Zoom at ​College of Lake County

Getting Started with Zoom

Option 1 [Preferred]: Getting Started on Zoom with the Client App

1. Download the latest Zoom Client for your computer.
2. Go to https://zoom.us/download
3. Click the blue “Download” button under Zoom Client for Meetings to access the installer.
   

1. Open the Zoom installer from your Downloads folder and follow the installer’s on-screen steps to set up your Zoom client.
2. Once the client is installed you are presented with two choices: Join a meeting or Sign In
3. Click the Sign In button
4. DO NOT use the Email and Password fields on this dialog. Instead, click the Sign In with SSO button on the right side.
5. On the Sign In with SSO dialog box enter “clcillinois” to complete the CLC custom domain for Zoom
6. Click Continue
7. Login via the Microsoft Login with your full CLC e-mail address including the “@clcillinois.edu” and your CLC password. This would be the same process as accessing Outlook on the Web for e-mail.

​Option 2: Getting Started with Zoom on the Web

1. Go to http://clcillinois.zoom.us
2. Select Sign In
3. Login via the Microsoft Login with your full CLC e-mail address including the “@clcillinois.edu” and your CLC password.

Scheduling Meetings in Outlook on Office 365? Install the Zoom Add-In for Office 365

How to Schedule a Meeting in Zoom

Option 1: Scheduling a Meeting in the Zoom Client App

1. Open the Zoom desktop app
2. Click the Home button at the top left
3. Press the Schedule button
4. Enter in the Meeting Topic, select the date and time of the meeting, and decide on other meeting attributes
5. Click Schedule at the bottom​

 Option 2: Scheduling a Meeting on the Web

1. Go to https://clcillinois.zoom.us/meeting
2. Click the blue Schedule A New Meeting button in the top left corner.
3. Enter in the Meeting Topic, select the date and time of the meeting, and decide on other meeting attributes
4. Click Save at the bottom​

what can i do to prevent "zoombombing"?

You may have already read about “Zoombombing” in articles like Inside Higher Ed.  What a strange world we live in.
 
We’ve taken some steps to prevent Zoombombing from happening to meetings we create, and there are further steps you can take to protect your own meetings.  Below, you’ll find information about what Zoombombing is, what changes we’ve made to our Zoom account to help prevent it, and what you can do to protect your own meetings.
 
One quick detail to call attention to: if you are currently using a Zoom meeting link and did not set a password when you scheduled the meeting, or you are currently using your Personal Meeting ID (PMI) for meetings or classes, you should edit your meetings or schedule new ones.  This will mean updating the link for your Zoom meeting in Blackboard, calendar invites, or other ways you have provided the link to your students or participants.  More details are below.
 
What is Zoombombing?
Zoom is a video conference service that many institutions (including ours) are relying on for meetings, distance education, and other kinds of live collaboration.  Zoom is one of several services that are seeing a spike in popularity in response to social distancing and remote working.
 
Photobombing started out as the practice of intentionally jumping into another person’s photo for the purpose of playing a practical joke.  Now, it’s also used for those times that someone in the background of a photo unintentionally steals the focus of the photo.
 
Zoombombing is a portmanteau of Zoom and photobombing.  Reports like the one in Inside HigherEd share stories of random people popping into classes, sharing inappropriate images, and yelling slurs.  I remember when Rickrolling was the hilarious height of trolling – but Zoombombing is no joke.
 
 
What are we doing to prevent Zoombombing?
As the admins for our College’s Zoom account, we have changed the default setting for three configuration options to help prevent Zoombombing:  require passwords, screensharing limited to host only by default, and identify guest participants.
 
Require Passwords:
Starting today, any new Zoom meetings you create will automatically have a password generated.  This will happen when you schedule a meeting, when you click “New Meeting” in your client, and when you use your Personal Meeting ID (PMI).  This prevents non-invited people from typing random numbers and jumping into your class or meeting.
 
If you include Zoom links in Blackboard or calendar invites so your students or participants can quickly click a link to join your Zoom session, don’t worry – the password will be embedded in the link, so people will still be able to join your meeting with a click.  The link format will change from clcillinois.zoom.us/j/XXXXXXXXX to clcillinois.zoom.us/j/XXXXXXXXX?pwd=randomstringofcharacters. 
 
If you don’t have a password set for your existing meetings, we recommend you edit each meeting and add a password, then re-share the updated link with your classes or meeting invitees.  A password is the first line of defense for keeping out Zoombombers.
 
Screensharing Host Only:
Starting today, when you start a Zoom meeting, by default only the host and co-hosts can share their screens.  You can still allow all meeting participants to share – click the up arrow next to the Share Screen button, then change the “Who can share” setting to “All Participants.”  I’ve included screenshots of the two steps. 
 
