Getting Started with Zoom

Tags Zoom zoompro

How To:

  • Get started using Zoom

Applies To:

  • Faculty, Staff, & Students

Steps:

ZOOM BASIC v. ZOOM PRO 

Zoom Basic: 

  1. Completely free. Anyone can download and use. 

  1. Can host meetings up to 100 participants. 

  1. If 3 or more participants join, the meeting will time out after 40 minutes. 

  1. Cannot record to Zoom Cloud. 

  1. No custom personalized meeting ID. 

  1. No custom personalized link. 

Zoom Pro: 

  1. Can host meetings up to 100 participants. 

  1. No meeting time limit. 

  1. Can record to Zoom Cloud and Kaltura. 

  1. Custom personalized meeting IDs. 

  1. Custom personalized links. 

  1. Can assign or be assigned Alternative Host privileges. 

  1. Can assign others to schedule meetings and schedule meetings on behalf of others. 

  2. You must log in as SSO with your ESU account to get the Pro license.

Note: When using Zoom at ESU, only the meeting host needs a Pro account. Participants (eg students) can access the meeting normally using Basic accounts. Basic accounts are automatically created when the student accesses a Zoom meeting for the first time. 

DOWNLOADING THE ZOOM CLIENT 

Note: Zoom is not browser based. Rather, a client (Mac/PC/iOS/Android) must be installed. 

  1. Point your browser to https://emporiastate.zoom.us - Emporia State Zoom Portal  or http://zoom.us - Zoom Corporate Home > scroll to the page bottom (Image 1). 

  1. Locate Download and select your preferred Zoom client. Normally, this will be the Meeting Client. (Mobile apps are available in the Apple Store and Google Play.) 

Interface of the bottom of Emporia State Zoom Portal is displayed with a red arrow pointing towards button called download. 

Image 1: Downloading the Zoom Meeting Client 

LOG IN USING THE ZOOM CLIENT 

Note: Zoom mobile works the same as the desktop client. 

  1. Locate and click the Zoom desktop shortcut or app icon (Image 2). 

  1. Locate and click the Sign In button (Image 3). 

  1. Locate and click the Sign In with SSO (Single Sign On) button (Image 4). 

Zoom logo is displayed. 

Image 2: Zoom Desktop and Mobile App Icon 

Image shows Zoom Cloud Meetings “Join a Meeting” and “Sign In” interface with a red arrow pointing towards sign in. 

Image 3: Zoom Sign In 

Image shows Zoom Cloud Meetings interface show different options to sign in with an arrow pointing at Single Sign On (SSO) in the bottom left corner 

Image 4: ESU Single Sign On 

  1. Enter emporiastate in the domain field and click Continue (Image 5). 

Note: emporiastate is contiguous (no spaces) and lower case. It is also “sticky” and should only need to be entered once using that computer or mobile device. 

Image displays interface for “Sign in with SSO” with the search bar. Typed in the login bar is emporiastate in lower case. 

Image 5: ESU Domain Name 

  1. An ESU login screen will appear. Enter your Emporia Username and Password and click Log In (Image 6). You will then launch a Zoom meeting Launchpad (Image 7). 

Interface for Emporia State University login is displayed. With username and password bar’s shown on left side. 

Image 6: ESU login screen 

LOG IN USING A WEB BROWSER 

Note: This is an alternative to using the Zoom client. Normally, the client option is recommended. However, you can also open and manage a meeting using a web browser. 

  1. Browse to https://emporiastate.zoom.us - Emporia State Zoom Portal and log in using your Emporia User Name and password. Browse to https://emporiastate.zoom.us - Emporia State Zoom Portal and log in using your Emporia Username and password. 

ZOOM – GETTING STARTED 

  1. The Zoom Launchpad is the first feature that opens. Meeting hosts can start or join a meeting using this feature. Meeting participants do not necessarily see this option. They simply click the URL/link that is provided by the host. 

Interface displays Zoom Launch pad

Image 7: Zoom Launchpad  

Managing Zoom Meeting Settings (Gear icon – upper right) 

  • Select Audio to select your audio device and test your audio. 

  • Select Video to select your video device and test your video. 

  • Select Recording to choose a local recording destination. 

  • Select Advanced Features to access advanced Zoom Features 

  • Select Statistics for general meeting metrics. 

  • Select Accessibility to access accessibility features 

Managing Personal Settings (colored dot adjacent user avatar) 

  • Available indicates that others can video chat with the user (Green Dot) 

  • Busy indicates that the user cannot be reached by video chat (Red Dot) 

  • My Profile allows the user to manage the avatar and other information. 

  • Check for Updates will check for Zoom client updates. 

  • Logout will log out of Zoom, but allows the user to log back in using another account. 

  • Exit will exit Zoom 

METHODS FOR HOSTING MEETINGS 

Setting up scheduled Zoom meetings on specific calendar dates and times is unnecessary (eg the Schedule option). There is really no reason to ever schedule a meeting to start at a certain date and time. Rather, we recommend these options: 

Option 1 (preferred): Meeting hosts can use their personal meeting ID. This is a nine-digit number associated with the host. It can be found under Advanced Features > Edit Profile. This personal number never expires. Think of it as a personal phone number. It will be something like: https://emporiastate.zoom.us/j/123456789 

This URL can be added to Canvas announcements or even a syllabus. 

