Zoom

• Download the Zoom app
• Why should I install and use the Zoom app?
• System requirements
• Login to Zoom with KauID
• Schedule/start meetings
• Who is authorised to do what in meetings?
• Protect your meetings
• Other meeting settings

Download the Zoom app

You can download the Zoom app to your computer directly from the website.

• Link to Download the Zoom app

You can also download the app Zoom Workplace on a smartphone or tablet, and log in the same way you would on a computer using your KauID (Sign in with SSO).

If you cannot download the app, you can also choose to join Zoom via a browser, as a last resort. We recommend Google Chrome. Open the browser and then copy and paste the meeting link to join. Then click Join from Browser when Zoom starts.

WHY SHOULD I INSTALL AND USE THE ZOOM APP INSTEAD OF JOINING MEETINGS FROM A BROWSER?

To ensure the best possible performance and security, you should use the Zoom app. In order for meetings to run via the client, you need to install the client. If you participate in a meeting from a browser, you may experience limited performance in terms of audio and video and features such as shared screen/document, and if you are joining a Breakout Room.

If you are the Host of a meeting, it is especially important to use the client to be able to fully utilise features such as scheduling, managing what participants can and cannot do, Breakout Rooms, Polls and recording.

Good to know! In the Zoom app, you make settings for the app itself (audio, video, etc.). Settings for your account (profile picture, personal link, waiting room, etc.) are made in the Zoom portal.

• Zoom portal

System requirements

For detailed technical information and suggestions for equipment, etc., visit Zoom’s support pages on their website.

• Zoom support

LOG IN TO ZOOM USING KAUID

You should always log in to Zoom with Kau-ID (Sign in with SSO) in order for your personal Zoom account to be created in the university's Zoom instance. Even if you only attend meetings, you should log in as it is important that everyone sees your full name. If you have not logged in, you will be a guest in the meeting. It is also important to log in so that your classmates can find you and, for example, add you to channels or group chats.

In order for your Zoom account to be created, there must be an email address in My Kau. An activation email from zoom.us will be sent to that address, which you need to handle to get started. If you change your email address after this, Zoom will not recognize you and a new account may need to be created.

If you have not been logged in for 6 months, your account will be deleted in our Zoom instance. A new account will be created the next time you log in, but with a different personal meeting ID.

Note that you must select Sign in With SSO to log in with your KauID in the app. The first time you log in, enter the domain kau-se.

What is a meeting ID

All Zoom meetings have an ID regardless if they are personal meetings, one-time meetings or scheduled meetings. In order for you and the other participants to meet in the same place, you need to keep track of your meeting IDs.

Note that meetings can start in different ways depending on if they are scheduled or not and the ID they have, see Book/start a meeting below.

Personal Meeting ID

With your Zoom account comes a personal “meeting room” that has a unique digit ID. You can choose if you wish to schedule your personal meeting ID or if you want to use it for one-time meetings. If you want to be able to use your personal meeting room for one-time meetings, you need to connect your Personal Meeting ID with the Instant Meeting feature via Settings in the Zoom portal.

Good to know: Go to Profile in the Zoom portal and tick the box Use this ID for Instant Meetings, save.

Personal Link

You can create a link to your personal meeting room, adding your name for example (e.g. kau-se.zoom.us/my/firstnamesurname).

Good to know: Create your personal link by going to Profile in the Zoom portal and then clicking Customize next to Personal Link. Write your name and save.

Schedule/start meetings

Instant Meeting – Personal Meeting ID

If you have connected your Personal Meeting ID with the Instant Meeting feature in the Zoom portal, you can always start meetings using the orange button New Meeting in the client once you have sent your personal link.

Instant Meeting – One-time meeting ID

If you have not made the setting above, a new meeting ID will be created each time you click on the orange button New Meeting in the Zoom client. This means that you cannot start meetings from there if you have sent out your personal link. Instead, you need to start the meeting first and then invite participants once you are in the meeting. This is easily done via Participants and Invite. People from Karlstad University who are logged in to Zoom can be found directly, but you can also copy the one-time link and send it by email.

