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(These instructions reference the Video Carts we have in many locations, but the information is valid no matter what system you are using)

If you are the organizer of a Zoom meeting, you can click the Zoom icon in the Video Cart to launch the application and join the meeting:

 

    Join from the Video Cart

      Steps Details
    1

    With the assumption that the meeting has already been scheduled and you have the meeting ID in hand:

    Select the Zoom icon located on the bottom banner of the Video Cart.

    2 Then select Join a Meeting
    3

    Enter your Zoom meeting ID and modify your name to best describe the attending group.

    Note, your Meeting ID will differ

    Avoid echo/feedback annoyance, for more info on this, go here

     

    Join from your computer

      Steps Details
    1 To Join a meeting, you will receive an email or calendar invitation with the URL link. Just click on the URL link to start your session
    2

    Note, the meeting id is the last 9 or 10 digits of the URL (example above is 924938274)

    To join a meeting without the URL link, just click on the link or in your browser, enter to zoom.lbl.gov

    Select Join a Meeting :

    3

    Followed by entering your meeting ID.

    Note, If this is your first time joining Zoom then you be will requested to download the executable that will run automatically.

    4 Next select Join Audio by Computer to start the meeting
    5

    After joining, you will see all participants on your Zoom screen. Note! you are able to "x" close out of this dialog box but still start a meeting. Recommend checking the Automatically join audio by computer when joining a meeting check-box.

    Note: if you are a in the same conference room as a Video Cart that is providing sound and the microphone - you may want to join with your microphone and speakers disabled. The quick way is to go the zoom.lbl.gov/share and enter in the meeting number. This will allow you to screen share on your system without causing feedback issues.


     

     

    Join or Start from a Lifesize unit

    Steps Details

    We are testing the ability for a room system (typically a Lifesize unit at the lab) to connect to a Zoom meeting.

    We added a starter list to the devices that can be referenced when you are starting a meeting and click invite. In theory, one way to connect to a system is to invite it just like you would a person.
    The Lifesize requires auto answer is enabled.
    One way that seems to work without additional configuration is to start a video meeting on the Lifesize and dial the Zoom IP address. (normally contained in the generic invitation that zoom sends out to your participants. H.323: 162.255.37.11 (US West)  or 162.255.36.11 (US East) 
    You will have to enter the meeting number using the remote on the Lifesize unit to complete the connection once the IP address has been dialed.
    If your life-size room system is not on the Zoom Invite pick-list, contact the Help desk so we can add it in.
     

    Logging in

      Steps Details
    1
    Using a browser
    • Open a tab in your browser and enter the url: zoom.lbl.gov

    • Click Sign in

    • Click Host a Meeting

    • You will be redirected to the Berkeley Lab Login page if you have not already signed in to another service (e.g. Gmail)

    • First time users will see an option to launch the Zoom executable (note, this will be self executing). If you already have it installed then it will launch automatically.

     
    2 After login, select Schedule a Meeting
    3
    Note, each person will have their own unique PMI (Personal Meeting ID) to use for future meetings, otherwise a new Meeting ID will be generated for each new meeting.

    After selecting the above Schedule a Meeting button, you will see the following image.

    4

    Note, you may decide this meeting should be recurring, so you may select that option (1) shown above. Also (2) set as default will allow others to join before the host connects. And, (3) option will re-use your Personal Meeting ID (PMI) rather than generating a new ID.

    After selecting the Schedule button you will have three different options to send notifications for your new meeting.

    • Add to calendar (1) will automatically schedule on your Google, Outlook, or Yahoo calendar.

    • A URL (2) is provided that you can copy and send to participants

    • A full instruction dialog box (3) will be available for your copy&paste to send email’s out. Also this offers information for call-in’s as well.

     
    5

    Upon launch, all participants can perform a a video and/or audio check (1) - before joining the conference room (recommended). When ready to join, just select Join by Computer (2).

    Note, recommend checking the Join by audio (3) in above image.

    In-meeting options
    Steps Details

    The meeting option menu can be seen at the bottom of the meeting room window (mouse-over may be required if not in using the “full screen” option).

    • (1) mute (or activate) your sound, use the up arrow icon to control your microphone devices (other than the default)

    • (2) stop (or activate) your camera video, use the up arrow icon to select your camera device (other than the default).

