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Zoom Help Page

About Zoom

The university provides Zoom for synchronous and asynchronous online class sessions, meetings, and recordings. It’s a video conferencing tool with a web interface, desktop client and a mobile app that allows users to meet online using video, audio or both. Zoom users can record sessions, collaborate on projects, and share or annotate on one another's screens, all with one easy-to-use platform.

Below are how-to guides for navigating Zoom and learning to use it both in and out of the classroom. 

For further assistance, visit the Zoom Help Center and check out the More Resources tab below.

If you need help from one of Loyola's Zoom "experts", please contact Team Zoom by filling out this form.

 

WHO CAN ZOOM:

All faculty teaching online at Loyola are provisioned licensed accounts in Zoom.  Staff who need an account for their work should email Erin Dupuis.  Loyola students are not provisioned Loyola accounts, but they can obtain free basic accounts from Zoom or join meetings without an account.

 

THREE WAYS TO ZOOM:

Zoom meetings are accessible through the Zoom desktop client, the web interface, and the Zoom mobile app.  To take full advantage of Zoom features, we recommend that all users join meetings through the desktop client whenever possible.  Instructors must host meetings from the desktop client to conduct polls, preassign breakout rooms, and to use the whiteboard, among other features.  Google Chrome or Mozilla Firefox browsers are strongly recommended for accessing meetings through the web interface.  Click here for a detailed comparison of the different Zoom interfaces.

To download the Zoom desktop client, click here.

 

JOINING A MEETING OR WEBINAR:

Each meeting hosted in Zoom is assigned a unique Meeting ID that participants use to join.  Users can join a meeting either by clicking the “Join” button in the desktop client and entering the corresponding Meeting ID, or by clicking on a meeting link provided by the host.  The meeting link will prompt users to launch the desktop client and join the meeting.  Meetings scheduled in Canvas are accessible to students through Canvas.  Note: meetings may be protected by a password assigned by the host.

 

SCHEDULING A MEETING:

There are several ways to schedule a meeting in Zoom: through the desktop client, the user web portal, or in Canvas.  Meetings are scheduled on either a one-time or recurring basis.  Once a Meeting ID is created, hosts can use the ID or link to conduct meetings at any time regardless of whether it is scheduled.  One-time Meeting IDs are valid for 30 days and recurring Meeting IDs are valid for 365 days from the last time the ID was used.  Instructors are encouraged to schedule class meetings through Canvas (see “Using Zoom with Canvas” below).

For detailed instructions on how to schedule a meeting in Zoom, click here.

 

HOSTING A MEETING:

Hosts start meetings either by clicking the “Start” button next to a scheduled meeting or by starting an Instant Meeting.  Hosts have complete control over the meeting and its participants, including but not limited to controlling participant audio and video as well as content sharing.  Hosts can assign other participants as “Co-hosts,” after which the assigned Co-host will have expanded control.  Hosts can end the meeting for all participants or leave the meeting after assigning a remaining participant as Host.

For a full overview of Host controls, click here.

 

RECORDING A MEETING:

Meeting Hosts or Co-hosts can record a meeting by starting that function within the Zoom client.  Scheduled meetings can be set to record automatically.  Meetings are recorded either locally on the host’s computer or saved to the cloud.  Faculty are encouraged to record class meetings to the cloud to enable easy access by students.  Cloud recordings can be shared through Canvas or using a link furnished by Zoom. Transcripts can also be generated with cloud recordings via an optional setting. Loyola has limited cloud storage, so users are asked to only retain cloud recordings that are in use and to download and/or delete cloud recordings that are no longer in use.  Please do not store personal recordings on the cloud.

For more information on recording Zoom meetings, click here.

 

PERSONAL MEETING ID (PMI):

Each licensed Zoom account is assigned a static Personal Meeting ID (PMI) that can be used for scheduled or instant meetings.  Whereas scheduled or instant meetings are normally assigned a temporary Meeting ID, the PMI does not expire and remains constant unless changed by the licensed user.  The PMI is a convenient way to host a meeting on the fly without generating a new Meeting ID, but note that because the PMI is static there is an increased security risk with using this feature.