Schedule a Meeting – One-time meeting ID

You can schedule meetings via Schedule in the client. If you have also connected Zoom with, e.g., a calendar, you can send invitations to your meetings that way. If you do not want to use your Personal Meeting ID, you can choose to use a different ID. This ID can only be used for this meeting.

Note that when you schedule meetings via the Schedule feature in Zoom, your personalised link will not be sent out, only the link with the digit ID. If you want to schedule meetings with your personal link you have to create the event in your calendar and paste your personal link manually.

Good to know: Start all scheduled meetings via the client and the Meetings tab. This ensures that you are logged in to the client and have access to all features as Host.

Schedule a Meeting – Recurring meeting ID

You can also schedule recurring meetings via Meetings/Schedule a meeting in the Zoom portal. Begin by ticking the box Recurring Meeting and then choose whether the meetings should start at any time or be repeated daily, weekly or monthly.

WHO IS AUTHORISED TO DO WHAT DURING A MEETING?

Host

The Host of a Zoom meeting is usually the one who created the link and invited the other participants to the meeting. As Host, you can for example appoint Co-Hosts, start Breakout Rooms and waiting rooms, and end the meeting for all participants.

Alternative Host

If you want someone else with a KauID to start and host your meeting, you can appoint one or more Alternative Host/s. This option is available when you schedule the meeting.

Note that there can only be one Host in a meeting. If you are going to lead the meeting but want to have someone assisting you, it is a good idea to appoint a Co-Host. You can find more information under “Co-Host” below.

Co-Host

There is no limit to the number Co-Hosts you can have in a meeting. Co-Hosts have more or less the same rights as the Host with certain exceptions, for example, they cannot end the meeting for all participants.

Participant

As a participant in a Zoom meeting, you are given permission by the Host and Co-Host to do things like: turn on/off the microphone and camera, see other participants, share screen, chat and use reaction icons.

Note that if you are unable to do any of the above, it may be because the Host and Co-Host have disabled those features.

PROTECT YOUR MEETINGS

Join Meeting Before Host

If you do not want participants to be able to the meeting before you do, you can disable the setting Join Before Host via Settings in the Zoom portal. Participants who try to join the meeting before you will see a message saying “Please wait for the Host to start the meeting”.

Note that if you have Join Before Host enabled for all your meetings, you can choose to disable the setting for specific meetings via the scheduling feature.

Waiting Room

In order to control who joins your meetings and when they are allowed in, you can enable waiting rooms. You can do this in different ways:

1. You can easily enable a waiting room temporarily in an ongoing meeting via Security in the meeting control panel. You can disable this setting whenever you want during the meeting.
2. Another way of enabling a waiting room for a specific meeting is through the scheduling feature. Select the Waiting Room check box.
3. A third and more permanent way is to enable waiting rooms for all your meetings via Settings in the Zoom portal.

When someone wishes to join your meeting and the waiting room is enabled, they will see the following message on the screen “Please wait, the meeting host will let you in soon”. You as Host or Co-Host you can see if someone wants to join in the participants list and then click Admit or Admit All to allow one or several participants to join at the same time. You can also chat to everyone in the waiting room via the chat feature and select Everyone (in Waiting Room).

Good to know: Even if the waiting room feature is enabled for all your meetings, it can be temporarily disabled during an ongoing meeting via the Security button in the meeting settings. You can find more information about the Security button below.

Good to know: Via Settings in the Zoom portal, you can create your own message that you want the participants to see on their screen when they enter the waiting room. Note that the message can only be seen when a meeting has been launched.

Good to know: If you only wish to use waiting rooms for meetings via your personal link, you do so via Zoom portal/Meetings/Personal Room.

Passcode

As an extra security measure, you can choose to add passcodes for your meetings. You can choose whether you want it for all meetings, in meetings via your Personal Meeting ID or other scheduled or instant meetings via Settings in the Zoom portal.

Please note that enabling passcodes may affect already scheduled meetings and the invitation must be sent out again to include the code.

In-meeting Security

When you are the Host or Co-Host in a Zoom meeting, you have access to a meeting control feature called Host tools. This allows you to enable/disable security settings during an ongoing meeting. As soon as the meeting ends for everyone, these settings expire.

