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Starting an Ad Hoc Zoom Meeting

IMPORTANT NOTICE:

Zoom is a cloud application providing video conference services using infrastructure hosted outside of the University. Problems with this service, such as dropouts or connection failures, will be a result of failures with this external infrastructure and not the University’s hardware or network.

The below pages are to assist with Zoom meetings/sessions being conducted outside of university courses. 

If you will be using Zoom for a course you are undertaking please refer to either Staff Zoom Assistance or Student Zoom Assistance.

Please refer to login options under Install/Login section.

2. Click New Meeting
New Meeting.png

3. Click Join with Computer Audio
NOTE:
You may also wish to tick Automatically join audio by computer when joining a meeting so you arent prompted again.
Join with PC Audio.png

4. Click Invite and select desired method
invite.png

  1. Click Default Email to use Outlook and your UniSA email
    NOTE: You are welcome to use the other listed email options, but they will not be covered in these help pages.
    invite_via_email.png
  2. An Outlook email will appear and you simply need to send this to required participants. The email will look similar to:
    email_details.png

5. Wait for Participants to join meeting and then proceed with meeting
participants.png

Please see the Zoom features section OR refer to section below.

  1. Click End Meeting
    end-meeting.png
  2. Click either End Meeting for All or Leave Meeting
    leave-meeting.png

Zoom Features:

Participants method of joining a Zoom meeting differs between course work virtual classroom session(s) and staff work meetings, but regardless of how hosts/participants join, once in a Zoom session the available features are identical. Which is why some of the below options will take you to a learnOnline help resource.

There are a number of options for hosts to share with participants, the most popular/common are:

  1. Select what you want to share:
    • a) Screen
    • b) Whiteboard
    • c) Specific software you are running
      NOTE: This can be done through Screen or the software will be listed as an option.
    • d) Youtube video
      NOTE: This option is achieved through sharing your screen, but to enable participants to hear the audio you need to tick Share computer sound.
  2. Click Share
    share-options.png
  1. Click Stop Share
    NOTE: This is how to stop sharing, no matter what you have selected to share.
    Stop-sharing.png

Scheduling privilege is designed for a user or an executive admin to:

  • You can assign or delegate a user or multiple users in your account to schedule meetings on your behalf.
  • You can also schedule meetings on behalf of a user (or multiple users) that has assigned you scheduling privilege. If both users have a webinar license, they can also schedule webinars for you.
  • You and the assigned scheduler must be assigned as Licensed or On-Prem.
  • Users with Scheduling Privilege on your account will be able to manage and act as an alternative host for all meetings.

Steps on how to do this are available through the Zoom scheduling privileges page.

Please refer to Add a Co-Host page.

Did you know that you can delegate other people as alternative hosts in Zoom meetings?

If you have created a Zoom meeting but would like to add others to be capable of hosting the meeting in your absence (or automatically become co-hosts when you are there), then you can do this by adding them as “Alternative Hosts”.

This is especially important if, for instance, they need to record your meeting on your behalf.

To set up an Alternative Host, when scheduling a Zoom meeting follow these steps:

  1. Click Advanced Options.
  2. In the Alternative Host field, enter the alternative name to search through users. You can also enter the alternative host's email address if their name doesn't come up.
  3. Click Schedule to finish, and open up the calendar you have selected.
  4. The alternative host will now receive an email letting them know that they have been added as an alternative host.

For more information on alternative hosts please click here.

Please refer to the Managing Participants page.

Please refer to the Breakout Rooms page.

Please refer to the Audio in Zoom page.

Information on controlling your meeting and securing its content can be found on the Increase Security in Zoom web page.

The following settings will be default on UniSA Zoom conferences in order to improve security

  • Participant video is off on meeting startup.
  • Only authenticated users can join a meetings
  • When scheduling a meeting require a password will apply to everyone
  • Private chat is disabled
  • Require a password for Personal Meeting ID (PMI) is enabled
  • Require a password for Personal Meeting ID (PMI) is enabled
  • Identify guest participants in meetings is enabled

More information on Zoom Security can be found here