In this training, we'll learn about Zoom, IU's new online conference tool. Zoom focuses on collaboration between users through audio/video communication, file sharing, and screen sharing. IU faculty, staff, and students are all eligible to create their own Zoom meeting room to host meetings. Learn how to access your account, schedule and manage meetings, and make the most of Zoom.
Zoom: The Basics
- How to access your Zoom account
- How to schedule and host a meeting
- How to use the Zoom tools
- Best practices for hosting an effective online meeting in Zoom
- How to use a web browser
- How to use a webcam/mic
Recording of a Previous Session
Description of the following video:
>> Peter: OK everybody. Hello again. My name is Peter I'm with IT Training. Welcome to the webinar today. We are joined today by Beth Nolen who you've already heard giving a few announcements.She is also at IT Training. And she is going to be helping us out in chat pod today,trying to respond to any questions you have.
We are also joined by We are also joined by Kevin Brokamp who's from the ICTC up at Indy. He is the sort of Zoom, I think he's the head Zoom administrator for all of IU. So he is also going to be hanging out in the chat pod to answer questions and he will also be contributing a little bit to the presentation as well.
This is a big group. This is the first time we have had, we have one hundred fifty-three folks already, and we're scheduled to have over two hundred, which is great. We are in a large meeting room right now, which allows us that flexibility to have as many as three hundred people.
So, I am going to go ahead and jump into things, because we've got a lot of stuff to get through today, and I think it'll be a lot of fun. So I'm going to share my screen here, and go back to my PowerPoint presentation here. Let's get rolling!
So hopefully you all can see my PowerPoint, it looks like you can. So we're here to talk today about Zoom, the new online conference tool that IU is getting involved with. And the first thing I want to tell you is, don't panic. It's gonna be OK. I know that it seems like when you're are at IU it's like every week there's another new computer system that you have to learn.
And that can be a little frustrating, but I will tell you that Zoom is really easy to use, and it's also really reliable. So if you have had much experience with Connect, you may have experienced a thing where you enter the room and that occasionally you just get kicked out of the room for no reason.
Zoom doesn't do that. So we've been using it for about a month here at IT Training, and have had a lot of success. So I know it's a new thing, but it's going to be ok. So just sit back, relax, and let's check it out here. So today, we're just doing the basics there's a lot of things to cover but there will be more workshops like this coming in the next few months, so if you don't get everything you need today, we have more training on the way, and as Beth mentioned earlier, the webinar we're doing today will be posted on the IT training website probably early next week.
So you can check that out as well. So what are we covering today? We're gonna to talk a little bit about what Zoom is. Then we'll talk about the basic ways you get started. So how do you schedule a meeting?
>> Peter: How do you invite participants to your meeting?
How do you open up a room and get the room started so people can actually join? And talk a little bit about setting up your audio and video and, some tricks for doing that. Then we will get into the Zoom tool bar, and we'll look at all of those tools that come with Zoom.
Lots of functionality there for collaborating and sharing your screen. All kinds of cool stuff there. And then lastly, if we have time, which we should, we will look at a few tips and tricks, some ways that you can customize your Zoom experience. so that it will work better for what you're trying to do.
All right. What is Zoom anyway? So Zoom is a web collaboration tool. It's also an online conferencing tool. Everybody at IU, whether you are a student faculty or staff, you all have your own personal Zoom account, and you can get your personal Zoom account by going to iu.zoom.us.
And when you do that you will have to CAS log in. And they'll open up your back end, your Zoom room and that's where you'll schedule meetings and set up some of the other sites, and we'll look at all that in a little bit. The regular Zoom meeting, the one that you kind of get by default can support up to fifty people in the room at the same time.
It's a pretty big number. There are large meeting rooms. That can support up to three hundred people which is what we're doing today. But there are a limited number of those available at IU. And I believe Kevin can talk a little bit more about later as to how to get those.
Zoom also integrates with Canvas. It already does this, but it's an add-in tool. But if you want to use this as your conferencing tool to collaborate with your students, or whatever project you're working on Canvas, you can use Zoom to do that. And I believe they're also working on a newer, fancier external tool that will work even better with Canvas, and give you more functionality.
And lastly, Zoom has some mobile apps. You can get Zoom on your Android device or your iOS device. It's fully supported, works great. So you can attend meetings on the go. Here are some interesting things you can do in Zoom. So, first of all you get really high quality audio and video.
So as you can see already, everyone has the ability to share their own video, share their own audio if you want. We actually have everybody muted right now because there are so many of us that it would get a little crazy in here if we were all talking at same time.
But, the quality has been really good. Again we've been using this for about a month, and haven't had any problems with you know, things freezing. Occasionally there's an audio thing, but typically if you have an audio problem, if you just exit the room and come back in, it solves itself.
So, great quality with that. Zoom also makes it really easy to share your screen. So that's what I'm doing right now. You could also set it up so that the participants in the room can share their screens. And there's also co-annotation tools, so when I'm sharing my screen, all of you would actually would have the ability to write on it.
So we'll get to play around with that in a little bit. Zoom also has breakout rooms which are really cool if you have a large group and you want to separate them into smaller groups so they can work on little projects, maybe brainstorm ideas that you do. You can set up those break out rooms.
It will automatically assign everybody to their own room, to smaller groups and then you can actually as the host pop into those breakout rooms, check into what they're doing, and then go back to so the meeting room. So, the breakout rooms are really cool. There's a chat feature which you guys have already seen there, and are using quite well.