    • (3) Invite additional people to your meeting via email options and instant messaging

    • (4) Manage your participants, here you can control participant video and muting, or just mute all participants

    • (5) Share your screen for demonstration purposes (markups and remote control options available)

    • (6) Explore the Chat dialog pop-up with a Save option.

    • (7) Record your session

    • (8) End the meeting here


    Desktop Client

      Steps Details
    1

    The desktop Client is also readily available after you create your Zoom user account.

    2

    The Zoom Client icon may be viewable on your desktop tool bar as the “camera” Icon

    Just click on it.

     

    Here you can start up a new Zoom meeting with or without Video, or perhaps you wish to schedule a future meeting or just join a meeting in process.

     

    Settings are also available to adjust your preferences on meeting start and recordings.


    Terminating a meeting

    Steps Details

    To terminate your meeting, select the End Meeting as seen in the lower right corner of the Zoom window.

    Note, when ending the meeting, you can decide to make another participant the host in order to keep the meeting going without you.

    Scheduling a meeting for others may be very handy should your boss or co-worker be unavailable to schedule for themselves. In order for this feature to work, you will only need to be established as an "authorized scheduler."

    Profile Setup

      Steps Details
    1 This feature is only available in your Zoom cloud profile: zoom.lbl.gov/profile  
    2 After sign-in, go to the Meeting Settings tab
    3 In your personal Meeting Settings tab, you may assign other co-worker privileges (1) - this will allow your co-workers to schedule a new meeting on your behalf.
    4 Also if another co-worker has allowed you to schedule a Zoom meeting on their behalf, you will see those in I can schedule for (2):
    5 If you no longer want the privilege to schedule for other co-worker(s), just select the "x" next to the co-worker’s email address to “quit.”  

    Scheduling

      Steps Details
    1 To schedule a meeting on behalf of another person, you will still need to be in your Zoom cloud profile ( zoom.lbl.gov/profile )  
    2 Go to Meetings (1), then select Schedule a Meeting tab (2)
    3 In the Advanced Options section, you will see the available co-workers drop-down who you are authorized to Schedule For (1). Select the desired person from the drop-down (2), and complete the process by selecting Schedule button (3)
    4 After scheduling the new meeting, you will see the following screen where you can add the meeting to your calendar (Google, Outlook or Yahoo). Also, you can just copy the invitation and send it to your participants any method desired
    5 Note, the invitation generated text - will show the invite came from the person who you had scheduled it for.  

    Zoom Settings options

      Steps Details
    1

    There are actually two areas for settings in Zoom.

    One is the cloud profile/meeting settings and the other is your Desktop Client settings.To access your Cloud Profile settings, enter zoom.lbl.gov/profile in your browser, then sign-in.

     
    2 Proceed to Profile selection (or just go to zoom.lbl.gov/profile)
    3 Here you will be able to control your on-line Profile settings such as photo, name, company, phone and timezone. Also you will see Meeting Options to further customize from the default settings. Click on the “?” icon adjacent each option for a detailed explanation of that item
    4 Desktop Client settings: This Client panel should reside on your desktop or desktop tool bar for quick and convenient access to most of the Zoom features (settings, contacts, chat and recordings)
    5

    (desktop Zoom Client panel)

    After clicking on Settings, select General in the next pop-up screen. Here you will have access to specific client type settings such as Application, Content Sharing and Instant Message

     

    Avoid echo/feedback annoyance

    If two people (or one person and the video cart) have both joined the same meeting, one of the units not only has to mute themselves but the speaker on that computer must also be turned down (or off). Otherwise, the sound from the speaker on system #2 goes into the microphone on system #1 resulting in echo/feedback.

    Recommendations

    When using the video cart, we recommend to turn the other walk-in laptop(s) device’s audio/speakers down, since you will be using the Video Cart’s Speakers and Audio only.

    To accomplish this go to your Zoom settings by one of the two methods:

       

    Method one - Directly from your meeting window

    To find your settings within an active meeting, select the “^” symbol adjacent to the Mute icon (1), then select Audio Options (2):

    then select within the pop-up window Test Computer Audio:

    Method two - Using the Zoom Client

    Just select Settings > Audio tab (1) as viewed below; Uncheck the Automatically adjust microphone check-box (2), then minimize the Mic (3) and Speaker (4) slide-bar settings.

