Difference between revisions of "Zoom For Video Conferencing"
 
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= INTRO =
 
= INTRO =
−
'''[https://zoom.us Zoom]''' is JHU's preferred web conferencing solution. For more information from , visit their [https://support.zoom.us/hc/en-us Help Center].
+
'''[https://zoom.us Zoom]''' is JHU's preferred web conferencing solution. <!--For more information, visit their [https://support.zoom.us/hc/en-us Help Center].  -->  Zoom replaces ''Adobe Connect'' at JHU.
  
−
=== Zoom Accounts ===
+
:'''NOTE:''' This page is about using Zoom on your ''own'' computer.  However... Malone Hall also has ''Zoom Rooms'' (rooms configured to use Zoom) which include MH-107, MH-153, MH-222, MH-228, and MH-338.  For issues using Zoom in those rooms (or for other A/V concerns), please visit our page on [[Audio-Visual_Support_Options]]
−
A Zoom account is required to create a meeting. '''You do not need an account to be a meeting host or participant.'''
 
  
−
While the University is currently (as of December 2018) negotiating a site-wide license for Zoom, accounts must be requested via [mailto:wsehelp@jhu.edu WSE IT] .
+
Below, you'll see links to various aspects of using Zoom at JHU, whether you are faculty, staff, or students
  
−
=== Scheduling a New Meeting ===
+
:''(If you're having issues with Zoom, you can jump directly to the section called:  [https://support.cs.jhu.edu/wiki/Zoom_For_Video_Conferencing#If_You_Are_Having_Problems_With_Zoom... If_You_Are_Having_Problems_With_Zoom...])''
 +
 
 +
== Zoom Accounts ==
 +
:First, a word about Zoom accounts.  A Zoom account is required to ''schedule/create a meeting''.  (You do not need a Zoom account to merely join a meeting you've been invited to.) <!--'''You do not need an account to a) join a meeting or b) be made a meeting host during a meeting created by another person.'''-->
 +
 
 +
:WSE Zoom accounts: allows you to create a meeting with no time limit and can accommodate up to 300 participants.
 +
 
 +
::'''WSE Faculty and Staff:''' Visit [https://wse.zoom.us/ https://wse.zoom.us/]
 +
 
 +
:::(Login with the SSO option, and your username is in the login format of jhedID@jh.edu)
 +
 
 +
::'''Students:'''  Visit [https://jhubluejays.zoom.us/ https://jhubluejays.zoom.us/]
 +
 
 +
== WSE and JHU Links About Using Zoom ==
 +
 
 +
:You can use Zoom either via a web portal or via a Zoom client that you can download to your computer.
 +
 
 +
::'''WSE Faculty/Staff:'''  Please visit WSE's Zoom Info page at:  https://wseit.engineering.jhu.edu/zoom-at-wse/
 +
 
 +
::'''Students:''' Please visit:  [https://uis.jhu.edu/zoom/students/ https://uis.jhu.edu/zoom/students/]
 +
 
 +
==Quick How-To For Zoom Client (Windows version) For ''CS Faculty/Staff''==
 +
 
 +
:To make it easier to jump right into using Zoom, we have prepared the following How-To guide for CS Faculty/Staff.  (Note, this is for CS/WSE Faculty/Staff accounts only.  Students will need to visit [https://uis.jhu.edu/zoom/students/ https://uis.jhu.edu/zoom/students/] for Zoom use, as mentioned above.)  Also, Linux and Mac users will need to download the Zoom client their own way, but using Zoom should be similar.
 +
 
 +
:*First, make sure you have a licensed Zoom account by visiting Visit [https://wse.zoom.us/ https://wse.zoom.us/] and clicking '''SIGN IN'''
 +
:::('''NOTE:'''  When this documentation was originally written, you had to have a Pro account made for you.  It is possible that most accounts have already been made to use a Pro license, so the next few lines regarding a license might not be needed.)
 +
:** Look for the ''User Type  '''Licensed''''' line.
 +
:*** If you have issues with your account, please send an email to [mailto:wsehelp@jhu.edu wsehelp@jhu.edu] explaining to them the issue. 
 +
:*** Upon logging in for the first time, if it says you already have a Basic account, follow the instructions to convert your account a Pro account.
 +
 