From what I can see. The chat also makes it possible for you to send files to people, so that works really well. There is a whiteboard. So you can draw all over the thing. And you also again, using the annotation tools, you can have your participants also contribute to your drawing.
Zoom is really easy to add things on the fly. So if I want to send a file I can just throw it through the chat. If I want to create a poll in the middle of things, I can start a new poll and send that out to everybody.
So it's nice. You can improvise, you can be a bit more spontaneous and the Zoom meetings. And then lastly, the other super cool thing about Zoom is that you can record all of your meetings, and then after the meeting is ended, it'll start processing the file and turn it into an mp4 that you could then put on YouTube or Kaltura or share with whoever you need to share it with.
Great! Are there any questions so far from the chat that Kevin or Beth you want to throw out to everybody? Beth or Kevin any things we need to discuss as we move on?
>> Beth: I've been tackling the questions as I get them, as best I can.
>> Peter: Ok, great.
>> Peter: Kevin, anything I should add here before we jump in to actually messing around with Zoom?
>> Kevin: Just a couple questions from the chat. One of them is can we invite non-IU people to Zoom meetings? The answer to that is absolutely yes. You can have people that are not affiliated with IU join meetings.
They would just need to go to zoom.us, and sign up for a free account, and they would be able to join your meeting.
>> Peter: Great, yeah. Definitely Zoom is all about collaboration so you can invite in people who aren't part of the university super easily, and you can even invite them in during the middle of the meeting.
So, works really well.
>> Peter: Great, I see a couple things in the chat there if your audio is breaking up, make sure that you have a hard wired connection if possible. And if your using wifi, get closer to the receiver. We have a lot of folks in here, and depending on where you're at in the university.
Your reception may vary.
>> Peter: All right, let's jump in and check out the actual Zoom experience here. So, we're gonna shift a few things around and get going on this so. To get started with Zoom the easiest thing to do is to go to iu.zoom.us.
>> Peter: That's what I'm going to do right now.
And when you do that it is going to take you to the familiar UITS log-in page. Just like you would see with Canvas or Box. I'm going to go ahead an log in.
>> Peter: And when you log in, it's going to ask you to CAS authenticate, so I'm going to go ahead and do that.
And then of course I'm going to do what I like to call the DUO slide,where you have to slide your hand into your pocket to pull out your smartphone, and then that's going to let me in. Great! So this is the kind of back end of Zoom. This is where you're going to get your account set up, and and get your first meeting scheduled, and that kind of thing.
>> Peter: The profile page is the first tab over here, and you can see you have the ability to change your photo if you want to. And then the other thing really of interest here is this personal media ID.
>> Peter: So by default everybody gets their own personal meeting ID.
And this is a ten digit number, and this number is the the ID code for your particular room. So whenever you send out an invite anybody, it's going to be this address, iu.zoom.us slash (there's a J in there I think), slash and then this ten digit number. There also nine digit numbers for other kinds of meetings.
If it asks you for a meeting ID, this is what it's asking for. So there's a few other things down here, but again this is the basics. There is nothing here that you're really going to need to mess around with. You can change the language, the primary language, if you're a non-native English speaker.
Moving on here, the meeting settings has a ton of options that we're going to look at in a little bit. Before we get to that this is where you go, meetings. This is how you're going to get yourself started. So if you want to schedule a meeting, all you have to do is go here to schedule a meeting and it's going to give you this little form here to fill out.
So let's go ahead and do that "my really fun meeting."
>> Beth: Hey, Peter, can you make your screen a little bit bigger.
>> Beth: You got somebody wanting to be able to see the screen a little bit more. And you might want to zoom in. Because everything's a little tiny.
I'm guessing you're presenting on the big screen in the focus boot. That looks great.
>> Peter: OK great. Thank you for that. Excellent. So we've got our topic. So this is the name of our meeting, you can give it a little description if you want. And then this is where your schedule it.
So a typical, you know, system here you can schedule a time, and you can schedule how long meeting is going to be for. To give people a heads-up. The time zone. There's also the possibly to set up a recurring meeting. So, if you have a you know a weekly staff meeting every Monday at 10:15, you can set that up so that the room will open up for everybody at 10:15.
And you can tell it how many days it's gonna repeat. How many occurrences are going to have, how long that process is going to go on. So really and if you know something is going to be happening regularly. You can set it up so the Zoom room is ready to go regularly as well.
The registration, when you guys all logged into the meeting today you probably had to fill out of the form that was asking for your name and your e-mail. That's because for the webinar.
>> Peter: I have required this registration You can also customize that registration. Ask additional questions so if you want to find out you know what university system people were coming in from or whatever question you'd like.
You can add that question into the registration form. They'll fill it out and then you'll be able to see their responses after the meeting is over. These other settings right here, this is determining how people enter the room. What's gonna happen. So I've set up my meeting so that by default, the video does not turn on.
>> Peter: You can also make it so as soon as people walk in the room, if there is video, it's going to start up. So, you have that ability here. The audio tabs here talking about telephones. And then the on line phones here. And what I would suggest for you is to just always make this both.
>> Peter: So that everybody can access reading matter what. And then, here in the meeting options you can create a password if you need to have a little more privacy for your meeting. Because as it is now, that that invite link, once it goes out there anybody can get it if they have that link they can get into your meeting.
So if you need additional security. You can do this this: This enable join before host would allow people to enter the room even if the host hasn't actually started the room yet. I tend to leave this one off so that people are just messing around the room before i get on there.
