This training will introduce regular users of Adobe Connect to Zoom and its features for online meetings. Learn how to set up and manage your Zoom room, schedule and record meetings, manage audio and video, and collaborate with others via chat, screen sharing, and breakout rooms.
- How to access your Zoom account
- How to schedule and host a Zoom meeting
- How to use basic Zoom tools
- How to find Adobe Connect equivalents in Zoom
- Be familiar with the Adobe Connect interface
Recording of a Previous Session
Description of the video:
>> Peter: Welcome, everybody, to today's webinar. My name is Peter, I'm with IT Training and I'm joined today by Kim Murday, who is with the Center for Teaching and Learning up at Indy, and Sally Jamerson who is also with the Center for Teaching and Learning, or...?
>> Kim: She's at Columbus.
>> Peter: She's at Columbus.
>> Kim: IUPU Columbus.
>> Peter: There she is, she will be taking care of the Chat pod today.
>> Peter: I want to let you know at the very beginning here that we are recording this webinar.
>> Peter: It will be available on the IT Training website here hopefully within a few days you can find that at ittraining.iu.edu.
>> Peter: And to get things started today, I'm going to go ahead and share a little PowerPoint. And we'll jump into things. So I am sharing my screen now, and some things may have moved around for you there, have no fear, we are in complete control or semi-complete control.
[LAUGH] So yes, welcome to the big show today. Our topic today is Zoom for Adobe Connect users, and we're going to be trying to help you make the transition if you're someone who's familiar with Connect, and has been using that regularly, to help you transition into Zoom here with a few things we'll talk about today.
This webinar is brought to you by the good folks at UITS. I work for them as part of IT Training here at Bloomington. IT Training is available for all kinds of tech training in the IU university system. So, if you are an instructor and you have a class, and you need your students to learn how to use Excel to make charts and graphs, you can contact IT Training and we can do a special presentation.
We'll come to your class and teach them how to use charts and graphs in Excel. We also have all kinds of courses. We have workshops that are available in the libraries and also online, so you can take them from home. I encourage you to check out our website, ittraining.iu.edu for anything like that.
And, as I mentioned earlier, we're joined by Kim Murday, who is one of my favorite people at IU, and she's going to tell you a little bit about the Centers for Teaching and Learning.
>> Kim: The Centers for Teaching and Learning are actually a partnership with UITS and Academic Affairs, and there are centers for teaching and learning on all IU campuses, and our raison d'être, as it were, if you'll pardon my French, is to help instructors do better with their teaching and help their students learn better.
>> Kim: And so that can be through instructional design, and it can be through the use of technology, and it can be both. We are available for faculty and staff; we are more than happy to help you improve your course in any way that you need some help with, and we do group sessions as well as individual consults, so do not hesitate to contact us.
I will put a link, or maybe Sally, if you remember the link to the center's contacts in the Support Center, excuse me, in the Knowledge Base, maybe you can throw that in the chat, that might be helpful. But if you are familiar with the Knowledge Base, it's kb.iu.edu, it's a great place to look for information, including contact information for the teaching and learning centers, as well as the support center, which is a great resource as well.
>> Peter: Yeah, absolutely. We are also being helped to present today by eLearning Design and Services, eDS, and they, I believe, are kind of managers of Zoom as a new technology here IU, so they're helping to get faculty and staff comfortable with Zoom, and all of its many facets.
All right, let's move in here. First thing I want to tell you: don't panic. I know that it seems like every week, or every other week, they've got some new technology here at IU that they're demanding everybody switch over to, you know, whether it was everybody use Oncourse, no everybody use Canvas, everybody use Google Docs, wait, everybody use Box!
There's always these revolutions in technology, and we're always trying to stay on top of things. The good news is that Zoom is really easy to use. I think that after today, you're going to feel just fine using it, very comfortable making the switch over from Adobe Connect. So don't panic, it's going to be alright; take a deep breath, here we go.
Today we want to talk to you a little bit about what Zoom is, in a kind of general sense, and then we're going to do some comparisons between Connect and Zoom. What are the main features you've used and how are they are analogous to each other. We'll talk a little bit about setting up your Zoom account, and some settings you're going to want to be aware of.
We'll look at a few of the key features that you're going to be using most commonly, and we'll also try to highlight some of the new stuff you can do in Zoom that's pretty cool. So having said that, what the heck is Zoom, anyway? Zoom is an online conferencing tool; it is available to all IU students, faculty and staff, so if you have an IU username, you have your own personal Zoom room and account that you can use.
To get started with Zoom for the first time, we recommend that you go to zoom.iu.edu. And when we go there you're going to be prompted to log in with your CAS login, and you'll probably have Duo login as well, but that will get you going into the back end, where you can set up your room, schedule meetings, and stuff like that.
The typical meeting that everyone gets by default can support up to 50 participants simultaneously, so if you and forty-nine of your closest friends can get together online, have a meeting, and share your files, and share your information. There are larger meeting rooms that are available for up to 300 participants.
Some instructors might want to use in this for classes; my understanding is that there is a very limited number of those accounts that are available, so if that is something you feel like you might need, you should probably contact either your centers for teaching and learning, or if maybe Kevin Brokamp, who is the head Zoom guru for IU.
>> Kim: That is correct, Peter; those are by request, but they are absolutely available.
>> Peter: OK, great; let's talk a little bit about, for those of you who are already familiar with Adobe Connect. So there's a few things in Zoom that are really not that different; they're in different places, but they do the same things.
So, for instance, breakout rooms- we got '. Chat, we've got '. You want to poll your participants? You can do that in Zoom. It's easy to screen share; there's a whiteboard where you can draw, and other people can draw, and there's a really nice compliment of annotation tools that again everybody can use.
If you do something really cool on a Whiteboard, you can take a screenshot of it and save it automatically. So there's some nice functionality there. If you were using Adobe Connect and recording your meetings, recording lectures, and posting them on the web, you can also do that in Zoom -- very convenient.
So those things are all going to be familiar to you, and hopefully not that bad. Here are a few things that are different. There's a new interface, so it doesn't look like what Adobe Connect did. In particular with that new interface, there are no pods that you're going to arrange to create a kind of set, permanent layout.
