Zoom for meeting organizers

Your way to the first meeting...

 Install Zoom-Client

Before your first video conference, install the Zoom Client. To do so, click on the following link: https://zoom.us/download#client_4meeting

Select, download and install the Zoom Client for Meetings.

Download zoom client for meetings

 Log in to the Zoom-Client
  1. To conduct a video conference, start Zoom.
  2. After the start, please click on "Login".
    take part or register

  3. Afterwards please select "Log in with SSO" on the right.
    Login mask for zoom

  4. Enter "jku" and click "Continue".
    Register with SSO

  5. The Shibboleth login page opens in your default browser. Log in with your JKU account.

    Login window of the JKU

     First Login

    To log in to Moodle, Zoom, etc. you need to activate your JKU account for staff members once: Activate JKU Account

    After logging in for the first time, you should see the following message in your browser. Please click on "Confirm your email address".
    Confirm your email address is clicked. View after clicking Confirm your email address.

    You will then receive a confirmation email to your email address containing a link to confirm. Click on this link.

    Example view for confirmation mail.

    Then log in again with your JKU account consisting of the JKU Username (AK number) and your JKU Password (password of your choice).

  6. Then follow the instructions in your browser and open Zoom. This will open the Zoom-Client you have installed before.
    Launch Zoom

    Zoom with Linux

    If under Linux the login is not possible despite correct JKU Password, edit the file ~/.config/zoomus.conf and set the value of "embeddedBrowserForSSOLogin=false".

 Scheduling a Video Conference (Meeting)

The easiest way is to plan a meeting before the class begins.

  1. Start Zoom-Client and and log in as described above.
  2. Click on the "Plan" button to open the Planning window.
    Zoom overview

  3. Create the following settings:
    1. Topic: Enter an informative title, such as the name of the class.
    2. Set the start, beginning and duration of the meeting.
    3. Video: Set "Host" to "Active" and "Participant" to "Inactive". This does not automatically start the video channel for participants attending the meeting.
    4. Audio: Select Computer Audio. (If you would like to be able to participate additionally by phone, select "Telephone and Computer Audio".)
      Metting settings

  4. Under "Advanced Options" check "Mute participant upon entry".
    Einstellungsmöglichkeiten
    1. If you want only people who are logged in with their JKU account in Zoom to join the meeting, select "Only authenticated users can join" > "Only JKU accounts".
  5. Click on the "Plan" button to complete the planning for the meeting.
  6. You will then see a summary. Please share the link and password for the meeting to those taking part in the video conference.
  7. Alternatively, you can copy the whole invitation text. Afterwards, you can close the window.
 Scheduling a recurring Video Conference (Meeting)

You can schedule a recurring meeting in Zoom, but only in the web interface and not in the Zoom client.

  1. Log in at https://jku.zoom.us/ with your JKU account.
  2. Click on "Schedule a meeting" in the upper right corner.


  3. There you can check the box "Recurring meeting" and have more settings options.


  4. Make the remaining settings analogous to the item "Scheduling a Video Conference (Meeting)".
  5. Click on "Save" below to complete the planning for the meeting.
 Start the Video Conference (Meeting)
  1. On the Zoom home page, the scheduled meeting appears on the right
    .Start zoom meeting


  2. The meeting begins once you click on "Start".
  3. You must then select how you want to participate in the audio conference. Select the setting "Join via audio on the computer". This allows you to use the computer’s built-in microphone, or a microphone connected to your computer, in order to speak.
    Audio selection window

  4. Testing your microphone beforehand is highly recommended. Select "Test Computer Audio".
  5. Use the arrows to the right of the microphone and camera symbol to select the microphone (e.g. microphone integrated in the laptop) and camera source (e.g. integrated webcam).
    video and audio input
 Save Zoom chats automatically

To automatically save the chat go to: jku.zoom.us and click on the button "Sign in".

Browser window with domain and sign in button


Log in with your JKU Account.

JKU Login to Zoom

Go to "Settings" and scroll down until the find the option "Auto saving chats". This feature is disabled by default and has to be turned on by clicking the dial.

Settings

Zoom window settings and slider for chat save option

Your chats will be saved in Windows "Documents" within the folder "zoom"

Explorer window with the Chat.txt files

You can also create a meeting directly in Moodle using the "Zoom meeting" activity.

During a meeting...

 Enable sharing the screen or slides for the video conference

If you want to share your computer screen or a special window with participants, you can enable your screen for sharing (PowerPoint presentation, PDF files, browser, ...).

