Zoom

User Manual

developed

by

Gary P. Davis

and

David J. Ayersman

for

Students and Employees of New River Community and Technical College

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PREFACE AND OVERVIEW

For the fall 2018 term, New River Community and Technical College is implementing
Zoom as our new platform for delivering IVN (Interactive Video Network) classes. Zoom
will also replace Blackboard IM in December 2018 as the college-wide solution for instant
messaging. These changes will save the College money while also providing new options
and features for all users.
Simply put, Zoom is easy to use, and it offers a number of useful features and options
not previously available to us for videoconferencing and instant messaging. Zoom is also
compatible with our current Lifesize® systems which means that Zoom and Lifesize
equipment can interconnect. Two new IVN classrooms were created in the summer of
2018 (R126 and F214). These “Zoom Rooms” are about 10 years newer than our Lifesize
equipment and will provide a better videoconferencing experience (better quality video
and audio as well as additional options). As funding allows, we will begin replacing
outdated Lifesize rooms with new Zoom Rooms throughout the College and we expect this
to take some years to complete.
Implementing Zoom involves some changes to the responsibilities of IVN instructors
and students who must now (1) start class meetings and (2) end class meetings. In the
past, our IVN system connected meetings automatically and IVN instructors and students
only needed to enter the room to be “connected” to the other classrooms. Unfortunately,
our older Lifesize IVN rooms no longer have this feature which means someone in each
classroom must act to start and end each class meeting. As a result, some basic familiarity
with operating the equipment is essential for both IVN instructors and students,
particularly students in remote classrooms without an instructor on site.
This manual provides detailed information for using Zoom and has been created
with our New River environment in mind, meaning that the information is specific to New
River. While this manual is an excellent general resource, we have also created additional
information for IVN instructors and students to further assist with using Zoom
(https://web.newriver.edu/training/it107/index.html). Also, our Help Desk continues to
be an excellent source for assistance and guidance for using our IVN system
([email protected] and 304-929-6725).

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PREFACE AND OVERVIEW ................................................................................................................................................ 2

ZOOM INTRODUCTION AND OVERVIEW .......................................................................................................................... 4
TWO ACCOUNT TYPES ...................................................................................................................................................................... 4
CREATING A ZOOM ACCOUNT AND LOGGING IN ..................................................................................................................................... 4
NAVIGATING AND CUSTOMIZING YOUR ZOOM ACCOUNT ......................................................................................................................... 5
ZOOM DOWNLOADS (FREE)............................................................................................................................................................... 8
OVERVIEW OF THE ZOOM CLIENT FOR MEETINGS.................................................................................................................................. 9
OUTLOOK CALENDAR INTEGRATION.................................................................................................................................................. 17
USING ZOOM FOR IVN .................................................................................................................................................... 17
SCHEDULING IVN CLASSES ..............................................................................................................................................................18
SCHEDULING ZOOM MEETINGS.........................................................................................................................................................18
CONNECTING AND DISCONNECTING IVN MEETINGS ............................................................................................................................ 21
NEW LIFESIZE NAVIGATION OPTIONS................................................................................................................................................ 24
ZOOM ROOM NAVIGATION ...............................................................................................................................................................26
SCREEN SHARING...........................................................................................................................................................................26
ZOOM FOR INSTANT MESSAGING ................................................................................................................................... 29
CONTACTS AND GROUPS ..................................................................................................................................................................30

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ZOOM INTRODUCTION AND OVERVIEW

Zoom is a videoconferencing and instant messaging solution available to all New River
students, instructors, and employees. Zoom is the platform now used for delivering our
IVN classes and before 2019 it will replace Blackboard IM as our instant messaging
solution. We use Zoom to manage our IVN classes, but it is also useful for enhancing web-
based classes (it is integrated with Blackboard). It is used for scheduled meetings (it
integrates with Outlook for calendaring) and for impromptu meetings (like virtual office
hours or one-on-one and group study meetings). Zoom is integrated with our Active
Directory and portal so that single sign-on authentication works.

Two Account Types

There are two account types with Zoom. Knowing your account type is important since
there are at least two key differences.

