NSCDS Step Guide to Zoom        1

Zoom Help Center        2

Getting Started with Zoom        2

Zoom Video Tutorials        2

Zoom Live Trainings        2

Zoom Meetings for Education Video        2

How to Use Zoom for Online Learning
(recommended read)
        2

Zoom Status        2

Zoom Troubleshooting        2

Zoom Support        2

Zoom on a Mac as a Host        3

Creating an Account        3

Exploring Your Zoom Dashboard        3

Allow users to select stereo audio in their client settings (off)        5

Allow users to select original sound in their client settings (off)        5

Show a "Join from your browser" link (on)        5

Scheduling a Meeting        6

Launching a Meeting        7

Examining the Meeting Controls        7

Zoom on a Mac as a Participant        8

Zoom on an iPad        8

Zoom on an iPad as a Participant        10

Launching Zoom Meetings and Sending Zoom Invitations        10

Method 1        10

Method 2        11

Method 3        11

Method 4        11

Troubleshooting Tips        12

Uploading Videos        13

Ways to Use Zoom        14

Best Practices        14

Notes        14

Differences Between Free and Paid Zoom Accounts        15

Free (basic) version        15

Both free (basic) and EDU accounts include:        15

Zoom EDU Only        16


NSCDS Step Guide to Zoom

Zoom Help Center

Getting Started with Zoom

Zoom Video Tutorials

Zoom Live Trainings

Zoom Meetings for Education Video

How to Use Zoom for Online Learning 
(recommended read)

Zoom Status

Zoom Troubleshooting

Zoom Support

Zoom on a Mac as a Host

Creating an Account

  1. Go to https://zoom.us/.
  2. Use your NSCDS email address to create an account and sign in with Google.
  3. NOTE for NSCDS teachers: We purchased EDU licenses and you need to connect your free NSCDS account as per an email that was sent to you on March 27.
  4. Sign in  and you will then see your Zoom dashboard. If you don’t, click on your profile in the upper right hand corner.