    Zoom Client access

    How do I get access to my Zoom Client?

      Steps Details
    1 Your Zoom Client will be available once you have activated the Zoom.exe installer.
    2

    This will be available to you when someone has invited you to a meeting, or just by entering zoom.lbl.gov in your browser for the first time, Select the Download link at the bottom of the page.

    Next, open (or click) the executable download, then select the Run button to install it.

    You should now have the Zoom program icon on your device (you may have to search for it).

    3 You may decide to “pin” the Zoom client to your desktop (sample below via right-click for PC users

    Personal Meeting ID (PMI) Setting 

    The Meeting ID is a unique ID that is generated for each meeting. However, each account owner will have their own unique, persistent Personal Meeting ID as well.

      Steps Details
    1

    After logging into zoom.lbl.gov, click the Settings (gear) icon.

    This window will open.

    2 Click Edit My Profile to see your PMI and the URL should you desire to create an instant meeting.
    3 If another person joins into a Zoom conference, and enters a member’s static PMI, then that owner of the PMI will receive a notification email requesting participation to the new meeting.  

     

    Screen Share

      Steps Details
    1 During your meeting session, you can share your screen with meeting participants just by selecting the Share Screen located at the bottom of your meeting room  
    2 Your desktop will be available for selection, along with your devices, and a Whiteboard. Make your selection.
    3

    After selecting the desired window, click the Share Screen button, you will now see the following mouse-over options on topmost of your screen:

    The above options are available during Screen Share:

    1. Mute/unmute your current session (toggle)

    2. Start/stop your video (toggle)

    3. Manage Participants ( offers Video/Audio settings for individual members, or the entire group)

    4. New Share to select another window to share

    5. Pause Share and restart

    6. Annotate your shared window by adding overlays of drawings and shapes.

    7. Additional options to Chat, Record and other handy options.

    The Stop Share button allows focus back to your meeting in progress.

     

    End Meeting (Host)

      Steps Details
    1 The host will only need to select End Meeting (in red) from the control bar at lower right part of the window.
    2 The host may then decide to End Meeting for All, or simply Leave Meeting.

    End Meeting (Participant)

      Steps Details
    1 All participants will only need to select End Meeting from control bar on bottom of the meeting room [img]
    2 and then select the Leave Meeting button [img]

    Delegation of Host duties

      Steps Details
    1 To make another attendee the Host (viewing the image below), just select Manage Participants (1), and within the pop-up box next to the participant’s name select More> (2). Complete by selecting Make Host (3) option [img]
    2

    Admins scheduling meetings for someone else and allow another person as Host

    This feature is available with the Scheduling Privileges setting

    (note, this feature is available only on our paid plan that will be available soon - until then, please

    visit this Zoom Help page here

    [img]

    Make another participant the Host

    This feature may be handy if you are currently the host but need to leave the meeting early. You can make another participant the Host who can carry-on the meeting. This can be done with either two methods.

      Steps Details
    1 First method, during the meeting as Host, select Manage Participants found in the meeting control bar located on bottom most of meeting room page img
    2 In the option box pop-up, select the attendee (1), select More drop-down (2) and select Make Host (3) img
    3 The second method is just to right-click on the video image of the participant and select Make Host img

    Making a participant a Co Host

    This option may be desired by the host while presenting. That is, to allow another participant the duties to control the meeting room.

    Note, Must be running Zoom version 3.5.24604.0824 or greater)

    Note: The Co Host will not be able to end the meeting or make another user host.

      Steps Details
    1

    First, enable this setting Enable Co Host in your Zoom profile:

     

    2 Check Enable Co Host img
    3 Once in meeting, you as host can right-click on the participant's profile and make that person the new active co-host.

    img

    4

    Once that person is made a co-host, they can:

    • Mute/Unmute all participants

    • Lock Screen sharing (disable screen sharing for other participants)

    • Mute other participants on entry to the meeting room

    • Lock meeting: you can lock your meeting so that no other participants may join

    • Stop Video: stop participant's video stream (unable to start video)

    • Remove: you can kick/boot participant(s) from the meeting

    • Rename: rename the attendee name selection

       

    • Note: The Co Host will not be able to end the meeting or make another user host.

