Zoom Basics

 

This page is intended to answer some frequently asked questions on how to use Zoom as well as link you to already existing Zoom resources and training videos.  For a list of short training videos, please click here.  For searchable documentation, please click here.

Frequently Asked Questions

Who has access to Zoom?
All Middlebury faculty, staff and students with a middlebury.edu or miis.edu account have access to Zoom.

 

How do I start using Zoom?
You can create a Zoom account for yourself at any time by visiting go/zoom, clicking sign-in, and logging in with you Middlebury credentials.  Monterey users will need to use their full @middlebury.edu address.

 

How do I join a Zoom meeting?
There are several ways to join a Zoom meeting, but the easiest is to simply click on the meeting URL when using a computer.  You can also call in via the telephone or from a standard video conferencing unit.  Here’s a video illustrating how to join a Zoom meeting from a computer: 

 

How do I schedule a Zoom meeting?
Zoom meetings can be scheduled using the Zoom website or the Outlook Plugin..  Here’s a video illustrating how to schedule a Zoom meeting from the Zoom website:

Here’s a video illustrating how to schedule a Zoom meeting using the Outlook Plugin:

 

What all is included with my Zoom account?
By default, Middlebury users are given a Pro account, which includes unlimited meetings and meeting minutes and up to 50 users.  For full details on what’s included with a Pro account, check Zoom’s site here.

 

Do I need to download software to use Zoom? Do people joining my meetings need to download software?
Yes, each user will need to download the Zoom application before they join their first meeting.  The can manually install it by visiting Zoom’s download site and downloading the Zoom Client for Meetings, or, most easily, by clicking on the URL to join the Zoom meeting.  The client will automatically download and the user will be prompted to install it.  It only takes a few seconds to download and install.  Here’s a quick video on the process of joining a meeting for the first time..

 

Does everyone in a Zoom meeting need an account?
No, only the meeting host needs a Zoom account.

 

Can other people use my Zoom meeting if I’m not in attendance?
Yes, if you enable the “Join Before Host” feature, anyone can enter your meeting room without you, the host, being present.  They will not be able to record or kick someone else out of the meeting.

 

Can I record meetings?
Yes, hosts have the option to record an MP4 locally to their computer or to record to Zoom’s cloud recording server.  Recordings to Zoom’s server will be automatically deleted after 30 days, so you will need to make sure to download your recordings and offload them elsewhere within the 30-day window.  We recommend storing recordings on either OneDrive or Google Drive.

 

What controls and options do I have while a meeting is occurring?
Hosts and users have access to chat, recording, screen share, camera & microphone, breakout rooms, participant list, annontation, remote control and more depending on what’s enabled in your meetings.  To customize your meeting settings, log in to middpilot.zoom.us with your Middlebury credentials, go to “My Account” and click on the “Meeting Settings” tab.  From this page, you have the ability to enable and disable features in meetings where you’re the host

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Where can I get more help with Zoom?
Please see this page for all the ways to get more support..

 

Best Practices

These best practices are intended to make using Zoom more convenient for folks running standard meetings, and don’t necessarily apply to meetings which need an added level of security or control.

  • Wear headphones when connecting to a Zoom meeting from a computer.  Apple earbuds with the built-in microphone work particularly well.  Other recommended mics here.
  • Mute your microphone when you’re in a meeting and are listening to others.
  • Set your Personal Meeting ID (PMI) to your work phone number, set up a customized link.  PMI and Meeting ID explained here.
  • Use your Personal Meeting Room (PRM, uses your PMI) for as many meetings as you can.
  • Enable the “Join Before Host” feature in your PMR so that others can meet in your absence or tardiness, and so that you can join from a video conferencing system or telephone when necessary.
  • If recording a meeting, record a local MP4 to your computer.
  • If you use Outlook, schedule meetings using the Outlook Scheduling Plugin.

Joining a Zoom meeting from a Video Conferencing Room or Telephone:

As well as having a URL, each Zoom meeting invitation also includes a phone number and IP address from which users can connect remotely.  If you don’t receive this information but would like to connect with one of these kinds of technology, please reach out to the meeting host for the full invitation.

Connecting to a Meeting

  • Phone: It makes sense to join from the phone when traveling, when network connectivity is unreliable, or when using a computer is inconvenient.
    • To join via phone, dial one of the toll numbers included in the Zoom invitation (these numbers are always the same) and then enter the Meeting ID to be placed into the unique meeting.
  • Video Conferencing: It makes sense to join from a video conferencing system when you will be in a room with several other participants and require a nicer microphone / camera than what is built-in on a standard laptop.
    • To join via video conference, dial the IP address in the Zoom invitation (always the same, specific to East or West Coast), and then enter the unique meeting ID when prompted by the Zoom entry queue.

In Meeting Controls

  • Phone: There are no in-meeting controls when connected via telephone.
  • Video conference: You can press # followed by 1 to bring up the Zoom menu on the video conferencing unit.  There are a number of options from this screen, including starting a recording, listing participants, and toggling the video layout. You can also share your screen with the video conferencing unit by either connecting your computer to whatever projection system is in the room and sharing it with the unit however is documented in the room, or by sharing the content through Zoom, either by joining the meeting without microphone and camera or by using the “share screen” option on the Zoom application and entering the unique meeting ID for the meeting.

 

 

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