 

ZOOM CLIENT AND ACCOUNT SETTINGS:

Zoom has many configurable settings...so many that it can be overwhelming!  There are two groups of settings: Zoom client settings and account settings. To configure the client settings, open the Zoom client, click on your profile picture, and click “Settings”.  Account settings are configured by logging into your account portal at loyno.zoom.us. For more detailed information on how to configure your Zoom account settings, see “Recommended Account Settings” below.

For more information on Zoom client or mobile app settings, click here.

 

Zoom account settings are configured in the web portal (loyno.zoom.us) and control how meetings are scheduled and run.  To access your settings, log into your account through the portal and click the “Settings” tab on the left.  Below is a list of recommended account settings (with explanations where appropriate) for Loyola Zoom users established by the Loyola Zoom administrative team.  This is not an exhaustive list; it includes only those settings that the team feels are most important. We recommend that you take the time to go through the entire list when you can and set the settings as you see fit. If you have any questions about Zoom settings, please contact Team Zoom! by completing this form.

 

SECURITY

Waiting Room: OFF - Because the Waiting Room is only useful for particular circumstances (such as office hours), we recommend leaving this option OFF and enabling it on a per meeting basis as needed.

*Require a passcode when scheduling new meetings: ON - This setting is locked for all Loyola users for security reasons.

*Require a passcode for instant meetings: ON

*Require a passcode for Personal Meeting ID: ON

Embed passcode in invite link for one-click join: ON - Meeting participants will only need to click on the link to access passcode-enabled meetings.

*Require a passcode for participants joining by phone: ON

Only authenticated users can join meetings: OFF - Because Loyola students are not included in the university account pool, among other reasons, we recommend keeping this setting OFF to maximize accessibility to your meetings (if all of your students have Zoom accounts this will not affect their access).

Only authenticated users can join meetings from Web client: OFF

  • *Settings denoted with an asterisk will disappear when Zoom implements its new security policies requiring passcodes or the Waiting Room on September 27th.  For more information, click here.

 

SCHEDULE MEETING

Host video: OFF - You will choose to start your video feed once the meeting is started.  If ON, your video will automatically start when the meeting is started.

Participants video: OFF - Same as for Host video above.

Audio Type: TELEPHONE & COMPUTER AUDIO - This settings allows participants to join the meeting audio via telephone as well as from a computer.

Join before host: OFF - Participants will not be allowed to conduct a meeting before it is started by the host who scheduled it.  Enabling Join Before Host increases the vulnerability of your meeting by allowing participants to join even if you are not there.

Enable personal meeting ID: ON - The personal meeting ID (PMI) is a static Meeting ID unique to each account holder -- think of it as your Zoom “office”.  This setting allows you to use your personal meeting ID for ad-hoc meetings.

Use personal meeting ID (PMI) when scheduling a meeting: OFF - Because the PMI is a static meeting ID, we recommend not using it for scheduling meetings and especially not classes.  Meetings are more secure when they are scheduled with a unique, ephemeral meeting ID rather than the PMI.

Use personal meeting ID (PMI) when starting an instant meeting: OFF - Although the security implications for instant meetings are less pronounced than for scheduled meetings, we recommend following the same protocol as above.

 

IN MEETING (BASIC)

Chat: ON

Private chat: no recommendation  - Private chat allows students to communicate with each other in class beyond the purview of their professor.  

Co-host: ON - Co-hosts have expanded functionality within meetings to assist the host.  You must have Co-host enabled to get help from a Loyola Zoom Assistant (ZA).

Polling: ON

Always show meeting control toolbar: ON

Show Zoom windows during screen share: OFF - Showing Zoom windows is helpful to train someone on Zoom, however they can be distracting in other circumstances.  Moreover, showing Zoom windows (such as the chat) can expose private information to meeting participants.

Screen sharing: ON - This setting must be enabled for you to share content with meeting participants!

Who can share?: ALL PARTICIPANTS - To allow your participants to share content.

Who can start sharing when someone else is sharing?: HOST ONLY - To prevent participants from interrupting your screen share.

Non-verbal feedback: ON - To allow your students to raise their hands in the participant window.

