Communications Software & Zoom

Zoom: Video Conferencing at MLML

 

Join a Zoom Meeting Screen Sharing in Zoom Meeting

Start a Zoom Meeting

 Remote Control Computer Screen
Enabling and Adding a Co-Host for Room Moderation

Leaving Zoom Meeting
Audio and Video Settings

Classroom-Specific Guidelines
Record Zoom Meeting Think Tank Meetings
Creating Polls Mobile Presentation Unit (MPU)

To learn how to teach remotely at MLML using Zoom, follow this link.

Quick Tips:

Zoom is a video conferencing application available to CSUMB and SJSU affiliates (students, faculty, staff, etc.) Users are able to host or join conference calls, video conference call, and share their screen.

Keep Zoom meetings secure:

  • DO NOT share meeting URLs with anyone who is not a part of the meeting
  • Keep meeting passwords on and set a simple password
  • Add waiting room so you can review what participants are trying to join
  • Once all attendees have joined, lock your session (How-To Guide here)
  • Use "Only authenticated users can join" setting for meetings attended by people only from MLML/SJSU
  • Set your name in your Zoom portal and/or app
  • For more information:

 
Make sure your name on Zoom is your name in real life!

Your displayed name in Zoom meetings should read as your first name followed by your last name (i.e., "Jane Doe")

 

How to change your display name on Zoom:

  • Visit Zoom's website and log in with your credentials from your home campus
  • Click "profile" on the left side of the screen
  • Click the first "edit" button on the top right of the screen (to the right of your name and profile picture)
  • In the "display name" field, put your name is as "First Last" 
    • Please do not use initials, nicknames, or abbreviations 
If you use Chrome as your primary web browser, try downloading the Zoom extension for Chrome 
  • This will make it much easier for you to schedule meetings, send out invitations, and keep track of your upcoming meetings

 

Join a Zoom Meeting

By Computer

  1. Download and install the Zoom App.

  2. Click the Join URL in a Zoom invitation
     - or -
    Navigate to Zoom:
  3. Select “Join a Meeting”

  4. Enter the Meeting ID number (your meeting ID is a 9, 10, or 11-digit number) or Personal Link Name
    • Find Meeting ID in email invite or...
    • Hosts or current participants can find Meeting ID at top of Zoom browser.

(You can prepare for a scheduled Zoom meeting by downloading and installing the Zoom Client.)

Call In By Phone

  1. Dial an in-country number found at https://zoom.us/zoomconference or provided by host
    • For calls in the US use this phone number: +1 646-876-9923
    • If calling in with MLML conference phone dial 7 first.
  2. Enter the Meeting ID followed by # (your meeting ID is a 9, 10, or 11-digit number) or Personal Link Name
    • Find Meeting ID in email invite or...
    • Hosts or current participants can find Meeting ID at top of Zoom browser.
  3. Enter your participant ID, followed by # (Press # only to skip)
    • To enter your participant ID once you are in the meeting, enter #Participant ID# on your phone

Start a Zoom Meeting

Step One: Sign into Zoom for SJSU (using your SJSU ID) or CSUMB (OtterID)

Host a Meeting
  1. Select Host a Meeting in top right of Zoom screen.

  2. The Zoom App will launch

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  1. Join audio and/or video by clicking the microphone and video camera icons, respectively

  2. Invite others while meeting is started, click the Invite button at the bottom of the Zoom user interface and select the participants via email address or contact list

  3. You could also edit the participant list by clicking Manage Participants, which is next to the Invite button
 
Schedule a Meeting

See our Zoom Security Best Practices & Recommendations.

  1. Select Schedule a Meeting in top-right of Zoom screen
  2. Fill in the information, below are recommended options:

    • Registration Required: Unchecked

    • Require Meeting Password: Unchecked

    • Video: Off for both

    • Audio: Both

    • Meeting Options - Select the Following: 

      • Enable join before host

      • Mute participants upon entry

  3. Save

  4. Click the Copy the invitation link and send the info to your meeting attendees.
  5. When you are ready to start the Zoom meeting:

    • Go to https://sjsu.zoom.us/, sign-in, and click Meetings on the left

    • Click the Start Meeting button to start the Zoom meeting.