You can, for example:

• Lock the meeting so no one else can join
• Enable/disable the waiting room feature
• Remove participants who should not be in the meeting

Note that if you have removed a participant, they cannot rejoin unless you have allowed it under Settings in the Zoom portal. The same applies if you have locked the meeting.

You can also control what the participants are allowed to do in the meeting:

• Enable/disable the screen sharing feature
• Enable/disable the chat feature
• Enable/disable the option for participants to change their name
• Enable/disable the option for participants to turn their microphone on

These settings are especially important if the meeting link is widely distributed and there is a risk of so-called “Zoom Bombing”. If someone who is not invited joins the meeting, they will not be able to cause a lot of trouble.

The settings only affect participants and not the Host or Co-Host in the meeting.

OTHER MEETING SETTINGS

Audio

Via the microphone icon in the meeting control panel, you can make settings for the speaker and microphone (Select a microphone and Select a speaker). You can also test your audio settings (Test speaker & microphone).

Good to know: Use a USB headset with close-range microphone for the best possible sound. This is particularly important in meetings where someone has a hearing problem.

Video

If you have more than one camera connected to your computer, for example in a classroom, you can choose which one you want to use via the camera icon in the meeting control panel.

The video images from all meeting participants can be presented in two different layouts: Speaker View (displays a large view of the person currently speaking) or Gallery View (same-size image display of all participants). All participants choose the layout they prefer.

Good to know: If you want to create a panel-like situation with up to 9 participants in your meeting, you can use a feature called Spotlight Video. Use the participant list to select who should be “spotlighted” and displayed to everyone in a Speaker View.

Good to know: If you want to use a virtual background, there are a number of images to choose from in the Zoom client via Video Settings. You can also add more images.

Chat

You can choose whether the chat feature should be enabled for all your meetings via Settings in the Zoom portal. You can also choose if you want to use group chat but disable direct chat between just two people. If you want to turn off the chat feature temporarily during an ongoing meeting, you can do so via the Security button or in the Chat settings via More.

Share Screen

When you want to share something in Zoom, you can choose between sharing your screen and sharing an application. If you share your screen, everything is visible on the screen for all participants and you can switch between sharing, for example, a document and a webpage. However, if want to share, for example, a PowerPoint presentation, you are sharing an application and cannot switch to something else without starting a new screen sharing.

Note that you must open the document or presentation you want to share before clicking Share Screen for Zoom to find it.

Good to know: If you want to share content with sound, you must select the Share Computer Sound check box in the screen sharing feature.

Good to know: If you have two computer screens, you can choose to display your presentation on one screen and the participants on the other. You will find this setting in the Zoom client. Click on the gear icon, then General and select the Use Dual Monitors check box.

Good to know: There is a feature that allows you to use a PowerPoint presentation as a virtual background. Select Advanced in the screen sharing feature and PowerPoint as Virtual Background.

Record

It is only the Host or Co-Host who can start a recording. You can allow other participants to record via the participant list.

Click Record in the meeting control panel to start a recording in Zoom. Click on Record on this Computer to save the recording in a folder on your computer. You can pause or stop the recording whenever you want. You can make multiple recordings during an ongoing meeting. If you choose to pause only, you will get one long recording. If you stop, you get several recordings.

The recording will be converted after the meeting ends.

Breakout Rooms

Dividing participants into groups can be done in three different ways during an ongoing meeting:

1. Assign automatically. The Host or Co-Host decides the number of groups to use, but Zoom decides who should be part of which group.
2. Assign manually. The Host or Co-Host decides the number of groups and who should be part of which group.
3. Let participants choose room. The Host or Co-Host decides the number of groups and then the participants can choose which group to join.

Good to know: If you have many participants in a meeting and want to assign the groups manually, you can ask everyone to rename themselves in Zoom in accordance with the group they are in. If, for example, John Johnson is included in group A, he writes "A John Johnson", and so on. This way, everyone is sorted in alphabetical order and it becomes easier to divide into the groups.

Good to know: You can easily choose a different name in Zoom by right-clicking on your video image and selecting Rename.

Good to know: More settings for your breakout rooms can be found under Options in the Breakout Room feature. For example, you can decide whether the groups should be closed after a certain time or whether everyone should be given the opportunity to return to the Main Session whenever they want.