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Tech Tips: Next Level Zoom

A guide on using Zoom for live discussions and presentations.

Next Level Zoom

Access Your Zoom Account
Go to ​https://williams.zoom.us​, click “Sign in” and use your SSO (Single Sign-On) to login with your Williams email account.
To check your current account type, in Profile, see “User Type.”

Add Zoom on the Course Navigation Menu

  1. In the Course Navigation Menu, click on “Settings”.
  2. Click the “Navigation” tab.
  3. Click to drag and drop the Zoom link to the desired location.
  4. Click “Save”.

Scheduling a Meeting in GLOW

  1. Click the Zoom link on your course navigation menu to open the Zoom page. Click “Schedule a New Meeting.” Only the meetings you schedule from this page will appear in the list. Students only have the option to Join.
  2. On the next page, select the settings you would like for your Zoom meeting.
    • Topic:​ enter a name for your session.
    • Scheduling options:​ Select the date, start time, duration of the meeting, and whether or not this will be a recurring meeting.
      • Schedule a recurring meeting​: Click the “Recurring Meeting” checkbox.
        You can set how often the meeting recurs, the number of meeting occurrences, and the date for the final occurrence.
      • ​Note:​ When scheduling a recurring meeting, each occurrence is created as an independent event. To modify all recurring meetings, you must edit each meeting individually.
    • Audio and Video options:​ Select whether or not you would like to use a webcam and whether to allow your students to use their webcam for the meeting.
    • Meeting options:​ Select the options that you wish to use.
      • Enable join before host:​ If you’d like students to be placed in a waiting room before joining the meeting disable this setting.
      • Mute participants upon entry:​ When enabled participants will automatically be muted when they enter the meeting.
      • Only authenticated users can join:​ Participants need to authenticate before joining the meeting. They will have to sign in to their Zoom account.
  3. Click the Save button at the bottom of the page.

**If you have one recurring meeting for the whole semester with the same link, you can create a page, copy the Zoom meeting information and place that page in a course module.

View and Share Zoom Recordings

Click the “Cloud Recordings” tab on the Zoom page in GLOW. The recordings will be available there for 30 days. Your students have access to the tab.

Zoom Cloud Recording and Panopto (Course Media Gallery) Integration

Zoom offers two recording options: local recording and cloud recording.

Zoom Local Recording

For users with good internet speed, OIT recommends choosing local recording and then uploading recordings directly to Panopto (a.k.a. the Course Media Gallery on GLOW).

Zoom Cloud Recording

For users with poor internet speed, OIT recommends using Zoom cloud recording, but with the caveat that you will need to manage your files very diligently to avoid storage and recording limitations.

When you choose “Record to the Cloud,” the video (mp4), audio (mp3), and chat text are saved in the Zoom Cloud. However, storage space in Zoom Cloud is limited – 0.5 GB storage limit per user and a 100GB cap on all recordings. For this reason, Williams has set up the following:

  • Zoom Cloud recordings are automatically uploaded and stored on Panopto ​(a.k.a. the Course Media Gallery on GLOW)​. ​This is better for storage and for viewing in Glow. Your recordings in Panopto will not be deleted unless you manually do so.
  • Recordings in Zoom Cloud will be automatically deleted within 30 days. ​You will get a warning notice 7 days prior to deletions. Up to 7 days after deletion recordings can be retrieved by a Zoom admin upon request. If you reach the storage limit prior to 30 days and risk prohibition on new recordings, your files may be deleted sooner!

Zoom Breakout Rooms

Breakout rooms are sessions that are split off from the main Zoom meeting. It allows the participants to meet in smaller groups, and are completely isolated in terms of audio and video from the main session. Breakout rooms can be used for collaboration and discussion of the meeting. As the Host, you can visit each breakout room if need be. You can pre-assign students to a breakout room before the meeting or you can assign breakout rooms during your meeting.

Pre-assigning Breakout Rooms

  1. Sign in to the ​Zoom web portal​.
  2. Click Meetings and schedule a meeting.
  3. In the ​Meeting Options​ section, select ​Breakout Room pre-assign​ and click ​Create Rooms​.
    • Note:​ You can use an excel file to pre-assign participants. ​Download a sample CSV file here​. Fill in the Pre-assign Room Name column with the breakout room name, and the Email Address column with the assigned participant’s email address. Save your file and import into your Zoom meeting options.
  4. To continue with manually pre-assigning breakout rooms, click the plus icon beside Rooms to add breakout rooms.
  5. Hover over the default breakout room name and click the pencil icon to rename it.
  6. In the Add participants text box, search for participants’ name or email address to add
    them to the breakout room.
  7. (Optional) Use these options to edit your breakout rooms and participants:
    • Click and drag a participant’s email address to change the order.
    • Hover over a participant’s name to see options to move them to another room or remove them from the current room.
    • To delete a breakout room, hover the room name in the left panel and click the trash bin icon.
  8. Click ​Save​.