  6. Zoom will download a launcher and click Open zoom.us if a system dialog pops up

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NOTE:  All CSUMB, SJSU, and Research Foundation Faculty, Staff, and Students should be able to login to Zoom.  If you are unable to login to Zoom, please submit an IT Helpdesk Ticket.

 

Large Meeting Tips:
To make a meeting easier to join for your group, try embedding the password into the invitation with these steps:
  1. Open up Zoom in your internet browser and sign in to your account
  2. Go to the "settings" tab on the left hand side 02.png
  3. Under the "meeting" settings, go to the "security" subsection
  4. Check the box next to "embed passcode in invite link for one-click join"Screen-Shot-2020-09-28-at-1.04.12-PM.png

Enabling and Adding a Co-Host for Room Moderation

When hosting large Zoom Meetings, you might want to add a co-host, to help you moderate or facilitate the meeting.

Enabling Co-host

Enabling Co-host on Your Account

To enable the Co-host feature for all members of your organization:

1. Sign into the Zoom web portal, click settings.

2. Scroll down to the In Meeting settings and locate the Co-host option and verify that the setting is enabled.

3. If the setting is disabled, click the Status toggle to enable it. If a verification dialog displays, choose Turn On to verify the change.

04.PNG

 

Enabling Co-host on a Specific Group

To enable the Co-host feature for all members of a specific group:

1. Sign into the Zoom web portal as an administrator with the privilege to edit User groups, and click Group Management.

2. Click the name of the group, then click the Settings tab.

3. Navigate to the Co-host option  on the Meeting tab and verify that the setting is enabled.

4. If the setting is disabled, click the Status toggle to enable it. If a verification dialog displays, choose Turn On to verify the change.

04.PNG

5. Note: If the option is grayed out,  it has been locked at the Account level, and needs to be changed at that level.

6. (Optional) If you want to make this setting mandatory for all users in this group, click the lock icon, and then click Lock to confirm the setting.

 

Enabling Co-host in your own meetings

To enable the Co-host feature for your own use:

1. Sign into the Zoom web portal and click My Meeting Settings (if you are an account administrator) or Meeting Settings (if you are an account member).

2. Navigate to the Co-host option on the Meeting tab and verify that the setting is enabled.

3. If the setting is disabled, click the Status toggle to enable it. If a verification dialog displays, choose Turn On to verify the change.

04.PNG

4. Note: If the option is grayed out, it has been locked at either the Group or Account level, and you will need to contact your Zoom administrator.

Using Co-host in a Meeting

There are two ways that you can make a user a co-host.

  • In the meeting, the host hovers over the user's video, clicks on the three dots and chooses Make Co-Host.
5.png
  • Alternatively, the host can make another participant a co-host through the Participants window.

1. Click on Manage Participants in the meeting controls at the bottom of the Zoom window.

6.PNG

2. Hover over the name of the participant who is going to be a co-host, and choose More.

3. Click Make Co-Host.

Once a participant has been made a Co-host, they'll have access to the co-host controls. For more information see Enabling and Adding a Co-Host.

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Enable Waiting Room

When hosting a large zoom meeting, enabling a waiting room allows you to control who can join a meeting and when.

Enabling the Waiting Room

  1. While scheduling a meeting, under Meeting Options select Enable waiting room

Admitting Participants

One by one:

  1. During the meeting click on Manage Participants at the bottom of the screen
  2. Click Admit next to the participant(s) you would like to join the meeting

All at once:

  1. During the meeting click on Manage Participants at the bottom of the screen
  2. Click Admit All in the top right corner of the window

Removing a Participant from the Waiting Room

  1. During the meeting click on Manage Participants at the bottom of the screen
  2. Click Remove next to the unwanted participant

Audio and Video Settings

1. Make sure the Zoom application window (small box) is open and selected as your primary window

2. Navigate to the settings at the top right the application

3. Select audio or video tab

a. Under the Audio menu, you can select your audio input/output and the adjust the sound level

b. Under the Video menu, you can configure your webcam and adjust the display settings

4. You can also configure your audio and video settings during a conference call on the bottom left corner of the menu by clicking the pull-up tab

8.PNG

Audio by Phone

  1. Select pull-up tab by mic icon (see above)
  2. Click Leave Computer Audio
  3. Select Join Audio and click the Phone Call tab
  4. Dial one of the numbers provided
  5. Enter your meeting ID, followed by #
  6. Enter your participant ID, followed by #

Mute/Unmute

You can mute and unmute yourself by clicking on the microphone icon or by using push to talk.