    For more detailed information on Co Host, please go here

     

    Record your meeting

      Steps Details
    1 To record a meeting as Host, just select the Record button on your meeting control bar anytime during your meeting session img
    2 The button will act as a toggle to Stop Record and Record during your meeting as many times as you like img
    3 At meeting end, the recording will be saved to a mp4 format to your default folder. A separate video and audio file will be created img

    Access your previous recordings

      Steps Details
    1 To access your recording library, go to your Zoom Client profile, and select Meetings (1) in below image img
    2 Viewing the above meeting options, select Recorded (2) above img
    3 To play the video/audio of your recordings, select Play (3) img
    4 To play only the audio, select Play Audio (4) img
    5 To open your folder to see your video and audio recording files, select Open (5) img
    6 And of course to delete your saved recorded meetings, select Delete (6) img
    7 To change to default recording folder, just go to Settings in the Home tab of your Zoom client

    Using Zoom Contacts

    Viewing the below image of your Zoom Client.. Zoom Contacts (1) list will be populated with other members sharing the Google API used to login with. You may add new people to your contact list by entering their email address in the search (an invite will be sent). A right-click on any people in the company contracts will allow you to add them to your favorites (2). After contacts are established - you may simply select Chat or Meet (4) to initiate a session with that person

    Raise Hand

      Steps Details
    1 During a meeting with several participants, the Hand Raising feature could be very useful to minimize interruptions during a meeting img
    2 The participant need only click on the Manage Participants icon in the meeting control bar img
    3 And select Raise Hand in the pop-up dialog box img
    4 This will also appear as a toggle (Raise Hand/Lower Hand) img
    5 The meeting Host will see the Hand Raised caption pop-up img


    Audio and Video Testing

      Steps Details
    1 A handy tool that is available in Zoom - the ability to test your video and audio before joining the conference. When accepting a meeting invite, select the Test Computer Audio link before joining img
    2

    In the Audio setting, you can test your speaker and Mic, also adjust volume. Both test will allow a play-back feature to confirm your desired settings.

    Here you can also select different speakers or Mic should you be using removable USB devises:

    img
    3 In the Video setting, you may preview yourself as "camera" or "mirror" image, also you may select other preferences. If using multiple cameras, you can also select camera preferences (ie, using a removable USB camera or your built-in laptop camera) img
    4 Your Settings will remain for future meetings until changed again. Audio and Video controls may also be changed while you are in the meeting by using your meeting control bar (see red circled items in following image)

    Dual Monitor display

     

      Steps Details
    1 A dual monitor display can be configured for your meeting. In the General Settings, the following option is available and required before using this feature. img
    2 For additional information to use this service, go here.  

    Far end camera control

      Steps Details
    1 This feature will all you as host to control the attendee’s camera control that will allow Zoom and Pan features. img
    2 Then, while in meeting, right-click on the participant’s video and select Request Camera Control img
    3 The participant will instantly receive a request prompt for approval, once granted, the Host requesting control will have access to this control widget

    Remote Control of someone else's computer

    Remote Control to another participant’s computer can be a handy tool for debugging purposes and collaboration. One small example - by giving a remote participant the ability to update your personal spreadsheet.

      Steps Details
    1 To use this feature, first the host or participant must select Share Screen img
    2 After selecting a window to share, one of the meeting attendees can offer to have another attendee control of their shared desktop using the Remote Control option (1) then giving request to the other participant (2). After acceptance, the shared window can be controlled by both parties. Also img
    3 During Remote control sharing, both parties can use the Annotate feature. img
    4 The Stop Share will be visible and available by both parties to terminate the remote share feature img
    5 Also see the video here.  

    Start or Join a meeting

    If you're not in a Video Conference Room, this is what you need to know.

    Your invite will be either of two methods:
    • By accessing the Zoom meeting URL to run in your browser

    • By using only the 9 or 10 digit Zoom meeting number

     

      Steps Details
    1

    By URL

    If somebody sends you the URL to join a Zoom meeting, just activate the URL (click on or enter in your browser ominbox).

     
    2

    By Zoom Meeting ID Number

    Or, If you know the 9 or 10 digit meeting number, just go to zoom.lbl.gov then select Join A Meeting

    Enter your Meeting ID.