Every time you open up Zoom, it's going to look the same, and you have the ability to open up these other windows which is kind of the equivalent of pods, if you need. Another thing is a little different is, again, because there are no dedicated pods for this, the way that you would share files with each other is a little bit different, and sharing links.
Connect also had a little separate music pod which you could use; in Zoom, that doesn't exist. However, it is possible and actually even easier to share sound through Zoom, and we'll talk about that a little bit later. One of the other things that's different is the audio/video integration.
So maybe Kim, you can talk just a little bit about how this audio/video integration as a new thing for Adobe Connect users.
>> Kim: Yeah, one of the things that we really love about Zoom over Adobe Connect is the fact that you can see this sort of Brady Bunch view, it really encourages your meeting participants to participate more than we felt that Connect did.
And that can be great for teaching situations, because you can have, not just a sort of static chat pod, but actually see people's faces or hear their voices, or both, ideally, and get more context from what people are contributing. And it also helps create a lot more cohesiveness, and it's just very easily done within Zoom as compared to Connect, where the speaker, the presenter, could maybe share their webcam feed and be seen, but it would be in a tiny little pod and it wasn't, it just wasn't nearly as intuitive and as this is.
So we've been really happy with that.
>> Peter: Yeah, absolutely. The last thing that we'll say is different here is how you record meetings. So in Connect, it recorded meetings, but recorded them into the Connect cloud server, and here in Zoom, when you record meetings, it's actually going to record it direct to the desktop of wherever you are presenting from.
And it puts your files in a very easy, convenient place; we'll talk about that a little bit more in a little bit, but those are some of the big difference things that you may notice here. Now here are some things that are definitely better about Zoom, and that you should be excited about.
The first one is the quality of the sound and the video. We've been using Zoom for all of our online training sessions at IT Training since the beginning of the year, and I can tell you that it is just -- there's no comparison between Adobe Connect and Zoom.
Zoom is far better; we have way less problems with the audio kind of going screwy or dropping out; the video has been very robust, it doesn't seem to break very often, so that's really been great. The other thing I would say is that it's also way more reliable.
We had so many problems in Connect with people being kicked out of the room randomly and having to enter back in, and with Zoom there has been almost none of that. It's very stable; it seems to keep -- once you're in there, you're in there, and everything has just worked really well.
There are also less of the, you may have problems occasionally in Connect with Windows, with kind of weird screen sharing issues where things would get turned around; that seems to not be as much of an issue in Zoom as well. You want to share your screen, share your Desktop, it works really well.
It's easier to use; overall, we we mentioned a little bit about the layout, the other thing I would say is that there are quality mobile apps that work, so you can have Zoom on your Android or your iPhone, your tablet or whatever, you can do meetings straight off of that.
It works really, really well. There is more support for Closed Captioning; so there's a way to do live Closed Captioning within a meeting if that's necessary, and that also seems to work pretty seamlessly. You just gotta find somebody who's really good at typing. And, what else should we say here?
Yeah, just in terms of the ease of use, I think that students will also find that Zoom is really easy and fun for group meetings. So if they have a group project and they need to meet after hours sometime, again, as Kim was mentioning earlier, it's a lot more fun if they set up a meeting where they can instantly see each other.
It makes for a much more familiar, engaging experience. And then the last reason that Zoom is so much better than Adobe Connect is that when we make recordings, they have nothing to do with Flash. They're going to be saved as MP4 files, they work really easily with whatever system you're on.
So that part of the recording process has also been improved considerably. OK, are there any questions so far, before we jump into looking at some actual web stuff and Zoom stuff here.
>> Mari: Yes, I'm wondering how you got the desktop... Like right now I can see the tiles for everyone and their name.
Now, I hosted a Zoom meeting, and I could only see a couple of the tiles and they were popping in and out -- it was odd.
>> Peter: OK, that's a great question. Let me get out of the Power Point here, and I'm going to stop sharing, so now what you...
Actually, let me continue sharing there, but just share my desktop, that's what I want to do. OK so you should now be seeing my screen here, and I have, right now I am in speaker view, so it is highlighting whoever the last person that spoke was, it's sort of putting them in the front for me.
If I want to go to that view where everything is tiled, up at the top of the screen, there's a little button here that says Gallery View. And if I click to that, I get everybody that's in the room right now. And it prioritizes, again, the last -- I think it's four to ten speakers or something, that have actually said something; they're the ones who will appear up on top.
Does that answer your question?
>> Mari: Yes, thank you.
>> Kim: Actually, I think it tries to prioritize the people who are sharing their video.
>> Peter: Ok, that's it.
>> Kim: In this view -- there's another view where it will prioritize the last few people who have talked.
>> Peter: Yeah that's a great point, thank you for that.
One other thing to note, while we're here, if you double click anywhere on the Zoom interface up here, it will alternate between full screen and the original size. So occasionally, depending on how your controls are set up, when someone shares their screen, you could be in an original size window, and when they share their screen all the sudden it jumps out and takes over your whole screen.
If that happens and it's not what you want, all you have to do is double click and it'll take you back to that smaller window there. That was, those are two of the most common things about Zoom that are disorienting at first -- what's the deal with these two different views?
Great, any more questions about those things before we start looking behind the scenes here? All right, I don't see any questions, I'm going to go ahead and show you some stuff to look under the hood here a little bit. So when you are first trying to get into Zoom, the place to go is zoom.iu.edu.
I type that in here and of course it redirected me to this, but I assure you, if you do zoom.iu.edu you will get right here, and then you want to log in. And I have already logged in on this computer, so it knows who I am, but you have to just go through a regular CAS log in there, and it will take you into the behind-the-scenes control for your Zoom room.
>> Kim: I did want to point out that that actually is something I really like about Zoom, in that it is behind that Single Sign On, and so it's a bit more secure than, rather than Adobe Connect, where you had to, like, just the fact that you'd already signed in to something else through Single Sign On didn't necessarily get you into Adobe Connect.
I just had to throw that in there.
>> Peter: Yeah, yeah, definitely. So when you come to this interface, the main things you're probably going to be concerned about are these top three tabs here on the left hand side. And I'm going to go ahead and start on Profile.
You can see right away that there is the option here to put a picture in for yourself. And this wasn't something you could really do in Connect; you could put a picture in one of the files, then throw it up in a specific photo pod, but it wasn't there all the time.