Next up, we have the mute participants on entry. So again you can set it up so that as soon as they come to the room their mics are turned off. So there's a sense of calm there. This kind of really depends on the formality at the kind of meeting you're doing.
If it's your regular coworkers you probably need to do this. But for a large meeting that's a little less personal, you might want to set it up so people are muted right when they come in. And those are really the main options you need. So what you do all that, all you have to do here is save.
And again you see the URL for the meeting. If I want to add people (to invite them to the meeting), all I have to do is click on one of these guys. I use Outlook all the time. So if I click on this, it will open my Microsoft Outlook folder with a preset invitation that I can then add a little bit more text to and let people know.
And I can just add as many people I want to that e-mail, and it will invite all of them. I'm not going to actually open up my e-mail right now. Let's see anything else I need to talk about that. That's about it and then when you want to start the meeting, all you have to do is press start this meeting, and it will actually launch.
Once you have saved it, right now we are on this little tab here for managing the specific meeting, but typically when you enter the room as we saw earlier, you'll see whatever things you have set up already are going to be right there. And to start the meeting, you just click on Start here.
Great! Any questions so far about getting into this back-end, scheduling a meeting those settings that we just looked at?
>> Beth: I have one question from Cynthia who is asking, "Can you set up a meeting for someone else using their ID?"
>> Peter: I don't think you can that might be a good question for Kevin.
>> Kevin: Yeah, actually you can. If you go to meeting settings. Actually, go to the profile page.And scroll down.
>> Kevin: That's not the place either. Let me I find it in my browser first.
>> Peter: We can go ahead with the session to give you more time to find it.
>> Kevin: Yes, there is a place to allow other people to schedule meetings for you.
>> Kevin: I just need to find that setting.
>> Peter: Yeah, ok, great. Well let's see, I think we're pretty cool about starting a meeting. If you need to join a meeting. Basically all you would do is, hopefully you would have received an invitation.
And then in that invitation will be this URL, so you can just click on the URL or copy and paste it in there.And that will get you into the meeting. So, that is scheduling, starting, and joining a meeting. So there's a question here from Lisa. Can you ask about a constant meeting rooms.
Lisa, are you suggesting just leaving being room open all the time?
>> Peter: OK I think you could be that. Kevin, maybe you know is there a cut off time. I no one has used the room for you know two hours, does it automatically turn itself off? Nope.
>> Peter: .OK so yeah you can have a constant meeting room.
Great question Lisa.
>> Kevin: To answer the last question, under my meaning settings, ff you scroll down there is a section titled schedule privilege.
>> Peter: OK Here we go yet.
>> Kevin: And you can add scheduling privileges to as many people as you want, you just have to comma separate their e-mail addresses.
>> Kevin: So if you have like an administrative assistant you'd like to grant scheduling privileges. You can do that right there.
>> Peter: OK great. Thank you Kevin. All right so let's now jump back into our room here so that you guys can see. All the goodies here. All right so let's talk a little bit about the audio/video.
You probably have already figured out that at the bottom of the screen there is this toolbar here. Switcheroo over here for myself. OK. Yes, so there is a toolbar down here at the bottom and in the far left hand corner there is a microphone icon. And if you have a webcam hooked up to your computer the start video icon will be here.
So once you're in the meeting. This is how you're going to adjust things. But before you get into the meeting, you will be prompted, I'm sure you guys all saw this earlier. Let me find it for you here. You are going to see this. As soon as you try to enter the meeting.
This is the first thing that comes up asking you how you want to get into your audio. I would suggest, for most people, just click on this green button. Zoom is really good figuring out which mics you have available, which speakers are available and choosing an appropriate connection.
If you're a little concerned about how your audio is going to go. You can always click on this test computer mic and speakers.
>> Peter: And I will show you what happens when you do that. So I'm gonna go ahead close this. If you did that test mic and speakers, this is what you're going to see and I know that's a little small probably.
Let's see if I can get it any bigger here. Zoom's not letting me zoom in.
>> Peter: Here for testing your speakers this top one here is your speaker and this next one is your mic, And by clicking on this You can see which things which possibilities you have to hook up.
And with the mic, you can also adjust the volume or the input level here. And Zoom is, again, pretty good with audio, so it automatically can adjust your microphone. And then you have a few options here. Always mute microphone joining meeting. Automatically join the audio by computer when joining a meeting.
So you can set those up. If you need. So that's what will happen if you click on that test your mic. You will be sent here. And again. It works pretty well we we've been using this for a while and for the most part it's a gone very well.
A few more things about these icons down here.
>> Peter: So if you are talking and your mic is active you will see this green bar that goes up and down that lets you know that yeah, the mic is receiving your audio. If you have any problems with that you can click on this little arrow and it opens up options here for selecting a microphone, selecting speaker, or just leaving the audio entirely.
And if you click on this audio options, it will take you back to that screen we just saw with the testing of the computers here.Testing your computer, mic, and speakers. So if you have any audio problems this is kind of your first place to check out. The video one similarly, you can start stop your video here.
And then if you click on this. You can see which cameras are set up and if you want to go in and adjust your video settings, you can do that as well. There are also some hot keys for using the mic and the video. So alt+a will turn your microphone on and off, and alt+b will turn your video on and off.
