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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. This page 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.

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 �鶹��Ƶ Web Portal 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 the (hellogustavus.zoom.us).
• Click the Sign in button.
• Login with your �鶹��Ƶ credentials and use Duo Two factor to activate your account.
• To learn more about the Web Portal, click here.

Equipment Needed

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

How to Install Zoom Client

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 �鶹��Ƶ-issued MacOS devices. Everyone can download Zoom for Macs from or at the .

Windows Users

Zoom for employees is available in Software Center, a program that is included on �鶹��Ƶ-issued Windows devices. Everyone can download Zoom for Windows from or at the .

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 .

Zoom in your Browser

hellogustavus.zoom.us, referred to in this article as the �鶹��Ƶ 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 �鶹��Ƶ Web Portal and Google Calendar are very similar no matter what kind of computer you are on, or what browser you are using.

• 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.

• 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.

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.

Here, you can personalize your Zoom account.

• 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 synchronize that connection by selecting the "Configure Calendar and Contact Service" button near the bottom of this page, selecting your calendar service, and checking off which permissions you want it to have.

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.
  • 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 �鶹��Ƶ 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.

Most �鶹��Ƶ 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.

This tab is where all of your Zoom recordings can be found. To start recording, see here.

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.

• • 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.

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 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.

This section currently under construction, please check back soon!

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.

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

To set these options ahead of time and/or establish default settings for new meetings, please visit the . 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. 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 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.

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 screeen when the whiteboard is active.

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. 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.

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 and signing into your account 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, a .m4a 'audio-only' file, and a .m3u 'playback' 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).

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.

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.

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 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 �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.

Can my professor see the private chat between me and a classmate?

No. Private messages are only viewable by the participants in the chat. If someone isn't in the private chat, they cannot see it. However, if a participant is recording their meeting, their recording will 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 �鶹��Ƶ'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 �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.

�鶹��Ƶ Technical Services is here if you need help!

• 507-933-6111
• helpline@gustavus.edu

See Also

• Please see .
• Zoom's