Or use the following shortcuts:  

For PC:

  • Alt + A : Mute or Unmute

For Mac:

  • Shift + Command + A: Mute or Unmute

For telephone:

  • *6 : Mute or Unmute
9.png

Mute All/Unmute All

You can mute all participants that are already in the meeting as well as new participants joining the meeting.

1. Select Manage Participants

6.PNG

2. Select Mute All

11.PNG

3. You will be prompted to Allow participants to unmute themselves. Clicking Continue will mute all current and new participants. You may unclick the check box if you do not want participants to be able to unmute themselves (you are still able to unmute them).

12.PNG

Full Screen

Making your zoom window full screen is the recommended for the best viewing experience.

  1.  Once in a zoom meeting, click on View in the top right corner of the screen. This will open a drop-down menu. Click Fullscreen in that menu.

    13.png

  2. You can exit full screen by click Exit Full Screen in the same location or by pressing the esc key on your keyboard.

    Record Zoom Meeting

    1. Navigate to the menu at the bottom of the Zoom user interface
    2. Click Record
    3. You will be given the option to “Record on this Computer” or “Record to the Cloud”, if using MacOS

    Creating Polls

    1. Go to your profile and click Meeting Settings

    2. Enable Polling

    3. Schedule a meeting (See Host Zoom Meeting)

    4. Once created, under Manage “My Meeting” scroll to the bottom to Poll and click Add

    a. Adding Poll During Meeting

    i. Click Polling on the bottom menu

    ii. Click Add A Question and click Save once entered

    5. Select Start this Meeting when you’re ready to start your conference

    6. Click Polling on the bottom menu

    7. Click Launch Poll

    16.png

    Screen Sharing in Zoom Meeting

    1. Navigate to the menu at the bottom of the Zoom user interface

    2. Click Share Screen

    a. Must be on PC or Mac

    3. You will be given the option to enable a single user to screen share at a time or allow multiple users to screen share simultaneously

    a. These options can be further configured under Advanced Sharing Options in the pull-up tab next to the Share Screen button

    4. Select which opened file you want your participants to control and select Share Screen again

    a. Sharing iPad/iPhone Screen

    i. Select iPad/iPhone Screen or iPhone/iPad via Cable

    ii. If prompted, choose to install the plug-in

    iii. Follow the instructions to connect your iOS device

    iv. On phone/ipad tap Screen Mirroring in control center and choose Zoom-your computer name

    17.PNG

    18.png

    Remote Control Computer Screen

    1. Click Share Screen

    a. Must be on PC or Mac

    2. Select which opened file you want your participants to control and select Share Screen again

    3. In upper menu select Remote Control and select who you would like to control your screen

    a. Participants viewing someone else’s screen can also click Request remote control right under Options

    19.png

    b. iPad: Touch and move the "Mouse icon" or tap the "Keyboard icon" to type.

    Regaining Control

    1. Click anywhere on your screen

    Leaving Zoom Meeting

    1. Leave a meeting by selecting Quit Zoom under zoom.us or simply by closing the window
    2. Hosts will be given the option to “End Meeting for All” or “Leave Meeting”

    Classroom-Specific Guidelines

    Think Tank Meetings

    (Request mac mini keyboard and mouse from IT helpdesk)

    Set-up

    1. Set-up the room (tables, chairs, etc)

    a. Make sure tables and chairs are oriented towards the TV

    b. NOTE: The webcam may be tested prior to starting a Zoom conference to ensure all individuals are in the field of view

