First order of business: Download & Install Zoom
Anyone needing to use Zoom must first download & install the software onto their device(s).
To participate in a Zoom session hosted by someone else, you do not have to have a Zoom account. But to host a meeting, you must have a registered account with Zoom. Accounts are available in two forms...
- Faculty & Staff: GC-provisioned accounts - If you have a consistent need to host virtual meetings for administrative or academic purposes (such as an online course), you can request a Zoom account from the ITS Helpdesk: firstname.lastname@example.org; the participant cap is still 25 people, but there are no time restrictions on meetings. You will also be provided a permanent meeting room ID that can be matched to your phone number for ease of sharing.
- Students: Free accounts - You may host an unlimited number of meetings with up to 25 participants, but your meetings will be limited to 40 minutes. If your meetings go over, you can simply start a new one and send the participants the new meeting link. Sign up for a free account here: http://zoom.us/signup.
Both types of accounts can leverage Goshen College's implementation of Google Apps for Education. See section below for more info on Google integration.
For additional help/support information on the Zoom system & software, consult their Frequently Asked Questions (FAQ) page.
Demo video: Using Zoom in Moodle (8 min)
Note: This video was made by a staff member at EMU, so uses some EMU-specific language. If you have any questions about Zoom at GC, please email them to email@example.com or call 574-535-7700.
Provisos to the video...
- 4:40 - It's mentioned that students won't typically use the "Invite" button while in a Zoom session. The exception to this would be cases where Zoom sessions are being created and run by students (with free accounts), such as small group meetings where the instructor is not present. The designated student responsible for starting the meeting and getting fellow students into it could use the invite button to get those fellow students into the meeting.
- Supported devices
- Mac or Windows/PC (desktop or laptop) - more recent make & model is recommended (2-3 years or newer)
- Recommended web browsers: Chrome or Firefox
- iOS (iPad, iPhone)
- Android tablets or smartphones
- Note: Some Zoom functionality is not available or is limited on mobile devices; full computers are recommended for regular use
- High speed internet connection
- Home: Cable or DSL internet; (rural satellite internet is questionable)
- Office/campus: Wired or wireless internet
- Mobile: 4G/LTE cellular service (data plan rates apply; not recommended for regular use)
- Note: If you have questions as to what your internet speed is, complete this Internet Speed Test.
- Webcam and microphone - Built-in or plugged-in (USB)
- Full system requirements from Zoom's support site - including specific webcam & audio equipment recommendations, and specific internet bandwidth requirements
Note: Headphones/earbuds or a USB headset are highly recommended to reduce the chances for audio echo or feedback, improving audio quality for all.
Zoom + Moodle: Connecting learners
When combined with other learning resources and activities in Moodle, Zoom can be a powerful tool to bring instructors and students closer together. Live meetings help develop a stronger sense of connection and familiarity in the course, and can be a venue for live interactions not otherwise possible in online courses: Live lectures, discussions, student presentations, virtual office hours, and more.
Instructors will be responsible for scheduling and providing Zoom meeting links and date/time information for virtual class sessions or office hours. Meeting links are simple web addresses/URLs/hyperlinks, and are used to quickly launch Zoom sessions.
- Virtual class sessions in Zoom should be scheduled by the instructor on the course calendar in Moodle, and the meeting link pasted in the description field.
- The meeting link can also be pasted in the current week/topic block on the main course page in Moodle, with relevant date and time information provided.
- Instructors can also use Quickmail or the News forum to send the meeting link out in an email to students, with relevant date and time information also provided.
- Instructors and students alike are encouraged to make use of their GC Google calendar, where scheduled meeting times can be stored along with the meeting link in the "Where" or "Description" field.
Entering the Zoom session for class sessions or virtual office hours will simply be a matter of clicking the meeting link wherever the instructor has placed it in the Moodle course and/or sent out via email, preferably in consistent and predictable places and formats.
Sharing content in a Zoom session
A "Share screen" button is available to all participants in a Zoom session, allowing you to share your entire computer desktop or selected individual applications running on your desktop. You also have the option to share the audio from your computer when you share your screen, for showing videos or slide presentations with audio. The following video demonstrates this feature and its capabilities...
Tips for frequent Zoom users
These tips assume you are using the installed Zoom software on your PC or Mac and are signed into your Zoom account.
- In Settings->General
- Check "Automatically copy invitation URL..." - This will place the meeting link/URL on your clipboard, so that you may quickly paste it into an email or instant message to meeting participants.