 

IN MEETING (ADVANCED)

Breakout room: ON

Closed captioning: ON

Far end camera control: ON - Allows the host to give permission for another participant to control the host’s camera. You must have far end camera control ON for a Loyola Zoom Assistant to select cameras and control their position in a HyFlex classroom.  

Allow users to select original sound in their client settings: ON - Original sound disables Zoom’s automatic noise cancellation and equalization.  Turning original sound on could improve audio quality of a musical performance, for example.

Show a “join from your browser” link: ON - This allows students who do not have access to the Zoom client to join your class from their internet browser.

 

THE DIFFERENCE BETWEEN A MEETING AND A WEBINAR:

The Meeting and Webinar platforms offer similar features and functionality but have some key differences.

Meetings are designed to be a collaborative event with all participants being able to screen share, turn on their video and audio, and see who else is in attendance.

Webinars are designed so that the host and any designated panelists can share their video, audio and screen, while participants cannot. However, participants can still interact via Chat and Q&A. 

For more information on feature and control differences, click here

 

SHARING YOUR SCREEN:

While in a meeting, you can share the following content:

  • Entire desktop or phone screen
  • A specific application
  • A portion of your screen
  • Whiteboard
  • Audio from your speaker
  • Content from a second camera
  • iPhone/iPad screen

When you share your screen, all other participants can see the window or desktop that you have shared. Participants, other than the host, can also share their screen.

Note: The host can prevent participants from accessing screen share.

For more information on how to share your screen, click here.

 

SHARING VIDEOS:

During your Zoom meeting, if you’d like to not only share your screen, but to play a video while you do so, you can do so seamlessly by just checking two boxes.

When you click the green “Share Screen” button at the bottom of the screen, choose the window with the video you’d like to share, then at the bottom, check both boxes: “Share computer sound” and “Optimize Screen Share for Video Clip”. 

By doing this, you will share the audio of the video with the other participants, meaning that the audio will originate from their speakers instead of feeding through yours (which would lose quality and could cause feedback). The optimize setting will prevent video lag and provide a seamless experience for all meeting participants. 

For more information on sharing computer sound, click here.

 

WIRELESS SHARING:

Share.zoom.us allows a user to easily screen share content from any device wirelessly to a Zoom client. When you screen share via share.zoom.us, it automatically turns off that device’s video and audio and prompts you to select an application or desktop to share.

This is useful if you are teaching in a HyFlex classroom and wish to share content from your laptop, iPad, etc. To do this while in a HyFlex class, start the HyFlex class from the room’s podium PC as usual. When you wish to share content from another device, open a web browser on that device, go to share.zoom.us, and type in the Meeting ID and passcode.

For more on how to share wirelessly, click here.

 

INTERACTING WITH ANOTHER PARTICIPANT'S SCREEN:

The remote control feature allows you to take control of another participant's screen in a meeting. You can either request remote control of another participant's screen or the other participant can give control to you.

For more information on taking remote control of another’s screen, click here.

Meeting participants can also annotate on a shared screen as a viewer or the one that started sharing the screen. You can also use annotation tools when sharing or viewing a whiteboard.

For more information on annotation, click here.

 

USING VIRTUAL BACKGROUNDS:

While in a Zoom meeting, you can replace your real background with a virtual background (which can be either a photo or a video). To do so, while in a meeting in the Zoom desktop client, navigate to your video settings at the bottom left of the Zoom window. Click the up arrow next to Start/Stop Video. Click “Choose Virtual Background” and select the photo or video you’d like to use. You can add uploaded photos or videos by clicking the small plus sign next to “Choose Virtual Background”.

Note: Virtual backgrounds require certain computer specifications and if your computer does not meet these specifications, the virtual background feature requires a green screen to work properly. 

For more information on virtual backgrounds, click here.

For Loyola specific Zoom backgrounds, click here.

 

ENABLING ORIGINAL SOUND:

By default, Zoom uses background noise canceling filters to make the sound clearer when an individual is speaking directly into a microphone -- as is common during most Zoom meetings. 

However, if you’d like to use Zoom to host a music event, teach a music lesson, or record a musical performance, there is a Zoom setting called “preserve original sound” that will capture all of the sound in the room without the background filters. This setting may capture the sound of an orchestra, band, or group of musicians better than the default setting.