Exploring Your Zoom Dashboard

  1. On the left, you will see where you can find your profile, recordings, settings etc. Click on each link under PERSONAL and explore.
  2. Take a look at the Settings. Adjust any settings to suit your preferences (optional). Below are my recommendations (and current default settings for NSCDS) and the most important ones are highlighted in yellow. You don’t have to read further in this section if you’re not interested in adjusting your settings.
  3. Settings for the Meeting tab:
  1. Host Video (off) - I prefer to have my video off until I am situated after starting the meeting.
  2. Participants Video (on) - Students should start the meeting with their video on. If you have bandwidth issues, you may want to have them turn it off at some point, but it will be difficult to know if they are paying attention if you do.
  3. Audio Type - select Telephone and Computer Audio in case people need to call in.
  4. Join before host (off) - Keep this off to prevent students from joining before you are in the meeting.
  5. Use Personal Meeting ID when scheduling a meeting (off) - Your personal meeting room has an ID number that always stays the same; hence, participants can join the meeting if they know your meeting number. This setting is up to you, but I recommend leaving it off.
  6. Use Personal Meeting ID when starting an instant meeting (on) - Again, this is a personal preference. I have this setting turned on for when I start meetings on the fly.
  7. Only authenticated users can join meetings (off) - Leave this off for the time being; this setting may be enabled if we have issues with “Zoom bombing”.
  8. Require a password when scheduling new meeting (off) - Enabling this will cause another step to the login process and may impede speedy joining of meetings.
  9. Embed password in meeting link for one-click join (on) - This setting may make it easier to enter password protected meetings
  10. Require password for participants joining by phone (off) - This setting will add another step to the login process for phone participants and may hinder joining quickly.
  11. Require a password for instant meetings (off) - Same as above. This is a personal preference that is up to you.
  12. Mute participants upon entry (on) - Turn this on so that everyone is not talking when they join; you can always unmute students.
  13. Upcoming meeting reminder (on) - Turn this on to receive desktop notifications.
  14. Require Encryption for 3rd Party Endpoints (on) - no recommendation here
  15. Chat (on) - Turn this on to have participants publicly chat within your meeting room. Note that we have turned off private chats systemwide for NSCDS students and teachers.
  16. Autosaving chats (on) - If you want to save chat conversations and resources posted in the chat during your meeting, you can automate this.
  17. Play sound when participants join or leave - enable Heard By the Host Only
  18. File Transfer (on) - enable this so that participants can share a .pdf or an image with participants in the meeting.
  19. Feedback to Zoom (on) - This setting allows users to provide feedback to Zoom.
  20. Display End-of-Meeting Experience Feedback Survey (on) - Display this for every meeting in order to collect feedback.
  21. Co-Host (on) - If you are team teaching and want to give host privileges to another teacher, enable this setting.
  22. Polling (on) - The meeting host (you) can send polls to participants. Prepare polls ahead of time as exit tickets or as checks for understanding.
  23. Allow host to put attendees on hold (on) - This lets you temporarily remove an attendee from the meeting
  24. Always show meeting control toolbar (on) - Allowing this helps you see the meeting controls at all times; you may want to try meetings with this on and off to see the difference
  25. Show Zoom windows during screen sharing (on) - this is helpful to have enabled if you want to show participants how to use Zoom; otherwise you may not find this to be a necessary feature
  26. Screen sharing (on) - I would enable this, but it may be a personal preference. Under Who Can Share? Enable this for the HOST ONLY. You can enable this for participants within a meeting if need be. On a computer, the host can click the ^ next to the share button to access advanced sharing options. 
  27.  Disable desktop/screen share for users (off) - Desktop and screen share will be disabled if this is turned on; certain computer applications can be selected and shared.
  28. Annotation (on) - Enable this if you want participants to mark up shared screens. Leave off if you don’t need this feature.
  29. Whiteboard (on) - This will allow participants to share the whiteboard during a meeting. You can leave this off if you do not need this feature, but it is a useful feature for students to be able to demonstrate their work.
  30. Remote control (off) - During screen sharing, the person sharing can allow others to control shared content. This might be useful if two people were presenting a slidedeck together, but otherwise I’d leave this off.
  31. Nonverbal feedback (on) - I would turn this on and show students how to use the icons that are located at the bottom of the participants window. The icons are a raised hand, yes, no, go slower, go faster, like, dislike, clap, need a break, and away.
  32. Allow removed participants to rejoin (off) - If you remove a participant from a meeting, enabling this would allow them to rejoin.
  33. Breakout rooms (on) - If you want to have this feature available to you, turn it on and also enable the host to assign participants to breakout rooms when scheduling a meeting. This helps you to plan small groups ahead of time. NOTE: You cannot record in all breakout rooms; just the one in which the host is located.
  34. Remote support (off) - There is no need to enable this unless you are providing technical support to a participant. You cannot have this on and have breakout rooms enabled.
  35. Closed captioning (off)
  36. Save Captions (off)
  37. Far end camera control (off)
  38. Virtual Background (on) - If you feel that the ability to add a virtual background is a distraction for your students, turn this off. Some teachers have said that this might actually be a good privacy tool if kids do not want others to see their homes for some reason.
  39. Identify guest participants in the meeting/webinar (off)
  40.  Auto-answer group in chat (off)
  41.  Only show default email when sending email invites (off)
  42.  Use HTML format email for Outlook plugin (off)
  43. Allow users to select stereo audio in their client settings (off)

  44. Allow users to select original sound in their client settings (off)

  45. Attention tracking (on) - Lets the host see an indicator in the participant panel if a meeting/webinar attendee does not have Zoom in focus during screen sharing.
  46. Waiting room (on) - Attendees cannot join a meeting until a host admits them individually from the waiting room. If Waiting room is enabled, the option for attendees to join the meeting before the host arrives is automatically disabled. Put all participants in the waiting room.
  47.   Show a "Join from your browser" link (on)