That's about that. Any questions about audio and video? Any questions? Going once, going twice, three times a lady? All right. Yes so the audio and video, that's that's how that stuff works. We have occasionally had problems with people using their desk phone in a Zoom meeting. Occasionally the audio can get screwed up or it's looking for that if your phone this normally hooked up with your computer.
So those issues have come up occasionally, but I think it's in those situations they just need to go down here and readjust which microphone is being picked up. I see alt+b, it should be alt-a and then alt+v should turn your video on and off. V, like very vicious velociraptors.
OK That gets us through audio and video here and let's continue on here. Let's talk a little bit more about these cool tools that are all on the bottom of your Zoom toolbar here. So the first one, the invite tool. If you click on this. This is a great way if you're in a meeting and you realize, " wait, we need Bob at this meeting, we forgot to invite Bob." Once the meeting is open, you can use this invite, and you can click on any of these guys.
When you click on default e-mail for me it goes straight to my Outlook. This will give you an invitation that you can send directly to people. So if you forget somebody, i t's easy once the meeting a started from within the meeting to communicate with other people and get them on board.
So that's invite tool. The next tool down here is for all of you guys. It's going to say participants. I am a host in this meeting. So for me, it says, manage participants.
>> Peter: But you can do all kinds of things from this tool. So I'm going to go ahead open this up.
You know I forgot to mention one more thing before I do that. So right now I'm in full screen and I am in gallery view, which lets me see everybody who's here. We actually have seven pages worth of video streams going on here. So hey everybody, good to see you.
Nice to see you. Seems like it prioritizes the video ones first there. So this is Gallery view. You also have the option to go to speaker view, and if you do this, it's going to highlight whoever the most recent other speaker was.
>> Peter: So if you want to just focus on one person instead of seeing all those gallery portraits you can do that.
When you're in the speaker view this mini toolbar that's over here. If you do this you're going to hide everybody except for the person speaking if you do this. It kind of goes to a smaller one there. This will give you the last four most recent speakers, and this will give you a larger mini view of the primary speaker.
And this whole thing is whole thing is also draggable. So if it gets in the way of content you can't see, you can always close it up and check it out that way. The other thing I want to say is that there is a button in the upper right-hand corner for full-screen, so you can go back and forth between full-screen and original size.
You can also just double click anywhere on the Zoom interface and it will toggle back and forth between that full-screen view and the smaller size one. That is a handy feature to know sometimes. By default, I think it's set up so that when someone starts sharing their screen, it automatically jumps to full-screen on your computer and that can be a little disorienting.
So it's nice to know if you double click you can shrink everybody back down and get on with things. So when you get back to the manage participants window here. So from here, as the host. I have all kinds of powers. I can see you know the whole list of everybody who's in the room and I can control their audio and video.
So, right now people's mics are turned off. But if I wanted to I could start going around a turning people's mics on. You can also mute them. So if you hear somebody who as you saw earlier we had a lot of people talking. It's possible here in the lower left hand corner to just mute everybody in one fell swoop.
Turn off all their mics, and this is a really handy tool to know if you ever hear feedback in the room. That kind of audio wah wah wah that gets really loud. If you go here and click on mute all, it'll kill everything, including your own microphone, and stop that problem.
>> Peter: And then you can kind of hunt around and figure out who's whose audio was creating that feedback. You can do a few more things here as the host. So, I have the ability to chat with a particular person from here. I can ask them to start their video.
I can promote them to be the host or the co-host. Beth is already the co-host for this one. I can take away that privilege, and I can also assign them to be the person who's going to do the closed captioning. Because you can do it live closed captioning in Zoom as well.
Then about all the things you can do there. That's about all I wanted to say there. Great! So that is the manage participants window. One other thing I will say about this. I'm gonna go ahead close that. If you are in this smaller size window, the participants will get automatically placed here in the right hand side.
If you want to move that, you can go to the upper left hand corner here and say pop out, and then now it will be floating. And the chat does a similar thing. We're going to get there just a sec, but this chat, if I just click on that, it goes to the right hand side there and I can pop that I want to.
There is also a keyboard shortcut for the chat, which is alt+h. As in Harry. And that will open up the chat any time you need it. OK great. Let's take a quick look at polls. So, one of the cool features in Zoom these days is that you have the ability to create polls and pass those out.
So, I had one up a little bit earlier when people were coming in. And I'm going to go ahead and show you. So this one is still going. You enter the room. You probably saw this. We're all here now, so I'm going to end the polling. Once the polling has been edited, you can also share the results with everybody.
So let's actually make a little poll here. So, I'm going to create a new poll. And we're going to call this the Duo poll. And my question is It is, "How frustrating it is Duo authentication?". And my options are going to be. "So much," or "really, really bad," or "arghh,' and lastly, "actually not that bad.' I'm going to go ahead and save this poll, and then I go back to my Zoom room here, and go to my polls.
I should be able to launch this poll here. So I'm going to go ahead and do this. Let's take a poll. How frustrating is Duo authentication? Let us know. Go ahead and put your answers in there, and submit. Great, I see lots of answers coming in. Excellent! I'm really happy to see that "actually, not that bad,' is doing pretty well here.
Great almost everyone has a entered the poll here. Terrific!
>> Peter: All right, I'm going to go ahead, just for the for the sake of time here, and I apologize if I'm cutting you off. And you didn't get to vote, but I'm gonna end the polling here, and now I'm going to share the results with everybody.
So, now you can all see how frustrating Duo authentication is.We have scientifically proven, It's actually not that bad. Right. OK so that's a little bit about polling. Any questions about the tool so far? About navigating the room? About inviting people? Managing participants or using polls? Is the polling option only for the host?