I would actually recommend, if you're going to be using Zoom a lot, that you consider putting in one of these, putting in your own photo. I've gotten a little silly here by giving a little shout out to one of my favorite comedians, but this is great because also when you're in the Zoom room, when you open up the participants window to manage it, this little icon will show next to your name.
So it makes it a little easier for people to identify who is who. So this might be something you consider adding in, if you're going to be using this a lot. Some other things you should know about before you get too far along here; this personal meeting ID.
So everybody, if you have an IU username, you have your own individual Zoom account. And that Zoom account is this number, this is your room. This is the ID number for your room. If you want anyone to join your room, all you have to do is send them this URL right here.
This is the front door into your room. So you'll still have to start up your room and things like that, but this is, if you want to see "hey, meet me in my Zoom meeting room at 2 o'clock," all you have to do is send them this, and if they click on that at two o'clock, they'll be able to get in there.
Some people I know have gotten kind of fancy with this, and turned this into a go.iu.edu; so you could do go.iu.edu/ and then your name. That might be something convenient for you, something to consider about, if you want to customize things a little bit here. But that's your personal meeting ID, that number there is important.
The personal meeting rooms have a ten digit number and then when you schedule a recurring meeting, which we will look at in a second, those have a nine digit number. And let's actually do that right now. So again these three tabs are the most important ones; I'm going to skip this one for right now, and I'm going to go to Meetings.
And let's look at how you would schedule a new meeting. So if I do that, all I have to do to get the process started here is click on this button. And then I want to give my name, and I'm going to say this is a very important meeting.
[TYPING] And then, when we get into the time options here, obviously I can put in the date and the time, how long it's going to be, what time zone I'm in, and then I have this option for recurring meeting. Kim, what's the deal with this recurring meeting and why would I want to use this instead of my personal meeting ID?
>> Kim: That's a good question, Peter. So there's a number of different reasons why you might want to do that. Obviously if you've got a meeting that recurs, this would be a natural choice, because you have that in the settings, kind of those times and days that are there; if you e-mail an invite to that meeting, it'll all be right there in that e-mail, in that invitation I should say, because it doesn't have to be email.
And so that can be helpful, but the reality is, is that, that room is going to be technically available 24/7, it's not like it's limited to those times, much in the same way that was true for Connect, in fact. But it's nice to have that reminder about regular meeting times, if that's the case, but even if it's not going to be a recurring meeting per se, you may want to use these, set up a meeting, so that you don't have to use your personal room.
So if you've got, you know, either you want to reserve your personal room for specific uses and not advertise it to, say, students, for example; or you can set up specific rooms for specific courses, and that to be really great if you've got, say, back to back meetings with other, different courses, then it's very easy to, you can have two different ones for two different groups and they aren't co-mixing and getting confused.
And the other thing is you can have settings that are unique to each of the specific rooms, and so that can make things a lot easier depending on what it is you need to do in these different meetings that you may have.
>> Peter: Yeah, great. So let's go ahead and set this one up to be a recurring meeting, just for fun here, and let's say that we're going to start at four o'clock today, and then we're going to do this once a week, it's going to be our staff meeting, something like that, every Tuesday at 4 o'clock, and we'll do that for four weeks, and see where we are.
A few other controls here that I'll just go over briefly: the registration, if you make this required, when people enter the room, they have to give you their name and their e-mail account, and you can also customize this to ask them specific questions, if you need to get some information from them.
The video here, this is what's going to happen when people enter the room. Is the host and the participant video going to be on as soon as they enter in; I would typically -- well, it depends really depends on the kind of meeting you're having. Some people find it a little shocking when they get in the room and all of a sudden the camera is turned on; if you were, depending on the kind of meeting, you would might want that kind of familiarity and immediacy to it, so again, that's for the video setting.
For the audio, I would suggest both; this allows people to call in on, to use their computer audio or also to phone in, if they need to, so we have that set for both, that works great. And then is a few other options here; you can mute participants on entry, you could require a password if you needed to, that kind of thing.
I'm going to go ahead and save the settings that we just did, and then you'll notice here that once I've done that, I have these options here. If I wanted to, I could click on this and it would take me into my Outlook app, and open up an invitation and then I could start adding individuals that I want to invite to this particular meeting.
So there's a real nice integration between Outlook and Zoom, as well as, you can do it with Google or Yahoo or whatever your main calendar program is that you're using. Again, here we have this URL, so if I wanted to invite anyone to this meeting, all I have to do is give them this URL, and you'll notice that this is that nine digit number specific now that is specific to this meeting that we just made.
And then the other settings we have there, and if I want to open this meeting, all I have to do is click Start This Meeting and that will get it going. Any questions about scheduling a meeting, starting a meeting here? Feel free, again, to use your microphones or write something in the chat, if you haven't questions.
>> Kim: Can you say a few words about -- I'm sorry, go ahead!
>> Speaker 6: Sure; even though we've already scheduled it for four o'clock, if we select Start This Meeting, then we can immediately start recording it, even though it's not that time?
>> Peter: Yeah, I believe if, I mean, I haven't tried this officially, but I'm pretty sure if I say Start This Meeting, it's going to open up the meeting and I'll have the option to start recording.
>> Kim: Yes.
>> Speaker 6: Ok, thank you.
>> Kim: Sure!
>> Peter: Kim, did you have something else you want to add?
>> Kim: Well, I was just thinking about, the idea of course with this particular webinar, is that you guys are most likely familiar with some of the things you did with Adobe Connect, and so I wanted for you to say a few words about the whole layout thing.
Like, the music share, we had mentioned them briefly, but what would you do if you wanted to have a specific layout or you wanted to have music or something like that?
>> Peter: That's a great question. Really, in terms of layout, there's not much you can do. Once you've, everyone individually is going to have that ability to switch back and forth between the gallery view and the speaker view.
They're going to be able to control whether they're full screen or a smaller window, so in terms of getting them oriented to those things, that's kind of an individual thing. Once I jump into the room here, I'll show you how to get some of those features up and going.
In fact, we should maybe just go ahead and do that.
>> Kim: Yeah, I mean -- go ahead, Maggie.
>> Maggie: I'm going to jump in and just say there are some things that you can do to make a layout that's a little bit more like what you would be used to.