Note: It is recommended that Pro users customize this link using a vanity URL. This can be found under Zoom Edit profile > Personal Link. Simply Edit and add a custom vanity URL. Normally, this is your name in a contiguous format. It will be something like: https://emporiastate.zoom.us/j/corkyhornet 

When hosting a meeting, send this vanity URL with instructions to join at a certain day and time. Meeting attendees simply click this link to join. The vanity URL serves as a proxy for the nine-digit number which is more difficult to remember. The vanity meeting ID can be used indefinitely. This URL can be added to Canvas announcements or a syllabus. 

Option 2: Hosts can create a static meeting URL. This is accomplished by creating a new meeting and selecting the Reoccurring Meeting option/checkbox when generating the event. When using this option, copy the meeting URL that is created. It will be something like https://emporiastate.zoom.us/my/123456789  

This URL can be added to Canvas announcements or a syllabus. 

Note: This meeting URL can be used as many times as necessary for up to 12 months, after 12 months, a new meeting URL will need to be created. 

HOW TO ADD AN APP

What are a Zoom Apps?

Zoom App is a new feature that allows users to integrate third-party apps into their zoom meetings and the desktop client to promote users' experience, enhancing collaboration, productivity, and entertainment. An educator can use one out of the 50 Zoom Apps available to make the sessions with their students more collaborative, productive, and fun. For example, you can utilize Kahoot by creating fun digital review quizzes that use a game-based learning structure to motivate and encourages students to get involved with their studies.

Note: Zoom does not control how the third party utilizes the data collected. Each app is governed by its terms of service, privacy policy, and support information. It is up to the individual user to ensure the app being utilized follows Emporia State University's guidelines to ensure students' information is safe.

1: Once in your Zoom meeting session, you will be able to locate apps in the bottom toolbar. Click the app icon (square with two circles orbiting it) located on the far-right side of the toolbar to activate the app navigation library (Image 8).

A yellow arrow is pointed down to the third icon in the toolbar named Apps located in a Zoom meeting.

Image 8: Apps Icon

2: The app navigation tab will appear with My Apps automatically selected. From here you will select Discover in the upper right-hand corner (Image 9).

A yellow arrow is pointing up towards Discover on the right side of the tap.

Image 9: My Apps

Note: My Apps is where all current apps that are downloaded onto your account will reside for quick and easy access.

3: While in Discover’s main interface you will locate the magnifying glass in the upper right-side corner and click it to activate the search bar (Image 10). Once the search bar is activated type in your desired app. For example, in this tutorial, we are utilizing Kahoot (Image 11).

 

A yellow arrow is pointing up towards magnifying glass in the right side corner.

Image 10:  Magnifying glass

In search bar is enabled, with kahoot typed in the bar. A yellow circle is around kahoot.

Image 11: Search Results

Note: Discover is the online database of all available apps that are compatible with zoom.

4: Once your desired app is located, you can find a blue button that says Add located on the right side of the app in question. Click it to begin the process of adding an app to My Apps (Image 12).

A yellow arrow point towards the right corner at a button that says "add" in a blue box.

Image 12: Add App

5: A webpage will be activated to request permission. Once you read all the detailed information on allowing access you will click the white check mark box to turn it blue and then hit allow to continue with the process (Image 13).                                                  

Dark orange arrow in the middle of the screen labeled "step 1" is pointing to a blue box saying "Allow this app to use my shared access permissions". Light orange arrow at the bottom of the screen labeled "step 2" is pointing to a blue box called "allow".

Image 13: Access Permissions Tab

6: A request to launch a Zoom meeting will appear at the top of the screen. Select Open Zoom Meetings to continue (Image 14).

Open Zoom Meeting tap is activated with a yellow arrow pointing towards the bottom right corner at the white box labeled Open Zoom Meetings.

Image 14: Open Zoom Meetings

 7: From there, your app is now added to your "My App" database to be launched with ease by clicking blue open button that is located to the right side of the app you are inquiring (Image 15).

Interface for My app in zoom is displayed with kahoot being the focused app. A yellow arrow is pointing towards a blue button labeled Open that's to the right side of kahoot.

Image 15: Open Kahoot App

TO LOCATE A PRE-DOWNLOADED APP

1: Once in your Zoom meeting session, you will be able to locate apps in the bottom toolbar. Click the app icon (square with two circles orbiting it) located on the far-right side of the toolbar to activate the app navigation library (Image 16).

A yellow arrow is pointed down to the third icon in the toolbar named Apps located in a Zoom meeting.

Image 16: Apps Icon

 

2: Locate your desired app in "My App" and click double-click on it. This will launch the app for which you are inquiring (Image 17).

Interface for My app in zoom is displayed with the collection of apps that are pre-downloaded. A yellow arrow pointing down towards the lift bottom side of the screen at kahoot bottom.

Image 17: Launch Kahoot

HOW TO USE ZOOM 

Zoom updates its product frequently. Therefore, we recommend referring to the Zoom User Guides for the most up-to-date features and product changes. 

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