Yeah, that one, I believe is created a kind of on the back end like you saw there. I have a polling tab down here, because I have the latest version of Zoom. It's possible if you are running an older version, that's not the most recent update, that you might not have this tool, as Kevin might talk about in a little bit.
The Zoom people are constantly updating the their application and so every two weeks they roll out new versions with updated features. So the poll is something that came out in December. That's pretty recent. And yes, the one question I see there "can you set up polls ahead of time?" Absolutely.
You can go into that that room the back end. We were just in there.Let me show that to you again. So, this is the back end for the Zoom room that we're in right now. And so you can see my meetings and managing the IT Training webinar. And down here at the bottom.
We have polls and we have the ability to add new polls, to edit them,or take them out. So yeah that's what's going on there. Cool. Let's go back to Zoom. And it looks like somebody found the annotation tools.Interesting. We're going to get to those in just a second here.
OK, let's talk a little bit about sharing your screen. So, the share screen button is down here. And, the question "how do I know it I have the latest version of Zoom?" And we will get to that in just a little bit. When we talk about customizing our settings.
So, I will show you how to do that. When I click the share of the screen button, this is the dialog box that pops. up. So these are all the different things that I can share. I can share my whole desktop. If I have dual monitors, both of those will appear there as options that I can share.
I can share just the whiteboard, so that we can draw and do other kinds of interactions. If I have a mobile device hooked up to my computer, I can share the screen from that. So I can share photos on my iPhone If I wanted to. And then you can also share individual application windows.
So this just my Chrome browser. This is just my PowerPoint. And there's an important thing you should know—a little trick here. So, if you share your desktop, everything will be on display. You won't have any problems. If you choose to share a specific application. There is the possibility that if you cover that application, that window, with another window, things will get obscured.
So,I'm going to show you that right now.So I'm gonna go ahead and share that PowerPoint window. And you guys can all see that now. But you can see that part of that has now been obscured, that's because I dragged the window on top of the screen that I'm sharing.
And as soon as you do that, you get a little notice that things are not what they should be. But that's a risk of sharing just a particular window. And so be aware that that is a potential pitfall there. And I am going to stop that share. And do a new kind of share.
So, a few more things here with the shared situation. One of the things that's really cool about Zoom is that you can actually share your computer sound through the meeting. So, if I wanted to show you guys a video that had music or audio content on it, if I click this button, that audio from a computer is going to pass through.
That was something you couldn't do in Connect. That was a real hassle sometimes. So Zoom is, I believe, the only online conferencing program that actually does this. Where you can share your own computer sound. There's also an option here for optimizing your full screen if you're going to do a lot of video.
This runs a little bit of processing on it that's supposed to make that stuff look a little clearer. So, once you've selected the screen that you want to share. You just click share screen, and it will go out to all of your users. So, that is the beauty of that.
One thing about sharing screens that you might also be aware of. If you have dual monitors, there is a setting in the back end that will, if you enable the dual monitors, when you go to share your screen, that what you're sharing will take over an entire monitor.
And then you'll still be able to do things over here, although you have the Zoom interface, like the gallery view that you're seeing right now will be there. So, the dual monitors can be also a little disconcerting if you know what's gonna happen, and that giant one that you're sharing, if you try to close it.
It tries to end the meeting. So, that functionality is a little funky in there. So, if you have dual monitors, be aware that it can be a little wonky. For some reason, they've set by default, that feature that if you have dual monitors, it will discover the dual monitors and use them.
So, I'll show you again in a little bit how you can change that setting if you want to. That is basically sharing a screen. Are there any questions? I see the one there about how to turn off dual monitors. We'll look at that in a little bit. Any other questions Kevin or Beth that you would like to bring up here?
I apologize, I have also caught that cold that's going around and I feel a little bit like Tom Waits this morning.
>> Beth: It's probably my fault, I had it first.
>> Peter: Beth works in the cubicle right next to mine. So yeah we're all sharing germs. In IT Training.
OK, Kevin. Anything you'd like to add about screen sharing or managing participants or polls, or any of that good stuff?
>> Kevin: No I think you've done a pretty good job.
>> Peter: OK great. Well, let's plow ahead here then. Let's talk a little bit about the chat. So, the chat is located on the bottom here, and mine has turned orange because lots of people have been chatting, and I haven't checked in a while.
>> Beth: Peter, your screen isn't being shared at the moment.
>> Peter: It's not?
>> Beth: It's not.
>> Peter: Let's fix that. There we go.
>> Peter: That should be better. Can you see that now?
>> Beth: Yes I can. I see everybody's video on your screen.
>> Peter: Excellent. OK So let's take a look at the chat here.
Again, it's very small. We were talking yesterday, it would be so great if you could find a way to increase the font size in the chat. On my screen, it's particularly small.
>> Peter: So, one thing about the chat that is a little frustrating is that it's done as one continuous stream so there's no way to differentiate different conversations.
In Connect you used to be able to have a private conversation with Sallyand another on the Charlie. But here everything is kind of thrown together into one gigantic stream of content. So, you have to be very careful if you are somebody who's doing a lot of responding in the chat.
Be aware of who you are sending things to.If you were in the middle of typing something and a new message comes in, we have had it where this will flip to whoever the most recent person was that communicated with you. And so, if you're not careful, you can send your message out to the wrong person.
