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Video meeting in Zoom

What you will find below is a technical guide for Zoom. It is primarily meant for the coming exams, but is also usable with Zoom in general.

Please note that steps 1-4 should always be reviewed before you use Zoom for the first time, while steps 5-9 can be reviewed as needed.

1. Installing Zoom

If Zoom is not already installed on your computer, do the following steps:

  1. Go to https://zoom.us/download
  2. Here choose “Zoom Client for Meetings”.

  3. Next, click “Download”. The the installation file will now be downloaded onto your computer.
  4. Open the downloaded file by going to “Downloads”.

NB: If you already have installed Zoom, make sure that it is updated to the latest version. On a Mac, open Zoom and click on the upper bar and choose “Check for updates” . You will need to restart Zoom before the update works.

 

2. Sign in

You can log on to Zoom by opening the app directly on your computer or via the link aarhusuniversity.zoom.us. Make sure to log on with the correct information:

  • If you are required to log with WAYF, use your AU-id and the related password.

  • If you see the first window (see below), click on ”Sign in with SSO”. You will be directed to the second window, where you must fill out “aarhusuniversity” then click ”Continue”.

    Next, you will be required to log in with WAYF, where you must use your AU-id and password as usual.

    Once you have logged in correctly, you will see the message below and Zoom will launch automatically. If nothing happens click “Launch Zoom”. You are now ready to use the program. Alternatively, you can log on to zoom: https://aarhusuniversity.zoom.us/

3. Configuring Audio and Video

To configure Zoom settings, open Zoom on your computer and click your initials in the upper-right corner. Find “Settings” in the drop down menu.

NB: If you do nothing, Zoom should automatically follow the standard settings on your computer for the camera and microphone, but it is advisable to ensure this.

3.1 Video settings

To configure the settings for your camera select “Video” in the settings menu located on the left side of the window. Your webcam should turn on now showing you a Preview of what your current settings will look like when you attend a meeting later.

You can choose which camera to use if you have an external webcam. You can also choose resolution and ratio, as well as other settings that may be relevant in some situations.

3.2 Audio settings

To configure the settings for your microphone select “Audio” in the settings menu located on the left side of the window. Here you can choose which output and input to use, test speakers or earphones, your microphone, as well as configuring a number of other settings that may be relevant to you.

3.3 Mute Microphone and Stop Video During a Meeting

During a meeting, you have the option to "Mute" your microphone and to “Stop video”. To do this locate the two buttons in the lower left corner while the Zoom meeting is in progress.

 

4. Accessing Meeting Rooms

There are several ways you can access a meeting room. You can either access via a link (most often used) or access through a “Meeting ID” from which you are directed into a “waiting room”.

4.1 Access with a Link

If you have received a link to your Zoom meeting, click on the link to be redirected to the meeting. Be aware that errors may occur if you copy and paste the link into your web browser. A link to a Zoom meeting at AU will have this form (each link has its own number address):https://aarhusuniversity.zoom.us/j/635011202

NB: Make sure to join the meeting well in advance.

If the following message appears, click “Open Zoom Meetings” . This will open Zoom on your computer and direct you to the meeting.

4.2 Access with “Meeting ID”

If you have been sent a “Meeting ID” instead of alink, you can access the meeting by following these steps:

  1. Open Zoom on your computer.
  2. Choose “Join” on the start menu in Zoom.
  3. Next, you will see a pop up, where you are required to write the “Meeting ID” that you have received.
  4. You should fill out your name and choose, whether to have your microphone and webcam on.
  5. Click “Join” to enter the meeting.

4.3 Waiting room (primarily relevant for exams)

For the exam you start the meeting in a virtual “Waiting Room” . The following window will pop up (Mac/PC)

From here,the “host” will let you in to the actual meeting, which will be the “exam room” when it is time. While you are in the “Waiting Room” you should test your audio in- and output.

NB:

While your teacher and co-examiner are evaluating your grades, you will be redirected to the “Waiting Room”. Do not shut off Zoom or stop the meeting. You will be sent into the meeting room again, when it is time to receive your grade.

