording their meeting, their recording may include a transcript of any chats they were included in, whether it be public or private. It is possible for others to see private chat transcripts by watching a recording.

Meeting IDs? What are those?

As stated here, each Zoom user gets a Personal Meeting ID unique to them, for their own personal meeting environment that they can modify as they wish. This ID will always direct you to their unique meeting room; however, these rooms may be password protected, or have other settings to prevent uninvited visitors. When scheduling a meeting, you can also have Zoom automatically assign a unique, one-time meeting ID to identify that meeting for one session only. Due to Gustavus's privacy settings, automatically assigned IDs will always require a passcode to enter. This code is set by the Meeting Host. If you are invited via email to a meeting, the links in that email typically have the password embedded in them, bypassing the need to manually enter the code when joining.

Troubleshooting

I have already created a Gustavus 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 Gustavus email account to complete your migration to the Gustavus Adolphus College site license account. It will ask you to Update Account Information.

It says I don't have the correct version of Zoom/Windows/MacOS. What do I do?

If you need a new version of Zoom, the latest downloads can be found from one of these sources. If you need a newer version of an operating system, please contact Technical Services.

My Zoom isn't working like it should, or I am missing some features. What's wrong?

Basic Zoom is free, but a lot of their extra features require a paid subscription. All Gustavus.edu accounts have been given a paid subscription to Zoom in response to the increased need for distanced learning. A paid license removes the 40 minute time limit on 'free' Zoom meetings, for example, it allows you to record your meetings to the Cloud, and much more. To make sure you are signed into your licensed account, see here. If your Google Calendar is not behaving like it should, make sure you have signed into Zoom for Gsuite and your Zoom account and Calendar are communicating properly.

Gustavus Technical Services is here if you need help!
  • 507-933-6111
  • helpline@gustavus.edu

See Also