To learn how to enable the “preserve original sound” setting, click here.

 

USING DUAL MONITORS:

The dual-monitor display feature allows the video layout and screen share content to be placed on two separate monitors/screens. Gallery or speaker view can be displayed on one monitor while the other monitor displays a content share. This is useful for presentations and sharing notes while still having the ability to see participants. 

To learn how to enable dual monitors for zoom, click here.

 

BREAKOUT ROOMS:

Breakout rooms allow you to split your Zoom meeting in up to 50 separate sessions. The meeting host can choose to split the participants of the meeting into these separate sessions automatically or manually, and can switch between sessions at any time. 

Note:

  • Make sure to enable breakout rooms prior to the meeting
  • You can also pre-assign participants to breakout rooms when you schedule the meeting instead of managing them during the meeting
  • Breakout room participants have full audio, video, and screen share capabilities

To learn more about breakout rooms, click here.

 

POLLS:

The polling feature for meetings allows you to create single choice or multiple choice polling questions for your meetings. You will be able to launch the poll during your meeting and gather the responses from your attendees. You also have the ability to download a report of polling after the meeting. Polls can also be conducted anonymously, if you do not wish to collect participant information with the poll results.

You must create the poll before the start of the meeting. The easiest way to do so is by navigating to the desired scheduled meeting in the Zoom web interface, scrolling all the way to the bottom, and clicking “Add” on the right-hand side underneath “Poll”. 

Note: If you choose to do this through Canvas instead of the Zoom web interface, you will need to import the poll as a CSV file.

For more information on polling in meetings, click here.

For more information on polling in webinars, click here.

 

USING A CO-HOST:

The co-host feature allows the host to share hosting privileges with another user, allowing the co-host to manage the administrative side of the meeting, such as managing participants or starting/stopping the recording. The host must assign a co-host. There is no limitation on the number of co-hosts you can have in a meeting or webinar.

Co-hosts do NOT have access to the following controls, as they are only available as host controls in a meeting:

  • Start closed captioning and assign someone or a third-party to provide closed captioning
  • Start live streaming
  • End meeting for all participants
  • Make another participant a co-host
  • Start breakout rooms or move participants from one breakout room to another
  • Start waiting room (co-hosts can place participants in waiting room or admit/remove participants from the waiting room)

Co-hosts also cannot start a meeting. If a host needs someone else to be able to start the meeting, they can assign an alternative host.

Note: Alternative hosts are not the same as co-hosts. If an alternative host starts a meeting, they automatically become host of the meeting and all other alternative hosts become co-hosts.

For more information on how to add co-hosts, click here.

For more information on the differences between hosts and co-hosts, click here.

 

JOIN BEFORE HOST:

Join before host allows attendees to join the meeting before the host joins or when the host cannot attend the meeting. We do NOT recommend that you use this setting, especially for classes. 

  • Turned on: If you select join before host, then the participants can join the meeting before the host joins or without the host.
  • Turned off: If you do not select join before host, the participants will see a pop up dialog that says "The meeting is waiting for the host to join." 

This setting would allow your students to enter the Zoom meeting any length of time before you. This is especially unwanted if you have chosen your Zoom meetings to record automatically. If so, then Zoom will begin recording as soon as the first participant joins the meeting, even if the host is not present.

For more information on the Join Before Host setting, click here.

 

WAITING ROOM:

The Waiting Room feature allows the host to control when a participant joins the meeting. As the meeting host, you can admit attendees one by one or hold all attendees in the waiting room and admit them all at once. You can send all participants to the waiting room when joining your meeting or you can allow participants from your Zoom account and participants at specified domains to bypass the Waiting Room.

We do not recommend that you use this feature for classes as admitting each student one-by-one is tedious and unnecessary. If the meeting is scheduled and accessed through Canvas, only the students enrolled in that course will be able to join. 

However, this setting could be very useful for holding virtual office hours. That would allow you to admit one student at a time while the others wait in the virtual Waiting Room. 

You can also customize your virtual Waiting Room with a message for your students. To learn how to do this, click here.