 +
:*Sign out of that Zoom webpage by clicking '''SIGN OUT''' on the top right.
 +
 
 +
:* Download Zoom at https://zoom.us/download
 +
:** Choose "Zoom Client for Meetings"
 +
 
 +
:*Install Zoom Client
 +
 
 +
:* Launch Zoom Client
 +
 
 +
:* At the Zoom "Sign In page",  click on '''Sign In with SSO''' on the right side of the page.
 +
:** This takes you to a "Sign In with SSO" window.
 +
 
 +
:*In the blank space, where it says ''Company Domain'' simply type '''wse'''
 +
:**The rest of the domain, ''.zoom.us'', is already filled out for you.
 +
 
 +
:* Click '''Continue'''
 +
 
 +
:* If you have already logged into my.jh.edu (or some other protected JHU webpage) on your computer, then you are now logged into Zoom, and you will be taken directly to the Zoom window.  Otherwise, you will be prompted to log in at the Microsoft Azure JHU Login Screen (just like you would if you were logging into JHU secured  web pages.) Once logged in, you will be taken to the Zoom Window.
 +
 
 +
:* Now you're in Zoom.  You'll see the four options available.  You will most likely be using the two top options:  '''New Meeting''' or '''Join''' (for "Join a meeting.)''
 +
 
 +
:* Ready to use Zoom!
 +
 
 +
==Controlling On/Off For Video Or Audio In Zoom==
 +
 
 +
:When you're in a Zoom conference, please remember that you can control whether your audio or video is on or off by two buttons on the bottom left of your Zoom window.  You can mute or stop your video at anytime and restart them at anytime.
 +
 
 +
==If You Are Having Problems With Zoom...==
 +
 
 +
:For Zoom-related issues, due to different kinds of Zoom accounts being maintained by different groups:
 +
 
 +
::'''Faculty/Staff:''' Please contact :
 +
:::'''[https://support.cldt.jhu.edu/hc/en-us Center for Learning Design & Technology]'''
 +
:::Available Monday through Friday, 8am to 8pm
 +
:::'''(410) 514-3124'''  (Call for faster service.)
 +
:::[mailto:cldtsupport@jhu.edu '''cldtsupport@jhu.edu''']
 +
:::[https://support.cldt.jhu.edu/hc/en-us/requests/new Submit a Helpdesk Ticket]
 +
 
 +
:::Provide them as much info as you can about the issue you are experiencing.
 +
 
 +
::'''Students:'''  Please contact the JHU IT Helpdesk by visiting  [[Contacting_JHU_IT_Support]].
 +
 
 +
==EXTRAS...==
 +
 
 +
===Zoom Events===
 +
 
 +
:'''Available now''' - handles online ticketing/registration.  Features include:
 +
 
 +
* Branded event hubs
 +
* Support for multi-session events
 +
* Support for multi-track and multi-day events
 +
* Chat lobbies for attendee networking, both inside and outside a session
 +
* Customizable ticketing and registration
 +
* The flexibility to host free or paid and public or private events
 +
 
 +
:For more information, contact:
 +
 
 +
:: '''[https://support.cldt.jhu.edu/hc/en-us Center for Learning Design & Technology]'''
 +
:: Monday through Friday, 8am to 8pm
 +
::'''(410) 514-3124'''
 +
::[mailto:cldtsupport@jhu.edu '''cldtsupport@jhu.edu''']
 +
 
 +
===Zoom Webinar Backstage===
 +
 
 +
: (This feature is not here yet, but coming soon!)
 +
 
 +
: '''Zoom Webinar Backstage''' provides another area that runs before, during, and after a session for webinar host, co-hosts, and panelists to be when not actively presenting in the webinar. Panelists can enter this backstage or “green room” before the webinar begins and even multiple times during a webinar.
 +
 
