Zoom Users Guide

What is Zoom?

Zoom is a video-conferencing platform for which UGA owns a license. Zoom allows you to engage in live Web conversations for the purpose of, meeting with students (online classes, office hours), bringing in guest speakers, recording lectures or training videos, recording student presentations, conduct team meetings, seminars, symposiums, interviews, or just self-practice, using audio, video, and text-based chat features via desktops, laptops, I-Pads/tablets, or phones.

You can create a zoom account by going to https://uga.zoom.us

Helpful Tutorials:

https://support.zoom.us/hc/en-us/articles/206618765-Zoom-Video-Tutorials

ADDITIONAL HELP: Please contact your department Zoom administrator with any questions or concerns

Technical Needs

You will need a Zoom account and a computer with an internal camera and microphone. If your computer does not have these, you will need an external webcam and microphone. You can use ear buds or a headset in place of the computer microphone, but always test it first.

NOTE: Make sure you have the most up-to-date version of the software

Some of the more advanced features require the latest release. To update, click on your user icon, top right corner that has your initials, photo or UGA logo on it. A list will pop up. In the middle is "Check for updates." Click it, and follow the steps shown in the window.

See Software Update

How to Create/Schedule a Meeting

https://support.zoom.us/hc/en-us/sections/200461189-Scheduling

Roles in a Meeting

https://support.zoom.us/hc/en-us/articles/360040324512

Forgot Password:

https://support.zoom.us/hc/en-us/articles/115005171726-Forgot-My-Password

 

Helpful Features:

  • PowerPoint slides and screen sharing within Zoom to present your presentation to those attending
    • Look for Share Screen at the bottom center of your screen
    • To use “Presenter Notes” while recording in Zoom, follow the instructions to use two (dual) monitors when screen sharing.
    • Google Slides is another presenter tool available to create and share your presentation. Log in to your Google account and click on “slides”
    • Meeting and webinar participants who are viewing a shared screen can switch to side-by-side mode. This enables them to see the shared screen alongside the Speaker or Gallery View, depending on which view they choose. They can adjust the location size of each screen.

See: https://support.zoom.us/hc/en-us/articles/115004802843

Sharing-your-screen

  • With certain zoom sessions, it might be good to display an agenda, so everyone knows what to expect of the shared time together.
  • Open your PowerPoint/slides/video, etc. from your desktop. Be sure not to have anything open that you will not be sharing. Click “Share Screen” tool and you’re done!
    • If you would like to record, make sure you’re recording to your local desktop or external drive, and press the “record button”. When finished, remember to press “stop recording”. See How to Record
    • Voice over narration can also be used via Keynote (Mac), PowerPoint (Mac or PC). These are just two options.
  • Annotation Tools within Share Screen allows you and meeting participants draw and highlight what’s on the screen which can be helpful when discussing class material, mockups, graphics, etc.
    • To annotate while viewing someone else's shared screen, select View Option from the top of the Zoom window, and then choose Annotate. A toolbar appears with all your options for annotating, including text, draw, arrow, and so forth. The presenter can use the save button on the toolbar to capture the complete image with annotations as a screen shot. You can also disable attendee annotation altogether.

See Annotation Tools

  • Recording a Session using Zoom’s recording feature is a way to create video content for later viewing for reasons as: flipped classrooms, missed meetings, webinars, interviews, training videos, and to critique yourself, etc., Note: If you record meeting attendees' video or audio, it's common courtesy to inform them before you do. You can also turn on the “Recording Consent Customization” feature that appears asking participants for their consent to be recorded. If decline, they will not be allowed to be part of the meeting.
    • You can choose between cloud recording or local recording. You will need to reach out to your ZOOM ADMINISTRATOR for help with how your account is setup.
    • Zoom is integrated with Kaltura to store videos that are linked with eLC . If your account has cloud recording enabled, your recordings will go directly to Kaltura where you can then upload to eLC.
    • If you record locally, your will need to manually upload to Kaltura and then transfer to eLC. Local recording is not recommended when in a face-to-face classroom setting as the processing time takes too long.
    • Here is a helpful link to get you started with the process: https://help.elc.uga.edu/faculty/
    • NOTE: Always reach out to your IT person or department Zoom administrator for more information concerning these areas.
  • Use the Chat feature (bottom of your screen). See In-Meeting Chat to:
  • Moderate discussion, i.e., “call on” a participant with a comment to speak.
  • You might use the chat to troubleshoot technical problems. For example, if a participant is having trouble connecting via audio or video, the chat might be a space for you as the host or moderator to work together to problem-solve.
  • Be careful of clicking on links within the Chat feature. For a large group you may want to consider applying a meeting password.
  • Waiting Rooms are where attendees remain on hold until the host allows them in either all at once or one by one. Otherwise, attendees are allowed into the video call with or without the host being present. See Waiting Rooms
  • Use Zoom Breakout Rooms for collaboration and meeting discussions, large classroom breakout sessions.
    • You can Pre-assign breakout rooms: To save time and prevent logistical issues, users can pre-assign attendees to breakout rooms before the meeting begins. Just remember, if registration is enabled and an external participant can register for the meeting, users will need to assign them to a breakout room DURING the meeting.

