KI 0472 Arrange digital meetings with 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
Schedule a meeting from Outlook:
If you have your e-mail and calendar in Outlook/Exchange this approach is recommended:Click in New event > pick add a zoom meeting > pick time and participants as usual > save and send invitation
The link to the meeting is automatically included in the invitation. You can adjust the meeting settings, i.e. for security. If you select "do not show this again" at the bottom, these settings will be kept for your future meetings. If you want to invite a larger group to the meeting, you don't have to include the whole list in your invitation. You can send them the sharing link found in the meeting invitation, either from Zoom or from Outlook.
Schedule from the Zoom program
If you don't have email and calendar in Outlook/Exchange, you can create and send invitations from the Zoom application.Click on the "+" symbol above the meeting list > click on Schedule meeting.
You will see the box "Schedule Meeting" where you can select the title and time for the meeting. You can also edit settings for the meeting here, e.g. for safety. Here you pick which calendar you want to connect the meeting to. If you don't have a calendar, select Other Calendars, to make a generic invitation that can be emailed to participants.
When you are done with this, click Schedule at the bottom right. You will now see a text that you can copy and send by e-mail to all participants, regardless of which e-mail and calendar they use (you can also select open with default calendar (.ics)" if you want a calendar file). Now you can send out the invitation to all invitees.
Settings for zoom-meetings
You can have a lot of different settings for your zoom meetings.
Meeting password is required for all meetings at UiB to increase security.
See the settings highlighted in the image below:
Conduct the Zoom-meeting
- 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).
- If you use meeting rooms, the meeting administrator must "let in" participants from the meeting waiting room:
- The audience should be informed at start-up of some basic rules, especially that they mute their microphones to avoid noise.
- 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.
- The meeting chair and administrators can allow others to share their screen if desired (e.g. for a presentation).
- 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.