5. Using Chat or Sharing Files

To access the Chat where you can send files and communicate in writing with the meetings participants, click on the chat icon located in the bottom of the meeting window.

 

In the chat you can submit messages to all participants , or chose private to only write to one other participant.

If you need to share a file in the chat, click on “File” and find the location of the file on your computer.

NB: If Zoom does not allow you to “Send File” in the chat, you will need to update the software. MAC: click on zoom in the upper bar and select “Check for updates”. Zoom needs to be restarted before the update works.

6. Sharing your screen and/or a PowerPoint

To Share your screen or a certain window from your computer such as a PowerPoint presentation, click “Share Screen” in the bottom of the window.

You now have the possibility to choose which of your “sources” you wish to share with the other participants.

  • If you wish to share your entire screen activity, select “Screen”

  • If you only want to share one window or program, e.g. PowerPoint, select that specific source. NB: make sure that the program is open before hand
  • If you wish to share video or another source of audio, remember to uncheck the two boxes called “Share computer sound” and “Optimize Screen sharing for video clip”

Next, click “ Share ” to share the selected source with the meetings participants.

NB: At the exam, when you have clicked “Share”, you should enquire whether the co-examiner or your teacher are seeing the window and if it is shared correctly. In this way can make sure that you all see the same thing.

7. Sharing an External Media (Smartphone or Tablet)

If you need to write and draw on paper, a blackboard etc., you can do this by accessing the meeting room with a computer and a smartphone at the same time, you are thereby logged in with 2 devices. You use the computer for verbal communication with the other participants, as well as for showing any PowerPoint, while the smartphone's camera will present what are writing and drawing. For this you can also use a tablet.

  1. Download the app “Zoom Cloud Meetings” for your IOS or Android device.
  2. Make sure your phone is fully charged or connected to power source.
  3. Set up with your mobile phone so it is stable and the camera captures the area you want to display.

    Examples of smartphone setup:



  4. You can either access the meeting with the app (see below), or by clicking the link to the meeting room on your smartphone. Make sure you are using the phone's camera but NOT the phone's audio in- or outputs as it will resonate, when your audio is active on both your computer and smartphone at the same time. Enter your name + “(mobile)” in the appropriate box, using the same name that you originally signed in with.



  5. NB: At an exam, when you are ready to show something on paper or a blackboard, you should point out to the examiner that they should look at the image from your cell phone. They then have the option to double-click on that image or click on the 3 dots on the image and select Pin Video. Then it will be displayed in a large window on their screen.
  6. Also, give attention to when you have finished writing/drawing, when you want to make a presentation, etc., so that the teachers look at the right pictures at the right time.


Tips: 

  • Use a black marker instead of pencil or ballpoint pen, This will make it easier to discern what you are writing.

  • Make sure that the subject is well lit either with natural light or a lamp. 

  • If the image is upside down in Zoom, either turn auto-rotate on or of on your smartphone or rotate your phone 180 degrees.

  • Make sure not to block what you are writing with your hand. 

8. Sharing whiteboard or paper

You can use a whiteboard in Zoom. It works best either if you have a drawing pad that you can connect to your computer, or if you have a touch-sensitive screen, such as an iPad or other tablet, or a computer with a pen.

8.1 Using a whiteboard via your computer

After you press share, you now have the option to choose which “source” you want to share with the meeting participants. Your options may look different.

Here you simply select "Whiteboard" to share a completely blank whiteboard on which you can draw, point and much more.


NB: If you have a drawing pad connected to your computer, make sure it is installed and properly connected to your computer beforehand.

 


8.2 Using paper as whiteboard

If you need to write and draw on paper, whiteboard, or similar, you can do this by accessing the meeting room from both a smartphone and a computer. I.e., you will need to be logged in from two devices. The computer is used for oral and visual communication and for presenting PowerPoint. The smartphone camera-input shows what you are writing and drawing on a paper. 