 +
: Panelists in the backstage can also still view and hear the live session, allowing them to follow the presentation and know when it's their cue to rejoin. This can also be useful for webinar moderators or production assistants, who would prefer to remain off screen, but still need panelists’ access to chat, polling, and Q&A features.
 +
 
 +
: For more information, contact:
 +
 
 +
:: '''[https://support.cldt.jhu.edu/hc/en-us Center for Learning Design & Technology]'''
 +
:: Monday through Friday, 8am to 8pm
 +
::'''(410) 514-3124'''
 +
::[mailto:cldtsupport@jhu.edu '''cldtsupport@jhu.edu''']
 +
 
 +
 
 +
<!-------------------------------------------------------------------------->
 +
<!-- == Scheduling a New Zoom Meeting ==
 
Once you log in to the [https://wse.zoom.us WSE Portal], click the blue "Schedule a New Meeting" button. You'll be asked a number of questions regarding the meeting:
 
Once you log in to the [https://wse.zoom.us WSE Portal], click the blue "Schedule a New Meeting" button. You'll be asked a number of questions regarding the meeting:
  
−
==== Required Fields ====
+
=== Required Fields ===
−
* '''Topic''': This is the meeting title. It will be displayed prominently when connecting to the meeting and during all meeting communications sent by zoom.
+
:* '''Topic''': This is the meeting title. It will be displayed prominently when connecting to the meeting and during all meeting communications sent by zoom.
−
* '''When''': This is the date and time your meeting will start along with the duration of the meeting.  It is recommended that you configure your meeting to start at least 30 minutes early to allow participants time to configure their devices and at least 30 minutes afterward in case the meeting runs long.
+
:* '''When''': This is the date and time your meeting will start along with the duration of the meeting.  It is recommended that you configure your meeting to start at least 30 minutes early to allow participants time to configure their devices and at least 30 minutes afterward in case the meeting runs long.
  