For more information on enabling the Waiting Room, click here.

 

ENABLING TRANSCRIPTIONS FOR RECORDINGS:

You can use the audio transcript option to automatically transcribe the audio of a meeting or webinar that you record to the cloud. After this transcript is processed, it appears as a separate .vtt text file in the list of recorded meetings. In addition, you have the option to display the transcript text within the video itself, similar to a closed caption display. 

Note: Audio transcripts are not perfect, and we would not recommend using them to close caption a video until they have been edited.

The transcript is divided into sections, each with a timestamp that shows how far into the recording that portion of the text was recorded. You can edit the text to more accurately capture the words, or to add capitalization and punctuation, which are not captured by the transcript.

Note: Audio transcription only supports English.

For more information on how to enable audio transcription, click here.

If you are using Google Slides, you can also have transcripts appear while you share your slides in Zoom. See Sheila Wilkinson's tutorial

 

EDITING CLOUD RECORDINGS:

If you want to trim off the beginning or end of your Zoom recordings for a more seamless playback, there is an easy way to do this for cloud recordings.

When you click a Zoom recording on the “My Recordings” page in the web interface, the playback video launches in a new browser tab, which includes controls for Download and Share. You can also navigate to your recordings page through Canvas.

Once you open the recording, you can set a playback range for the video so that it starts and ends at the times you specify, removing unneeded portions from the beginning and end.

Playback range does not technically trim your recordings. If the recording is downloaded, it will still be the original length, regardless of the playback range you set. However, for those viewing the recording through Canvas or the Zoom web interface, it will only show the playback range you set.

Note: Playback range will not apply to users viewing cloud recordings on Internet Explorer, Safari, or on mobile devices, if they view the recording using low bandwidth mode. 

For how to set the playback range of your recordings, click here.

 

CLOSED CAPTIONING:

Zoom closed captioning does not have the capability to do it automatically. It instead allows you or another meeting attendee, assigned by the host, to directly type the closed captioning during a meeting. In a webinar, closed captioning can be typed by the host, co-host, or a panelist assigned by the host. You can type the closed captions directly via Zoom or you can integrate a third party service.

To learn more about closed captioning, click here.

 

TAKING ATTENDANCE:

Use this step-by-step guide to take attendance and get meeting participant information for your past Zoom meetings.

 

HYFLEX TRAINING:

Click here to watch Faculty HyFlex Training by Dr. Curry O’Day, Media Services Specialist.

Teaching in Loyola's HyFlex Classrooms, August 14, 2020

Faculty training for teaching students who are in the classroom and students who are synchronously online - simultaneously!  An introduction to the new equipment and how to teach with it using Zoom.  Be sure to check out the Chat window for relevant links and information. 

Access Password: c08HEW?@

 

GUIDES TO HELP WITH COMMON HURDLES IN ONLINE TEACHING:

 

RECOMMENDED PRACTICES TO ENSURE STUDENT INTEGRITY AND PARTICIPATION DURING A ZOOM CLASS:

  • Clearly establish expectations from the beginning
    • Syllabus Addendum
    • Remind them that the Student Code of Conduct applies to all activities, remote or otherwise
    • At the beginning of the first Zoom meeting, have an open discussion about the current situation and the new learning platform
  • Require students to use their legal or preferred names
  • Take attendance (See “Taking Attendance” under the Zoom Features section)
  • Keep Manage Participants panel open (click here for more on managing participants)
    • Remove offending students from the meeting
    • Mute everyone, except when you want them to talk
  • Have students practice with the tools at the beginning of the session (Screen Sharing, Chat, Raise Hands, Mute/Unmute, etc.)
  • Record meetings and save chat logs (See “Recording a Meeting” under The Basics section)
  • Pause periodically to address questions in the chat
  • Secure your meeting with a passcode
  • Use breakout rooms for class discussions (See “Breakout Rooms” under the Zoom Features section)
     

 

CANVAS FAQS:

Visit the CFI's Canvas page for more information on navigating Canvas.

 

USING ZOOM FROM WITHIN CANVAS:

Here is a quick tutorial video, made by Team Zoom's Brian Huddleston, that walks you through the Zoom Canvas Integration and how to schedule, start, record, and share Zoom meetings from within Canvas.