As Peter said, part of the philosophy of Zoom is that the participants have a lot of control over how they are experiencing this, but there are some things you can do, and if there are questions about that, we can, I can show you maybe a couple of examples later on.
I will let you go do your thing.
>> Peter: Cool, yeah, let's try to get through this; I would love to see some more of those tricks if you've got them.
>> Glen: Let me ask a question.
>> Peter: What was that?
>> Kim: Go ahead.
>> Glen: Yeah, this is Glen Larsen.
Does everyone who uses Zoom, students, for example, they have to have Zoom on their computer?
>> Kim: Good question.
>> Peter: If they, if you give them that URL, if they're in a web browser and they go into that URL, there's a Web extension that will open it up and they can go ahead and run it without actually downloading the program to their computer.
Am I correct in saying that, Maggie?
>> Kim: On the other hand, if they want to host their own meeting, I think then it's helpful to have that, because students can host their own Zoom meetings. Does that sound right, Maggie?
>> Maggie: Yeah, the students are going to have the exact same pro account that the faculty and staff have, so they've all got the same ammunition.
When you're invited to a zoom meeting, you can take it right on your web browser, but it's going to ask you to download a little applet to run that. You can also get the Zoom desktop client, which is a lot nicer. I find it much nicer to use.
But anyone, we've all got access to the same stuff now, so the students have it, the faculty have it, the staff have it; we've all got the ability to use all the same things.
>> Glen: I guess my question was more general. What if you want to do use it with, in fact, a colleague from another university.
>> Maggie: Absolutely, that's not a problem; same deal, they would be able to join that simply with the URL.
>> Glen: OK, thank you.
>> Peter: Yeah, it's very kind of user friendly. You can, as long as you have that URL, you can join the party.
>> Sally: I think also another question in a chat, and you might want to answer that before you move on.
It has to do with that copy invitation and how you can, it copied that link and all your phone connections for you?
>> Peter: Yeah, there's a couple of cool things we could look at. One thing is, if you go to, you can download an Outlook extension for Zoom.
Maybe Sally, if you have a moment, you can look up the, I forget if it's download.zoom or what exactly the address is, but if you go to their downloads page, there's an Outlook extension. If you download that, if you use Outlook regularly, it will integrate into your Outlook, and it'll actually put a little button at the top of your, on your home ribbon, so that any time you schedule a meeting, you can click on schedule as Zoom meeting, and it will provide all of the contact information that people need, and you can add invites to it and whatever message you need to go out with it.
We can also, you can invite people from within the room as well. So here at the bottom of my screen, you can see I have this button that says Invite, and if I click on that, I get the same configuration as we saw earlier. For me, since Outlook is my default, if I click on this, it will open up an invitation in Outlook with all of the contact information for this particular meeting that I'm in right now, and then I can invite whoever I need.
So if I'm in a meeting and I'm like, " goodness, we forgot to invite Bob!" I can click on this and send him an email immediately with all the invite information he needs. So that would be another way; if you do this copy URL, it copies the URL into your clipboard, so you could then just paste that into a message if you needed to as well, an IM or whatever.
>> Maggie: And then the difference between Copy URL and Copy Invitation is simply, the URL will really just give you that URL. If you do the invitation, it will give them all the information, which includes things like how to join from a video conferencing room, and how to dial in, if you're going to dial in from the phone, so that's all it is -- it's just the information about joining the meeting in a couple of different formats.
>> Peter: Yeah, great, so those are two ways you can get people invited into the room. Does that answer your question, Mari?
>> Mari: It wasn't really my question; somebody in the chat typed that one in.
>> Peter: OK, yeah; ok, well let's continue on here. So we have our invite there; someone else was also asking, or Kim had mentioned before about music.
So there is no pod here where I can just start sharing music; if I want to share music, I have to go through my share screen. To do that I'm going to start a new share for you. So when you click on the Share Screen, this is the dialog box that will pop up, and these are all the different options for things that we can share.
I typically recommend for people to share their desktop, because if you do one of these individual apps, it will only show the window for that particular application, and if you stick another window on top of that for any reason, it will obscure that window for your participants, so there's a little risk here of things being difficult to see.
If you do desktop, they're going to see whatever is on your desktop, the same thing that you're looking at. At the bottom of the screen here, you'll notice that there's two buttons, one for share computer sound, and optimized for full screen video. If you click on the share computer sound, then if you show a video from YouTube that has sound in it, that will also go out to all of your participants.
So if you do want to share some music beforehand or whatever, you would want to share and click this button. That was something that you could not do in Adobe Connect; it only played along with a particular kind of file type; this way, you can put on Pandora, put on YouTube or iTunes or whatever it is want to play music through, and it will play when you're sharing your screen.
So that is kind of how you deal with sound. Alright, let us continue on here; we looked a little bit at generating messages, sending the URLs... When you join the room, you get that pop up box with the audio settings that looks a little something like this, although this would have been green when you jumped in the room.
If for some reason you're not sure which microphone or video camera is going to be used, I would recommend clicking on this Test Computer button, and then you can see which speaker has been chosen here of the options you have. You can also adjust your microphone level with the second one, but here if you had a question about whether your video was enabled or connected to Zoom, you can also click on this Video tab, and it will let you know which video cameras are available to use at that time.
>> Kim: For those of you who were used to Adobe Connect, this would be the equivalent of the wizard, the Audio Wizard.
>> Peter: Yes, this right here is your Audio Wizard; that's a great analogy, thank you for that one. OK, we are all connected here with our audio. Again, some hot keys that may be helpful to you in terms of managing your sound, Alt+A will mute or unmute your microphone, and Alt-V will turn your video on and off.
So those are handy shortcuts to have. All right, moving along with our look at the interface here, so in Adobe Connect, you had all of your participants were in, in fact we can even, I brought this up earlier and forgot to bring it out here... So in Adobe Connect, we had several tools that were pretty handy for us.
Let's get back over here [INAUDIBLE]. So in Adobe Connect, when you wanted to look at who was in the room and that kind of thing, you used the section over here. Again, it's not playing along -- here we go. So for Adobe Connect, this was how you handled managing your participants; well, in Zoom, you're going to do it a little differently.
You are going to do it down here with this Manage Participants button. So when I open this up, right now it actually open, so it closed, but when I open it up, if I am in the smaller screen window here, it shows up here on my right hand side.
