UiBhelp's public knowledge cards

KI 0472 Arrange digital meetings with Zoom

(updated )
Get started on digital meetings using Zoom!
Before you begin:
Check that participants have the zoom program installed. See the guide KI 0457 - "I am using Zoom fot the first time".
You can use and join the meeting through a browser, but the program gives more functionality.

If the meeting is for teaching, you can also schedule a video seminar in Mitt UiB.

Schedule a Zoom meeting

Call in from Outlook (classic)
If you use email and calendar in Outlook/Exchange, we recommend the following procedure:
  1. Click the three dots in the top right corner
  2. Select Schedule a meeting
  3. Confirm the meeting settings
  4. Choose the time and participants as you would for a regular meeting
  5. Send the invitation as usual
The meeting link will be automatically inserted into the invitation. You can edit the meeting settings, including security options. If you select Do not show this again at the bottom, these settings will be saved for your future meetings.
  1. If you want to invite a larger group to the meeting, you don’t need to invite each person individually. You can send them the sharing link found in the meeting invitation, either from Zoom or from Outlook.



















Call in from the Zoom application
If you don’t yet have email and calendar in Outlook/Exchange, you can also create and send the invitation from the Zoom application.
  1. Click the Schedule button
  2. Confirm the meeting settings









You will now see the “Schedule Meeting” window, where you can choose the meeting title and time. Here, you can also edit the meeting settings, including security options. You also choose which calendar to link the meeting to, if any. If you don’t have a calendar, select Other Calendar to generate a generic invitation that can be sent via email to the participants.
When you're done, click Schedule at the bottom right. A text will appear that you can copy and send by email to all participants, regardless of which email or calendar service they use (you can also choose “Open with default calendar (.ics)” if you want a calendar file). You can now send the meeting invitation text to those you want to invite.






Zoom Meeting Settings
You can configure several different settings for your Zoom meeting.
A meeting password (“Require meeting password”) is mandatory at UiB for security reasons. See the settings highlighted in the image below:
  1. Waiting Room – Choose whether you want a waiting room. If not enabled, participants will enter the meeting directly. If you enable the waiting room, you’ll need to admit participants during the meeting (a notification will appear in the Zoom window).
  2. Participant Video – Choose whether participants should be allowed to turn on their webcams during the meeting.
  3. Calendar – Use the Outlook calendar. The invitation will be sent from Outlook after you click Save.
Advanced Settings:
  1. Mute participants on entry – Choose whether participants should have their microphones muted when they join the meeting.
  2. Alternative hosts – Optionally add others who will co-host the meeting with you.






Conduct the Zoom-meeting
  1. Click the link to the meeting (Join URL) to enter the meeting. The meeting starts when the administrator enters the meeting (or first participant if you have selected Enable join before host in the meeting settings).
  2. If you use meeting rooms, the meeting administrator must "let in" participants from the meeting waiting room:



  3. The audience should be informed at start-up of some basic rules, especially that they mute their microphones to avoid noise.
  4. During the meeting, the meeting chair (administrator who has called in for the meeting) should keep an eye on the Zoom controls, to see if anyone raises their had, types a comment etc.
  5. The meeting chair and administrators can allow others to share their screen if desired (e.g. for a presentation).
  6. It's also useful to have the chat-window open, so that one can see if there are any questions etc.
Streaming and recording Zoom-meetings
Recording
Zoom meetings can be recorded by checking automatically record meeting on the local computer in the meeting settings. You can also click the record-button in the meeting. Remember to inform participants that the meeting is being recorded. If the recording is to be published in any way, the participants must consent to this.


Streaming
Zoom has built-in functionality for streaming meetings directly on Facebook or Youtube. You must have access to a channel enabled for live streaming on these platforms. It is important that this you confirm and test this before the meeting. UiB's official channels is controlled by KA. Therefore you have to plan this with KA in good time before the meeting, if you want it streamed. This has to be planned, ordered and tested before the meeting.


To stream, you click More > select Live on Facebook or Live on Youtube from the menu.




Here are some tutorials Streaming a Meeting or Webinar on Facebook Live and Streaming a Meeting or Webinar on YouTube Live.