Identify Guest Participants:
Zoom defines guests as anyone that is not logged in to a Zoom account.  Because we have an enterprise/education license, guests would also be people logged in to a personal Zoom account.
 
Technically, all of our students currently are “guests,” so identifying guests when conducting class is not that helpful.  However, when you’re conducting a meeting and expect all participants to be CLC employees, it can be helpful to have an indication that someone has joined your meeting and is not logged in to a CLC Zoom account.
 
You can read more about this option here.
 
 
What can you do to further protect yourself?
As the meeting creator and host, you have access to settings and features you can use to further protect yourself and your meeting participants from Zoombombing.  Here’s a quick list of recommendations:

• Use a password.  We changed the default setting, but you still have the option for over-riding the default in your own meetings.  We recommend you always use a meeting password, and edit the meetings you’ve already created to add a password.
  
  
• Do not use your Personal Meeting ID (PMI) or Personal Link for classes or meetings.  Every Zoom account has a Personal Meeting ID (PMI) and Personal Link.  This is a “permanent” link that routes directly to you.  We recommend you treat your PMI and Personal Link like you do your house – invite sparingly, and schedule new meetings for classes and meetings.  Learn more about Personal Meeting ID and Personal Link.
  
  
• Lock the meeting – when appropriate.  When everyone you expect to join your meeting is present, you have the ability to lock the meeting, which prevents anyone else from joining.  Read more about this setting, and other ways you can manage meeting participants, here.
  
  
• Resist enabling “join before host.”  When you create a meeting, you have the ability to enable an option called “join before host.”  This allows other people to join your meeting before you start it.  We recommend using this option carefully.  Read more about this here.
  
  
• Use a “waiting room” – when appropriate.  When you create a meeting, you have the ability to enable an option called “waiting room.”  This option places ALL participants, except for hosts, into a waiting room; hosts can admit people waiting in the waiting room either individually or all at once.  People waiting in the waiting room do not see each other and cannot interact with others in the waiting room or in the meeting.  This is ideal for things like Virtual Office Hours and Advising Sessions.  Read more about the waiting room here.
  
  
• Disable file transfer.  Zoom has the ability to transfer files to all participants, using the chat window.  For now, we are not disabling this feature at the admin level; however, we suggest you turn it off for your meetings unless you know you will use it.  Read more about this feature and how to disable it here.
  
  
• Disable automatically turning on host and participant cameras when scheduling meeting.  When you create a meeting, you have the option of enabling or disabling meeting participants’ cameras automatically turning on when joining the meeting.  This is disabled by default, and we recommend you leave this feature disabled.  Participants can still choose to turn their own cameras on.
  
  
• Learn more about managing participants.  Disruption doesn’t always happen by uninvited participants – sometimes, even the people you’ve invited into a meeting can become disruptive.  As the host of a meeting, you have many options available to you for managing meeting participants, such as turning off participants’ cameras, muting all participants, putting participants on hold, and removing participants from the meeting.  We suggest you take the time now to familiarize yourself with all the management features available to you, and practice before you have to use them.  Read more about these features here.

 
 Please let us know if you would like assistance with following these recommendations, or have other questions about the Zoom service.  We’re happy to help in any way we can.

Inviting Students to Your Zoom Meeting

• Post a Zoom Invite in ​Blackboard
• E-Mail a Zoom Invite
• Zoom Meeting Room Button in Blackboard

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Post a Zoom Invite in ​a Blackboard Announcement

You can post a Zoom invitation or Meeting Link in a variety of places within your course Blackboard. You can post in an Announcement and then check the box to e-mail all students. You can Add an Item in any content area that can contain the Zoom invite information. Finally, if you create a recurring meeting in Zoom you can create a "web link" button or link in the left-hand navigation of your Blackboard course to allow your students easy access to your Zoom meetings.

1. ​Copy/Paste the Zoom meeting link or Invitation out of Zoom.
2. Go to your course Blackboard - Create a new Item or a new announcement. Click into the Rich Content Editor
3. Use Control-V to Paste (Command-V on the Mac) the content you copied from Zoom.
4. Lastly make sure to select the hyperlink of the Zoom invitation. Copy the hyperlink. 
5. Click the link icon in the Rich Content Editor. In the pop-up window paste the Zoom invite URL into the Link Path box and then select Target: Open in New Window (_blank) from the drop-down.

E-Mail a Zoom Invite to Your Students

As some of you have noticed when you try to copy/paste a Zoom invitation or meeting link into a new message in Outlook on Office 365 the link does not "light up" to become a clickable hyperlink. In order to allow this to happen you have to switch your default e-mail format from Plain Text to HTML. 