If I was in full screen, it will probably come out as a floating window. Once you are here, if you want to control where this thing is, in the upper left hand corner, you can close it, you can minimize it, or you can have it pop out so that it will be a floating window.
And if you're someone who's using two screens, it might be handy to pop that out and then drag it over somewhere else so that it won't get lost or underneath something. That occasionally happens, that the participants window and the chat can get lost underneath this window. So from the managing participants window, you can do a couple of things that are very important.
You'll notice here on the right hand side that I have microphone icons or video icons, so I can individually, as the host of the meeting, I have the power to turn people's mics on or off, and their video on or off, so that's one cool thing we control here.
>> Kim: I'm particularly fond of the "Mute All," myself.
>> Peter: Yes, I was just getting there, thank you. If you're ever in a meeting and you hear audio feedback starting because somebody has a microphone and somehow they've got a feedback loop created within the meeting, if you click that "Mute All" button that's right here, it will deactivate everybody's microphone, and then you can kind of individually go back, turn people on, and figure out where the sound problem is.
So that's a handy feature right there.
>> Mari: I'm sorry to interrupting, but how do you get those pop up menus on the top and you had some on the side there?
>> Peter: So from the bottom of the screen, I clicked on manage participants, and that's what opened it up.
>> Kim: And you, right now, you are just a participant, you are not a host, so all you'll see right now is just participants and you won't see these unmute and all of that, because you're not one of the masterminds behind this particular meeting, but if you were running your own meeting, then you would have those.
>> Mari: I ran a meeting about a week ago and I didn't have those. Did I enter it wrong?
>> Peter: Hmm, if you were the one who started the meeting as the host, you would have had them. it's possible that you need to update your Zoom. About every two weeks or so they release a new version of Zoom.
>> Kim: [CROSSTALK] And unfortunately, they're not automatically pushed.
>> Peter: Yeah.
>> Kim: So you have to go and check.
>> Peter: Yeah, so it's possible you didn't have, that you may not have all the options that you see here when I do this. So a few more options that you have here, you have the mute/unmute; you can also make someone, you can have a personal chat with somebody, you have the ability to make someone else the host or the co-host of a meeting.
You can allow another individual to record the meeting besides yourself; if you were using the Closed Caption tool, you can sort of give someone, you're going to be the one writing the closed captions for a little bit, you can assign them that role. Another thing that everybody has here, and you all should have this as well, is the ability to rename yourself.
So right now many of you came into the meeting with your IU username, perhaps. If you want to, you can go in here right now and rename yourself and you can make yourself whatever you like. The other day somebody renamed themselves Andy, Destroyer of Worlds. I'm guessing he does a lot of role-playing games.
You also have the ability to put people on hold or just to remove them; if you have someone who's being a troublemaker you can kick ' out of the room right there. Let's see if there's any other things here -- yes, so as the host also, in this participants window, I have the ability to mute everybody when they come in.
I can make it so there's a little chime that goes off whenever a new person enters the room or leaves the room. And then I can also lock the meeting, and this is like locking the front door; if I do this, nobody else comes in. So there may be times when, for privacy reasons, you might need to lock the meeting, that's how you would do that.
Ok, that is about it for that. Other tricks you might need for managing participants, we'll talk about a little bit later when we get into the annotation tool, I believe. [READING FROM CHAT] OK, there's a few buttons under the participant list, including a "More" button. Is that, are you referring to, yeah, Kim, are you referring to this guy down here, these three that I just clicked at?
I also see in the chat here, Mari has a question about, "I see the unmute me and raise hand choices in the participant list. As a host, where do I see these?" I think those are going to be controls for the participant; as the host I don't have those options, but that lets me see what other people are doing.
You may need -- but there are some individual response icons that are available now, but you would also need the newest version of Zoom in order to have those, but there's a few things like raising your hand or speeding up or slowing down. Maggie's actually doing to raise your hand icon right now.
>> Kim: Yeah; I was actually trying to answer that, sorry Peter, and forgot to unmute myself. Because my response was to Mari, because -- but I'm not seeing the same icons below your participant list than I am under mine, which is interesting.
>> Peter: Interesting.
>> Kim: Because I've got a yes, no, go slower, go faster, and more with, you know, the clap hands and all of those sorts of things.
>> Peter: I'm thinking it may be because you're a co-host; you have different options than I do as host.
>> Kim: Good point.
>> Peter: That's my guess.
>> Kim: Yeah, maybe they don't expect the host to have to raise their hand.
>> Peter: Yeah; if you guys get really unruly, I may have to raise my hand to calm everybody down, but I'll just do one of these.
That's why we have the video. OK, let's talk a little bit about the chat. This is a big, probably the biggest difference between Zoom and Adobe Connect from a user experience. So in Adobe Connect, you're familiar with the chat. This is the way we had our room set up for IT Training accounts, and you'll notice down here that there's the Everyone tab, and then there's also a Presenter's tab, and this can also be a host's tab, I believe.
And then if I chatted individually with anybody, that tab would also appear here as well. So the chat streams have been separated so that they are distinct. That is not the case in Zoom. So, as you may have already determined here -- I'm going to close this guy, so it doesn't bug us quite so much.
If you want to get your chat open, there is a button down here in the bottom of the toolbar which you can click on. And similar to the manage participants, that should throw your chat open on the right hand side of your screen, or if you're in full screen, it will be a floating window.
There's also the hot key there for Alt+H, will open up the chat as well. And what you'll see here, and what you probably already noticed, is that all of the message streams are in one continuous stream here. So it's very tricky to -- if the chat gets really active, it can be difficult to make sure that you are sending your message to the correct person.
So for example, right now I'm set up to send a message here to Sally, and if, in the middle of me typing a message, if someone else sends me a message, this will automatically update to the most recent person who has sent me a list. So even after I type my message, I need to recheck here to make sure that I'm sending it to the correct recipient.
If I click on this, I have the option to send it to everybody, or I can do things individually to different people. So a couple of things -- so does that make sense, that address thing, readdressing thing; that's a little tricky and we definitely have had a few issues with that in our IT Training workshops, being surprised by that.
The other thing you should know about the chat is that there is no universal chat history. So in Adobe Connect, the chat, once it starts there, that history is there unless somebody cleared it. If I enter the room ten minutes after the room was first started, I can still go back and see all of those old chats.