So, be very aware. Right now, mine's set up to chat with Beth privately. But I can also set this, as many of you have seen, I could send this out to everybody. One other weird thing about the chat. The chat begins for the user when they enter the room.
So, for example, in IT Training, at the beginning of our workshops we sometimes will send files at the beginning. And if people come in late, they're not going to see that that file was sent. They don't have access to anything that happens in the chat before they entered the room.
In Connect, you had this kind of permanent history you can scroll through. Here, it's once you enter the room, that's when the chat starts.So, be aware if you are communicating that way if you have things you put up at the beginning of the meeting. You may want to, five or ten minutes later and if more people have come in, repost that information so that it can get out to everybody.
There and it was one more thing about the chat I wanted to tell you. Yeah. So you can, with this button here on the right. You can also send files. So this is if I wanted to send everybody a PDF,this is how I would do it. I would just do send file.
And then it's going to ask me to find a file, and it will send it to everybody. And it will automatically, when it shows up here in the chat, people can click download, and it will go to their downloads folder. The file transfer has worked great for us at IT Training.
We've sent zip files and all kinds of PDFs, and haven't had any problems as far as I know. You also may have seen here that you can save the chat. You can set up the room so that it automatically saves the chat, so you don't even have to worry about it.
And it will save that to your Documents folder. Zoom will automatically create a Zoom folder in your documents, and it will save the chat there. You can also save annotated pictures which were going to show a little bit. And you can record the meeting and it will also get saved there as well.
So that is the chat, and I think I talked about all the things I wanted to. The other thing I think I mentioned earlier there's a hot key. A hot key shortcut for a chat which is alt+h. Alt+h will make your chat pop open. So, the three most helpful hotkeys that I found so far, alt+a, as an Apple.
For turning on the mic. Alt+v for turning on the video. And alt+h. And if you hover over these guys, it will actually show you what the hotkey command is there. Okay. The record feature you see here the. I think you guys can all see mine. This record feature, you can set up in the back end of Zoom.
It will automatically start recording as soon as the meeting starts, so that's what we do with these webinars. We know we're going to record them so they just automatically record. It will, at the end of the meeting, in order to stop the recording officially. When you end the meeting, that's what stops the recording.
And then it's going to actually take a few minutes to process the recording and turn it into MP4 file. And just as with the chat, It will stick that file into a Zoom folder inside your Documents folder. It takes a little while for that processing to occur. We did one here the other day that was an hour-long webinar, and it took about ten to twelve minutes for it to process.
Just be aware that if you are recording at the end of the meeting. Give yourself a little bit of time to let the computer do its work to get all that stuff squared away. You can allow other people to record. If that's the case, then if they try to record the host will get a message saying "hey Janice wants to record the meeting.
Is that OK? do you want to give her permission?" and you can allow or not allow. I believe you can also just turn off the recording entirelly so that button doesn't even show up, and doesn't confuse anybody. I have a question for Kevin that I was unsure of.
I know they've been working on this, but do the recordings now save the chat in the recording? Is there a way that you can view the chat the whole time throughout the recording?
>> Kevin: That is that is one of our demands from Zoom. When we signed the enterprise contract.
We had we had four or five features that we said we have to have this, and they are working on it. It is not complete yet, but but rest assured they are working on getting that persistent chat feature implemented and hopefully soon. Most definitely, by the fall, it will be in place.
>> Peter: Excellent. Yeah, that would be great, because then you have a recording, you would be able to see in real time like ' this chat comment came up in relation to this point that the person is making." It's a lot better than having the chat disassociated from the time log of the recording.
So, that will be handy when that comes out. OK Just a few more tools here. We also have this closed caption tool. This lets you do it live closed captioning. If I click on this. I can make myself the person the host, to do the typing.
>> Peter: Or I can assign the task of typing in things to somebody else in the group.
It works. It just requires somebody who can type really fast, especially if you have a meeting with a lot of people talking and a lot of stuff going on. But it is available here to kind of help make Zoom a little more accessible. So you do have a future as well.
OK. The thing I've been dying to show you, and somebody already found it earlier, is annotation tools. Let's have a little fun with some annotations.I'm going to get out of this for a moment here. Share desktop. And let's open this up. I have lost my way my friends.
I'm going to do this, and get this. Here we go. OK. So, I am sharing and I have this toolbar here. that looks like this, that shows these options that you have when you're sharing. And the one I don't want to talk about is this annotation tool. So you also should have this whenever somebody is sharing.
I think you may have to be a full screen to have this this ability, but these tools will appear. And these tools will let you draw on the screen. It will let you, as the host, draw on the screen. And it will also let anybody else draw on the stream.
So, do you guys all see your annotation tools there? Do you have that ability? OK. Some people say yes. If you don't see it, make sure you're in the full screen. You should see a funky toolbar and look around it might be under this more button as well.
You're in fulll screen you don't have it? I'm sure you have the ability. Hunt around your toolbar. A little bit may be under your more section there. Not seeing a more button? All right. Well, I'm not entirely sure what you don't, but looks like people are doing a great job finding the annotations here.
Let's have a little fun. I'm gonna go ahead and clear everything here, and let's do this. Why don't you use an annotation to tell me which of these applications you use most frequently at your job? I'm gonna draw a little circle around Box. Great. Lot's of IUware. Lot's of Box.
Lot's of Box. Terrific! As the host, I have the ability to clear things a couple different ways. I can clear just my drawings. I can clear everybody's drawings except mine, or I can clear all of the drawings in one fell swoop. With this eraser tool, I can also erase individual annotations.
