Zoom for Education

Provided by Distance Learning & IT in the Division of Academic Affairs

Teaching 360


FACILITATE TEACHING AND LEARNING

Use Zoom for virtual classrooms, online learning, group discussions and more.

Ways of Leveraging Zoom for Teaching & Learning

 

Online Office Hours - You can use Zoom to hold one-on-one or group meetings with your students. Zoom allows you to share your screen so you can discuss course materials, grades, and assignments.

Online Classroom - You can hold a lecture or interactive class entirely online with Zoom. There is also the ability to leverage screen sharing to present websites, documents and more. Zoom even allows you to create Breakout Rooms so students can work in smaller groups to answer a question or work on a case study. You can then bring everyone back to the main virtual room to discuss what they worked on.

Guest Speakers - Zoom allows you to easily bring in a guest speaker for your course without worrying about the logistics of bringing them to campus. Web conferencing not only allows your students to hear a guest speaker but interact and ask questions as well.

Group Projects - Students can use Zoom to conduct group meetings and share their project ideas without you being present or having to set up the meeting.

Record Lectures in Advance - You can use Zoom to record your lectures and students can view the session in their own time.

 

Getting Started

Step 1: From your web browser of choice (Google Chrome recommended), go to http://zoom.tamuk.edu.

Step 2: Click on "Sign-In".

Step 3A: You will be taken to the University's sign-in page. Here you put in your University's credentials. For example; Username: kuabc123 / Password: Your current password. These are the same ones that you use for JNET and to log in to your computer at work.

Step 3B: If you are merging a zoom personal account that was using your TAMUK e-mail address. You will have some additional prompts and an e-mail to confirm your migration. See the additional info under the FAQ section of these guides.

Step 4: You will be taken to your zoom profile page. There you see details such as your account number and options to schedule your own meeting or host the meeting. Also, add your first / last name and other details while you are here.

Step 5 (Optional): You might want to upload a profile picture while you are here. If so, click on the "change" option underneath your default profile picture. Done!

That's all you have to do to activate your account. Now you can continue to the next steps to download and run Zoom from your computer, set up your Outlook plugins, etc.

The Zoom desktop client for your computer is essential to be able to join and host meetings that you need to create or attend. Follow the steps below to find the installation files.

Step 1: From your web browser of choice (Google Chrome recommended), go to http://zoom.tamuk.edu.

Step 2: From the bottom of the TAMUK Zoom portal, look for the link named "Download Client" Click on it or follow https://tamuk-edu.zoom.us/download.

Step 3: From the Download Center. The first download you should see is called "Zoom Client for meetings". Click on the blue download button to save the file and begin the installation after it downloads. If you have Zoom installed from a previous occasion, you can skip Step 3.

Step 4: First time installations will be shown a "sign-in" screen. If you are signed in with a personal Zoom account, please sign out if you want to use your University account. Choose "Sign in with SSO".

Step 5: When prompted to "Search for company domain" choose the option "I know the company domain". For the company domain; please enter: tamuk-edu. It will appear as tamuk-edu.zoom.us. Click Continue.

Step 6: Routinely, you will be taken to the University's sign-in page. Here you put in your University's credentials. For example; Username: kuabc123 / Password: Your current password. These are the same ones that you use for JNET and to log in to your computer at work.

Step 7: After a sign-in Zoom desktop client (see below, Home tab open) will be available to you.

Note: Do not forget to check for and install Zoom desktop client updates.

Step 1: On your mobile device, navigate to the app store compatible with your device: Google Play store for Android users or Apple's App Store for iOS users.

Step 2: Download the Zoom Cloud Meetings app.

Step 3: Once the download has completed, open the app. Select Sign In from the offered on the Intro screen option. On Sign In screen Select the SSO option at the bottom of the screen.

Step 4: Type in tamuk-edu for the company domain field, and click Continue.

Step 5: You will be taken to the University Sign In page. Here you input your University’s credentials.

Step 6: You will now see the Zoom app’s home page. The app has been successfully installed and you have been authenticated.

