Videoconferencing

Desktop requirements

Zoom can be used on a variety of desktop operating systems and browsers. These include:

• Delivery method: Zoom desktop application or via browser (with limited functionality)
• Compatible with the following operating systems:
  • Windows 7, 8 or 8.1, 10, macOS X 10.9 or higher, Ubuntu 12.04 or higher, Red Hat Enterprise Linux 6.4 or higher
• Compatible with the following browsers:
  • Windows: Internet Explorer 11+, Edge 12+, Firefox 27+, Chrome 30+
  • Mac: Safari 7+, Firefox 27+, Chrome 30+
  • Linux: Firefox 27+, Chrome 30+

Mobile requirements

Zoom is available to use on iOS and Android devices. All ECU users need to sign in with ECU Single Sign-On (SSO).

Recommendations

• Earbuds or headphones will cut down any unwanted audio feedback during meetings.
• Videoconferencing headsets allow you to provide other participants with clearer speech compared to built-in microphones on various webcams.

Sign into emilycarru.zoom.us with your ECU Computing ID and password, and you'll be signed up to use Zoom right away.

You can also download and install Zoom to your desktop or mobile phone for more features.

Please note: Do NOT sign in to Zoom using www.zoom.us. Instead, you must use sign in at emilycarru.zoom.us.
The image below shows the correct ECU Zoom sign in page:

(Click this image to see a larger-sized version.)

You will then be prompted to sign in with your M365 credentials.

Using the Zoom App

Zoom has two main modes within the app: dashboard and in-meeting. First, let's take a look at the dashboard on the Home tab:

(Click this image to see a larger-sized version.)

The four buttons you will presumably be using the most are on the left side of this Home tab:

• New Meeting: Starts a new meeting using your Personal Meeting ID.
• Join: Allows you to join another Zoom session; enter the meeting ID of the session you wish to join, and type your display name. If the session is secured with a password, you will be prompted to enter it following this screen.
• Schedule: Allows you to schedule a Zoom session. This feature is explained in detail later on in the Scheduling section.
• Share screen: Allows you to join a Zoom session and begin sharing your screen immediately, provided you have the privileges in that certain meeting.

The other three tabs near the top centre of the screen are:

• Chat: Allows you to chat with other Zoom users in your network if they are online.
• Meetings: Keeps track of any upcoming or previously recorded meetings that you have participated in.
• Contacts: Lists your contacts on Zoom.

These tabs are not used as much, so we suggest just leaving the dashboard on the Home tab most of the time.

Now that we've had a look at dashboard mode, let's see what the in-meeting mode looks like:

(Click this image to see a larger-sized version.)

Depending on if you are a host, co-host, or participant, your layout of the dashboard mode may differ. From left to right:

• Meeting Info: Clicking this will display the name of the meeting, the meeting ID, password, invite link, and participant ID.
• Meeting Security: If this icon is illuminated, the meeting is encrypted. This isn't as important, it just means that communications during your meeting are secure.
• Microphone: Turns your audio source (webcam, built-in camera, or external microphone) on or off.
• Camera: Turns your video source (webcam or built-in camera) on or off.
• Security: This will only appear if you are the host of the meeting. Allows you to lock the meeting, enable waiting room, change participants abilities, and remove participants from the meeting.
• Participants: Lists all participants in the meeting. If you are the host of a meeting, your options change substantially: by hovering over any given participant, you can mute them, or click the More button for additional options. (Chat, Ask to start video, Make host, Rename, Put in waiting room, Remove.)
• Share Screen: The Share Screen button lets you share either your entire screen or a specific window from a certain application. You can only use this feature if you are the host/co-host of the meeting, or if the host has enabled this feature for participants in the meeting.
• Record: Starts a video recording of the meeting currently in progress. You can only use this feature if you are the host/co-host of the meeting. Please see the Recording section of this guide for more information.
• Reactions: A simple way for meeting participants to offer non-verbal communication, such as a clap or thumbs up emoji, that will be overlaid on top of the participant's video for around ten seconds.
• Chat: With this feature, you can chat with everyone in the meeting, or privately message specific participants. You can also attach files (from Dropbox, OneDrive, Google Drive, Box, or your computer) for other participants to download.
• Live Transcript: You can only enable this feature if you are the host of the meeting. With this feature, you can either assign another participant to transcribe the meeting, or enable automatic transcription by clicking "Enable Auto-Transcription." Note: Live Transcript can be accurate but still struggles with particular names and spellings, your mileage may vary.
• Breakout Rooms: You can only enable this feature if you are the host of the meeting. In Zoom you can create Breakout Rooms within your meeting and assign participants automatically or manually to these rooms. Once the Breakout Rooms are open, the host can enter or exit any of the rooms that have been created.
• More: This button will appear if the Zoom window is too small. Clicking it will display any of the features above depending on your window size.
• End: If you are a participant in a meeting, clicking this will present you with the option to Leave Meeting. If you are the host, clicking this will present you with the option to Leave Meeting or End Meeting For All.
• Enter Full Screen: Allows you to view your Zoom meeting in full screen mode.
• Gallery View: Displays every meeting participant with audio and/or video for the meeting currently in progress.
• Speaker View: Similar to Gallery View, though whoever is currently speaking will be displayed largest.

