Holding Your CCS Course or Meeting With Zoom – Educational Technology and Innovation

Welcome to using Zoom at the College for Creative Studies. Zoom is a web-based system that combines video conferencing, online meetings, and mobile collaboration into one platform. When you sign up for Zoom, you will automatically be given a Basic Account. With the Basic Account, you can hold meetings with three or more participants for up to 40 minutes at a time. If your meeting has two participants (host and one additional participant), your call time is unlimited. If your meeting has three or more participants and will take longer than 40 minutes, please contact the Helpdesk with your request for a temporary upgrade to a Licensed Account. This guide will walk you through how to set up your account, schedule a meeting, and manage your audio and video.

Accessing Your Account Profile

Sign in to the CCS Access Manager.
Click on the Zoom button.
Click on the Login link at the top right corner of the screen, and sign in with your login credentials.
Click on the Profile menu option on the left side of your screen. Your account information is displayed here. Take a moment to upload a profile picture and make any edits you see fit.

During Zoom meetings, your profile picture will display on screen when you pause your video.

Schedule a Meeting/Class

Scheduled a Meeting/Class

Sign in to the CCS Access Manager.
Click on the Zoom button.
Click on the Login link at the top right corner of the screen, and sign in with your login credentials.
Click on the Schedule link or the + Schedule a Meeting button on the upper right corner of the screen.
Add the meeting details, including (but not limited to):
- Topic for your meeting
- Set the date and time for When your meeting will be held
- Duration of your meeting
- If your meeting needs to be more secure, select the Passcode checkbox, and add a custom passcode.
- Enable Waiting Room (recommended).
- Not shown in the below screenshot:
  - Host and Participant Video set to On (recommended)
  - Audio set to Both

Click the Save button at the bottom of the screen.

A detailed summary of your meeting will display on the screen which includes the Zoom URL and a Copy Invitation button which you can use to copy/paste the invitation to your Zoom attendees.

Host a Meeting/Class

Sign in to the CCS Access Manager.
Click on the Zoom button.
Click on the Login link at the top right corner of the screen, and sign in with your login credentials.
Click on Meetings menu option on the left-hand side of the screen.
Ensure you are on the Upcoming tab.
Hover over an upcoming meeting that you want to start, and click the Start button.
A new pop-up window may display on your screen. Click on the Open Zoom Meetings button.

A window may appear displaying the name of your meeting along with audio and video options. These include:

Audio and Video buttons to enable/disable these options.
A Backgrounds link to select a background during your Zoom session.
Custom combination (audio options) and Integrated Webcam (video options) drop-down lists to select your audio and video sources.
A checkbox for Always show this preview when joining.
A button to Start the Zoom meeting.

The Zoom meeting preview screen displays a dark video feed with a camera-off icon in the center. Overlaid at the bottom of the preview are buttons for Audio and Video settings, and a Backgrounds option. Below the preview area are two dropdown menus for selecting the audio source (currently set to "Custom combination") and the video source (currently set to "Integrated Webcam"). At the bottom left, a checkbox labeled "Always show this preview when joining" is checked, and a blue "Start" button is located at the bottom right.

Managing Audio

When in your Zoom meeting, on the bottom left corner of the control bar you will see an🎙️Audio icon. Mute and unmute your microphone by clicking the icon. You may also click the caret icon to the right of the🎙️Audio icon to see more audio preferences.

NOTE: Your microphone and speaker options may not look exactly like those pictured below.

A screenshot of the Zoom Workplace audio settings pop-up menu, which is expanded above the microphone icon in the bottom toolbar. The menu is organized into sections with checkmarks indicating active selections: under "Select a microphone," "Microphone Array (Realtek(R) Audio)" is selected; under "Select a speaker," "Headphones (Realtek(R) Audio)" is selected; and under "Microphone modes," "Noise removal (default)" is chosen. The bottom section of the menu lists additional actions, including "Test speaker & microphone," "Switch to phone audio," "Leave computer audio," and "Audio settings."

Managing Video

Your webcam should connect automatically if you selected video to On for the start of the meeting when you created the meeting invitation.

You will see a 🎥Video icon next to the🎙️Audio icon in the bottom control bar. You can enable/disable your video by clicking on the icon. You may also click the caret icon to the right of the 🎥 Video icon to see more video preferences.

NOTE: Your video options may not look exactly like those pictured below.

Managing Participants

Remote participants will enter a Waiting Room to wait to be admitted to your meeting. The Waiting Room has CCS branding and a message that the meeting will begin shortly. The Waiting Room feature allows you to admit participants to your meeting when you are ready. If you have back-to-back meetings scheduled, the Waiting Room also keeps participants from joining in the middle of a meeting in progress. As the host, you will receive an audio notification (ding) and the name of the participant when someone has entered the Waiting Room.

To admit someone from the Waiting Room into the meeting, select the Participants button from the bottom of the window.

This will open a new pane on the right side of the Zoom window labeled Participants from which you can admit attendees in the Waiting Room to the meeting proper.

Sharing the Screen

You can choose to share your screen to show presentations, documents, web browsers, and videos. To do this select the Share icon in the control bar. A window will pop-up asking what you wish to share. Your options are broken into three tabs: Screens, Documents, and Advanced. Depending on what you want to share with other attendees, click on the appropriate tab, and then select one of the options within the tab. You can also choose Layouts and other Options on the right side of this screen. Select the Share button to begin sharing your screen.

During a Zoom meeting, you can share your screen, documents, or other media/devices with your attendees.

The control bar will remain at the top of your desktop while you are sharing your screen. You can choose to share something new by clicking the Share icon, or stop sharing your screen by selecting Stop share.

When you choose to share your screen, there is also an option to use a Whiteboard for collaboration. To save your Whiteboard in a screen shot, select Save in the annotation control bar.

This will save in a folder titled Zoom in your documents folder on your hard drive as a png file.

Using Annotations

While you are sharing your screen, you can choose to make annotations on your presentation, video, etc. To do this, go to the top of your screen in the control bar, and select the Annotate icon. You can draw, add text, spotlight your cursor, etc.

When sharing your screen during a Zoom meeting, click the "Annotate" icon to add annotations to your screen that your attendees will see.

To save your annotation notes in a screen shot, select Save in the annotation control bar. This will save in a folder titled Zoom in your documents. The files are titled by “Year-Month-Date-Time” to make it easy for you to find.

To clear your annotations select Clear in the annotation control bar.

You will have the option to upgrade the attendees privilege to host once they have entered the meeting. This will give different annotation abilities. For more information please contact Academic Technologies at 313-664-1501.

Recording the Meeting/Class

You also have the option to record your meeting. Once your meeting has started, click the Record icon in your control bar to begin recording.

The meeting will record a *.mp4 file every time the record option is started and stopped. The file will save to a folder titled Zoom in the documents folder on your computer.

Ending the Meeting/Class

When you are ready to end your meeting, click the End icon on the bottom right corner of the Zoom interface. Then, select End meeting for all.

For Basic users, keep in mind that your meeting will be limited to 40 minutes. A 10 minute countdown warning will pop up after 30 minutes. If you require your meeting to last longer than 40 minutes, please contact Information Technology Services.