 
===== Optional Fields =====
 
===== Optional Fields =====
−
* '''Description''': This is the description of your meeting.  This will be included in all communications sent by Zoom regarding this meeting.
+
:* '''Description''': This is the description of your meeting.  This will be included in all communications sent by Zoom regarding this meeting.
−
* '''Time Zone''': This is set to Eastern Time by default.  The time entered in the ''When'' field will be relative to this.
+
:* '''Time Zone''': This is set to Eastern Time by default.  The time entered in the ''When'' field will be relative to this.
−
* '''Recurring meeting''': If your meeting happens during regularly scheduled intervals, you can have zoom automatically reuse it. By checking this box, you'll be given a number of options:
+
:* '''Recurring meeting''': If your meeting happens during regularly scheduled intervals, you can have zoom automatically reuse it. By checking this box, you'll be given a number of options:
−
** '''Recurrence''': This is how often your meeting will occur. All options will repeat until the '''End date''' or '''After''' a specified number of occurrences.
+
:** '''Recurrence''': This is how often your meeting will occur. All options will repeat until the '''End date''' or '''After''' a specified number of occurrences.
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*** '''Daily''': You can set your meeting to '''Repeat Every''' 1 to 15 days.
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:*** '''Daily''': You can set your meeting to '''Repeat Every''' 1 to 15 days.
−
*** '''Weekly''': You can set your meeting to '''Repeat Every''' 1 to 12 weeks that will '''Occur on''' one or more specified days of the week.
+
:*** '''Weekly''': You can set your meeting to '''Repeat Every''' 1 to 12 weeks that will '''Occur on''' one or more specified days of the week.
−
*** '''Monthly''': You can set your meeting to '''Repeat Every''' 1 to 12 months that will '''Occur on''' either a specified '''Day of the month''' or specific weekday of the month.
+
:*** '''Monthly''': You can set your meeting to '''Repeat Every''' 1 to 12 months that will '''Occur on''' either a specified '''Day of the month''' or specific weekday of the month.
−
* '''Registration''': By default, you are not required to register for a meeting. Scheduling a meeting that requires registration will allow you to have your participants register with their e-mail, name, and various other questions. After scheduling the meeting, the '''Branding and Invite Attendees''' sections will appear in the meeting configuration.
+
:* '''Registration''': By default, you are not required to register for a meeting. Scheduling a meeting that requires registration will allow you to have your participants register with their e-mail, name, and various other questions. After scheduling the meeting, the '''Branding and Invite Attendees''' sections will appear in the meeting configuration.
−
* '''Video''': By default, video is disabled.
+
:* '''Video''': By default, video is disabled.
−
** '''Host''': Enable video for the host.
+
:** '''Host''': Enable video for the host.
−
** '''Participant''': Enable video for participants.
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:** '''Participant''': Enable video for participants.
−
* '''Audio''': Choose whether or not you'd like the meeting hsoted via '''Telephone''', '''Computer Audio''', or '''Both'''. By default, '''Both''' is selected.  This is the best option since it gives your participants the ability to call in if they are having problems with their PC.
+
:* '''Audio''': Choose whether or not you'd like the meeting hsoted via '''Telephone''', '''Computer Audio''', or '''Both'''. By default, '''Both''' is selected.  This is the best option since it gives your participants the ability to call in if they are having problems with their PC.
−
** '''Dial from''': This allows you to choose the default call-in country. The United States is selected by default.
+
:** '''Dial from''': This allows you to choose the default call-in country. The United States is selected by default.
−
* '''Meeting Options'''
+
:* '''Meeting Options'''
−
** '''Require a meeting password''': Checking this will allow you to set a password for the meeting.
+
:** '''Require a meeting password''': Checking this will allow you to set a password for the meeting.
−
** '''Enable join before host''': Checking this will allow participants to join the meeting even if the host hasn't arrived yet.  This is set by default.
+
:** '''Enable join before host''': Checking this will allow participants to join the meeting even if the host hasn't arrived yet.  This is set by default.
−
** '''Mute participants upon entry''': This will mute all participants as soon as they enter so that they have to manually unmute themselves.  This is highly recommended to keep participants with noisy environments from barging in.
+
:** '''Mute participants upon entry''': This will mute all participants as soon as they enter so that they have to manually unmute themselves.  This is highly recommended to keep participants with noisy environments from barging in.
−
** '''Use Personal Meeting ID''': This is a permanent meeting ID that is associated with your account. Any user with this number can join any meeting associated with this ID. This is useful if you frequently host meetings with coworkers.
+
:** '''Use Personal Meeting ID''': This is a permanent meeting ID that is associated with your account. Any user with this number can join any meeting associated with this ID. This is useful if you frequently host meetings with coworkers.
−
** '''Enable waiting room''': This allows you to control when a participant joins the meeting. As the meeting host, you can admit attendees one by one or hold all attendees in the waiting room and admit them all at once.
+
:** '''Enable waiting room''': This allows you to control when a participant joins the meeting. As the meeting host, you can admit attendees one by one or hold all attendees in the waiting room and admit them all at once.
−
** '''Record the meeting automatically''': This will enable recording of the meeting as soon as it starts.
+
:** '''Record the meeting automatically''': This will enable recording of the meeting as soon as it starts.
−
* '''Alternative Hosts''': You are set as a host by default. Entering email addresses in this field allows you to set others to host the meeting as well.
+
:* '''Alternative Hosts''': You are set as a host by default. Entering email addresses in this field allows you to set others to host the meeting as well.
  
−
==== Viewing Meeting Settings ====
+
=== Viewing Meeting Settings ===
 
Once your meeting is created, you'll be brought to the meeting information screen immediately.  If you need to access this page again, you can view the meeting settings and collect the information needed to send to your participants by clicking on the '''Upcoming Meetings''' tab on your account home page.
 
Once your meeting is created, you'll be brought to the meeting information screen immediately.  If you need to access this page again, you can view the meeting settings and collect the information needed to send to your participants by clicking on the '''Upcoming Meetings''' tab on your account home page.
  
 
* '''Add to''': These links give you the option to add this meeting to each of the associated calendars. It is recommended that you download the '''Outlook Calendar (.ics)''' file, since it is an iCal file used by most modern calendar applications including Apple Calendar and Google Calendar. You can attach this to your invitation email.
 