All of the features described above are available in Zoom Meetings. Some other features are exclusive to Webinars as well. But first, let's learn how to schedule a Zoom Meeting.

Scheduling a Zoom Meeting is fast and easy. You can schedule a Zoom Meeting through the official Zoom app or by logging in at: https://zoom.us/signin

Using the official app

1. From the dashboard, click the blue Schedule button.
2. Give your meeting a title, date, start date/time, and duration.
3. You can also create a recurring meeting. The link will be available and functional shortly after the meeting is scheduled until the last scheduled session.
4. You can use an automatically generated meeting ID, or your Personal Meeting ID (never changed) if you like.

Using the Zoom website

1. From the dashboard, click the blue Schedule button.
2. Give your meeting a title, date, start date/time, and duration.
3. You can also create a recurring meeting. The link will be available and functional shortly after the meeting is scheduled until the last scheduled session.
4. You can use an automatically generated meeting ID, or your Personal Meeting ID (never changed) if you like.

Securing your session

• Passwords for Zoom Meetings and Webinars are automatically generated.
• Under Video, you can choose if the host (presumably yourself) can use their camera, and if the participants can as well.
  
• Under Audio, you can specify if this meeting will allow your participants to dial in via a telephone, or not.

Advanced options

• Enable Waiting Room: With this option enabled, participants will be placed in a waiting room before entering the main meeting. The host/co-host will have the choice to admit any waiting participants into the meeting or remove them from the waiting room (disconnecting them from the session).
• Enable join before host: Ensure this option is turned off so the meeting can continue without a host if needed. Enable this setting if you don't want participants entering the meeting before you, but make sure to give your moderator password to anyone else who might need to start the meeting.
• Mute participants upon entry: We recommend leaving this option off unless you have a specific reason not to have people announce themselves as they join the meeting.
• Automatically record meeting on the local computer: Best to leave this off by default; however, if enabled, every scheduled Zoom session will automatically begin video recording when the session starts.
• Alternative hosts: Allows someone other than you, the host, to start the meeting. Not recommended for basic Zoom use but can be useful when used in conjunction with TA's for your class, for example.
  

Step 1:

Open Microsoft Outlook and click on your Calendar Tab

Step 2:

Create a new Calendar Appointment, enter an Event Title, Start Time & End Time, and add your attendee(s) for the meeting. When completed, click on More Options.

Step 3:

From the top left corner, click on the Zoom icon and choose the Add a Zoom Meeting option.

Step 4:

A new window will open with instructions to Sign in with SSO. Please enter our Zoom domain name: emilycarru and click Continue.

Step 5:

You will then be prompted to sign in with your M365 credentials:

Step 6:

Your Zoom credentials will now be saved on Microsoft Outlook and the meeting link including passcode and additional Zoom Meeting info will be automatically added to your Calendar Invite.

Step 7:

Once you’re satisfied with all Meeting Details, such as Title, E-Mail Contact, Start Time, End Time, click on the Send Icon at the bottom left corner of the window. This will automatically send an e-mail to the attendee(s) and it will add it to your own Calendar.

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Additional Information can be found on our ECU M365 Hub Website: https://www.ecuad.ca/about/administration/itservices/m365hub

For any issues with adding a Zoom Meeting to your Outlook Calendar, please contact us here

Step 1:

Open Microsoft Outlook and click on your Calendar Tab

Step 2:

Create a new Calendar Appointment and enter a Title, Start Time & End Time

Step 3:

Click on the Invite Attendees icon and enter the contact email address. You can also search for a contact by entering their name. The options are either Required or Optional for the meeting appointment.

Step 4:

From the Meeting Tab, Click on Add a Zoom Meeting icon.

Step 5:

A new window will open requesting Zoom credentials, please do not enter an email address or a password, click on the SSO option at the bottom.

Step 6:

Enter our Zoom domain as: emilycarru and click Continue. This will forward you to our Emily Carr University Federated Login.

Step 7:

You will then be prompted to sign in with your M365 credentials:

Step 8:

Please accept any prompts between the Federated Login and Zoom and click Continue.