Starting a Breakout Room Session

  1. In your Zoom meeting, you can click “Breakout Rooms” at the bottom on the control panel.
  2. Designate how many breakout rooms you want. Select if you’d like Zoom to automatically (randomly) sort your students into the # of rooms you decided or if you’d like to manually assign them to rooms. Click ‘Create Breakout Rooms’ when you’re done.
  3. If you chose to manually assign students to groups you will get a checklist of the students currently in the meeting on the right-hand side. Click “Assign” to select the students you’d like for your groups.
    • Move to:​ Rearrange students as needed
    • Add, Rename, and Delete Rooms
    • Recreate:​ This button ​deletes all existing breakout rooms​ and creates new ones.
  4. Click ​“Options”​ to see additional breakout room options and check any that you would like to use for your breakout room session.
    • Move all participants into breakout rooms automatically: ​Checking this option will move all participants into the breakout rooms automatically. If this option is unchecked, the participants will need to click Join to be added to the breakout room.
    • Allow participants to return to the main session at any time:​ If this option is checked, the participants can move back to the main session from their meeting controls. If this is disabled, they need to wait for the host to end the breakout rooms.
    • Breakout rooms close automatically after x amount of minutes:​ If this option is checked, the breakout rooms will automatically end after the configured time.
    • Notify me when the time is up:​ If this option is checked, the host will be notified when the breakout room time is up.
    • Countdown after closing breakout rooms:​ If this option is checked, the participants will be given a countdown of how much time they have left before being returned to the main room.
  5. Once you’ve made your selections and are ready to open all rooms, click ‘Open All Rooms’. This will start the breakout room session and all participants will be moved to their assigned rooms. The host will be left in the main meeting until manually joining one of the rooms.
    • Click ​“Broadcast message to all” ​to send a message to your students while they’re in the breakout rooms.
    • Students can request for you to join their breakout room session if they need help. Below is the prompt you will see to join their breakout room.

Polling

To enable polling for your own use:

  1. Sign in to the ​Zoom web portal​.
  2. In the navigation menu, click ​Settings​.
  3. Navigate to the ​Meeting Polls ​option on the ​In Meeting (Basic)​ and verify that the setting is enabled.
  4. If the setting is disabled, click the toggle to enable it. If a verification dialog displays, choose Turn On to verify the change.

Adding Poll Questions Before Your Meeting

  1. Sign in to the ​Zoom web portal​.
  2. Go to the ​Meetings ​page and click on your ​scheduled meeting​. If you do not have a scheduled meeting, go ahead and schedule a meeting.
  3. Scroll to the bottom to find the Poll option and click ​Add ​to begin creating the poll.
  4. Enter a title and your first question.
    • (Optional) Click the Anonymous check box to make the poll anonymous, which will keep the student’s polling information anonymous in the meeting and in the reports.
    • Select whether you want the question to be single choice or multiple choice.
  5. Type in the answers to your question and click ​Save​ at the bottom.
  6. If you would like to add a new question, click ​Add a Question​ to create a new question for that particular poll.

Adding Poll Questions During Your Meeting

  1. When you’ve started a meeting, click on ​Polls​ in the meeting controls.
  2. Click ​Add a Question​. You will be redirected to a web page where you can add poll questions.
  3. Click ​Add​ to begin creating the poll.
  4. Enter a title and your first question.
    • (Optional) Click the Anonymous check box to make the poll anonymous, which will keep the student’s polling information anonymous in the meeting and in the reports.
    • Select whether you want the question to be single choice or multiple choice.
  5. Type in the answers to your question and click ​Save​ at the bottom.
  6. If you would like to add a new question, click ​Add a Question​ to create a new question for that particular poll.

Launching a Poll

  1. Start the scheduled Zoom meeting that has polling enabled.
  2. Click ​Polling ​in the meeting controls.
  3. Select the poll you would like to launch.
  4. Click ​Launch Poll​. The participants in the meeting will now be prompted to answer the polling questions. The host will be able to see the results live.
  5. Once you would like to stop the poll, click ​End Poll​.
  6. If you would like to share the results to the participants in the meeting, click ​Share Results​.
  7. Students will then see the results of the polling questions.
    • (Optional) You can choose Re-launch to restart this poll.
    • Note:​ If a poll is relaunched in a meeting, the poll report will only display the last poll occurrence. If you know you will need to launch the same poll twice and want both sets of data, consider creating a second poll with the same questions as the original to avoid relaunching.
  8. (Optional) To view the full report for this poll, click the Download button. This will launch your default web browser so that you can download the entire poll report, which shows what each participant chose, instead of the percentages of each choice.

Please feel free to contact Kendra if you have any questions.
Kendra Werst, Assistant Visual Resources Curator, ​[email protected]