It's starting to look like some really awesome graffiti art in here. I like it. Thank you for circling, highlighting me as well. A couple other funky things in here that are worth knowing about. So, you can use text if you want to. So, you can write on it if you need to—the text with the drawing tools.
There are a bunch of them here and there's a couple ones you should know about. In particular you have these kind of regular squiggly lines, fat squiggly lines, arrows, double sided arrows. You guys are doing great but the annotations. This one here is worth knowing about. If you want to highlight something and keep it highlighted, this one will let you kind of color a particular area and it will stay there.
I'm going to go ahead and clear some of the stuff here. Great. A few other tools that are worth knowing about. This spotlight tool, this guy here, is a laser pointer. It's a little tiny, in my opinion, but it does work. And this one here, this arrow is a fun one.
This will put an arrow and put your name (whoever did it's) name on it, and as you're seeing there, it is competitive. So as soon as I click on this if someone else clicks on it. Theirs takes over. Another thing you can do here is use that as a game.
So, you could say, "hey you know show me what's the worst program on Box." Everyone will click as quickly as they can and you can guess who got it first. OK great. One last thing with the annotations here. If you go to save, you can take a little picture or snapshot of the screen, and that will also get saved to that Documents folder that we had earlier.
All right. I'm going to hopefully clear all this stuff. Interesting. It's not clearing everything. I wonder why that is. Question for later. All right, I'm going to stop sharing and get us back to the thing. So hopefully you had a little fun there with the annotations. Pretty cool tool.
Works great. Provides a nice low level interaction for people .Great. Let us move on here. I said earlier we're going to talk a little bit about how you can control your settings. So, I want to show you a few things related to that. So, one way to control your settings.
So, if you download the Zoom app. You'll get it on your desktop there, and then when you open up Zoom, you'll have this little interface. And if you want to control your settings, and this is a really good thing to know. You just want to go here to settings.
And here I have this is similar to the place we were earlier when we were testing audio and video. But here we're on the General tab, and you can see we have a lot of different options here. Again, I wish I could make this bigger, but it Zoom is not going to let me do that.
But the ones you really want to focus on here are the content-sharing ones. So, I talked earlier about the dual monitors. Right now have it engaged. If you want to take that off. You can deselect. These two are also really good to know about. This is the enter full screen automatically when starting or joining a meeting.
And the enter full screen automatically when viewing a screen shared by others. So I think, by default, these are both on. And this is why when somebody shares the screen all a sudden it kind of blows up to full screen for you. If you don't like that feature, you can turn this off.
And that will help there. The other one that's worth knowing about, I didn't really go over this but when you are sharing the screen, you can also allow for remote control of your screen. So if I'm sharing my screen I could let somebody else take over and start manipulating things, and showing how to do stuff.
One thing about remote control. If you are sharing your desktop, they will have access to everything. So, they can get your e-mail on everything. So, if you are going to share your screen or let someone else remote control, you may want to just share the specific window with the application you want them to mess around in.
So good to know there. And then this feature here is actually what I'm using today. By clicking this, it's what allows me to show other people the tools in my Zoom room. If I don't have this on, you won't be able to see my toolbar and things like that.
All of that will be hidden from you. It's kind of helpful for these sorts of demonstrations. And then there's a few Instant message things. When the meeting is starting, every time somebody comes in, I got a little ding that people had come in. It plays a little sound when there's a new chat message, and that kind of thing.
So, those are so important settings that you can control there. And one other one while we're here that I want to mention is this feedback tool. So, Zoom is really good about taking people's feedback and trying to incorporate those features in. And we at UITS, every time we have these new features like Kevin was talking about with the chat.
We send them. They say hey please add this functionality. But that will work a lot better if all of you also pressure them. So if there are things in Zoom that you would like to improve, or some features you think they need to do, use this feedback button, send them feedback.
They are responsive to that, and that's a really helpful thing. All right, I'm going to go back to general, and then I want to show you one other thing here. We're going to go to the enable advanced features. So this is we're really going to get under the hood here.
And close this guy and move this over here. So in the meeting settings, we're now in this meeting settings section here and this is where you can really control what tools are available to your participants when they come in the room. So you can turn on or off the chat, the ability to have private chats,the ability for the host to put attendees on hold.
So you can just pause them for a minute. The play sounds, this is actually what I was talking about earlier. Every time somebody was coming into the room today my computer went "ding ****, ding ****." You can turn that on or off. The ability to have co-hosts, to even use the annotations or the polling.
You can incorporate that or you can take it out if it's not something you need. You have the ability to do that. In the advanced section here, you have the breakout rooms file transfer. This needs to be enabled if you want people to send files to the chat.
And in order for that to work, you have to turn off the end-to-end encryption. So this is active, you will not be able to do file transfer. But it's an inactive, then you can send files to your heart's content. The virtual background is a cool one. We haven't used this too much, but this will let you actually use a green screen.
So, if you have a space where you have a uniform funky color behind you that you could use as a green screen, you can then make it look like you were presenting a meeting from the beach in Cancun or from the top of the Himalayas, or whatever you like.
A few other features here, again this is the basics, we're not going to get into all the stuff. The other one you probably want to be aware of this recording section here. So you can set this up, so it's a local recording. So that means it's going to record on to my desktop here.
