Save favourite 26 Jun June 2019

Zoom is a video conferencing tool, which can be used to hold meetings or distance education lectures. Zoom replaces Adobe Connect as the Mid Sweden University distance education tool as of spring semester 2019.

On this website, you can find frequently asked questions and answers about Zoom. If you cannot find what you need here, you can find more information on Zoom's support site or contact Helpdesk.

Brief information about Zoom

Prevent problems

Teachers can prevent and alleviate problems through following measures:

- Instruct the students to wait for a positive connection. Exiting and re-entering Zoom will only further increase the strain on the system.

- Inform the students beforehand about how you will notify them if problems should arise concerning certain lessons at certain times. We suggest the use of Moodle as a primary means of communication with the students, in case of technical problems. Please notify the students in advance if you wish to use another communication channel.

Getting started

Where can I find Zoom?

Option 1: Add Zoom as a tool in the Staff Portal
Option 2: Go to https://miun-se.zoom.us

How do I change from the Sunet Zoom to the Mid Sweden University Zoom?

Start by checking that you are logged out of both your Sunet Zoom account and the desktop client. Go to the Mid Sweden University Zoom via the web browser and choose Sign in to a new account. Put in your Miun log in information and follow the instructions on your screen. Remember to  confirm the move via the email sent to you from Zoom.

Your meeting id will be the same at both the Sunet and the Miun domain, but you must replace the links to the meeting if you have already distributed them to students or colleagues.

What do I do when I cannot log in and get the message to contact Helpdesk?

Most likely, you have already created an account at zoom.us using your Miun e-mail address. Go to zoom.us and choose Sign in. Enter your e-mail address and your password. If you have forgotten your password, choose Forgot password. When you have logged into your account, go to Account Profile in the left-hand menu and choose Terminate your account. Thereafter, you can log in to the Miun domain.

Do I have to install anything to be able to use Zoom?

The downloading programme for the Zoom client will start automatically the first time you click on a Zoom link or log into https://miun-se.zoom.us. Just follow those instructions.

How do I log in?

You use your regular Mid Sweden University personnel log in. If you use the Zoom app or the web application, you might have to sign in via a SSO service. If so, type in miun-se for your company domain and you will be taken to the regular Mid Sweden University log in service.

What kind of equipment do I need to be able to use Zoom?

The same as for Adobe Connect or Skype. A computer, tablet or smartphone with a stable internet connection, a headset and a web camera. If you do not have a headset or a web camera, you can pick those up at the Miun caretakers' office (vaktmästeriet).

Which settings do I need to make in Zoom?

You need to change the country dial-in code for phone participants so that they get a Swedish telephone number to join a meeting. You do this under Meeting Settings, and the Telephone tab at the upper right of the page. Under Global Dial-in Countries/Regions, it says United States with a pen icon next to it. Click on the pen, remove United States from the right column and choose Sweden in the left column. Click on Save. The telephone number will be visible in the meeting invitations you send out.

It is also nice if you upload a picture of yourself, which will be visible in the meeting room when your camera is off. When you log into Zoom, click on the grey man in the upper right corner to get to your profile. The top alternative is to upload a picture.

In the same section, you also add which university you work at.

How do I log into the Zoom app?

Download the ZOOM Cloud Meetings App from the App Store or the Play Store. Click on Sign in and choose Sign in with SSO. For company domain, write miun-se. It will then take you to the regular Miun log in site, log in there and start using the app.

How do I participate/log into a meeting I have been invited to?

If you have gotten a link sent to you via e-mail or in your Outlook calendar, just click on the link. If you have not gotten a link, you need to know the meeting ID number, which the meeting organiser will have to send to you. Go to Zoom, click Join and type in the meeting ID number.

How do I start my camera?

If the meeting organiser has chosen to start the meeting with automatic video, your camera will start automatically when you enter the meeting. Otherwise, you can start the camera in the lower left corner of the meeting window by clicking Start Video. Has the computer chosen the wrong camera? Click on the arrow next to the camera symbol to choose another camera.

How do I start my audio?

As you join the meeting, you will be prompted to Join with Computer Audio, which will start your microphone. Here you can also test your sound quality.

Did the computer choose the wrong microphone? In the lower left corner of the meeting, click on the arrow next to the microphone symbol to choose another microphone.

Can I rename my personal meeting ID to something that is easier to remember?

