Zoom For Video Conferencing

Revision as of 15:59, 23 April 2019 by Steve410 (talk | contribs) (→‎Zoom Accounts)

INTRO

Zoom is JHU's preferred web conferencing solution. For more information from , visit their Help Center. Zoom replaces Adobe Connect at JHU.

Zoom Accounts

First, a word about Zoom accounts. A Zoom account is required to schedule/create a meeting. You do not need an account to be a meeting host or participant.
For creating/scheduling Zoom meetings, there are two types of Zoom accounts:
  • Free Zoom account: allows you to create a meeting that will last up to 40 minutes.
  • Paid Zoom Pro account: Schedule meetings that can last up to 24 hours with up to 100 participants.
JHU has a site-wide license for Zoom. To obtain a free or Pro Zoom account, please visit Whiting School's Zoom at WSE page for instructions.
NOTE: You will first create a free Zoom account at the site listed on the WSE page. Then, if you need a Zoom Pro account, you'll simply send an email to wsehelp@jhu.edu requesting to be provided a Pro account. We were told that you do not need to include any additional info to WSE in that request other than your work email address (as that should the be same address for which you created your Zoom account.)

Scheduling a New Zoom Meeting

Once you log in to the WSE Portal, click the blue "Schedule a New Meeting" button. You'll be asked a number of questions regarding the meeting:

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.
  • 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
  • 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.
  • 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.
      • 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.
      • 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.
  • Video: By default, video is disabled.
    • Host: Enable video for the host.
    • 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.
    • Dial from: This allows you to choose the default call-in country. The United States is selected by default.
  • Meeting Options
    • 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.
    • 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.
    • 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.
  • 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

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.
  • 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.

Joining A Zoom Meeting

Usually, you'll receive an email with something like the following from the meeting creator: 



Joe Csuser is inviting you to a scheduled Zoom meeting.

Topic: Example Meeting
Time: Dec 6, 2018 2:00 PM Eastern Time (US and Canada)

Join Zoom Meeting
https://wse.zoom.us/j/280661598

One tap mobile
+15558769923,,280661598# US (New York)
+15559006833,,280661598# US (San Jose)

Dial by your location
        +1 555 876 9923 US (New York)
        +1 555 900 6833 US (San Jose)
Meeting ID: 280 661 598
Find your local number: https://zoom.us/u/acef1ltEtG

Join by SIP
280661598@zoomcrc.com

Join by H.323
162.255.37.11 (US West)
162.255.36.11 (US East)
221.122.88.195 (China)
115.114.131.7 (India)
213.19.144.110 (EMEA)
202.177.207.158 (Australia)
209.9.211.110 (Hong Kong)
64.211.144.160 (Brazil)
69.174.57.160 (Canada)
Meeting ID: 280 661 598

Meeting ID

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.

Zoom Client/App

The 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

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 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

Because there are so many ways to join a Zoom meeting, it would take a long article to post instructions. Info can be found here: Joining & Starting Zoom Meetings