  1. After the meeting has started, select "Share Screen".
    Share screen

  2. You can then choose whether or not to share the entire screen or only a specific window.
  3. If you want to play videos or audio files, you must check the two functions "Share Computer Sound" and "Optimize for a video clip in full-screen mode".
  4. Confirm the setting with "Share screen".
  5. If you wish to stop screen sharing, click on “Stop” at the top of the screen.
    Window to end screen sharing
 Using the whiteboard
  1. To use the whiteboard select "Share screen" during an ongoing meeting.
    share screen

  2. Select "Whiteboard" and confirm with the "Share" button
    Choice between screens or a whiteboard

  3. The Whiteboard opens:
    Open whiteboard

  4.  The following options are available:
    Window at the top of the screen for text and drawing options
    1. Select: With the "Select" tool returns the mouse cursor after using the drawing tools and you allows you to move UI elements.
    2. Text: Click with the left mouse button in the whiteboard space to insert a field in which text can be entered.
    3. Drawing: The "Draw" tool offers several ways to draw freehand. Select the desired form and draw while pressing and holding the left mouse button.
      Dropdown menu from the option draw
    4. Stamp: Insert predefined icons like a check mark or star.
      Dropdown menu from stamp
    5. Spotlight / Arrow: Turn your cursor into a spotlight or arrow.
      • Spotlight Displays your mouse pointer to all participants. Use this to point out parts of the screen to other participants.
      • Arrow: Displays a small arrow instead of your mouse pointer. Click to insert an arrow that displays your name.
      Dropdown menu from Spotlight
    6. Eraser: Click and drag to erase parts of your annotation.
      eraser
    7. Format: Change the formatting options of annotations tools like color, line width, and font.
      Dropdown menu of colors
    8. Undo: Undo your latest annotation. Redo: Redo your latest annotation that you undid.
    9. Clear: Deletes the entire whiteboard. You can choose to only delete your or the participants' drawings
      Delete menu
    10. Save: You can save your whiteboard. If Save has been selected, the following confirmations dialog box is shown.
      confirmation that the whiteboard has been saved

      Click "Show in folder" to go directly to the whiteboard file location.
      The default location for whiteboards is a folder called Zoom in Documents.
      The location can be changed in the Zoom settings under Recordings > Local Recording > Location.

  5. To close the Whiteboard, click the "Stop Share" button
    Window to stop the whiteboard
 Recording a Video Conference (Meeting)

You can record your meeting on your device or in the cloud.

 Record on this Computer ...

Click on "Record" below and select “Record to this Computer”.

DropDown menu of record

 Record to the Cloud ...
  1. To do so, click on the "Record" button and select "Record in the Cloud".
    Dropdown menu of record

  2. Once you start recording, the "Record" button switches to "Pause/Stop Recording"
    Window for stopping or ending the current recording

  3. After you have finished recording by clicking the "Stop" button, you will be prompted with the message "Do you want to stop cloud recording? Confirm with "Yes".
    Warning that the recording is stopped

  4. Processing the recording takes some time. Once the recording is ready, you will be notified via email from Zoom.
  5. A link is included in the email. Clicking it will open a browser window with an overview of your recordings.
  6. You can download the recording by clicking the "Download" button.
    Download the records

Information

JKU reserves the right to publish video conferences conducted using the cloud-based video communication service "Zoom" if necessary. If you, as a participant in the video conference, do not want your image material to be published, you can hide your image at any time in the "Zoom" application by clicking the "Stop Video" button.

If a meeting is being recorded, you will see this in the top leftRecord information.

 Send invitation

If you wish to invite additional people during a meeting, please proceed as follows:

  1. Open "Manage Participants".
    Manage window for participants

  2. Click on "Invite" below.
    Invite

  3. You now have the possibility to send an invitation directly to contacts or via e-mail. Furthermore, you can copy the URL or the invitation to the clipboard and also forward it via other channels.
    Invitation sharing window
 Add Co-Host

If you want to name people as co-hosts during a meeting, please proceed as follows:

  1. Open "Manage Participants".
    Window for managing the participants

  2. If you move the mouse over the corresponding person, click on "More".
    user

  3. Finally, select "Make Co-Host".
    user dropdown menu
 Create Breakout Sessions

To facilitate group work and small group discussions, "Breakout Rooms" or "Breakout Sessions" can be created.