  48. Allow live streaming meetings (off)
  49. When a meeting is cancelled (on) -Notify host and participants when the meeting is cancelled
  50. When an alternative host is set or removed from a meeting (off) - Notify the alternative host who is set or removed
  51. When someone scheduled a meeting for a host - Notify the host there is a meeting is scheduled, rescheduled, or cancelled
  52. When the cloud recording is going to be permanently deleted from trash - Notify the host 7 days before the cloud recording is permanently deleted from trash. (For NSCDS users, your recordings will be stored in the cloud indefinitely and you will not have the ability to delete them.)
  53. Blur snapshot on iOS task switcher - Enable this option to hide potentially sensitive information from the snapshot of the Zoom main window. This snapshot displays as the preview screen in the iOS tasks switcher when multiple apps are open.
  1. Settings for the Recording tab:
  1. Local recording (on) - allows hosts and participants to record to a local file on their device. (For NSCDS users, you will not have the ability to record locally; only to the cloud for security reasons.)
  2. Hosts can give participants the permission to record locally (off) - make sure this is off if you do not want students recording to their devices. (This will not apply to NSCDS users.)
  3. Cloud Recording (on)
  1. I recommend checking all the boxes EXCEPT for Record Active Speaker and Add a Timestamp to the Recording unless you want these features.
  1. Settings for the Telephone tab:
  1. The only setting that I recommend enabling is this Mask phone number in the participant list

Scheduling a Meeting

  1. Click on Meetings in the left-hand navigation on your dashboard.
  2. Click Schedule A New Meeting.
  1. You can do this by clicking on Meetings in the left-hand navigation.
  2. Alternatively, you can click SCHEDULE A MEETING in the top right-hand corner when you are logged into Zoom.
  3. Add a topic, description, and choose the date and time.
  4. I recommend having audio set to both telephone and computer audio.
  5. I also recommend checking the box next to “Record the meeting automatically on local computer” in case you think you might forget to record within Zoom.
  6. Press Save.
  7. Add it to your Google Calendar.
  8. Copy the invitation with details to paste into an email for invitees.
  9. If you want to start the meeting right now, click Start This Meeting.
  10. You can always see your scheduled meetings if you click Meetings in the left-hand navigation.
  11. On the Meetings page, you can always edit a scheduled meeting’s settings by click on its name or topic. See the button in the lower right-hand side of the meeting page.

Launching a Meeting

  1. To launch a meeting, you have two options.
  1. Method 1: Go to a scheduled meeting
  1. Go to your Zoom dashboard (https://zoom.us/meeting)
  2. Select Meetings in the left-hand navigation.
  3. Click Start on the meeting you have previously scheduled.
  1. Method 2: Go to HOST A MEETING
  1. Click on HOST A MEETING located in the top right-hand corner when you are logged into Zoom.
  1. When launching on a Mac using Chrome, you may see a pop-up prompt that says Open Zoom.us? You can click the box that reads “Always open these types of links in the associated app” and this pop-up will not happen again.
  2. Click on Open Zoom.us. Your meeting room should open.

