Zoom for Education

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

Working 360


Zoom for Working

With the onset of the COVID-19 pandemic and resulting social distancing requirements, Zoom has become an integral part of working remotely, providing a robust platform for:

  • Audio and/or video conferencing
  • Meetings with co-workers
  • Collaborative efforts
  • Screen sharing
  • Interviewing candidates

Zoom Webinar

 

STAYING SECURE

With the increasing use of Zoom for remote work comes the advent of trends such as "Zoombombing," where an individual joins a Zoom meeting with the sole intent of disruption. To help prevent this from happening in your meetings, check out our Zoom security tips and recommendations for how to properly configure your meetings, set up a waiting room and mute or block unwanted participants.

 

Zoom Security

 

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.

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

Step 2: Click on "Sign-In".

Step 3: If not previously signed-in; 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 4: You will be taken to your zoom "My Meetings" page. Here you can get details about your previous meetings and meetings set for the future.

Step 5: When you return to the TAMUK Zoom Portal you also have the option to "Join" and "Host" a meeting as well. We would advise that you have the Zoom client installed on your PC prior to using those features just as a convenience.

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

 

JOIN ZOOM MEETING

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

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

Step 3: Enter your meeting ID (meeting ID can be found in your email invite) and click the "Join" button.

Join screen from Zoom TAMUK Web portal.

Even if you have Zoom installed you might get a pop-up window asking for permission to open an external application. Click “Open Zoom Meetings” button.

If you don’t have Zoom installed, follow Download and run Zoom on your computer

Your Zoom meeting is supposed to launch automatically if you are signed into TAMUK Zoom. However, it is not always the case. When you are joining the meeting from an e-mail or a calendar invite:

Step 1: Click on "Join a Meeting" button.

Join a meeting screenshot

If you are signed into TAMUK Zoom you will be taken directly to the meeting. If you are NOT signed into TAMUK Zoom you will see the following screen:

Sign In panel with Sign in with SSO option highlighted

Step 2 (extra): Click on “Sign in with SSO” button and enter “tamuk-edu” on the next screen.

Setting up the domain: tamuk-edu.zoom.us

Then, click “Continue”.

Step 3 (extra): The next screen will be your University sign-in page where you will need to input your University credentials.

JNET sign in screen

After you click “Sign in” you will be taken directly to your Zoom meeting.

Step 1: Open your Zoom app.
Step 2: Select “Join”

Join button on Zoom app

Step 3: Select if you would like to connect audio and/or video and click “Join”

Inputting Meeting ID to Join the meeting

 

DURING THE MEETING

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

 

SCHEDULE A MEETING AND INVITE PARTICIPANTS

As an employee you can schedule Zoom meeting from Zoom TAMUK Web Portal, from Zoom Client, from your mobile app, from Outlook (Steps 4 and on in Connecting Zoom to Outlook). Notwithstanding how the meeting has been scheduled it will take place in your private Zoom room. Thus, please, take Zoom Security seriously.

Scheduling a 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 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.

As an employee, you might be asked to schedule a meeting on somebody else’s behalf, for example, your supervisor, department chair, director.

In order to make it happen you supervisor needs to ensure that they have given you scheduling privileges. Their Settings screen in TAMUK Zoom Web Portal should show your email as a designated person.

 The view of Settings tab in Zoom profile with the Other option chosen and Assign scheduling priviledge option highlighted

You also will be able to see your scheduling privileges under the Settings -> Other -> Schedule Privilege in TAMUK Zoom Web Portal

Schedule privilege part of Settings with a blured email address under *I can schedule for* and an explanation that TAMUK email address of the person on whose behalf the scheduling occurs should be displayed in this window

If you don’t see them after you have been added as a designated person you might need to logout of your TAMUK Zoom Portal and log back in. The same is true for Zoom client.

Scheduling a meeting on other’s behalf from Zoom TAMUK Web Portal or a Zoom Client

Step 1: Open your Zoom client or https://zoom.tamuk.edu and sign in to Zoom

Step 2: In your Zoom client click on Schedule icon whereas in Web portal click on Schedule a Meeting button at the right upper side of the screen.

Step 3: Next, choose the person you are scheduling for by clicking on dropdown menu under the Schedule button for a Zoom Client

Upcoming tab in Meetings on Zoom Client is open with a meeting ID and a drop-down menu under the meeting *Meeting hosted by* Everyone option is chosen, other options are available.

or at the left from the Schedule button for Web portal.

Meetings tab of Zoom profile is open on Upcoming meetings, Search menu to the left of Schedule a Meeting button is extended and includes All, Myself and a blurred email option.

Step 4: Click Schedule, and then, follow a typical scheduling procedure (Steps 5, 6, 7 from Schedule a meeting).

Note: registration option for a meeting is only available if scheduling a meeting from TAMUK Zoom Web Portal (https://zoom.tamuk.edu). It is not available from Zoom Client or Zoom app.

Step 1: When scheduling a meeting from TAMUK Zoom Web Portal check Registration Required checkbox.

Schedule a meeting window open with When, Duration, Time Zone, Registration, Meeting ID options available. Registration checkbox is checked.

Step 2: Configure the other meeting settings and click Save at the bottom of the page.

Step 3: Now, you have Registration options appear at the bottom of the next page.

Bottom of the Schedule a Meeting page after the meeting with registration has been scheduled. Registration, Email Settings Branding and Polls tabs are available. Registration tab is open, Edit link at the right hand side is highlighted.

Step 4: Edit and Save the changes to these options if needed. For example, editing Registration allows for customization of personal information questions – participants phone number, name or address. Make sure you request enough information to apply Zoom Security measures if needed. Then, copy the meeting invitation link displayed in the middle of the same page and share with the prospective attendees. Note: when you have several attendees register for your prospective meeting you will be able to see their information by clicking on View opposite to Manage Participants and then clicking on their name.

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 participants 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 Schedule a meeting) 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

You can start Zoom 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 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 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?

In regard to running your meeting as a host or a co-host, please, check Host and co-host controls in a meeting.

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

Note: Zoom recordings are "owned" by the originating host who scheduled the meeting.

At 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

On 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

Generating a meeting report is only available from TAMUK Zoom Web Portal (https://zoom.tamuk.edu). It is not available from Zoom Client or Zoom app.

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