* '''Add to''': These links give you the option to add this meeting to each of the associated calendars. It is recommended that you download the '''Outlook Calendar (.ics)''' file, since it is an iCal file used by most modern calendar applications including Apple Calendar and Google Calendar. You can attach this to your invitation email.
 
* '''Invite Attendees''' Click the '''Copy the invitation''' button to be given text you can use in an email to send attendees.
 
* '''Invite Attendees''' Click the '''Copy the invitation''' button to be given text you can use in an email to send attendees.
−
* '''Start this Meeting''': Clicking this button will not ''Start'' the meeting, per se, but will bring you into the meeting as if you clicked on the URL.
+
* '''Start this Meeting''': Clicking this button will not ''Start'' the meeting, per se, but will bring you into the meeting as if you clicked on the URL. -->
  
−
==Joining A Zoom Meeting==
+
<!-- ==Joining A Zoom Meeting==
  
 
Usually, you'll receive an email with something like the following from the meeting creator:
 
Usually, you'll receive an email with something like the following from the meeting creator:
Line 88: Line 197:
 
===Meeting ID===
 
===Meeting ID===
  
−
Notice the '''Meeting ID''' in the above email.  (In that example, the meeting's ID is ''280661598''.)
+
:Notice the '''Meeting ID''' in the above email.  (In that example, the meeting's ID is ''280661598''.)
  
−
The Meeting ID is important to keep note of, as you can choose to connect to the meeting using different methods.
+
:The Meeting ID is important to keep note of, as you can choose to connect to the meeting using different methods.
  
−
==== Zoom Client/App====
+
=== Zoom Client/App===
  
 
:The [https://zoom.us/support/download Zoom client/app] program is available for various platforms, including computers and cell phones/tablets.  You'll use the Meeting ID you've received to access the meeting.
 
:The [https://zoom.us/support/download Zoom client/app] program is available for various platforms, including computers and cell phones/tablets.  You'll use the Meeting ID you've received to access the meeting.
  
−
====Zoom Via A Web Browser====
+
===Zoom Via A Web Browser===
  
 
:For many computer users, joining a Zoom meeting from a web browser is easiest.  In the email above, there's URL to use to connect to the meeting.  Notice that the '''Meeting ID''' is a part of the URL.
 
:For many computer users, joining a Zoom meeting from a web browser is easiest.  In the email above, there's URL to use to connect to the meeting.  Notice that the '''Meeting ID''' is a part of the URL.
  
−
:Also, there are various [https://zoom.us/support/download Zoom browser plugins (scroll down that page half-way to see)] to make your Zoom use through a web browser even easier
+
:Also, there are various [https://zoom.us/support/download Zoom browser plugins] (scroll down that page half-way to see) to make your Zoom use through a web browser even easier.
  
 
===More Info On Joining A Zoom Meeting===
 
===More Info On Joining A Zoom Meeting===

Latest revision as of 19:31, 27 September 2023

INTRO

Zoom is JHU's preferred web conferencing solution. Zoom replaces Adobe Connect at JHU.

NOTE: This page is about using Zoom on your own computer. However... Malone Hall also has Zoom Rooms (rooms configured to use Zoom) which include MH-107, MH-153, MH-222, MH-228, and MH-338. For issues using Zoom in those rooms (or for other A/V concerns), please visit our page on Audio-Visual_Support_Options

Below, you'll see links to various aspects of using Zoom at JHU, whether you are faculty, staff, or students

(If you're having issues with Zoom, you can jump directly to the section called: If_You_Are_Having_Problems_With_Zoom...)