And it's also been set up to be automatic. So I don't even have to worry about it. It's just going to turn on and get everything going. I'll see if there are are any more tools that I'm going to show you about. That is about it. There's a few other things here on this back end settings.
So, if you are doing a meeting where you need to take attendance and you need to know who was actually in the room, you can generate that report clicking on this reports area here. And when I do that, if I go to view registration reports, it will show all of the meetings that ended and show me how many people were there.
And if I go to generate, it will actually make a .csv file that has everyone's username and their name entered when they came in the room. And I believe if you do this you can also, yeah, if you wanted to see the results of your poll in a report format you can click on it here, and it will generate that form as well.
So that reports thing is a handy trick to know about. Any questions? That was a lot of information there. OK, there is a question about, "will it be something we can print out with some of these things in it?" I can send the PowerPoint here in just a second through the chat.
But the rest of the content we don't have in written down form necessarily. We do have some documents we've been using internally and I can try to find a way to get those out maybe through the teaching and learning centers. I know Kim is here today, and there might be a few other folks.
I would say if you do have questions about Zoom and you are an instructor, get in contact with the teaching learning folks and they can help you as well. Are there any other good resources I'm forgetting about? The KB would be another great place. If you go to the KB, they have some Zoom documentation, and I know they're creating more and more of that as well, to support users as we make this transition.
Thanks for posting the Teaching and Learning Center link there Kim. Cool. So we're basically done. A few other things to think about. We mentioned earlier that Zoom this updating their app regularly. So, if you want to make sure you have the most current version. You should go to Zoom dot u s slash download.
There you can get the most recent one. Yes, so this is Zoom dot u s download. They have extensions for Chrome and Firefox. You can get the mobile app here, and the other cool one to know about is, this will get you the Zoom client for meetings. This will get you the most recent one.
The most recent version here is four point zero. And another cool plug-in I just got is this plug-in for Outlook. And this will make a little widget in your Outlook app that if you want to schedule a meeting, you just click on that and then invite the people in, and that seems to work really well.
So a fun functionality there. We talked a little bit about using that feedback button if you want to send improvements to Zoom. I would encourage all of you to please ask them to make the chat as separate streams, separate tabs. If you could o that, that would make your life a lot easier.
Zoom is integrated into Canvas already, and I think I mentioned at the beginning that they are working on a new integration that's going to be even more powerful and be rolled out here sometime soon. There's also I think, in the works, integrating Zoom with Kaltura. So you'll be able to use as a Zoom meeting to actually the record a screencast.
Keep your little picture there in the right hand corner, and then send that recording straight to Kaltura. Of if you have meetings, you can send them to Kaltura as well. And again there is Zoom mobile app, so you can be at meetings while you're in your car. There's no reason to not be available for a Zoom meeting with the Zoom mobile app.
Great! Kevin, Beth, what am I forgetting? What else do we need to tell folks?
>> Kevin: I'm trying to think.
>> Kevin: I just posted in the chat about the Canvas Zoom interface. The current interface. Let me just be honest, it's not that good. And our one of our demands from Zoom was that they completely redo the Canvas LTI integration.
We are currently in the process of testing the new integration, and all indications seem that it's so much better than the old one. It basically mimics the functionality of what you demoed on the website when you create a meeting. And in addition to that, when you create a meeting, when you link it in Canvas to your course it will add that meeting to your Canvas calendar in that of course, which is super helpful.
We also are testing right now, and this is kind of late breaking news. It just was released to us last week for testing, the new Kaltura integration. Which will allow you to record your meetings. Instead of, you know, recording locally and waiting for the file to process on your computer and and then having to upload it to whatever you know Box or whatever service you like.
There will be a new Kaltura integration where you can select to to upload your recordings directly to your Kaltura of media space. So that should make things much easier as far as recording and storing and sharing recorded meetings.
>> Peter: Excellent, that will be great.
>> Kevin: [Crosstalk] Those are all things that are you know coming soon.
Definitely by fall. We plan to have these things in place.
>> Peter: Terrific! I also just threw in the PowerPoint that I showed earlier.
>> Peter: And my outline that I've used today which has everything that I just said. I can't vouch for how organized or how useful it will be for you.
>> Peter: But it has a lot of the content in one place. So, if you're somebody who needs to be doing some training with Zoom, feel free to use that stuff.
>> Peter: I just want everyone to get on board and use this successfully. All right. Well I think that's about all of our content today.
It's just it out our cutoff time, so I would ask Beth, if you have the eval link handy, if you could throw that in the chat. If you have a few minutes we would love it if you would give us some feedback on the webinar today.
>> Peter: Let us know what we did well, what kinds of training you're still looking for.
If you want more training, keep an eye out, because in the next the rest of the semester we are going to be offering some more Zoom training that will be related to getting your videos off of Connect and into Kaltura. Some tricks for having a successful webinar that has lots of collaboration and engagement.
Just a few more. Some tricks for customizing your room a little bit more too. So if you want more Zoom training, it is on the way.
>> Peter: And you can always check out the stuff we're doing IT Training at ittraining dot iu .edu. We did record the session today, and we will put it up on our website, ittraining dot iu dot edu.
Hopefully, by the beginning of next week or sometime early next week. And that's about all I know.
>> Peter: I'm going to turn my mic off my video, but I am going to hang out in the room. So if you have more questions feel free to throw them in the chat.
And we will try to answer. And if not, have a greet weekend, its supposed to be good weather, get out there and have some fun. And we will see you sometime soon.