    2. Power on the TV using the button on the left side of the TV

    3. Set input to the Mac mini by cycling through the sources using the button on the left side of the TV

    4. Launch the zoom.us Application

    5. Select one of the following options after signing in: 1) Start with Video, 2) Start without Video, 3) Join, 4) Schedule, 5) Share Screen

    a. Click Join Audio Conference by Computer to enable audio or disable audio by closing the pop-up window

     

    Using the Conference Phone for audio

    8.PNG

     

    Audio by Phone

     

    Settings

    1. Volume settings

    a. May be adjusted on the TV or using the VIZIO remote

    2. Audio settings

    a. The TV has a built-in microphone, an external microphone is not needed, but these settings may be changed in preferences

    3. Display settings

    a. Zoom conference hosts have the option to display iOS and Android devices during a meeting

    b. Screen sharing may be enabled by clicking Screen Share in the Zoom interface

    i. You will be given the option to enable a single user to screen share at a time or allow multiple users to screen share simultaneously

    ii. These options can be further configured under Advanced Sharing Options in the pull-up tab next to the Share Screen button

    c. Dual monitors and fullscreen mode may be enabled under Preferences in the General tab

    Mobile Presentation Unit (MPU)

    Connect your computer to an MPU

    1. Connect the HDMI cable to the video port on your computer and wait for the MPU to wake up.
    2. Tap the “Share” button on the touch screen unit.
    3. Tap the orange “PC HDMI” button on the touch screen unit.  
      Your computer should now display on the MPU screen.

    Join an MPU to a Video Conference using Zoom

    1. Sign into zoom using SJSU or CSUMB username and password

    2. Open zoom interface and click start with video

    3. Click Invite → Invite a Room System (on the top right) → Call Out tab

    4. Click on the SIP radio button and enter the SIP address for the MPU to which you wish to connect:

    a. For the MPU in the group study, enter: MLMU29@SJSU.CALL.SL

    b. For the MPU in the student conference room, enter: MLMU20@SJSU.CALL.SL

    5. Zoom will dial the MPU and people in that room can answer the call and join the conference.

    a. The screenshot below shows how inviting a room system looks:

    Zoom Invitation

    How to host a video conference call using a MPU system

    1. Sign into Zoom using SJSU or CSUMB username and password

    2. Open Zoom interface and click Start with Video

    3. Invite people to the conference call by clicking Invite → Invite by Email→ pick the email you want to use and send

    4. Add the room system by clicking Invite → Invite a Room System (on the top right) → Call Out tab

    a. The screenshot below shows how inviting a room system looks

    Zoom Invitation

    5. After inviting everyone turn off your audio and video on your personal computer

    6. The conference call should now be coming through the MPU system

    Setting Up Zoom Room

    Open Zoom

    Select Call a Room

    Enter the SIP: Found on MPU Device Setup (On the physical station)

    Start a Zoom Meeting

     

    Join with computer audio

    Click Participants > Invite Participants

    On the ribbon, choose the “Room Systems” option

    Pairing Code

    Under 1. in the dial in section, there will be numbers available based on region. Determine the number that is applicable (US West)

     

    Dial that number on the MPU touch screen

    Zoom will ask user to input the Meeting ID # or display a pairing code (i.e BTBTS)

    Enter the pairing code in the Zoom invite dial in window.  

     

    Select Invite

     

     

    Dial-In

    For the Dial-In option, the user can contact the Zoom from the MPU device.

    Under 1. There will be numbers available based on region. Determine the number that is applicable (US West)

    Dial that number in the MPU touch screen [As shown above]

    Zoom will ask user to input the Meeting ID #. Type the Meeting ID using the touchpad and press the pound (Hashtag, # ) key to join [Meeting ID Can Be found at the top left of the Invite Window]

    Zoom will ask the user to input the Meeting Password. Type the Meeting Password using the touchpad and press the pound (Hashtag, # ) key to join [Meeting Password Can Be found at the top left of the Invite Window]

    User should now be in the meeting

     

    Call-Out

    For the Call-Out option, the user can use their personal device to telephone the MPU device.