You can rename your meeting ID, but you can only use numbers in the name, not letters.

To rename the ID, go to Zoom, click on Sign in, go to the tab Personal Meeting Room, click on Edit this Meeting in the lower right corner. At the top, you can now change your Personal Meeting ID. It has to be 9-10 numbers long.

Planning and inviting to a meeting/lecture

How do I schedule a meeting in Zoom?

Go to Zoom (https://miun-se.zoom.us/) and click on Sign In. Click on Schedule a new meeting. Then there is a number of choices you need to make.

How do I invite my colleagues to a meeting?

When you schedule the meeting in Zoom, after you have clicked on Save, you will come to Manage my meeting. There, you will find buttons to share your invite via Google Calendar, Outlook or Yahoo Calendar. Click on Outlook and choose Open with Outlook. This will create a calendar event in your Outlook which you can invite participants too. You can also choose to copy the invitation and send it in an e-mail.

How do I invite my students to a meeting/lecture?

When you schedule the meeting in Zoom, after you have clicked on Save, you will come to Manage my meeting. The students need the link to your Zoom meeting. Preferably, you share it through Moodle or put it in the class schedule.

How do I inform my students about Zoom?

There is a web page about Zoom in the student portal where students can find information: miun.se/student/zoom 

Can we create a Zoom room for a course which all teachers will have access to as host?

No, Zoom is like Skype, in that each meeting room is personal.

Can there be more than one host in a Zoom meeting?

Yes, in the meeting, you can give another participant co-host rights with you. When you are in the Zoom meeting, click on Manage Participants. Hover the cursor over the person you wish to make co-host, click on More and then Make co-host. Both of you will now have the same rights to e.g. record and create breakout rooms.

How many participants can I have in my Zoom meeting?

Up to 100 participants.

Will the students/participants be able to enter the meeting before I have logged in?

You control that yourself. The default setting is that they do not, but when you schedule the meeting/lecture, under Meeting Options, you can click Enable join before host if you want them to be able to enter the meeting before you.

Will the students'/participants' audio and video start automatically when they enter the meeting?

You control that yourself. The default setting is that audio is on and video is off when the participants log in. When you schedule the meeting/lecture, under Video you can choose whether the video should start automatically, both for the host and the participants, and under Meeting Options, you can click Mute participants on arrival if you do not want their audio to be on when they enter.

If students/participants leave their audio on, can I turn it off?

Yes, click on Manage Participants in the meeting menu. It will show a list of all participants and as you hover the cursor over a name, a Mute button will appear. At the bottom of the Manage Participants window, you also have a Mute All button if you want to turn off everyone's audio, and an Unmute All button for when you want them to be able to be heard again. Under the Mute button, you can also choose to let the students/participants unmute themselves by clicking Allow participants to unmute themselves.

Can I have several meetings running at the same time?

No, you can only have one meeting at a time. The students will be kicked out of the meeting you created if you open another meeting.

Functions in Zoom

How do I share my screen?

In the meeting menu, click Share. Your alternatives are Screen, Whiteboard, iPhone/iPad or any of the programmes open on your computer. The difference between Screen and a specific programme is that if you choose Screen, the participants will see everything you do on your screen and will follow along when you change programmes, whereas if you choose a specific programme, the participants will only ever see that one, no matter where you go on your screen. At the bottom, there are also two boxes to tick: Share Computer Sound and Optimize for full screen video clip. Use these if you want to show a film through your shared screen.

Can all participants/students share their screen in my Zoom meeting?

Yes, the default setting is that all participants can share their screen, which is great e.g. for student presentations. However, you can change that if you want to. Next to the Share button in the meeting menu is an upwards pointing arrow. There you can choose how many participants that are allowed to share their screen at the same time, or, under Advanced Sharing Options you can choose that only you as host are allowed to share your screen.

Why cannot all students/participants see the entire chat conversation?

The chat function for the individual participant starts blank when they enter the room. Therefore, they cannot see what has been written in the chat before they entered the meeting. You a host can therefore not prepare by putting links and information in the chat beforehand and important information may need to be published again for participants/students who are late.

Are there breakout rooms in Zoom?

Yes, when you are the host in a meeting you will find breakout rooms in the meeting room menu. There you can choose how many rooms you want to assign the participant to and whether or not they will be assigned to rooms randomly of if you want to do it manually. As host, you can go between the rooms and decide when to gather everyone back in the main room again.