That is not the case in Zoom. The Zoom room chat starts for each individual when they enter the room, and this is important because if you were using the chat pod to send files or to give out important information to people, if you do that right at the beginning, chances are people will come in late, and you will have to send it out again.
I look at this as a little bit analogous to teaching in a brick and mortar classroom, and if you have your handouts there that you hand out to your class at the beginning, but people inevitably come in late, and they're like, " yeah, go over there and pick that up".
Re-sending that file in the Zoom chat pod, it's the same kind of thing.
>> Kim: And Kathleen is asking if there's a way to change that, and sadly, for now, no.
>> Peter: Another thing about the chat that Kim mentioned a little bit earlier, I believe, in terms of the recordings: the chat is saved, but it's saved separately from your recording.
So in Connect, you could watch the video and you could see in real time when that question came up in relation to whatever content was going on. It's not like that in the Zoom chat experience. You get a text file that has a whole chat, and you get a video that has the content that was shown on the screen, and you're going to have to match things up there.
So that can be frustrating with the chat as well.
>> Maggie: Right, and just so people know, that is one of our biggest requests to Zoom, in terms of updates that need to occur, and they're working on that; that's been pretty clear to them for a while that we need a better version of the chat.
And the way that it's saved.
>> Peter: Yeah; one last thing about the chat: so we talked about in the Zoom room, in the past, if you wanted to share files, the way to do that was, here with the Share files pod, right? So we could, you could upload your file, and everybody would go down there and upload it as they needed to, or download it as they needed to.
Well, again, in Zoom that doesn't exist. So if you want to share files -- and let me clear my annotations here -- if you want to share files, you actually do it through this button in the back here, in the back bottom right corner of this chat window.
And there's something for Send file, I'm going to go here -- I don't know if I have anything new I can send to you -- here we go, how to share your screen. So I'll send you a little how-to on how to share your screen in Zoom, and I sent that out, I just -- see, this is a great example, I sent that out, but I forgot to adjust who I was sending out to, and it automatically sent it out just to Sally.
So I'm going to send it out here now, well, she sent it out to every -- well, she sent it right back at me. I will send it out to everybody here. Now you can all learn how to share your screen as well. So I believe when you click on this it's going to send it, automatically you'll send it to your Downloads folder, that should just open it right up for you, if you just double click here.
So that's how you share files in Zoom. There's not a Files pod, you use the chat to send the files. Any questions about that before we move on? Don't let me forget that when we go back to the meeting settings, I need to show you an important setting related to sharing files.
>> Glen: This is Larsen, can I ask a question, can you hear?
>> Peter: Sure.
>> Glen: I'm sitting here watching you and I can, I have you on full screen, and you're a good looking man, but the training screen you're showing me, I have very bad eyesight, I can't see the thing.
Is there a way for me to blow that up?
>> Peter: That is a result of the fact that I am using a very fancy monitor here in the UITS building, and it's fancy and the resolution is super high and I forgot to adjust it. [CROSSTALK]
>> Glen: I really can't, I mean, you're saying, you're pressing here and doing this and doing that, and I see this little box.
I really can't, can you put yourself up in that little box and put everything else on the big screen?
>> Peter: No, unfortunately these little tools are here just going to stay small like that. I can try really quickly to see if I can get my control panel...
>> Glen: That brings up another question.
If I'm teaching a class, what are the students going to see -- are they going to see that little box, or will they see the...
>> Kim: I'm wondering, when you say little box, whether you need to maximize something?
>> Glen: Well, I see right now you are in the center of my screen, a photo, but up to the, in the right hand corner, I see the, there's an example of the old Adobe Connect screen...
>> Kim: Yeah.
>> Glen: Then there's a even a small, on top of that, there's even a smaller example; I can't even read it.
>> Kim: All right, so, what I'm wondering, what do you think, Maggie, it sounds like maybe if you click on the part that's share and try to maximize that?
>> Glen: Share screen?
>> Kim: So the part that's being shared; don't try to click on share screen yourself, but the part, not the part where you're seeing my picture, but the part where you're seeing what Peter is working on, which is actually, you can see the Zoom meeting and the Adobe Connect behind that, if that's really small, it may be that that just needs to be maximized.
>> Glen: That's what I just did, and that worked.
>> Peter: OK, great!
>> Kim: I suspected that was the problem.
>> Glen: I just didn't click -- OK, now I get it, alright.
>> Peter: Excellent -- [GLEN] Thank you -- [PETER] Yeah no problem, thanks for the question, that actually is that one that comes up regularly, like how come it's so small on my screen?
Yeah, so you can make things go full screen here, and that gives you a little bit more room to play with. OK, [SOUND] we talked a little bit about screen sharing here. So in Adobe Connect, when you wanted to share your screen, in the top of the window up here, there was a little button to go share screen that you would have used.
In Zoom, it's a little bit different. So in Zoom, when I want to share my screen, I go down to the bottom here and I click on this Share Screen button, and as I showed you earlier, you get this option, these are all things that I could potentially share.
If I had an iPhone or an iPad hooked up to my computer, I could share the images straight off that. I can share a white board, where I can do any kind of annotations, and then again as I mentioned earlier, I would probably stick to using, if you're going to share, stick to this desktop, so that you don't have any problems with things getting obscured.
Similarly, if you want to use sound, we talked about this earlier, but click that button there, so that's enabled so that you can share your computer sound, if that's something that's important to you.
>> Kim: And that's something we couldn't do in Connect!
>> Peter: Yes, something we could not do in Connect but you can definitely do now.
And then once we share screen it will, depending on how your settings go, it'll jump out full screen, and there's that.
>> Kim: At least in theory, although it sounds like we had at least one person who had your shared screen kind of not maximized, and so that, I mean, given the difficulties that you had, you definitely want to, if you're using this for teaching, you want to have that default setting still enabled, that if you share screen, it pops out into as large as possible, because otherwise they're going to have trouble seeing it.
It can be a little startling the first time that happens, because you're like, wait, what happened to my computer, it's being taken over! And you can always, as I think Peter said, you can either double click the top or hit escape to minimize it back down, but if you're using, if you're worried about your students being able to see things, there is that setting that you can take off from default, where it won't pop out large, you wouldn't want to mess with that, you would want to leave the default.
