What is Zoom?
Zoom is a cloud-based video conferencing service that you can use to virtually meet with others – either by video call or audio-only or a combination, you can also include live chat – and it lets you record your sessions to view later.
How to get started
Testing your computer setup
You can test your computer setup for Zoom, on their website: https://zoom.us/test
This will enable you to join a test meeting and check your internet connection, audio and video.
To Sign-in to Zoom
From your web browser, navigate to:
Click on Sign in
To sign in, enter your RCS username in the format firstname.lastname@example.org and then your password. If you are in the building or on the VPN using an RCS device you will be automatically logged in.
If you have the Zoom client or the Outlook add in, you will use Sign in with SSO to login and you will be prompted for either your RCS username and password or the domain which should be entered as rcs-ac-uk then click Continue, then in the browser window that opens select Open Zoom Meetings.
Joining a Meeting as a Participant
When an attendee clicks the Zoom meeting URL, they are presented with a popup box with the option of opening using the Zoom application on their device via the ‘Open Zoom Meetings‘ button.
If they have already downloaded the Zoom Client app on their device, they could also click the link ‘launch meeting‘, They are also offered the option to ‘download and run Zoom‘ , if they haven’t already done this, or to continue by via the internet using ‘join from your browser‘.
They are then taken to a video preview and the option to join with or without video. Attendees can unmute their microphones and adjust video settings using the relevant icons on the screen.
Creating a new meeting
From the Meetings area of the menu on the left, click on the Schedule a New Meeting button
Select your meeting settings:
1. Topic (Meeting name, Module Code, Class Type etc.)
2. Description (Optional)
3. When (Date and Time)
4. Duration (note: this is not a hard limit when the meeting will end, but will give invitees an idea of the meeting duration)
5. Time Zone
6. Recurring meeting – tick box
7. Meeting Passcode required (not optional, this is locked by the admin)
8. Video (this is your webcam – it can be disabled or enabled)
9. Audio (select Both)
10. Meeting Options (select Mute upon entry)
Click Save to finish.
Inviting people to attend a Zoom meeting in Outlook
In your Outlook Calendar
Select a Zoom meeting by clicking on Add a Zoom Meeting
Add in the participants by typing their names in the To: area
Then click on the Send button
Hosting an unscheduled meeting
Click on Host a Meeting and then select either With Video On or With Video Off as appropriate .
If a dialogue box asking appears, click on Open Zoom.
Click on Join with Computer Audio.
(Note: it is always a good idea to test your speaker and microphone at this stage).
Click on Invite Participants and then Invite.
Click on copy URL. You can then send this via email to your invitees.
(Note: you can also click on Copy Invitation – this pastes the details to the clipboard so it can then be copied into an email)
Ending a Meeting
On the menu bar, click on End Meeting
Then click on End Meeting for All
(Note: If you want to hand the meeting over to someone else before you leave, you need to assign them as a Host first by right clicking on them, then you can choose the Leave Meeting option).
If you are setting up Zoom meetings or classes on behalf of someone else, please go here for a page explaining the options, and advice on which option to use and when.
If you are the host of a meeting and want to use Breakout Rooms please check out the information here.
If you are the host of of a meeting and want to use live transcription (transcript and subtitles), please check out this page Zoom Live Transcript.
For more in depth information and instruction checkout Zoom’s video training a link to Zoom’s support articles.
Important note: If your Zoom meeting or class involves singing or playing a musical instrument, you may want to consider changing some audio settings to get a better experience. Please click here to be taken to a page with audio set up advice.