1. Copy the Zoom Invitation or Meeting hyperlink.
2. Open a New Message in Outlook
3. Select the three dots to the right of "Discard"
4. Select Switch to HTML
5. Paste the Zoom Invite or Hyperlink into the body of the e-mail.
   
6. Send the E-mail to the Students
   

This setting should hold for all future e-mails. Now when you copy/paste your Zoom invitations into a new e-mail the hyperlinks will be active.

Create a Zoom Meeting Room Button in your ​Blackboard Course Navigation

If you create a recurring meeting in Zoom for your class the meeting ID and invitation URL do not need to change. Therefore, a great way to post this in Blackboard is to create the Meeting Link as part of your course navigation in the left-hand bar.

1. Copy the recurring meeting's URL from Zoom
2. Go to your course in Blackboard and click the plus in the upper left-hand corner above the course navigation.
3. Select Web Link from the menu.
4. Give the Navigation Item a name like "Zoom Meeting Room".
5. Paste the Zoom URL into the URL text box.
6. Make sure to click the Available to Users checkbox so the link is visible to your students.
7. Click Submit.
8. You can then move the new web link where you want it to appear in your course menu by clicking and dragging or using the up/down arrows at the top.

Commonly Used Controls in Zoom

● Managing Participants - As the host of a class/meeting, you can manage participants such as renaming, muting, stopping video and other controls for participants.

● Video ON/OFF - Once in a meeting, you can turn your video on by clicking the “Start Video” icon on the bottom left of your screen. To turn it off, click the “Stop Video” icon.

● Virtual background - Once in the meeting, you can select a virtual background by clicking the up caret to the right of the Start Video icon.

● Muting - To ensure minimal background noise during your Zoom meeting, it is recommended that you mute everyone on the call when they’re not talking. To do this, click on the Participants icon at the bottom of your screen click Mute All in the side panel.

●  Chat in a meeting - Meeting participants can ask questions during a Zoom Meeting via the meeting chat. This would be the means of interaction for a participant that does not have a microphone. Start by clicking the “Chat” icon on the bottom right of your screen.

• Once the chat panel will open up on the right, you can view and respond to all public chats.
• Use the three dots to choose whether you want to send messages to all meeting attendees or the host privately.
• Note: Private chats will not be visible to the host. Learn how to control and disable in-meeting chat.
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●  Sharing Your Screen

• Click the “Share Screen” icon at the bottom of your screen to share your desktop.
• If you’d like to share specific windows or applications, you can choose to do so from the dialog box.

Tips and Tricks for Delivery via Zoom

• Pre-set your meeting to mute participant’s microphones upon entry. This helps to avoid background noise and allow your students to focus on your lesson.
• Look at the camera to create eye contact with your students. This helps to create a more personal connection while teaching over video.
• Take a second to check chat or your student’s video (if on camera) to check-in with your students and get feedback.
• Speak as if you’re face-to-face with the class while ensuring you’re at the appropriate distance from the microphone for the best audio experience.
• When delivering a presentation, sharing images, files or video, give your students a moment to open or take in what you’ve shared.
• Embrace the pause. Take a moment after the end of your comments and allow for students to engage before continuing on.
• Remember if you have meeting participants joining via phone it is helpful to repeat questions or describe screen sharing activity.
  
• When responding to someone in the Chat use the '@' and their name to show where your comments are directed.

Tips and Tricks for Virtual Lessons

• For your first class, set aside some time to introduce your students to Zoom and ensure that they’re able to connect their audio and video.
• Give an agenda or plan for each class by Screen Sharing a document or slide at the beginning of class. This gives students a clear idea of how the class will progress, what will be covered, and the activities they’ll engage in.
• Discuss online etiquette and expectations of the students in your first virtual class and periodically revisit the topics.
• Utilize the Whiteboard or Annotate a shared document and let your students engage as well. When sharing a whiteboard, document, screen, or image, try whiteboarding math problems or have a student use annotation to highlight items such as grammar mistakes in a paper you’re sharing.
• Take time to promote questions, comments, and reactions from your class. Give a minute to allow your students to utilize reactions, write their questions in chat, or be unmuted to ask their questions live.
• Divide into smaller groups for a discussion on a certain topic. You can use Zoom’s Breakout Room feature to either pre-assign or auto-assign students into groups for a short period of time so they may discuss things together.
• Have students be the presenter and share projects with the class. This allows your students to show what they’re working on while practicing their presentation skills. It also allows students to hear from one another.

​Last Updated: April 03, 2020 - 1:23 PM