Step 9:

Your Zoom credentials will now be saved on Microsoft Outlook and the meeting link including passcodes and additional Zoom Meeting info will be automatically added to your Calendar Invite.

Step 10:

Once you’re satisfied with all Meeting Details, such as Title, E-Mail Contact, Start Time, End Time, click on the Send Icon. This will automatically send an e-mail to the attendee(s) and it will add it to your own Calendar.

---

Additional Information can be found on our ECU M365 Hub Website: https://www.ecuad.ca/about/administration/itservices/m365hub

For any issues with adding a Zoom Meeting to your Outlook Calendar, please contact us here

Step 1:

Open Microsoft Outlook on your browser (https://outlook.office.com/mail/) and click on your Calendar Tab. Click “New event” to get started.

Step 2:

Enter a Title, Start Time & End Time and invite those you want to attend your meeting. Click on the Zoom tab and select "+ Add a Zoom Meeting”.

Step 3:

Select “Allow” when the next prompt pops up.

Step 4:

Select “SSO” at the next prompt.

Step 5:

Enter our Zoom domain as: emilycarru and click Continue. This will forward you to our Emily Carr University Federated Login.

Step 6:

You will then be prompted to sign in with your M365 credentials:

Step 7:

Your Zoom credentials will now be saved on Microsoft Outlook and the meeting link including passcodes and additional Zoom Meeting info will be automatically added to your Calendar Invite.

Step 8:

Once you’re satisfied with all Meeting Details, such as Title, E-Mail Contact, Start Time, End Time, click on the Save Icon. This will automatically send an e-mail to the attendee(s) and it will add it to your own Calendar.

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Additional Information can be found on our ECU M365 Hub Website: https://www.ecuad.ca/about/administration/itservices/m365hub

For any issues with adding a Zoom Meeting to your Outlook Calendar, please contact us here

We've already seen the basic features of Zoom Meetings, both as a host and as a participant. Now let's take a look at some features that are only available in Zoom Webinars.

Even though the maximum number of participants for Zoom Meetings is 300 and Webinars is 1000, think of Zoom Webinars as better suited for events like panel discussions or orientations. They are meant for communicating to a large number of people in one session.

Participants and panelists

One of the big differences between a Zoom Meeting and a Zoom Webinar is a new kind of user called a panelist.

• In a Zoom Meeting, besides the host and co-host(s), everyone else is simply a participant. By default, all participants can share their screen, camera, and microphone with everyone else in the Meeting. (However, these settings can be modified further if the host prefers.)
• But in a Zoom Webinar, there is a new level of user, the panelist. A panelist could be a presenter, a guest speaker, or even someone just showing slides. The panelist can share their screen, camera, and microphone at any time (along with the host and co-hosts).
• Everyone else in this situation is a participant in a Zoom Webinar. Think of them as being in the "audience" of a virtual event. By default, participants in a Zoom Webinar can only use the chat function to interact with others.

Prior to the webinar

In order to schedule a webinar, you must complete an online event request. You can do so on this page: Book an Online Event

Please note that webinars are open to faculty and staff Zoom accounts only.

• Panelists: If you have specific presenters in mind for your Webinar, let CTS know their names and email addresses. They will be sent separate Zoom invitations so they will be given panelist status when they join the webinar.
  • Note: Ensure the panelists use these links to join the Webinar at the time/date that it starts. If they don't, your panelists may not be able to enter the Webinar.
• Registration: If you are not comfortable with sending out a Zoom URL/meeting ID to potential webinar attendees, you can enable Registration for your webinar. Registrants will receive a link to the webinar shortly after.
• Polls: You can prepare polls before the webinar or during the webinar. Each poll can have a title, can be single/multiple-choice, and could have up to ten answers. The poll results can also be anonymous if you prefer.

(Click this image to see a larger-sized version.)

During the webinar

• Q&A: Must be enabled before the webinar, but once the webinar has begun, any attendees can ask questions and receive answers during the event. The questions can be anonymous if you prefer, and you can allow attendees to view all questions answered or all questions in total. The Q&A feature differs from the Chat feature in that it allows the host/co-hosts to answer specific questions relating to the content of the webinar, as opposed to the more general discussion that could take place in the Chat.

(Click this image to see a larger-sized version.)

In time you may find that Zoom Webinars are similar to meetings, just with some adjustments made to accommodate for larger audiences.

Please note: Only staff and faculty accounts can access the cloud recording feature on Zoom.

Students can record their Zoom meetings locally to their computers.