  1. Click "Breakout Rooms" at the bottom of the toolbar.
    Button Breakout Rooms is pressed.

  2. Specify how participants should be assigned to a session:
    • Automatically assign: Participants are randomly assigned to sessions/rooms.
    • Manually assign: You can manually assign participants to sessions (takes more time).
    • Allow participants to select a room: Students are then shown multiple rooms to which they can assign themselves.
  3. In the next step, after clicking on "Options", you can specify various settings such as the duration of the sessions.
    All check marks are removed.

  4. To start click on "Open All Rooms".
    Click on Open all Rooms.

  5. If you want yourself to join a Room click on "Join" and subsequent confirmation with "Yes".
    Click on join.Button Yes is being pressed.

  6. To exit a Breakout Room click "Breakout Rooms" at the bottom of the toolbar and in the next window click "Close All Rooms".
    The Breakout Rooms button is clicked.
    Button Close all Rooms is clicked.
    Now you are back in the normal Zoom meeting.
 Random checks of identity and/or use of unauthorised aids during an exam

Please make sure in advance that a second supervisor is present at the Zoom meeting and has been appointed as co-host.

  1. Click "Breakout Rooms" at the bottom of the toolbar.
    Button Breakout Rooms is pressed.

  2. In the next window select "Manually" (1) and click on "Create Rooms" (2).
    First switch to manually, then click on Create Rooms.

  3. After clicking on "Options" you can make various settings.
    All check marks are removed.

  4. In the next step you assign the student to be examined to breakout room 1. To do so, click on "Assign" (1) and select the desired person (2).
    The Assign button is pressed.


  5. Click on "Open All Rooms".
    Click on Open all Rooms.

  6. Join breakout room 1 yourself, by clicking on "Join"
    Click on join.
    and subsequent confirmation with "Yes".
    Button Yes is being pressed.
    Once the student has joined the breakout room, you will be alone with this person in a meeting room. You can now have the JKU Card shown to you, request a pan with the camera through the room or a screen release.

  7. To exit breakout room 1, click "Breakout Rooms" at the bottom of the toolbar
    The Breakout Rooms button is clicked.
    and in the next window click "Close All Rooms".
    Button Close all Rooms is clicked.
    Now you are back in the normal Zoom meeting.

  8. If you want to check the next student, please click on "Breakout Room" (1) again and in the next window click on "1" (2) and select another person.
 Ending a Video Conference (Meeting)

To end your meeting, click on "End Meeting" at the bottom right.
End meeting

A new window will then open; select “End the Meeting for Everyone”.
End meeting options

Record slides and sound with Zoom ...


 Instruction video

Watch this video to learn how to use zoom to record slides and sound, for example for your lecture. You can also include a video of yourself in the recording. 

How do I change my profile picture on zoom?

 1a. Login to jku.zoom.us
  1. Open  jku.zoom.us and select "Sign in".
    Sign in is selected.

  2. Afterwards log in to the Shibboleth with your JKU Account.
 1b. Login in the Zoom-Client
  1. Open the Zoom-Client and log in as usual via SSO.
  2. Click on your initials at the top right (1) and then further down on "Change My Picture" (2).


  3. Afterwards your web browser will open where you have to login to the Shibboleth with your JKU Account.
 2. Change profile picture
  1. Go to "Profile" (1) on the left under "Personal". Then click on "Change" or the picture (2) in the new view on the top left of your name. 
    Profile picture is changed.

  2. Click on "Upload" in the new window and then select a new profile picture.
    Upload is pressed.

  3. In the next step, select a region of the previously uploaded image. On the right you can see how your new profile picture will look like. Click on "Save" when you are finished.
    Image completely cropped and saved.

  4. You will then see your new profile picture in the overview.
    View new profile picture.

FAQ

 App integrations

Currently no integrations of Zoom with other cloud based tools such as Microsoft Teams, Slack, Google, Trello or Evernote are enabled.


 End-to-end (E2EE) encryption for meetings

End-to-end (E2EE) encryption for meetings is now available and can be enabled for meetings themselves, in the settings under Security. When enabled, participants must join via the Zoom desktop client, mobile app or Zoom Rooms.

Joining via the Zoom web client (browser), third-party clients (using the Zoom SDK) or Lync/Skype clients will no longer work.

Enabling this setting also disables the following features:

  • Join before host
  • Cloud recording
  • Live streaming
  • Live transcription
  • Breakout Rooms
  • Polling
  • Meeting reactions*
  • 1:1 private chats*
    *Note: As of version 5.5.0 for desktop, mobile, and Zoom Rooms, these features are supported in E2EE meetings. 

More information can be found on the official Zoom documentation