Zoom Accounts

First, a word about Zoom accounts. A Zoom account is required to schedule/create a meeting. (You do not need a Zoom account to merely join a meeting you've been invited to.)
WSE Zoom accounts: allows you to create a meeting with no time limit and can accommodate up to 300 participants.
WSE Faculty and Staff: Visit https://wse.zoom.us/
(Login with the SSO option, and your username is in the login format of jhedID@jh.edu)
Students: Visit https://jhubluejays.zoom.us/

WSE and JHU Links About Using Zoom

You can use Zoom either via a web portal or via a Zoom client that you can download to your computer.
WSE Faculty/Staff: Please visit WSE's Zoom Info page at: https://wseit.engineering.jhu.edu/zoom-at-wse/
Students: Please visit: https://uis.jhu.edu/zoom/students/

Quick How-To For Zoom Client (Windows version) For CS Faculty/Staff

To make it easier to jump right into using Zoom, we have prepared the following How-To guide for CS Faculty/Staff. (Note, this is for CS/WSE Faculty/Staff accounts only. Students will need to visit https://uis.jhu.edu/zoom/students/ for Zoom use, as mentioned above.) Also, Linux and Mac users will need to download the Zoom client their own way, but using Zoom should be similar.
  • First, make sure you have a licensed Zoom account by visiting Visit https://wse.zoom.us/ and clicking SIGN IN
(NOTE: When this documentation was originally written, you had to have a Pro account made for you. It is possible that most accounts have already been made to use a Pro license, so the next few lines regarding a license might not be needed.)
    • Look for the User Type Licensed line.
      • If you have issues with your account, please send an email to wsehelp@jhu.edu explaining to them the issue.
      • Upon logging in for the first time, if it says you already have a Basic account, follow the instructions to convert your account a Pro account.
  • Sign out of that Zoom webpage by clicking SIGN OUT on the top right.
  • Install Zoom Client
  • Launch Zoom Client
  • At the Zoom "Sign In page", click on Sign In with SSO on the right side of the page.
    • This takes you to a "Sign In with SSO" window.
  • In the blank space, where it says Company Domain simply type wse
    • The rest of the domain, .zoom.us, is already filled out for you.
  • Click Continue
  • If you have already logged into my.jh.edu (or some other protected JHU webpage) on your computer, then you are now logged into Zoom, and you will be taken directly to the Zoom window. Otherwise, you will be prompted to log in at the Microsoft Azure JHU Login Screen (just like you would if you were logging into JHU secured web pages.) Once logged in, you will be taken to the Zoom Window.
  • Now you're in Zoom. You'll see the four options available. You will most likely be using the two top options: New Meeting or Join (for "Join a meeting.)
  • Ready to use Zoom!

Controlling On/Off For Video Or Audio In Zoom

When you're in a Zoom conference, please remember that you can control whether your audio or video is on or off by two buttons on the bottom left of your Zoom window. You can mute or stop your video at anytime and restart them at anytime.

If You Are Having Problems With Zoom...

For Zoom-related issues, due to different kinds of Zoom accounts being maintained by different groups:
Faculty/Staff: Please contact :
Center for Learning Design & Technology
Available Monday through Friday, 8am to 8pm
(410) 514-3124 (Call for faster service.)
cldtsupport@jhu.edu
Submit a Helpdesk Ticket
Provide them as much info as you can about the issue you are experiencing.
Students: Please contact the JHU IT Helpdesk by visiting Contacting_JHU_IT_Support.

EXTRAS...

Zoom Events

Available now - handles online ticketing/registration. Features include:
  • Branded event hubs
  • Support for multi-session events
  • Support for multi-track and multi-day events
  • Chat lobbies for attendee networking, both inside and outside a session
  • Customizable ticketing and registration
  • The flexibility to host free or paid and public or private events
For more information, contact:
Center for Learning Design & Technology
Monday through Friday, 8am to 8pm
(410) 514-3124
cldtsupport@jhu.edu

Zoom Webinar Backstage

(This feature is not here yet, but coming soon!)
Zoom Webinar Backstage provides another area that runs before, during, and after a session for webinar host, co-hosts, and panelists to be when not actively presenting in the webinar. Panelists can enter this backstage or “green room” before the webinar begins and even multiple times during a webinar.
Panelists in the backstage can also still view and hear the live session, allowing them to follow the presentation and know when it's their cue to rejoin. This can also be useful for webinar moderators or production assistants, who would prefer to remain off screen, but still need panelists’ access to chat, polling, and Q&A features.
For more information, contact:
Center for Learning Design & Technology
Monday through Friday, 8am to 8pm
(410) 514-3124
cldtsupport@jhu.edu