 

ADDING ZOOM TO YOUR CANVAS COURSE:

Here is a very helpful step-by-step guide on how to add Zoom to your Canvas courses from Loyola's Learning Technologies Developer Jim Dugan. Note: You need to do this for each of your courses individually. 

 

FOR FACULTY TEACHING HYFLEX COURSES IN FALL 2020:

For each of your Hyflex courses, you need to schedule a recurring Zoom meeting for the class through Canvas so that your distant students can attend during the scheduled time. To do so, navigate to your course in Canvas, click the Zoom link in the left-hand menu, and click “Schedule a New Meeting” at the top-right corner. Any meetings scheduled in this manner will automatically be available to all students enrolled through the Zoom link for the course.

 

IMPORTING A ZOOM MEETING INTO YOUR CANVAS COURSE:

If a course-specific Zoom meeting was NOT set up through Canvas initially, but you would like to import either a future scheduled meeting or a recording of a past meeting into a Canvas course, use this document to guide you through the process.

 

WHY YOU SHOULD SCHEDULE CLASS MEETINGS THROUGH CANVAS:

While using Zoom through the desktop client or web-interface may be ideal for staff meetings or webinars with colleagues, when you are scheduling course-specific Zoom meetings, we highly recommend that faculty members use the Zoom Canvas Integration for the following reasons:

  • Security
  • Easy access for students to meetings and recordings
  • The meeting will get added to your course calendar. See this guide for more information. 

Follow the steps outlined above (“Adding Zoom to your Canvas course”) to get started. By scheduling all of your course-specific Zoom meetings through your Canvas course, those Zoom meetings are automatically available to the students enrolled in that course (and only them). This eliminates the security risk of sharing Zoom meeting links via email, for example. The list of scheduled meetings will appear to the enrolled students just as the course’s modules, announcements, etc., will.

Another advantage to scheduling your course-specific Zoom meetings through Canvas is the students’ ease-of-access to any Zoom recordings associated with that course. Recordings are accessible only to students enrolled in that course . Once you publish those recordings (see “Publishing your Zoom recordings in Canvas”), the students enrolled in that course will, at any time, be able to login to their Canvas account and view those recordings. This also eliminates the security risk of downloading and/or sharing your Zoom-recorded course via email, for example.

 

SHARING MEETING LINKS WITH USERS OUTSIDE OF YOUR CANVAS COURSE:

If you wish to invite outside users, such as guest lecturers, to your course-specific meetings, the easiest way is through the Zoom Canvas Integration. Begin by navigating to your course in Canvas, click the Zoom link on the left-hand side, choose the meeting with the corresponding date that you wish to share by clicking the title of the meeting, and you will see a number of options.

  • Option 1: Add the meeting to your Google Calendar and add the outside user(s) to the calendar invitation.
  • Option 2: Scroll down to "Invite Attendees" and click "Copy Invitation" on the right-hand side. Once you've copied the invitation, you can share it with the outside user(s) via email, for example.

Note: When scheduling a recurring meeting, the meeting ID and password for each occurrence is the same. So by sharing the link of one meeting with an outside user, they will then have the link to every occurrence of that meeting.

 

SHARING CLOUD RECORDINGS WITH USERS OUTSIDE OF YOUR CANVAS COURSE:

If you wish to share your course-specific recordings with an outside user that is not enrolled in the course, the easiest way is through your Zoom web interface. Begin by navigating to loyno.zoom.us, sign in to your Loyola Zoom account, navigate to "Recordings" on the left-hand side, and click the "Share" button on the right-side of the appropriate recording. This will allow you to share the recording publicly, allow or disallow others to download it, password protect it, and copy the sharing link. Once you've copied the sharing link, you can share it with the outside user(s) via email, for example.

 

STARTING A CANVAS ZOOM MEETING:

Once you have scheduled your course-specific Zoom meetings through Canvas and it’s time to begin the first meeting, there are two ways to start the meeting:

  • Through your Canvas course
  • Through the Zoom desktop client

To start the meeting through Canvas, simply navigate to your Canvas course, click on the Zoom link on the left-hand side, find the meeting with the corresponding date, and click “Start”. 