>> Peter: Yeah, and we'll take a look at those settings in just one second, I want to briefly give all of you a chance to check out one of the cool things in Zoom.
>> Peter: So at the top of your screen you should have a little toolbar that says which meeting you're watching and then something that says, I think it's more options or view options, view options I think is what it says.
And here I have a tool that says annotate. So if you have that view options, click on that, and you should see annotate, and then you'll see these different annotation tools that we have, and you all have access to these. So let's have a little fun here; why don't everybody, point to your favorite pod in the Adobe Connect room.
So my favorite is the chat pod. Everybody feel free to annotate the screen however you like. Great, we've got a pink arrow. Maggie's using her with her arrow with her name on it, excellent.
>> Kim: The arrow with the name on it has interesting behavior.
>> Peter: It does; so there with the name on it, you get that by going into the spotlight area up here, and then selecting the arrow; but what's interesting is that this tool is competitive.
So if I click it, we're going to lose, and someone else clicks it now, mine will disappear -- yeah, so we're all fighting for who's got the arrow. So this can be fun if you want to do a game, for example, can anyone show me the phone number for IUPUI.
I won, I got there first. Yes, you can also type, thank you! So we have a lot of tools up here that are worth checking out. These ones here that I'm pointing to, the rectangle and the circle with the little dots, this will kind of highlight something instead of giving you a solid color.
It'll let you see through things, so that's a cool one to know about. You also have the check mark and the X and the double-sided arrow if you need to make a connection between presenters and this question.
>> Kim: The other thing that will come up sometimes is, you might be really frustrated, you're like, OK, I'm having a great time clicking things but now I want to say -- or, drawing, but maybe I want to stop drawing and do something: that button that's on the left that says mouse is how you get back to the ability to actually click on things rather than just drawing.
>> Peter: Yes exactly; this select one, too, will select the area but only as long as you're holding down the mouse, and as soon as I let go of the mouse, that image goes away. Also, if you're using one of these tools, if you want to go back to the mouse, in addition to hitting mouse, you can also just right click and you'll go back to your regular mouse.
>> Kim: That's helpful.
>> Peter: As the host, I have the ability to save this, so when I click on this button, it's actually going to save a screenshot for me in a folder, in my documents folder, and as the host I have the ability to clear drawings, and I have some options here.
I can clear everybody's, I can just clear mine, or I can clear everybody except for myself. So those are some cool tools there; and we'll move out of that. [SOUND] Let's talk a little bit about recording. We mentioned that recording in Connect was kind of a pain; it was great because it would, you know, do all the recording and do it all in the cloud, but actually getting your recordings, and if you needed to edit your recordings in any way, was not very user friendly in Connect.
Well, in Zoom, it really is. If you have recording in your room enabled in the back end controls that you do through the web browser, when the meeting starts, you can hit record or you can even set it up so that it automatically starts recording, and that's what's going on now.
I know I'm recording because in the left hand corner here it says I'm recording; I have the ability to pause if I need to, or I could just end the recording. And then, once I end the meeting, so once it's all over and I click this end meeting button, it's going to give me a little message saying "we are processing the video, hold on a second".
And so what's happening there is that, at the end of the session, once you end the meeting, Zoom automatically creates a folder in your Documents folder on your computer, and in that Zoom folder, you'll find the recording if you made one, you'll find the chat, and you'll find any screen shots that you might have taken from the annotation tool.
>> Kim: Yeah, it even has an audio-only version.
>> Peter: That's true, yeah, you can also get the audio divorced from the video as well.
>> Kim: But remember, it's on the local computer that you're presenting from, so if you're like, Peter right now is in a focus booth, and he's recording, he needs to get that recording off of that focus booth computer.
It's not going to his personal computer at his desk.
>> Peter: Yeah, so that's one of the tricks there, that you will -- and the other thing I would say is that it takes a few minutes for it to process the video. So this is an hour long video, when I end the meeting, I should probably give myself ten or fifteen minutes for it to finish processing that video so I can post in on Box and be ready for it.
The other thing I would say about recordings is, it's not available yet, but soon, there are plans to have a Kaltura integration in Zoom, so that once you finish doing your meeting, you recorded it, and then you can send that file straight to Kaltura and it will be available to your students or the public or whatever community you need to see that.
Maggie, is there any sense on when that integration is going to happen or...?
>> Maggie: All I know is, soon.
>> Peter: Soon!
>> Maggie: I do not know the definition of soon.
>> Peter: Yes; it will be done in a "zoom!".
>> Maggie: Yeah.
>> Kim: We're actually going to show you a little bit more the details of how to do that in the more advanced webinar that we're going to have next, which is the "getting more from your Zoom experience," and so we would encourage you, if you want to see more of the nuts and bolts of how that works, to attend that next, in the series.
>> Peter: Yeah, so, that is the end of most of the things we want to show you today. Kim, do you want to take a little bit of time to talk about the Canvas integration with Zoom, and then maybe we'll have some time for Maggie to show us some layout tips?
>> Kim: Sure; certainly it's not at all difficult to have your Zoom room for your class as a tool on the side; if you're using Canvas, so that's something that we can show you how to do with the Teaching and Learning Centers, just contact your local Teaching and Learning Center if you want to do that.
You can add that same address into specific assignments or discussion descriptions very easily, so the students can just click on it. And the nice thing, of course, about this is that your students, because they have that same access, as Maggie was saying earlier, to the Zoom Pro account, they can conduct their group work in Zoom.
And that's a great alternative to the Conferences tool in Connect that we're not actually big fans of, so I would highly recommend that, if you've got students who need to do group work together. So there's definitely that, and I think, is there more, there's more LTI integration that, again, is coming and I'll have Maggie, do you know, happen to know, is that another thing that's coming "soon"?
>> Maggie: It's coming soon.
>> Kim: All right!
>> Maggie: I don't know, I don't really know that the time frames on any of them, they're all very close. Things are, yeah, just working out the kinks in both of those.
>> Kim: But in the meantime it's very easy, like I said, to add that as a tool; you can have it as one of your module steps if you're using the modules tool, so even that, it's not terribly difficult to incorporate into your Canvas course, make it very easy for your students, for those of you who are going to use you Zoom for your teaching.