As a staff member, you can use a laptop/desktop, or a mobile device to join or schedule Zoom meetings. However, please keep in mind that you may have the best quality experience on a laptop or desktop device. If you do wish to use the Zoom mobile app on a mobile device, we recommend installing the app on your mobile device before you try to join a Zoom meeting from that device. Regardless of which device you choose to use, we recommend that you Join this test meeting to ensure that your device meets the system requirements and become familiar with Zoom's interface. If you experience any difficulty joining this test room, review the System requirements for desktop/laptop devices or System requirements for mobile devices to ensure that your device meets these guidelines.

Step 1: From your web browser of choice (Google Chrome recommended), go to https://zoom.tamuk.edu.

Step 2: From the bottom of the TAMUK Zoom portal, look for the link named "Download Client" Click on it or follow https://tamuk-edu.zoom.us/download.

Step 3: From the Download Center. Look for a download called "Zoom plugin for Microsoft Outlook". Click on the blue download button to save the file and begin the installation after it downloads.

Step 4: Zoom meeting button has now been added to your Outlook Calendar invitations. You would need to go to your Outlook Calendar, right click at the desired date and choose New Meeting Request from the list.

New Meeting request option in Outlook calendar.

Step 5: Add a Zoom Meeting option will appear in the quick Access Toolbar of a New Meeting window. Click on it.

Add a Zoom Meeting button on New meeting toolbar

Note: when you click on Add a Zoom Meeting it might require you to sign into your Zoom account (follow Steps 4 and onward from Download and run Zoom on your computer)

Step 6: The body of your meeting invitation will now contain your Zoom room invite.

The format of your Zoom room invite

It’s important to check for Zoom updates because functionality is constantly being added and improved. Encourage students to do the same. In order to check for updates.

Step 1: Once you've signed in, click the square up the upper right corner where your initials or picture appears. From the drop-down that appears, click Check for Updates.

Upper right corner profile picture is clicked and Check for Updates option from the drop-down menu is highlighted.

Step 2: A window will appear that either says "Update Available" OR "You are up to date". Note: If you have updates available, click "Install".

 

Alternate Update Option

If you are unable to update using the method above, please complete the following:

Step 1: From your web browser of choice (Google Chrome recommended), go to zoom.us/download

Step 2: Locate the "Zoom Client for Meetings" section and then click "Download".

Step 3: Once the file has downloaded, locate your "Downloads" folder on your computer.

Step 4: Double-click the recently downloaded file to begin the install of Zoom. Note: Do not forget to completely exit Zoom before installing the new version.

Step 5: Follow the on-screen instructions to install the new version of Zoom. This will install over your existing version.

Step 6: Once installed, please sign-in to Zoom and check for updates again. It should display a "You are up to date" message.

 

SCHEDULE A MEETING AND INVITE ATTENDEES

Step 1: Get into Blackboard course where you want to schedule a meeting. Click Zoom Meeting under Collaboration Tools in your Course menu at the left-hand side.

Step 2: Click Schedule a New Meeting.

Zoom Meeting area of the course with Schedule a New Meeting button at the upper right hand side  highlighted.

Step 3: Enter the class/lecture name, start date, duration. In a recurring meeting, enter a) Recurrence (Weekly?), b) Repeat every (1?) week, c) Occurs on, for example Mondays and Wednesdays. Choose the end of the semester date as d) End Date.

Upper part of the Schedule meeting window with Topic, When, Duration and End Date areas highlighted. The meeting is set to recurring weekly, every week on Monday and Wednesday. End date is set to by 12/03/2021.

Step 4: Enter other meeting options, such as Waiting room, Authentication, Muting participants upon entry or an automatic meeting recording.

Lower part of the Schedule meeting window with Passcode, Only authenticated users can join meeting and Mute participants upon entry features enabled. Save button at the bottom is highlighted.

Step 5: Click Save.

Share your class meetings with students

Students will be able to join the meeting by clicking on Zoom Meeting in Course Menu at the left-hand side of the Blackboard course, then clicking the Join button next to the class meeting they are going to join.