  1. Download the app, Zoom Cloud Meetings, for iOS or Android. 

  2. Make sure that your smartphone is fully charged or connected to power before the exam. 

  3. Now set up your smartphone. Make sure it is positioned stably and that the camera accurately records the area you want to display. Examples of such a setup: 

  4. Click the link to the meeting room from your smartphone. Make sure you use are using the phone’s camera but NOT the audio. You should only use the audio input and output from your computer. Write your name + “mobile” when specifying the name you want to log in with. 

  5. When you are ready to present something on your paper or whiteboard, make the examiner aware that you will be presenting from your smartphone. Then they will be able to double-click on the input or click on the three dots on the input and select Pin Video. The input will then be displayed in large format on their screen. 

Also, make the examiner aware when you are finished writing/drawing, when you want to show a presentation from your computer etc. so they can enlarge the correct input. 

Tips: 

  • You should write with a black marker pen rather than a pencil or ballpoint pen, so it is more clear to examiner and co-examiner what you are writing. 

  • Make sure there is good lighting either from natural light or from a lamp. 

  • If your video input is upside-down in Zoom, you can use either auto-rotation on your smartphone or rotate your phone 180 degrees. 

  • Try not to block your camera while writing. 

  • Make sure your presentation is displayed in the largest format and that the image is clear. This will make your presentation more clear and understandable.


8.3 Using a tablet as a whiteboard

If you want to use a tablet to write on, then follow these steps. You can also use a smartphone with a large screen.

  1. Download the app “Zoom Cloud Meetings” for your IOS or Android tablet.

  1. Now, access the meeting on your tablet, either by clicking on the link to the meeting room from your tablet or by pressing “Join Meeting” and entering the meeting ID


  1. Remember to join without video or audio, since you are only using your tablet as a whiteboard while still using the computer for audio and video.

  2. To use the whiteboard, select “Share” in the bottom of the screen on your tablet and select “share Whiteboard”

9. Create a Meeting in Zoom

To get acquainted with using Zoom and using its features, create a meeting of your own and invite and invite for example your fellow students, so you can practice together.

  1. Open the Zoom app on your computer, or go to https://aarhusuniversity.zoom.us/ in a browser.

  2. Click “New Meeting” in the start menu or click “Host” if you are using your web browser.

  

  1. A window should pop up, showing that you are now in a video meeting with yourself.

  2. If you want to invite someone to participate in the meeting along with you, click “Participants” and “Invite” . Next, a window will pop up, where you can click “Copy URL”. The link to the meeting is now copied to the clipboard and you can send it to anyone you want to attend the meeting.

To make sure that you are logged in on the AU Zoom server, go to “Invitation URL” - Here you should see “aarhusuniversity.zoom” in the link. If the link does not include this, you are not covered by AU's security agreement with Zoom and you have limited functionality - for example, a meeting room can only be open for 40 minutes at a time.

10. Group work in Zoom

When working together in online in study groups it can be useful to create your own online group room, where alle group members can meet and work together. In online group rooms in Zoom, it is possible to hold video meetings, chat and share common documents. In this guide, we will show how to create an online study room by using the tool “Channels” in Zoom.

Step 1: Download and log in to Zoom by following step 1 and 2 above.

Step 2: Create a channel

Before creating a channel in Zoom, make sure you are properly logged in to Zoom with your AU information. Open Zoom on the computer and check that your AU information appears on your profile. If you see that you are not logged in correctly, follow step 1 above.

Play the video below to see how to create a channel in Zoom. Name the channel with a recognizable group name and make the channel Public. In order for other group members to search for the channel, the channel must be Public. Once all group members are subscribed to the channel, it can be made Private. Go to step 4 below to see how.

Step 3: Join a channel

Other group members can join the channel by searching for it in the list of channels. Watch the video to see how. After all group members have signed up for the channel, it can be made hidden.

Step 4: Make the channel private

Once all group members are subscribed to the channel, the channel can be made Private. The group member who created the channel is automatically the administrator and the only one who can make the channel Private. Watch the video to see how.

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