Examining the Meeting Controls

  1. When you’ve entered your meeting room, note the controls.
  1. In the bottom left-hand corner, you can mute/unmute audio and stop or start the video camera.
  2. The Invite button lets you send an email invitation, copy a meeting URL or copy the meeting invitation which has more details including call-in information if one is just using a phone line.
  3. Manage participants opens your participant window where you can mute and unmute everyone or just individuals. I recommend muting people until they need to talk in order to prevent background noise.
  4. The Share button allows you to share an application or your desktop. You can also share your iPad through Airplay or via using a dongle and cable.
  1. Click on the Advanced tab under Share and you can share a portion of the screen, computer sound only, or content from a second camera.
  2. Click on the Files tab under Share. You can share content that you may have stored in Dropbox, Microsoft OneDrive, Google Drive, or Box.
  3. You can fine-tune Share settings by clicking on the arrow to the right of Share. For example, you can limit sharing to the host only.
  1. The next button to the right is Record.
  1. You can record your Zoom meeting directly to your computer or you can record it to the cloud. The recording will be available a few minutes after the recording has ended. The advantage of recording to the cloud is that you will have access to the recording on any device when you log into Zoom. See your Zoom dashboard for cloud recordings. (NSCDS users will only be able to record to the cloud.)
  1. On the right, if you are the host, you will see a red link that says End Meeting. When you end a meeting, click this and everyone will be ejected.
  1. You should also look at the pulldown menus at the top of your Zoom window.
  1. Under Zoom.us pulldown menu, you can set your preferences and check for any software updates.
  1. Zoom preferences are:
  1. General - add Zoom to Mac OS menu bar
  2. Video - enable HD and my favorite: touch up my appearance
  3. Audio - set the space key to mute or unmute
  4. Virtual background - need a green screen when using a Mac
  5. Recording - specific a folder where you want recordings to go (not applicable to NSCDS users)
  6. Statistics - data on your meeting
  7. Feedback - contact Zoom
  8. Keyboard shortcuts - helpful!
  9. Accessibility - enable closed captioning
  1. Under the Meeting pulldown menu...
  1. This is another place to access some features such as muting, sharing, and recording
  1. Under the View menu
  1. Close chat and participant windows
  1. Under Edit and Window menus - nothing significant
  2. Under Help menu, access Zoom Support.

Zoom on a Mac as a Participant

  1. Using Zoom on a Mac as a Participant
  1. Go to https://zoom.us/.
  2. Click on Join a Meeting in the top right-hand corner.
  3. Enter the 9 digit meeting ID that your host has provided. For example, 738750179 OR the Personal Link Name.
  4. You can now participate in the meeting depending on settings set by the host. Participant permissions will not be the same as a host; the host can give individuals additional permissions if needed.  

Zoom on an iPad

  1. Using Zoom on an iPad as a Host
  1. Open the Zoom iPad app.
  2. Sign in with your North Shore gmail address.
  3. You have four options: create a new meeting, join a meeting, schedule, or share a screen.
  1. NOTE: Share a screen is an iPad only option that allows you to broadcast your iPad into a meeting and record into another app. For example, I started a meeting on my Mac. On my iPad, I opened Zoom, chose Share, entered the meeting ID, and had the option to record the screen into several apps on my iPad including Screencast O Matic!!!
  1. For the purpose of this tutorial, choose Create a New Meeting or New Whiteboard if you want.
  2. You now have a live meeting.
  3. Select Call Using Internet Audio for sound.
  4. Your screen looks different than when joining on a Mac.
  5. Note the camera button in the upper lefthand corner. Try switching views.
  6. The End Meeting link is above that, and you’ll see the meeting ID and password (if used) in the top center of the screen.
  7. In the upper righthand corner, you have several controls.
  1. Join audio
  2. Stop video
  3. Share content from lots of sources including:
  1. Screen
  2. Photos
  3. Google Drive
  4. URL
  5. Bookmark
  6. Whiteboard (notice all the tools that are available!)
  1. Tap the participants window to see:
  1. Chat
  2. Invite
  3. Mute All
  4. Unmute All
  1. More (click the three dots)
  1. Icons for giving reactions (applause and thumbs up)
  2. Chat
  3. Meeting Settings
  1. Note that you can lock the meeting, mute people upon entering the meeting, play a chime for exiting and entering, and control participant chatting.
  2. I recommend not allowing participants to rename.
  1. Minimize Meeting
  2. Virtual Background (so fun!!!)

Zoom on an iPad as a Participant

  1. Using Zoom on an iPad as a Participant
  1. Open the Zoom iPad app.
  2. If you are JOINING a meeting as a participant, you do not need to login.
  3. Click the blue Join a Meeting button.
  4. Enter the 9 digit meeting ID that your host has provided. For example, 738750179.
  5. Click Join.
  6. If your host set a password, enter the password.
  7. You may be prompted to join audio. Choose call using Internet Audio.
  8. You can now participate in the meeting depending on settings set by the host. Participant permissions will not be the same as a host; the host can give individuals additional permissions if needed.

