Topics Map > Software Guides > Zoom

Quick Guide: Zoom for Instructors

We recommend using Google Hangouts Meet for most basic virtual meetings because all faculty and students have access to it through their PLU accounts, it’s free, and doesn’t require software. See Quick Guide: Google Hangouts Meet for Instructors for more details. Consider Zoom as an alternative if you’re looking for Zoom-specific features, such as whiteboarding or polling.

zoom

Setting Up an Account

A Zoom account is required to host meetings, and we recommend signing up with your PLU account. Although the Zoom software (called Zoom Client) isn’t required to host meetings, we recommend installing it on a laptop or personal computer to gain access to all of its features. Be aware that meetings with the free version of Zoom are limited to 40 minutes for groups. If you're interested in a Zoom Pro license, please contact itech@plu.edu.


To get started with Zoom:
  1. Navigate to zoom.us.
  2. Click the "Signup" button to the top-right.
  3. Select the "Sign in with Google" option.
  4. Login with your PLU ePass.  
  5. Navigate to Resources (top-right) > Download Zoom Client.
  6. Click the “Download” button to install the Zoom Client software.

Hosting & Inviting

A Zoom account is required to host a meeting. We also recommend installing the Zoom Client. Visit zoom.us to get started.

To schedule a meeting:
  1. Open the Zoom Client and click the “Schedule” button. A new window will appear.

  2. Configure settings as desired, including the date and time. Select "Google Calendar" under "Calendar." 
  3. When done, click “Schedule.” The meeting will open as a new event in your Google Calendar.
  4. Copy the link under “Join Zoom Meeting.” 

  5. Click “Save” when done and the event will be added to your calendar.
  6. Send the join link that was copied in step 4 to students such as via an email, a Sakai Announcement, etc.
    • Students can also dial-in via phone. The number is noted in the calendar event.
Students can also be invited to the calendar event directly with their emails. To do so, edit the Google Calendar event and enter their PLU addresses in the “Guests” field.

When it’s time to start the meeting, open Zoom and click the “Start” button next to the meeting in the scheduled list and allow any permissions that appear. Select the proper microphone when prompted and if using a USB mic, such as a Snowball, make sure that it’s connected.

The join link can be copied and sent to participants at any time from the Google Calendar event. Or, locate the meeting in the Zoom Client > Meetings tab, and click "Copy Invitation."

To start a meeting on-the-fly:
  1. In Zoom, click “New Meeting” from the Home screen. Allow any permission prompts that appear.

  2. Select the proper microphone when prompted. If using a USB mic, such as the Snowball, make sure that it’s connected.
  3. Click “Invite” at the bottom of the window to invite students. Then, either:
    • Click the “Email” tab, select “Gmail,” and the invitation will open as a new message. Enter emails into the “To” field and click “Send”. The invitees will receive email invitations with a link to join the meeting.
    • Click “Copy URL” from the bottom-left and send this to students via email, a Sakai Announcement, etc.
After starting a meeting, configure settings, such as the microphone and camera, as desired with the options to the bottom of the window.

If students ask for the password, click “Invite” during the meeting and send them the meeting password that appears in the bottom-right of the new window.

To end a meeting, click “End Meeting” or “Leave Meeting” to the bottom-right of the window.

In-Browser (no software required)

We recommend using Zoom with the Zoom Client to access all features. However, if the Zoom Client isn't available to you or can’t be installed, meetings can be conducted through their website. Be aware that meetings hosted through a web browser won't be able to record to video.

To schedule a meeting from a web browser:
  1. Navigate to zoom.us and login.
  2. Click “Schedule a Meeting” to the top-right.
    • If this isn't an option, click “My Account” to the top-right.
  3. Configure settings as desired, include the date and time, and click “Save.”
    • For simplicity, we recommend disabling the meeting password.
  4. Copy the link next to “Join URL” and send this to students, such as through an email or Sakai Announcement.

When it’s time to start the meeting:
  1. Navigate to zoom.us and login.
  2. Click “Meetings" from the column to the left.
    • If it isn't an option, click "My Account" to the top-right.
  3. Click “Start” next to the desired meeting.
To start a meeting on-the-fly from a web browser:
  1. Navigate to zoom.us and login.
  2. Hover over “Start a Meeting” to the top-right, and select one of the options that appears.
  3. If prompted to open the Zoom Client, click “Cancel.” Then, click the “click here” link. Click the link with the text “start from your browser,” which should appear at the bottom of the window.
  4. If prompted, select the proper microphone and adjust settings. If you’re using an external mic, such as a USB microphone, ensure that it’s connected.
  5. Click “Invite” at the bottom of the window to invite students. Then, either:
    • Click the “Email” tab, select “Gmail,” and the invitation will open as a new message. Enter emails into the “To” field and click “Send”. The invitees will receive email invitations with a link to join the meeting.
    • Click “Copy URL” from the bottom-left and send this to students via email, a Sakai Announcement, etc.

During a Meeting

During a meeting, collaboration tools and settings are accessed from the bottom of the window. Hosts may have different tools available than participants, and hosts may choose which tools participants have access to. Features such as whiteboarding and polling are enabled in the user’s Settings (see Zoom: Settings and Enabling Features (Hosts Only) for more details).


Screen Sharing

If you’re showing a presentation such as a PowerPoint, or something else on the computer, we recommend using the screen sharing feature instead of pointing a camera at a projection screen. To do so, click “Share Screen” during a meeting and select the desired window to share, or share your entire computer screen.

Recording

Be aware that you're legally required to get permission for recording from all meeting participants. Refer to the Washington Recording Law for more details.

To record a meeting: 
  1. After starting the meeting, click the “Record” button at the bottom of the window. 
  2. When the meeting is over, click “Leave Meeting.” A window will appear to show the video saving progress.
  3. After the video saving is complete, navigate to the folder on the computer that Zoom recordings are saved to. To check, navigate to Zoom[or File] > Preferences, select “Recording” to the left, and click the “Open” button next to “Local Recording.” This location can be changed here at any time.
To share the recording, upload the video to Google Drive or YouTube and share the link with students via email or Sakai. See Sharing Files from Google Drive and Uploading Videos to YouTube for more details.

Configuring Features and Settings

Zoom has other web conferencing features, such as whiteboarding, polling, and breakout rooms. These features may need to be enabled in your Zoom account in order to use them during your meetings. Visit zoom.us for more information about the features and capabilities of Zoom. To configure settings and features, click “My Account” to the top-right (see Zoom: Settings and Enabling Features (Hosts Only) for more details).

Tips

  • Do a test! Have a practice meeting before a session to make sure that everything is working correctly. Check your webcam, mic, and connectivity.
  • Use an external microphone. PLU classroom computers aren’t equipped with mics, and built-in laptop mics are very poor quality. A USB mic called the “Snowball” is available for checkout at the Help Desk in the library. 
  • Position the mic and webcam (if using) so that you can be seen and heard easily. 
  • When using Zoom during class, repeat/rephrase students' questions to ensure remote participants can hear them. 
  • Remote participants that are causing distracting noise can be muted. To mute a participant, click the People button to the top-right, select their name from the list, and click the microphone icon.
  • If microphone or other audio problems occur, the text chat feature can be used to communicate.



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Need support? Contact itech@plu.edu or visit www.plu.edu/itech.




Keywords:web conferencing, virtual meeting, distance learning, online, video, call, chat, remote   Doc ID:98582
Owner:Misty B.Group:Pacific Lutheran University
Created:2020-03-09 15:26 PDTUpdated:2020-03-20 20:07 PDT
Sites:Pacific Lutheran University
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