Zoom Meeting area of the course, the first row under Upcoming Meetings displays Virtual Office Hour scheduled for Nov. 4, 3:00pm. Join button to the right of the meeting is highlighted

Zoom meetings scheduled outside of Blackboard typically serve research or admin. purposes. They take place in your private Zoom room and can be scheduled from Zoom TAMUK Web Portal, from Zoom Client, from your mobile app, from Outlook (Steps 4 and on in Connecting Zoom to Outlook). 

Scheduling a meeting from Zoom TAMUK Web Portal

Step 1: From your web browser of choice (Google Chrome recommended), go to http://zoom.tamuk.edu.

Step 2: Click the "Sign In" button in the middle of the page.

Step 3: At the next, JNET-looking screen, you will be prompted to Sign In and taken directly to “Meetings” tab of your TAMUK Zoom Profile page.

Step 4: Click "Schedule a Meeting" button.

Meetings tab in TAMUK Zoom portal.

Step 5: Configure the meeting to your specifications.

Step 6: Click "Schedule".

Step 7: Add the scheduled meeting to your calendar and copy the meeting invitation and share with the attendees.

Scheduling a meeting from Zoom on your computer

Step 1: Open Zoom on your computer (Zoom icon) and Sign in if required (Steps 4 and on in Download and run Zoom on your computer).

Step 2: Click on Schedule icon on Home tab.

 Zoom client window at the background. Schedule Meeting window open at front.

Step 3: This will open Schedule Meeting window. Select your meeting settings. Note: the extended set of scheduling options is available only from Zoom TAMUK Web Portal.

Step 4: Click Save at the bottom on the window. Zoom will schedule a required meeting.

Depending on whether your Zoom is connected to Outlook or not you might also get an Outlook meeting invite popping-up after you have clicked on Save.

If you are scheduling a meeting via Outlook after you clicked on Add a Zoom meeting button (Step 5 in Connecting Zoom to Outlook) you will be able to invite meeting attendees following a routine Outlook procedure and clicking on To.. button located above the message box.

From Zoom TAMUK Web Portal

Step 1: After you clicked “Save” (Step 6 in Set up your Zoom meeting outside of Blackboard) you will be taken to the confirmation page. Click on Copy Invitation.

Meeting invite link as scheduled from TAMUK portal.

Step 2: Then, click on Copy Meeting Invitation.

That's how potential meeting invitation looks like

Step 3: Paste the meeting invitation into an email or preferred messaging platform.

From Zoom on your computer

Step 1: Click on three dots before Start button and then, click on Copy Invitation.

Pop-up window with Copy Invitation, Edit, Delete, Join from a Room options.

Step 2: Paste the meeting invitation into an email or preferred messaging platform.

From a Zoom mobile app

Step 1: Click Done at the end of the scheduling process

Phone screen with an example meeting scheduled and Done button highlighted.

Step 2: Zoom app will prompt you to add the meeting to the calendars you have on your device.

Add attendees via Gmail, Outlook, Yahoo Mail window.

Step 3: Choose Outlook and the new message with all the meeting details will be created.


START AND RUN YOUR MEETING

Step 1: Login to Blackboard Courses Page and get into the course where you have scheduled a meeting.

Step 2: Click Zoom Meeting button in the left-hand side menu in your course and then, make sure an Upcoming Meetings tab is open in your Zoom Meeting course space.

Step 3: Click the Start button next to the meeting you are to start. Zoom Meeting area of the course with Upcoming Meetings tab is open. One meeting is visible - Virtual Office Hour - with Start and Delete buttons at the right hand side from it.

Start your meeting from Zoom Client or Zoom App

All the course meetings scheduled in Blackboard courses can also be started from your Zoom Client or a Zoom app.

Step 1: In Zoom Client or Zoom App click Meetings. In Zoom Client - make sure you have Upcoming tab open. Zoom App usually takes your straight to upcoming meetings.

Zoom client is open on Meetings tab, Upcoming tab is highlighted and a meeting scheduled for today at 11:00 am is displayed in the Upcoming meetings. The same meeting is displayed at the right part of the screen with the Start button highlighted.