Launching Zoom Meetings and Sending Zoom Invitations

There are several ways to do this.

  1. You can do this through your Zoom dashboard. Click on Meetings in the left hand navigation when logged in.
  2. You can do this from your Zoom dashboard by clicking on HOST A MEETING in the upper righthand corner when logged in.
  3. You can do this through creating a Google Calendar event if your school has enabled it through your G Suite admin dashboard and the Zoom App Marketplace. 
  4. If you use the Chrome browser, you can install an extension that will allow you to schedule and manage a Zoom meeting.

Note that there are two types of rooms that you can launch. Every meeting has a 9 digit meeting ID number (typically viewable at the top of running meetings). You can create a unique meeting with a unique meeting ID every time you meet with someone and that is a more secure method. Alternatively, you have a personal meeting room and the meeting ID stays the same. This is less secure; if someone knows your meeting room ID, they could come into it anytime. I typically use my personal room for instant meetings (ones that are launched on the fly).

So, to create a meeting, here’s how you do it.

  1. Method 1

  1. Make sure you login.
  2. Go to your dashboard. https://zoom.us/profile
  3. Click on Meetings.
  4. Click Schedule a New Meeting.
  5. Fill in details such as the name of your meeting and  length of meeting; check the options that you want.
  6. Save.
  7. Scroll down the page. Note that there is a link to copy the invitation. You can copy the meeting information and paste it into an email.
  8. Scroll further down the page and there is a button for launching the meeting if you need to do that right away.
  1. Method 2

  1. Make sure you login.
  2. Go to your dashboard. https://zoom.us/profile
  3. Click on Host a Meeting in the upper right hand corner.
  4. Select with Video On, Video Off, or Screen Share Only.
  5. Once you’ve launched the meeting, use the Invite button to invite people by email, to copy the URL, or to copy the full invitation details.
  1. Method 3

This may not apply to you if your school has not connected the Google Calendar Zoom app from the Zoom Meeting.

  1. Go to Google Calendar.
  2. Click the Create button with the + on the left-hand side.
  3. Enter the name of your meeting.
  4. Select the date and time.
  5. Add any guests.
  6. Add conferencing. You will have two options: Hangouts or Zoom.
  7. Click on Zoom Meeting.
  8. Save your invite. If you added a guest, they will receive the calendar invitation that will include Zoom meeting info.
  9. You will be able to find the link to this meeting in the calendar event and in your Zoom dashboard under Meetings.
  1. Method 4

  1. Launch your Chrome browser.
  2. Go here: https://chrome.google.com/webstore/detail/zoom-scheduler/kgjfgplpablkjnlkjmjdecgdpfankdle.
  3. Install the Zoom Schedule extension.
  4. You will be able to schedule a meeting or start a meeting on the fly from the extension that is installed to the right of your search omnibox in Chrome. You may have to click on the vertical dots to see all of your extensios.

Troubleshooting Tips

  • Before contacting the Ed Tech Department, try the following. (Of course, if it’s an emergency, email us right away!)
  • Check out these articles for tips and tricks.
  • If your meeting is not launching, you may see “Launching…” on your screen and your screen just hangs.
  • Note that there might be directions at the bottom of the screen. Make sure to read them and follow them. They should read as:
  • If nothing prompts from the browser, click here to launch the meeting or download and run Zoom.
  • If you cannot download or run the application, join from your browser.
  • If the above options do not work for you, try the following:
  • Make sure your computer’s software is updated.
  • Make sure you’ve downloaded the Zoom software.
  • Create a new tab in your browser and try joining again.
  • Quit your browser, launch it again, and try again.
  • Quit your browser and launch another browser and try that. (For example, quit Chrome and try launching the meeting in Safari.)
  • Re-start your machine and try again.