    3 At this time, you may test your video/audio before joining, or just go straight into your meeting be selecting Join Audio by Computer img
    4

    Additional Information
    If you need help, see either Attend a Meeting or Create a Meeting tab on this page

    If you need more help, Check out the Zoom training videos here

    Also you may submit a request located on the Zoom banner after you sign-in to Zoom (see img)

    If that's not enough, call the IT Help Desk: x4357.

    img

    Zoom is a Cloud Video Conferencing system based our of San Jose, CA:

    Support and features:

    Desktop

    • Mac
    • Windows
    • Linux

    Mobile and Tablets:

    • IOS
    • Android
    • Blackberry

    Supported Room Systems

    • Lifesize
    • Polycom
    • Cisco

    Features

    To see detail list of all features, go here.

    Zoom Webinar

    Have you ever signed up for a webinar hosted by a software development company? When you go through the registration process and receive confirmation with all the nice features.. Now you can create your own Zoom Webinar with all these management features and controls at your fingertips.

    Note, LBL has one free license to allocate to whomever needs it. As of December 2015, the LBL Zoom licensed user would request the license via Help Desk. Help Desk would then assign it (for a period of 2-4 weeks) and then move it to a different user who requires a webinar.

      Steps Details
    1 When the Webinar capability is assigned to the new requester, they will see the following “My Webinars” menu in their Zoom Profile page img
    2 A Webinar menu will expand to view Upcoming Webinars, Previous Webinars or Schedule a Webinar. img
    3 When scheduling a webinar, a standard dialog box will appear with the most common default settings. img
    4

    Also, you will have the ability send an open invite to anyone in your invite list without needing to register (this is the default settings).

    Also you may require participants to register; You will have additional options for that, such as require manditory registration, require completion of optional or mandatory registration questions. And, yes - customization information prompts are also available in your design.

    Here is one sample of creating a new webinar that generates a basic calendar event

    img
    5 This sample webinar generates the following instructions that will reside in your calendar event. Or, available in your clipboard to paste in your own email distribution list img
    6 You will be able to easily view your scheduled webinars in the Upcoming Webinars tab, and use this tab access to Start the webinar. img
    7

    As a participant, one difference you will notice in a Zoom webinar from a normal Zoom meeting is the feature to collect Questions from participants, and Polls.

     

    Polls can be created before-hand or during the webinar. Participants are able to vote on any Poll item you build for the audience. After the host closes the Polls, the results are readily available for display.

     

    Another feature is the ability to assign members as Panelist ahead of time (or during the webinar). Panelist will be displayed as a video display to co-host during the webinar.

    img

     

    Learning Resources

    We recommend that you take a quick look at this 4 minute Zoom Webinar video here

    And for Zoom’s full help section on webinars, go here

    Also, check out this Practice feature too (go here)

    Go to your App store and search for Mobile Zoom Cloud Meetings

    (sample of Android phone during Zoom meeting)

    One difference from the PC version that Mobile has, is the Share options as seen above. When selecting other options such as Dropbox (3), you will be required to login to your selected app before sharing begins. Otherwise, just select Screen (2) to share your screen(s). Once Screen Share is activated, you can scroll through your phone, activate other Apps - all your actions will be shared with your meeting participants.

    Note, during screen sharing, your video will be turned off for bandwidth consideration.

    For detailed information on you mobile device phone or tablet (iOS, Android) go here.

    To see Zoom FAQ's go here

    International toll-free calls

    Submit a ticket to Zoom.us, go to support.zoom.us

    You can start or join a meeting from any international location using PC & Mac , Android & iOS , H.323/SIP devices or telephone dial-in

     

    Zoom's rates and premium audio

    Among the features offered by Zoom is international toll-free calling for customers interested in these types of meetings.

    To see information on Zoom's Premium Audio, go here

    Note, as of Jan 2016, LBL will subscribe to the Pay As You Go plan (Rates can can be viewed here)

    Note, international Conferencing Rates can be setup by department via a Project ID/Activity Code funding transfer

    If you are interested in training, the toll-free calling option contact the Help desk

    Check out the Zoom training videos here (https://support.zoom.us/hc/en-us/articles/206618765-Zoom-Video-Tutorials)

    And you may submit a request here after you sign-in with your Zoom account:


    See our Quick Start page here

    Join the Zoom weekly meetings and Webinar training here

    If that's not enough, call the IT Help Desk: x4357.

    You can get help from the IT Help Desk: x 4357

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