See Managing Video Breakout Rooms

  • Create Recurring Meetings for regularly scheduled calls like weekly, monthly check-ins meetings. The benefit of using this setting is it allows you to lock in all the call settings once and are in place every time you hold a meeting. You also are using the same URL each time which is helpful for the attendees to not become confused on which URL they will be using for each meeting. Also, if you meet with the same group each week, you can choose the “No Fixed Time” option which allows you to use the same settings and meeting ID over and over. You only must change the date/time and let the group know when you will meet. This option is popular with those who use Zoom as their virtual classroom or for other meetings where groups need to meet regularly.

See Recurring Meetings

  • CoHost/Alternative Host meetings can have more than one person running them. A team with more than one lead may prefer to have a co-host rather than choose one person over the other. For a class setting the instructor may want the TA to run the show while they focus on presenting the material. Whatever your circumstances, you can start a Zoom call and have more than one person in charge. See CoHost / Alternative Host
  • Virtual Background/Filters are useful if you do not have an appropriate background when recording yourself for a lecture, meeting, interview, etc., It is also fun!
  • Be aware that using these type features will decrease your bandwidth and may not be wise to use for certain meetings.
  • Users can apply video filters to alter the look of their video with color grading, foreground, and frame filters.
  • Users can also share their PowerPoint or keynote presentations as a virtual background. Your video will overlay on the slides – weather broadcaster style. You can move your video to any part of the screen and even resize.

See Virtual Background, Filters, Video Overlay

  • Touch up my appearance helps you to look your meeting best. This instant filter provides a very subtle smoothing of fine lines and under eye bags. It looks very natural – like you got a great night of sleep. How cool is that?

See Touch Up My Appearance

  • Adjust Video Brightness users can choose to adjust brightness of their video automatically or manually with a slider in their video settings. This feature is useful in low-light environments. See Adjust for Low Light
  • Improved background noise suppression Users can adjust the background noise suppression applied, choosing to enable Low, Medium, High, or Automatic background noise suppression See Background Noise Suppression

 

Accessibility / Fair Use

  • Automatic live captioning is not available in Zoom; but automatic captions are visible if you record a Zoom session.
  • One alternative would be to use Google Slides and enable the live captioning feature within Google Slides. If you share your screen using Google Slides, your voice will be captured, and live captions will appear. See Present Slides with Captions (via Google Drive support) for more information.

Accessibility and Fair Use.

  • Visit USG for more information concerning Accessibility Standards
  • Visit the Main Library website for more information concerning these subjects.

Troubleshooting Tips:

  • Test your computer beforehand to be sure that your video and audio work correctly
  • Restart the computer before starting a new session.
  • Turn off all background programs that are not needed or being used during the session.
  • Test Meeting: https://zoom.us/test
  • Check the Zoom Help Center for questions or suggestions not listed below
  • If your microphone is not working, check to be sure that you have the correct microphone selected. See Testing Audio (You can also use the phone number listed in the Zoom invitation when you set up a Zoom meeting. You can use your phone as the microphone and audio source for your call rather than your computer’s built-in microphone if necessary. The “Chat” feature is a good option as well
  • If your Internet connection is slow or lagging, there are some things to consider
    • Being “hard-wired” instead of wireless. If you can only connect wireless, then be as close to your router as possible.
    • Log out of all open apps on your computer and turn off all streaming devices in your area.
    • Try temporarily “turning off your video” stream and only maintain the audio stream. Sometimes, running the web camera on your computer will use up the Internet’s bandwidth in a way that might make communication challenging. Turning off the video, if possible, should improve communication quality and consistency.
    • Another suggestion would be “not to use virtual background” if faculty/students are experiencing Internet issues. Those types of features can help to cause a slow, lagging Internet connection.
    • Available Statistics during a Meeting
  • If you have earbuds or a headphone set, wear them! Wearing earbuds or headphones will reduce the amount of noise that your computer will pick up during your quality, which will make it easier for your students to hear you. Similarly, you may want to advise your students to wear earbuds or headphones during the call.

●        Advise participants to mute their microphones when not speaking and un-mute microphone when they wish to speak.

  • Participants may be joining Zoom from all kinds of locations, many of which may create background noise that could be distracting. Encourage participants to mute themselves if they’re not speaking to minimize unnecessary or distracting background noise. Using the “raise hand” feature or simply seeing the microphone un-muted will give the group a visual cue for when a student wishes to speak
  • Check the “chat” space for questions and contributions. Some participants may not have working microphones and, therefore, may be unable to contribute via voice. The chat room is a good place for attendees to contribute, ask questions, and be involved
  • Zoom Status allow you to see the status and maintenance periods for all Zoom services

Zoomhacking / Zoombombing (Suggestions for a Safe Meeting)

Hackers can work their way into public and private video streams and proceed to wreak havoc by sharing screens filled with inappropriate content. They can even switch between accounts, so that the moderator can’t block them

If you plan on hosting Zoom calls, it’s best to make sure you choose some secure settings before starting a meeting. Here are a few options to help take care of this:

 

 

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