Recording your Zoom session

Zoom Meetings and Webinars can be recorded locally onto your computer or to the cloud. Before recording the meeting, participants must be informed of the following:

• That the meeting will be recorded
• The chats and shared files may be retained

Once the Record button is selected, a prompt will appear on participants’ screens notifying them that the meeting is being recorded. At this point, participants will have the option to consent to be recorded or to leave the meeting.

How to start a Local/Cloud recording

1. Click the Record button in the meeting toolbar.
2. Select one of the options (record on this computer/record to the cloud) to start recording.

• Hosts will see the following recording indicator in the top left corner during the recording.
• The Record button will switch to a Pause/Stop Recording button. If you click Pause it will switch to a Resume button.
• Please note that cloud recording is only available to staff and faculty Zoom accounts.

Your screen configuration (Grid View/Speaker View) will be reflected in the recording. For example, if you wish to have your meeting recorded in Speaker View, make sure you have Speaker View selected while you record the meeting.

Once the meeting has ended, the recording will be processed before viewing. Do not shut down your computer, or put it into sleep mode, while the recording is processing.

Processing time is dependent on how long your recording is. Longer recordings will require more processing time.

File types (Local Recording)

MP4: Audio/Video format for video recording uses.
M4A: Audio format for audio-only file uses.
M3U: Playlist file to play all individual MP4 files (Windows only)
Chat: Standard text or .txt file.

Share Cloud Recordings with Participants

After recording a Zoom session to the cloud, the host can share a recording with participants. Sharing is enabled automatically once a cloud recording is finished processing.

Please note: Instructors can share their recordings from Zoom directly, but we recommend Sharing Recordings with Zoom for Moodle.

Sharing a Recording Manually

1. Go to the Zoom Web Portal and sign in with your ECU Computing ID and password.
2. From the menu on the right side of your screen, click on recordings and select cloud recordings.
3. Select the Meeting in the topic column
4. Click on share.
5. Click copy sharing information to clipboard to copy the recording information. You can paste the information in a weblink or Moodle.

To protect the security of the recording, cloud recordings cannot be embedded on websites.

Sharing options

Downloading Cloud Recordings

After recording your Zoom session to the cloud, you can manage and download your recordings.

1. After selecting a meeting in the Topic column, details about your recording will appear.
2. By clicking Shared screen with speaker view, your recording will download as a .mp4 file.

File types (Cloud Recording)

Shared screen with active speaker view, gallery view, and shared screen: MP4 file with audio and video

Audio only: M4A file with a recording of the audio

Audio transcript: VTT file with a transcript of the audio only

Chat: Standard text or .txt file with the transcript of the in-meeting chat

Closed Captioning: VTT file with a transcript of the closed captioning

Trimming recordings in Zoom

Once you have your cloud recording, you can trim both the beginning and the end of your Zoom recording. Trimming your recording only edits the playback for the viewer, but you will not lose any of your original content.

Please note: Only cloud recordings can be trimmed.

To trim your cloud recording:

1. Go to the recording you wish to trim and click on the Play icon on the recording thumbnail to open the player page.
2. Click the Scissor icon at the bottom right of the player
3. Drag the play-head arrows to set the start and end times and then click Save.

Deleting Cloud Recordings – Retention schedule

Zoom Cloud recording is a temporary storage service and is not for long-term storage or delivery of recordings. A 90 day retention period will be applied to Zoom Cloud recordings, meaning after 90 days the recording will be deleted. The host will receive a notification that the recording will be deleted 7 days before deletion.

The host can manually delete any recording before automatic deletion by clicking the Delete button.

After recordings are deleted, they will be moved to the Trash, where they will be retained for 30 days. During these 30 days, recordings can be retrieved from the Trash and added back to the main Cloud Recordings menu.

Note: Academic class recordings – if instructors want to maintain the recording longer, please download the recording and upload it to Kaltura/Moodle.

Recording FAQ

Who can record the meeting?

• The host/co-host can trigger the recording

What can get recorded to the cloud?

• See above (File Types / Cloud Recording)

Can I make multiple recordings in the same meeting?

• Yes, using the Pause/Stop Recording buttons in the Zoom meeting window will create multiple recordings for the same meeting

Protecting Cloud Recordings with a passcode

Passcode protection will be enforced for all shared cloud recordings. The feature will limit who can view your cloud recording. To modify a random passcode:

1. Access your recordings on the portal.
2. Click Share next to the recording you want to check a passcode.
3. Click Passcode Protection to see a random passcode.
4. Enter the password you want to use and click Save.

In addition to this documentation, Zoom has produced several how-to guides such as:

• How to schedule a Zoom Meeting
• How to add a co-host to a Zoom Meeting
• How to use the host controls in a Zoom Meeting

There are many more guides available for your perusal at the Zoom Help Center.