- In Meetings->Personal Meeting ID (PMI) (Note: Pro accounts only)
- Check "Always use PMI for instant meetings..."
- Click the Edit button
- Change your PMI to match your phone number for easier remembrance
- Under "Meeting Options," check "Enable join before host" and click Save
- In Settings->Recording
- Note which folder has been designated to store session recordings. You will need this information to locate files to upload/embed recordings in Moodle, if necessary.
- You may change the designated folder where recordings are stored, if you wish.
- In your web browser: Create a bookmark to your personal meeting
- In Google Chrome this is done by right-clicking on the blank bookmark bar area, selecting "Add Page..." - Give the bookmark a name like "my zoom" and set the URL to your Zoom PMI.
- Once this bookmark is created, you can do two things...
- Left/normal mouse click - This will quickly launch your personal Zoom meeting session
- Right click->"Copy" - This will copy the web link to your meeting to the clipboard, where you can then easily paste it into a number of text fields: emails, calendar events/invites, instant messages, etc.
Zoom + Google Apps: Better together
Goshen College's email, contacts, calendar, and instant message/presence tools are all based on Google. Zoom is capable of linking with Google-based accounts to provide integration across all these apps. Your Zoom and Google accounts can be linked at the time of Zoom account creation/activation, or linked after account creation. Linking accounts also provides the added security and convenience of not having to maintain a Zoom password separate from your Goshen College password.
- All this below assumes you are using an Goshen-provisioned Pro Zoom account (faculty & staff/admins only)
- Free Zoom account users (students) can also link their Zoom & Google-based accounts (and are encouraged to do so), but as indicated above, some functionality mentioned below such as the PMI is not available to Free account users
Linking your Zoom & Google accounts
- From the web: Zoom.us
- Click "SIGN IN" in the top-right corner
- On the login page, click the link to sign in with Google
- If you're already signed into your Goshen College email in your web browser, your accounts will be automatically linked
- If you're not signed in, you will be asked to do so
- If you have multiple Google-based accounts (e.g. personal Gmail & GC email), you will be asked to select the appropriate account; choose your GC email
- First-time connections will require you to authorize Zoom to connect to your GC/Google account, click "Accept" when prompted
- From the Zoom app
- (This assumes you've already installed the app. See top section above for download link...)
- PC or Mac
- See Zoom's help reference: Getting Started on PC and Mac
- In the login process, make sure you follow the "Login with Google" route
- You'll either be asked to manually enter your email address and password (use your Goshen College information), or you'll see a list of Google-based accounts the software already knows you use. In the latter case, select your Goshen account and enter your password.
- iOS devices (iPad & iPhone)
- Android devices - We currently have no support material for these devices, but general principles from other devices should apply. You'll be given the option to login with Google when you first open the app.
- Note: Once you link your Zoom & Google accounts once, the app should remain signed into that account, though it may periodically ask you to re-authenticate with your GC/Google email & password.
Once you're linked up...
After your Zoom and GC Google accounts are linked, a number of integration points open up...
- Scheduling Zoom meetings from Google calendar - If you're an avid Google calendar user, you can use your Personal Meeting ID/PMI (Pro users only) and copy/paste the link to that permanent meeting into calendar events that have guests added to them. Virtual guests then receive not only the event/calendar invite itself, but also the web link they'll need to get into the Zoom meeting.
- (See "Create a bookmark..." tip above for quick copying/pasting of your Zoom PMI meeting link.)
- Scheduling from meetings from the Zoom app
- For help scheduling a meeting in the Zoom software, see: How Do I Schedule Meetings?
- That linked help resource also has information about integration with Google calendar...
- Contacts & Instant messaging/presence
- From the Zoom app (PC & Mac)
- If Zoom is loaded on your computer/mobile device, it will load your Google contacts and make them available under the "Google IM" tab in the main Zoom app. Green, yellow, or gray status indicators show whether your contacts are currently signed in (green), idle (yellow), or not signed into (gray) Google chat/IM.
- Clicking on an online contact loads a chat/IM window that allows you to chat with that person. If the person you are chatting with does not have a Zoom account or is not signed into the Zoom app, they will receive the chat message in the Google webmail client in their browser.
- "Invite to meeting" - This option is visible as a button in any open chat window, or by right-clicking a online user from the contacts list. Clicking this button/menu item will send them a Zoom meeting invite. If that person has their Zoom app loaded and is signed in, it will "ring" them through the software. If they do not have the Zoom software loaded or do not have a Zoom account, they will receive the meeting invite as a link in their Google chat/IM window.