More information about breakout rooms can be found on Zoom's support site.

Why can I not see the breakout room icon in my meeting menu?

You are not logged in as host. When you are supposed to be the host of a meeting, enter the meeting via the desktop client or the web interface. If you only click on the link in your calendar or your invitation, you will not be logged in as host, even if it is your own meeting room.

How do I use the Whiteboard?

Click on Share and choose Whiteboard. The students/participants can now see in real time that which you write or draw on the Whiteboard. When you share your Whiteboard, the students/participants can click on View options and then Annotate to get their own tool menu to write and draw on the Whiteboard. You can save the Whiteboard by clicking Save in the menu above the Whiteboard. You will then see a green rectangle where it says Whiteboard saved - Show in folder. Click on Show in folder to find the Whiteboard. If you want to look it up on your computer at a later date, it is saved in the automatically created folder Zoom on your computer.

Record a meeting/lecture

How do I record my meeting/lecture?

You start, pause and stop the recording with the Record button in the meeting menu. Once you have stopped the recording and close the meeting, files of the recording will be automatically converted and saved. You can find them in the automatically created folder Zoom on your computer, they are named with the recording date. The file ending in .mp4 is the recording with both audio and video.

How do I share the recorded meeting/lecture?

To share the recording, the best thing is to upload the recording to Miun Play. You can then send the link to those you want to share the recording with. Alternatively, you can share your recording with your students via your Moodle course (see How do I import a recorded lecture from MiunPlay to Moodle).

How do I upload my recording to Miun Play?

Go to https://play.miun.se/ and click Add new - > Upload Media in the top write corner. Log in with your regular Miun personnel log in. Click on Choose a file to upload, browse for the correct .mp4 file in the Zoom folder on your computer and click Open. Name the file carefully so you can easily find it in your list of uploaded meetings/lectures in the future and choose which department you belong to. Click Unlisted and the Save. Now the meeting/lecture is saved among your other recordings and you can import it into Moodle via MiunPlay (see How to import a recorded lecture from MiunPlay to Moodle) or distribute the link in some other way.

How do I import a recorded lecture from Miun Play to Moodle?

You use the resource Kaltura Video Resource under Add an activity or resource in Moodle to import the lecture from your Miun Play account.

Using Zoom when teaching

I have a distance course and would like to use Zoom when teaching. What pedagogical tools are there in Zoom?

In other parts of the FAQ on this support page, you will find descriptions of how to handle what is described below. For more detailed information, click the links in the text below. 
You can choose between placing the participants in one big group (for instance when giving a lecture or seminar) or splitting them into several separate sessions (so-called breakout rooms). Breakout rooms are useful when you want the students to cooperate and discuss with one another. A lesson can be divided into smaller blocks. For example, you might want to start your lesson by meeting in one big group, thereafter work with group assignments in breakout rooms and finally reassemble. More information about how to use breakout rooms is available here: https://support.zoom.us/hc/en-us/articles/206476313 
All participants can screen share and thereby for instance show a presentation, a video or a website. When sharing your screen, you will be able to use annotation tools, i.e. you can for instance make comments or highlight parts of your text. See https://support.zoom.us/hc/en-us/articles/201362153-How-Do-I-Share-My-Screen-. In addition, you can use and share a whiteboard: https://support.zoom.us/hc/en-us/articles/205677665-Share-a-Whiteboard.
You can chat with the whole group or with individual participants. Encourage your students to use the chat during lessons in order to keep them active even when listening. See https://support.zoom.us/hc/en-us/articles/205761999-Webinar-Chat.
There is a polling tool that allows you to create single or multiple choice polling questions. This feature can for instance be used for a quick voting and is a good tool to use in order to develop your teaching, using formative assessments. https://support.zoom.us/hc/en-us/articles/203749865-Polling-for-Webinars
You can record your lesson and upload it in MiunPlay, see https://play.miun.se/media/Zoom+A+Recordning/0_skd4vywf/. Thereafter, you can distribute the film to the students via Kaltura Video Resource in Moodle. See https://elearn20.miun.se/moodle/mod/book/view.php?id=66270&chapterid=2465
If you want to try teaching in Zoom but feel hesitant, why not try it out in advance with a colleague!