    Choose the Call-Out option > Choose SIP

    Enter the IP address or URL: Located on the MPU device setup > Call

    The MPU should display an incoming call from Zoom+Meeting ID

    Answer the call to connect your Zoom Room

    Troubleshooting the MPU

    If the MPU will not play sound, and the volume controls are not helping (possible solution to other issues).
    Please contact the IT Help Desk Staff to request technical support. The Help Desk Techs will perform the following:

    1. Try a hard reboot.

    a. Unplug it and plug it back in.

    b. Wait for it to boot and connect.

     

     

    Zoom for Remote Teaching at MLML

    How to host a Remote Class at MLML using Zoom:

    For a more comprehensive guide for using Zoom, follow this link. 

    For Zoom Security Best Practices & Recommendations, follow this link.

     

    What you will need:

     

    The setup procedure is as follows:

    1. Download the Zoom App
    2. Go to https://sjsu.zoom.us/ and click the Sign In button

      Screen-Shot-2020-03-18-at-3.12.08-PM.png
    3. Sign in and authenticate with Duo
    4. Click Schedule a Meeting - fill in the information and choose the following options:

      Screen-Shot-2020-03-18-at-3.09.59-PM.png
      • Topic: Class # and Title
      • Fill in Date & Time of class
        • Select Recurring Meeting > Weekly
      • Registration Required: Unchecked
      • Require Meeting Password: Unchecked
      • Video: Off for both
      • Audio: Both
      • Meeting Options - Select the Following: 
        • Enable join before host
        • Mute participants upon entry
        • Record Meeting Automatically - In the Cloud
      • Click the Save icon to save the settings.
    5. Click the Copy the invitation link, the info will be copied to your clipboard and you can send it to your meeting attendees via email. 

      Screen-Shot-2020-03-18-at-3.10.38-PM.png

      Screen-Shot-2020-03-18-at-2.16.49-PM.png
    6. When you are ready to start the Zoom meeting:
      • Go to https://sjsu.zoom.us/, sign-in, and click Meetings on the left
      • Click the Start Meeting button to start the Zoom meeting

        Screen-Shot-2020-03-18-at-2.18.52-PM.png
      • Click Open zoom.us on the Pop-Up

        Screen-Shot-2020-03-18-at-3.32.45-PM.png

    7. Three Audio Options for Zoom:
        • Join with Computer Audio: if you are alone in an isolated setting (i.e., office, home)
        • Join with Mobile Phone: if your computer audio is poor quality, call into the meeting with your mobile phone and use it as your mic - make sure to plug into power for long lectures
        • Join with Conference Phone: if you are in a room with a group of people so everyone in the room can speak through the phone & hear outside participants. (Make sure the phone is positioned centrally in the room)
    8. (Optional) If calling in with mobile/conference phone: Select the Phone Call tab. 

      Screen-Shot-2020-03-18-at-3.13.26-PM.png
          • Dial Zoom # (1-646-876-9923) or one of the numbers given under Phone Call tab (dial 7 first if calling out of MLML phone)
          • Enter Meeting ID followed by #
              • Can be found at top of Zoom Meeting browser or in the email Invite
          • Enter a participant ID followed by #, or press # only to skip

    9. Select Share Screen when you’re ready to show your slides to your class
      • For more help on sharing screen, visit this link
    10. (Optional) Unmute the Conference Phone or participants
      • Click Participants at bottom of Zoom Browser
      • Click the microphone icon next to the conference phone #
    11. Be sure to review the Zoom Security Best Practices & Recommendations page.