>> Sally: Kim, this is Sally, there was a question in the chat room about how to edit the recording?
>> Peter: Yeah, so, editing the recording is really easy. Once it's done, you're going to have an MP4, and then you could put that into any video editing program. So you could use iMovie or Camtasia, or Premier, or whatever video editing software you use.
You can edit it in [INAUDIBLE] --- Kaltura also has a very limited editing capability; so if you were to post it on Kaltura, you can adjust the start time and the end time of your video. So if you have a lot, if you have fifteen minutes of dead time at the beginning, you can edit that out, there, but you can't do individual edits within the video.
So if you need more advanced editing stuff, I would use a video editing program, but it's going to spit out an MP4 file that's going to play friendly with whatever application you're using.
>> Kim: So, Peter, we have a question about the updates that come out regularly; can you open up your Zoom Pro app and show us where we click to check for updates?
>> Peter: Yeah, let me try to do that for you here. So I have the desktop app loaded onto my computer, and when you have your Zoom room open, this is what the interface looks like, and if you go up here to the little drop-down button here, and say check for updates, it will look to see if you have the most recent one, and I do.
So 4.0.2 is the newest version, so if you don't have that, you might want to check it out; who knows, you might like discover, wow, I can do polls all of a sudden! That was a big change between version 3 and version 4. So that's how you would check for updates, and again, they update this regularly and they don't necessarily announce when they're doing it, so I would say once a month, do this.
Kathleen asked how I got to this window -- you may have to have downloaded the application onto your desktop in order to get this view, I believe. Kathleen, so if you haven't done that, you probably won't, but I get it just by going to my toolbar at the bottom, and when I click on the Zoom icon, you can even see there, there are two windows that open up, so there's the meeting room, and then this is the...
>> Kim: Yeah, if you don't see that, it may be because you're running, you're attending speeding via a web browser, not using the actual program. I'm trying to avoid the word, using "app" but [SIGH].
>> Peter: I have one other thing I want to show you back in the meeting settings before we finish our presentation here, so let me quickly go back there.
>> Kim: While you're going back there, Mary B asked what would go into Canvas to share the recording, and that would be the MP4 file, that would have everything you need.
>> Peter: Yeah, the MP4 is going to have the audio and the video, it's ready to go.
>> Kim: And we would encourage you to put that into Kaltura in order to save that, or in order to share that with your students, because video files can get very large; and if you're not sure how to use Kaltura or need some guidance on that, you can attend our "Getting more from your experience" and/or ask your Teaching and Learning Center for help with using Kaltura.
>> Peter: OK so I'm back here in the, my browser and the kind of back end of Zoom, so I can check out some things. Right now we're on that meetings tab that we looked at earlier; if I go to meeting settings, I have a few more options here that are worth...
This is where you can really start to customize things. So there's a few different sections; in order to edit one of these sections, you have to click the Edit button that's over here on the right hand side. So, you have the ability to turn off the chat, or turn it on; to have private chats.
A couple of the other ones here -- the ability to have a co-host, the annotation and polling tools are also ones that you can turn on or off, so depending on the kind of room you have, you may need to activate or deactivate these. But the one I really wanted to mention here is that if you want to send files through the chat, you want to make sure that file transfer has been activated, and in order to do that, you have to deactivate end-to-end encryption.
So I would have to go here, make sure this is turned off to gray, and then I can enable file transfer, and then I can send the files back and forth. So that's a little more complicated than it was in Adobe Connect; it's not just a files pod, here there's this "turn off the encryption, turn on the file transfer" and then you'll be able to do it.
That would be the biggest things for our purposes today that you need to worry about. OK, we have just a few minutes here; I would ask, before we get too far along, Sally, if you could throw in the link to the eval for today's workshop, in case anybody has to leave right now, at three o'clock.
That's totally fine, hope you had a good time; if you have time, if you could click on the link in that eval let us know how we're doing, we would appreciate it. Kim has also posted that the next one in our series, the "getting more out of Zoom" is going to be Monday, and we will do that then, and we'll also post a video on IT Training, so if you can't make that, the content will still be there for you.
We have a few minutes here; Maggie, if you want to, do you want to throw us, shows a couple those layout tricks?
>> Maggie: I'm a little tight on time, but let me see let me see what I can do.
>> Kim: That's, I think, something we could probably do in the "getting more," or you can always contact your local Teaching and Learning Center, since I think, I don't think we really have a few minutes; it's 3:01.
>> Maggie: Yeah, it is 3:01, and there are a couple of tricky things, so I don't want to lead you partway through the marsh and then leave you there.
>> Peter: [LAUGH] Much appreciated. OK, well, with that in mind, we will try to incorporate some of those tricks into the "getting more" presentation if we can, and we'll be getting that content out to you in the future.
Thank you so much for coming today; thanks to Kim, thanks Sally, thanks to Maggie for helping out. Thanks to everybody who asked questions; we appreciate it.
>> Peter: We hope to see you again at a future IT Training-Teaching and Learning Center-eDS webinar, coming to you soon. Thanks everybody, have a great afternoon; I'm going to turn off my video camera, but I will stay in the room for a little bit, so you have more questions feel free to throw them in the chat and we will try to answer them as best we can.
Thanks everybody. [RESPONDING TO CHAT MESSAGE] Glen, I would say that the best way to practice is to have meetings with friends. You know, with your colleagues if you can, do a ten minute meeting through Zoom and mess around with the tools and see what happens. That's, from our experience here at IT Training has been, get everybody in the room, get their hands on the tools and they tend to figure stuff out that way.
>> Glen: I understand; now the question I had, if I could have somebody, or if I could have my wife at night sit with me [LAUGH] on two different computers, I would be down in my office and she would be upstairs and... She could log in, is that correct?
>> Kim: That's absolutely true! You're also, those of us in the teaching center are also more than happy to do that with you if you like, but as we said, Zoom has a really robust mobile app, so you can even do it with mobile apps, cell phones or tablets as well.
>> Glen: Is that app, is that one you can download from the app store in my iPhone?
>> Kim: Sure is.
>> Glen: Well, thank you very much.
>> Peter: Yeah thank you.
>> Glen: OK, bye.
>> Kim: Alright, Peter, you probably want to go ahead and stop sharing.
>> Peter: Probably.
>> Kim: There we go.