Step 2: Click Start button under the meeting you want to start.

Typically, administrative or research meetings are set up outside of Blackboard environment. You can start such a meeting from Zoom TAMUK Web Portal, from Zoom Client, from your mobile app, from Outlook (Step 6 in Connecting Zoom to Outlook).

Start your meeting from Zoom TAMUK Web Portal

Step 1: From your web browser of choice (Google Chrome recommended), go to https://zoom.tamuk.edu.

Step 2: Click the "Sign In" button in the middle of the page.

Step 3: At the next, JNET-looking screen, you will be prompted to Sign In and taken to your TAMUK Zoom Profile page. Make sure the Meetings tab is selected (as below).

Zoom TAMUK portal with a scheduled meeting

Step 4: Click “Start” next to the meeting you want to start

Step 5: Zoom should launch automatically to start the meeting.

Start your meeting from Zoom Client or Zoom App

Step 1: In Zoom Client or Zoom App click Meetings. In Zoom Client - make sure you have Upcoming tab open. Zoom App usually takes your straight to upcoming meetings.

Zoom client is open on Meetings tab, Upcoming tab is highlighted and a meeting scheduled for today at 11:00 am is displayed in the Upcoming meetings. The same meeting is displayed at the right part of the screen with the Start button highlighted.

Step 2: Click Start button under the meeting you want to start.

You can find more ways to start a meeting in Zoom's support article: How do I start or join a scheduled meeting as the host?

Zoom allows for screen sharing on desktop, tablet and mobile devices running Zoom. You can share a screen, websites, Powerpoint presentations, and much more.

You can find more details in Zoom's support article: https://support.zoom.us/hc/en-us/articles/201362153-Sharing-your-screen

Breakout rooms allow you to easily place meeting attendees into sub-meetings for group discussion, activities, projects and more.

You can find more details in Zoom's support article: https://support.zoom.us/hc/en-us/articles/206476313-Managing-Breakout-Rooms

Waiting Rooms is a Zoom Meeting feature that can be used to admit attendees into a pre-meeting room so the host can admit and remove people individually to the main Zoom session.

You can find more details in Zoom's support article: https://support.zoom.us/hc/en-us/articles/115000332726-Waiting-Room

 

AFTER THE MEETING

Course meetings (Blackboard)

Note: you need to publish Zoom course meetings to make them available to your students.

Step 1: After you have conducted your course meeting you will receive an automated email when the recording is ready for you to make available to students.

Step 2: Log into your course in Blackboard, choose Zoom Meeting from the left-hand side menu and click on Cloud Recordings tab.

Locate,-Bb

Step 3: You will see the list of recorded meetings with the Publish option at the right-hand side. Drag the Publish slider to make the meeting available to students.

 

Private room meetings (research, admin. and such) conducted outside of Blackboard

Note: Private room Zoom recordings are "owned" by the originating host who scheduled the meeting and can be accessed via TAMUK Zoom Web portal or via Zoom Client.

After you login to TAMUK Zoom Web portal your recording can be found on the Recordings page under Cloud Recordings tab

Recording tab, Cloud Recordings, list of meetings up to Sept.30, 2021, two visible records are Grades for Exam#1

 

In Zoom Client your recording can be found in Meetings under Recorded tab.

Meetings tab, Recorded, two visible records are Grades for Exam#1, both from Sept 10, one is chosen, has a zoom link displayed and Open button

Step 1: Choose "Cloud Recordings" from within the Zoom dashboard in your course.

Zoom Meeting area of the course with the Cloud Tab being open

Step 2: Optionally toggle the "publish" button if you also want the class to see the video as well. Note: You can share externally from your course without publishing to the current course.

Zoom Meeting area of the course with the Cloud Tab being open and Publish button being highlighted

Step 3: Click on the name of your Zoom recording.

Zoom Meeting area of the course with the Cloud Tab being open the first record being highlighted

Step 4: Locate the file that contains the video recording from your Zoom session. This is typically the one with the largest file size and will state "Recording-#" on it. Tip: Preview the file before sharing it.