    Guide for Zoom Seminar Participants

    Configure Zoom Prior to the Seminar
    1. Download the Zoom Client app ahead of time
      1. If you don’t anticipate asking questions, watch seminar via YouTube on our Live Stream Page
    2. Set your name in your Zoom portal and/or app
    3. Configure your Zoom Client app to have your video and mic turned off upon joining:
      1. Instructions:
        1. Login to Zoom app
        2. Go to Settings
          Screen-Shot-2020-04-14-at-4.03.59-PM.png
        3. Select the Video tab on the left > Turn off my video when joining meeting
          Screen-Shot-2020-04-14-at-4.06.20-PM.png
        4. Select the Audio tab > Mute my mic when joining a meeting
          Screen-Shot-2020-04-14-at-4.08.37-PM.png
    Guidelines During the Seminar
    1. Join the seminar ~5 minutes early by clicking the Zoom link in the seminar announcement email
    2. Keep your mic muted and video off during the seminar talk
    3. Keep chat window and participant window up (see image below)
    4. You can click a participants name in Chat window or the 3 dots in the video/profile pic to chat with them
    5. Participant window has useful features to communicate without unmuting:
      1. Raise Hand - use if you want to ask question at end
        (or you can chat your question)
      2. Applaud - use to thank speaker at end of talk
      3. Like/Dislike
      4. Slow Down/Speed Up
      5. Yes/No
      6. Need a Break
        Screen-Shot-2020-04-14-at-4.15.01-PM.png
      7. If you need to view the Participants and Chat window while sharing your screen, navigate to the top of your Zoom app and you'll find the Options Bar. The "Manage Participants" option will be on the bar and the Chat option you'll find in the "More" option on the bar:

    Zoom Security Best Practices & Recommendations

    Do's and Don'ts at a Glance

    Scheduling: The Do's
    Hosting: The Do's

     

    • DO keep meeting passwords on
    • DO use automatically-generated meeting IDs
    • DO keep meeting links private for private meetings
    • DO control who you distribute classroom meeting links to
    • DO verify your Google Calendar sharing settings
    • DO set your meeting to mute people on entry
    • DO enable registration for a public meeting or event
    • DO enable the waiting room for a public event or a large class
    General Security: The Don'ts

     

    • DO NOT share meeting URLs with anyone who is not a part of the meeting
    • DO NOT share meeting URLs on social media
    • DO NOT post meeting URLs on public calendars

     

    • DO use your waiting room to welcome attendees if you have enabled it
    • DO disable annotation in your meeting
    • DO consider locking your meeting or class after everyone has joined
    • DO become familiar with the security options on the toolbar
    • DO use the “On hold” and “Remove” features when necessary 
                          •  
    Hosting: The Don’ts

     

    • DON'T use your Zoom Personal Meeting ID (PMI)
    • DON’T host alone if you’re running a large meeting or class
    • DON’T enable Screen Sharing unless necessary

    Keep Zoom Up-to-Date

    Security Recommendations

    General Security:
    Account Security Settings:

    Best Practices & Tips

    Phone Alternatives: Zoom and Google Hangout

     

    Zoom

    Zoom is a video conferencing application available to CSUMB and SJSU affiliates (students, faculty, staff, etc.) Instructions for setting up Zoom may be found here. Users are able to host or join conference calls, video conference call, and share their screen (when having multiple displays, the user can pick which screen[s] to share).

    The Group Study (Rm 103) and the Student Conference Room (Rm 414) have Mobile Presentation Units (MPUs). These units can be used to share your computer screen (like the Think Tank and Dry Classroom), or they can be used for video conferencing using Zoom. They are essentially TVs with a Cisco video conferencing system attached.

    If you would like to use one of the units for a video conference, please indicate so on the appropriate reservation request form.

     

    Google Hangouts

    Google Hangouts is an easy way to video chat and hold meetings with up to 50 people. The service may be accessed online through the Gmail, Google+ websites, or mobile applications.

    For more information and help visit G Suite Hangouts.

    Adding the Zoom Chrome Extension for Scheduling Zoom Meetings via Calendar

    This page will teach you how to add the Zoom extension to your Google Chrome browser. The Zoom Scheduler Chrome Extension allows participants to schedule Zoom meetings directly from Google Calendar. Using the extension, you can start an instant meeting or schedule a future meeting. The meeting join link and details are sent via a Google Calendar invitation so the attendee can join with a single-click from their calendar. 

     

    Requirements: 

     

    How to Install the Extension: 

     

    How to Navigate the Extension: 

     

    How to Schedule a Zoom Meeting Using the Calendar Extension: