Zoom Video Conferencing

Using a computer, tablet or smartphone:

1. Enable your microphone and speaker and webcam if video is desired. 

2. Click on the link provided by the meeting host to your email.
   In case the Zoom invitation is unavailable choose “Join a Meeting” on the Zoom website:  zoom.us and enter the meeting ID.

3. If it is installed the Zoom client will start otherwise a dialog will appear offering to install the client.

Using a phone:

1. Dial the number provided in the Zoom meeting invitation.

2. Enter the meeting ID to join the meeting.

1. Enable your microphone and speaker and webcam if video is desired. 

2. Log in to the Zoom website: zoom.us using your Zoom ID.

3. Start a previously scheduled meeting or click on “Host a meeting” and choose the appropriate option to immediately start a new meeting.

1. Choose “Schedule a Meeting”

Provide a Title and optionally a description for your Zoom meeting.

2. Set your event start time and duration.  

Zoom will notify you as the start time for your meeting approaches and will not disconnect a meeting if it exceeds the duration.

3. Choose default settings.
   Choose “Record the meeting automatically” to record your Zoom meeting.
   Cloud recording is available to Zoom Pro accounts.  Zoom Free accounts can record locally.

4. Generate Meeting ID Automatically – Unique meeting IDs expire 30 days after the meeting has occurred and provides protection if a meeting ID was shared accidentally to a public audience. (Don’t use your Personal Meeting ID)

5. Require Meeting Password – Passwords should not be shared outside of intended participants.

6. Enable Waiting Room – Review attendees before admitting them to the meeting. For large classes or conferences, consider assigning this job to a co-host.

7. Click Save and Zoom will generate your meeting invitation.

8. Click “Copy the invitation” and paste this into an email to send to your other participants.

The invitation will include a web link to the meeting and a phone number

The invitation page also has options to edit the meeting settings and start the meeting immediately.

An example of Zoom controls available during a meeting for computer users.  The menu displayed on other devices may appear different but the controls will be similar:

1. Click on the Mute icon to stop your microphone and click on the up arrow next to the microphone to choose and test your audio devices.
   It is usually good practice to mute your microphone and stop your video unless presenting or addressing the assembled group.

2. Click on Stop Video to stop the webcam from showing video and click on the arrow next to the Stop Video icon to choose the video device.

3. An impromptu invite can be sent by clicking the Invite button.

4. Attendees can see who else has joined the meeting and hosts can manage attendees to change hosts or control attendee audio and video by clicking Participants.

5. Click Share to share your screen or a specific app. For example a PowerPoint presentation.  

6. Click Chat to access a chat window to chat with other attendees or the host.

7. If the host has allowed local recording click Record to record the meeting to your local storage.

8. Click Leave Meeting to exit the meeting or the host can close the meeting for all attendees.

Frequently asked questions on zoom.

Preserving Privacy and Securing Zoom:

Making these changes to your Zoom account settings will preserve participant privacy and reduce the chance that your Zoom meeting will be disrupted by uninvited participants.

Accessing and editing Zoom meeting settings (https://zoom.us/profile/setting):

1. Sign in to the Zoom web portal.
2. Click Settings.
3. Click to toggle a setting on or off.

Obtaining and updating the Zoom client:

1. Only download the Zoom client if you are joining a meeting and the client is offered because it has not been detected on your computer or directly from zoom.us/Resources/Download Zoom Client. 
   Downloading the client from elsewhere may carry the risk of installing malware.
2. Only update Zoom through the Zoom client. 

To update Zoom open the Zoom Meetings Client:

1. Click on your user icon on the top right.
2. From the drop down menu click 'Check for Updates.'  If new updates are available, a message will appear that says 'Update Available'. 
3. Click on 'Update' to install.

In Schedule a Meeting:

1. Disable Participants video to prevent video from starting automatically.
2. Disable Join before host.
3. Disable Use Personal Meeting ID (PMI) when scheduling a meeting.
4. Disable Use Personal Meeting ID (PMI) when starting an instant meeting.
5. Enable Only authenticated users can join meetings.
6. Enable Require a password when scheduling new meetings.
7. Enable Require a password for instant meetings.
8. Disable Embed password in meeting link for one-click join.
9. Enable Require password for participants joining by phone.

In Meetings (Basic):

1. Chat, check Prevent participants from saving chat.
   This will disable Auto saving chats and prevent saving chat along with the meeting recording.
2. Disable Private Chat - chat can be re-enabled during the meeting.
3. Disable Annotation.
4. Disable Remote Control.
5. Disable Allow removed participants to rejoin.
6. Set Screen Sharing to Host Only - The host can share a participant's screen during the meeting.

In Meetings (Advanced):

1. Disable Remote support.
2. Disable Far end camera control.
3. Disable Auto-answer group in chat.
4. Enable Waiting room for all participants.

In Other: 

Enable Blur snapshot on iOS task switcher.

During your Zoom meeting:

1. Lock the Meeting: During the meeting click Participants at the bottom of your Zoom window. In the participants pop-up box, click the Lock Meeting button. When the meeting has been locked no new participants can join even if they have the meeting ID and password.
2. If a participant becomes disruptive the host can put them on hold or remove them from the meeting.  To put the participant on hold click on the participant’s video thumbnail and select Start Attendee On-Hold .
3. Expel a Participant: In the participants menu, mouse over the disruptive participant’s name, and several options will appear, including Remove.  Click Remove to kick the disruptive participant out of the meeting.  They cannot get back in if you have locked the meeting or if Allow removed participants to rejoin is disabled.
4. Carefully consider clicking on links presented in Chat especially if attending Zoom meetings hosted outside of Lamont Doherty or Columbia university as these links can be used to launch malware. 

When recording your Zoom meeting:

1. Always advise attendees that they are being recorded.
2. Record in Active speaker view (default) when sharing a screen.
3. Spotlight video to lock the active speaker to the presenter and uncheck ‘Display participants’ names in the recording.
4. Sensitive information should never be recorded, typed into a meeting description, chat, or any other text field that may be stored within Zoom.

For more information about maintaining security and preserving privacy when using Zoom please reference the Security at Zoom website available by following this link: https://zoom.us/security