Cloud recording tab, Recording details. 3 files are visible with the arrow pointing at the largest by size file

Step 5: Click on the share button to obtain the link for the video. This is the link that you can share outside of your course to another course or party.

Cloud recording tab, Recording details. The same 3 files are visible with the Share button under the largest file being highlighted

Step 6: Select Copy to copy the link to the recording.

Share this cloud recording pop-up window with the date, size and the link to the recording and Copy or Cancel buttons at the bottom of the window

Course meetings (Blackboard)

Usage reports and Poll results are available from your course site in Blackboard.

Step 1: From Zoom Meeting area in your course click on Previous Meetings tab. You will see all the course meetings and reports available. Click on Report link for a meeting you want to pull information on. Note: if you don’t see the meeting you need it might have taken place in your private room. In this case check the reporting for private room meetings below.

Zoom Meeting area of a course with Previous Meetings tab open and a Report link next to the first meeting highlighted.

Step 2: You will be taken to Meeting Report tab with an information about your attendees and the duration of their attendance. In case you used polls in your meeting, Poll Report tab is located next to Meeting Report tab.

Report from the meeting with Participants names, Email, Join Time, Leave Time and Duration minutes

 

Private room meetings (research, admin. and such) conducted outside of Blackboard

Zoom TAMUK Web Portal (https://zoom.tamuk.edu) holds information about all Zoom meetings hosted by you. In case you are not able to locate the meeting on a course site in Blackboard you should be able to locate it at Zoom TAMUK Web Portal.

Step 1: Click on Reports left-hand side tab at TAMUK Zoom Web Portal and choose Usage or Meeting options.

If you required a registration for your meeting or had polls in your meeting, choose Meeting option. Otherwise choose Usage.

Step 2: Set the From and To data range and click Search.

Reports page is open, Usage reports option is chosen. Data range is set to the month of September. Several reports are visible within the chosen data range. The next to the last column to the right displays the number of Participants for each meeting and is clickable.

Step 3: You will get the list of meetings, their duration and the number of participants. Choose the meeting you want to have information about and click on the number under Participants column.

Step 4: A pop-up with various participant’s information and Export button will appear. You can choose to export the data or simply copy/paste the information.

You can find more details on generating meeting reports for registration and polling in Zoom's support article: https://support.zoom.us/hc/en-us/articles/216378603-Generating-Meeting-Reports-for-Registration-and-Polling

Teaching Over Video - Delivery Tips and Tricks

You can find many of the settings below when you schedule a meeting in Zoom.

Zoom delivery tips and tricks
Pre-set your meeting to mute participant’s upon entry. You can also mute/unmute individual participants or all of them at once. This helps to avoid background noise and allow your students to focus on your lesson. Take a second to check chat or your student’s video (if on camera) to check-in with your students and get feedback. When delivering a presentation, sharing images, files or video, give your students a moment to open or take in what you’ve shared.
Look at the camera to create eye contact with your students. This helps to create a more personal connection while teaching over video. Speak as if you’re face-to-face with the class while insuring you’re at the appropriate distance from the microphone for the best audio experience. Embrace the pause. Take a moment after the end of your comments and allow for students to engage before continuing on.
Disable attendee video by default. This cuts down on bandwidth/internet usage. As a practice, you are strongly encouraged to restrict and/or disable private chat between participants while your event is going on, to cut back on distractions. Use the Participants list to remove unwanted or disruptive participants.
Consider trying a Waiting Room. It’s a virtual staging area that stops your guests from joining until you’re ready. It does require you to admit every participant, so we encourage arranging a co-host to help facilitate it. Manage screen sharing ability. You can restrict this — before the meeting and during the meeting in the host control bar — so that you’re the only one who can screen-share.

 

Recommended Zoom Resources

Zoom Web Conferencing FAQ (zoom.us)

Zoom for Higher Education (PDF - zoom.us)

Tips & Tricks: Teachers Educating on Zoom (PDF - zoom.us)

Student Tips for Participating in Online Learning (PDF - zoom.us)

How to Keep the Party Crashers from Crashing your Zoom Meeting (Zoom Blog)