However, if you have the Zoom desktop client installed, you can start the meeting through the application without navigating through Canvas. Simply launch the desktop client, click on “Meetings” at the top, select the meeting with the corresponding date, and click “Start”. 

Note: In order to teach using Zoom in a HyFlex classroom, we recommend you launch your course's Zoom meeting from the Zoom desktop client installed on the podium PC.

 

PUBLISHING YOUR ZOOM RECORDINGS IN CANVAS:

Whenever you hold a course-specific Zoom meeting that is recorded, you will need to publish the recording in your Canvas course in order to give enrolled students access. Here is a step-by-step guide on how to do this: How to publish your Zoom Recordings in Canvas.

Here is another helpful guide on How Students Access Zoom Recordings in Canvas created by one of Loyola's Instructional Designers, Dan Guo.

 

SCHEDULING OFFICE HOURS:

Here is quick guide from faculty member Julian Katz on how he scheduled office hours in Zoom and added that meeting to each of his Canvas courses (as opposed to making separate office hours for each course). 

 

IMPORTANT: To take advantage of all of the security features of Zoom, be sure to keep your desktop client up to date!  To update your software, sign in to the Zoom client, click on your profile picture, and click “Check for Updates”.

 

All communication transmitted over the internet is vulnerable to intercept or manipulation by unauthorized parties, including Zoom meetings.  Keep in mind, however, that Zoom serves many types of clients--from education to government and corporate entities--and so these security implications are not equally relevant to all users.  In this section, we will briefly explain what security concerns are most pertinent for using Zoom at Loyola and recommend best practices for mitigating them.

The greatest security risk for Loyola users on Zoom is the unauthorized access and disruption of meetings by uninvited attendees--also known as “Zoom bombing.”  Zoom bombing can occur when meetings are not properly secured and are therefore accessible to bad actors whose aim is to disrupt the meeting.  Take the following steps to properly secure your meeting and prevent Zoom bombing:

  • Enable a meeting passcode and keep it secret - When scheduling a meeting, be sure to enable a passcode and only share the passcode with invitees.  Never post meeting links with embedded passcodes on a public forum.  Faculty should schedule class meetings in Canvas so that only enrolled students have access to the meeting ID and passcode.  A passcode must be set prior to starting a meeting.  Passcodes will be required on all Loyola accounts beginning August 6th.
  • Enable the Waiting Room for added security - Although a passcode should prevent unauthorized users from joining a meeting, the Waiting Room can be used as an extra layer of security to screen attendees before they enter the meeting.  Attendees will be placed into the waiting room until manually admitted by the host, and any unauthorized attendees can be removed from the waiting room.  The Waiting Room can be enabled either when scheduling a meeting or during the meeting from the “Security” button.
  • Lock the meeting - Once all authorized attendees have joined a meeting, the Host can lock the meeting to prevent entry by any other user.  Keep in mind that a locked meeting will prevent even authorized users from joining, for example if a participant leaves and tries to rejoin, or if a participant has not joined prior to the Host locking the meeting.
  • Disable participant screen sharing - One tactic Zoom bombers use to disrupt meetings is sharing inappropriate content.  Hosts can disable participant sharing when scheduling a meeting or by selecting the appropriate option from the “Security” button in a meeting.  Participant sharing can be reenabled at any time to allow authorized participants to share legitimate content.
  • Remove unauthorized or disruptive participants - If an unauthorized user enters your meeting and/or becomes disruptive, you can remove participants by selecting the option under “More” next to the participant’s name in the “Participants” window.

 

For more information on in-meeting security options, click here.

For information on watermarking original musical performances, click here.

 

CURRENT VERSION OF ZOOM CLIENT: 5.3.0

 

HOW TO SAY UP-TO-DATE ON ZOOM NEWS:

laptop with zoom and coffee mug

Still need help with Zoom?

Are you new to Zoom? Want to have an "expert" help by sitting in on your first couple of sessions or running through a practice session? Please reach out to Team Zoom, administered by Susan Brower. Click the link below, fill out the form, and a Team Zoom member will contact you as soon as possible.