Uploading Videos

  • If you have a FREE account from Zoom, you do not have the ability to record to the cloud, meaning you can not record to a digital space on the internet. Your recordings are saved locally to your device, typically in a folder called Zoom. Search your harddrive to find this folder if you can’t locate it.
  • If you wanted to make a recording accessible to others that you have recorded locally, you would have to upload to Google Drive (edu accounts have unlimited space I think) and share the link with whomever you’d like to share it with. Or, you could upload the video to your YouTube channel. Keep in mind that it will be time intensive to upload and download videos.  Note that you can make videos in your YouTube channel only accessible to those who have the link.  (For NSCDS users, you will be recording ONLY to the cloud at this time.)
  • If you have an EDU account from Zoom, you can record locally (see above) AND you can record to the cloud. I recommend recording to the cloud as it will save you time. You will not have to upload your video to YouTube or Google Drive in order to share it with others.
  • To access cloud recordings, go to your Zoom dashboard.
  • Click on Recordings on the left hand side of the page.
  • Click on Cloud recordings (if you have an paid EDU account), and you will see any cloud recordings you have made.
  • There is an option to share your cloud recording. Click SHARE. You need to make the cloud recording public to get the link to share with parents or students. You can opt to password protect if you wish. Note that you can copy the link to your clipboard so that you can paste it in a doc or email.
  • Another option is available when you click on MORE. More will let you download the associated audio, video, and chat file.


Ways to Use Zoom

  • Record presentations with or without students.
  • Create recorded tutorials without any participants in the room and post to your LMS.
  • Have students lead presentations and teach their classmates.
  • Invite virtual guest speakers into your classroom.
  • Host mystery guest read-aloud sessions for younger students.
  • Invite older buddies to say hello and check in with younger buddies.
  • Play a virtual group game like Pictionary, Hangman etc.
  • The assistant to our head of school suggested that people use the Zoom app and its virtual background feature to have a picture of a school location in the background. She demo’d this using a picture of our new library.

Best Practices

Notes

Differences Between Free and Paid Zoom Accounts

Free (basic) version

Both free (basic) and EDU accounts include:

  • HD Video
  • Ability to share screen, computer application, computer window, or iPad screen
  • Digital whiteboard
  • Screen annotation (can co-annotate)
  • Session recording (MP4 file format and M4A Audio format)
  • Breakout Rooms
  • Polling
  • Remote Desktop Support feature
  • Free VOIP and Free International Toll Numbers (see "International Numbers": https://zoom.us/zoomconference)
  • Select who you want to see and when. Swap shared content for video feeds, pin video, and more
  • Active Speaker or Gallery View
  • Play videos with audio directly via screen share (no need to upload to the cloud for reference)
  • Chat with all users or an individual user during a meeting (ability to disable private chat if desired)
  • Create up to 50 breakout sessions (available both for both desktop and mobile participants)
  • Attention Tracking
  • Non-verbal Feedback
  • Waiting Room
  • Collect Registration Information if Desired
  • Use dual monitors
  • Zoom's Adaptive Layering Technology - Zoom will adjust the resolution based on a users bandwidth to not only keep them in the meeting but also to not allow their connection to affect the quality of the meeting

Zoom EDU Only

https://zoom.us/education

https://zoom.us/docs/en-us/covid19.htm

  • Unlimited meetings for up to to 300 participants
  • Single sign-on (SSO)
  • LTI integration to support most LMS platforms (Will integrate into Canvas if we choose to go in that direction)
  • Enhanced user management to add, delete, and assign add-on features
  • Advanced admin controls for enabling/disabling recording, chat, and notifications
  • 500 MB of cloud recording
  • Cloud recording transcription and advanced cloud recording settings
  • Usage reports to track participation
  • Session transcriptions (have not tried this yet)
  • Can manage settings across accounts so that users can not see recordings unless they are authenticated
  • Can manage settings so that only authenticated users can join meetings
  • Integration with Google Calendar, Gmail and more through Zoom App Marketplace
  • Enables FERPA/HIPPA compliance
  • Can simulcast on Facebook, Workplace, or YouTube
  • Reporting/Management dashboard
  • Multiple security features
  • Different and better privacy policy for EDU customers
  • 24/7 customer support

Created by Lucy Gray • North Shore Country Day School • Updated March 28, 2020