• Basic (Free) – The majority of our users will have this level of account. It allows
access to all the features described in this manual. Two restrictions to this account
type are (1) any videoconference created with this account type as the host can only
last for 40 minutes and (2) recordings go to the local computer instead of to the
Cloud.
• Pro – We have only 20 of these accounts (we pay for them) and we are using them to
create the IVN schedule of meetings (since they do not have the 40-minute duration
limit for meetings). We have assigned some PRO accounts to IVN instructors but we
simply don’t have enough for every IVN instructor.

Creating a Zoom Account and Logging In

To create your Zoom account and login with your New River email address and password,
go to the New River portal (https://my.newriver.edu) and click the Zoom link that appears
in the left-side navigation.

You can also go directly to https://newriver.zoom.us and click “Sign in” – you will be
prompted for credentials. You will need to use your full New River email address
([email protected]) and your New River password (see below).

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Navigating and Customizing Your Zoom Account

Once you sign in to your Zoom account you will be taken to your Profile page (see below).
On this page you can upload an image or avatar (optional) but you must choose your Time
Zone (the default is blank). If you don’t choose your Time Zone, you may be confused by
meeting times as you create them. Only the PRO accounts can edit the “Personal Meeting
ID” (we have only 20 PRO accounts).

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The next section to customize is the Meeting Settings (located under “Profile” in the left-
hand navigation pane). You do not need to change any of these settings, but they are
available to you. This page is where you customize your meeting experience for any
meetings you create (some settings are set by the organization and you won’t be able to
change them). There are tabs at the top which categorize the settings into sections called
Meeting, Recording, and Telephone – click each tab to customize the settings for that
section. Within each of these sections (located on the left at the top under each tab) is a
clickable “subheading” link that allows you to jump quickly to that section.

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Next is Meetings which is located directly under the “Meeting Settings” link in the left-hand
navigation pane. Options here include three tabs for Upcoming Meetings, Previous
Meetings and Personal Meeting Room. You don’t need to make any changes on this page, but
it is where you can view all of your meeting recordings as well as see a schedule of future
meetings (see below).

Next is Recordings, located directly under “Meetings” in the left-side navigation. Once you
have some meetings recorded they will appear in this section. There are two types of
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recordings: Cloud recordings, which are recordings that are stored on a Zoom server, and
Local recordings which are stored directly on your computer. We have limited space
available in the Zoom Cloud, so we must prioritize use of the space with IVN courses having
the highest priority. Personal meetings should be saved as local recordings. Our support
staff will need to periodically purge Cloud-based recordings to ensure that we maintain
enough space for IVN classes. We will purge the oldest non-IVN recordings first until
sufficient free space is created.

At the bottom of your Zoom account page, there are useful links (in a green box) that
include training information (Video Tutorials, Attend Live Training, and Knowledge
Base). Also, at the very bottom of the page (in black) you will find links to download the
various clients, plugins and extensions.

Zoom Downloads (Free)

If you only use Zoom from one of the IVN classrooms, you don’t really need to
download anything. Zoom is already installed in these rooms. But if you plan to use Zoom
from your own computer (at the office or home), then you should download the Zoom
Client for Meetings.
If you plan to do a lot of scheduling for Zoom meetings, then you might also want to
download the Zoom Plugin for Microsoft Outlook. It integrates with Microsoft Outlook so
that as you schedule meetings you can choose to make them Zoom meetings by clicking the
Zoom icon in Outlook. This automatically creates all of the connection details for invitees to
join you and puts the information into your invitation.
The Zoom Extension for Browsers works with Firefox and Chrome and integrates
with Google calendars. Since we use Outlook at New River, you don’t really need these
downloads.
Zoom Mobile Apps are available for iOS and Android devices (and they work
great!). If you have a mobile device and want to use Zoom, we recommend downloading
the Zoom Mobile App.
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The link for all of these downloads is available at the bottom of this page:

https://newriver.zoom.us/

Overview of the Zoom Client for Meetings
The Zoom Client for Meetings is used to start and join videoconferences (including
IVN) and for College-wide instant messaging.
Sign into the client using your full New River email address
([email protected]) and the Zoom password you’ve created.

You can also sign in to the Zoom Client for Meetings by clicking “Sign in with SSO”
(on the right-side of the login screen), which will bring up a box asking for your company
domain (see below).

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Simply type in newriver for the domain (see above) and you’ll be taken to the New River
login page for Zoom (https://newriver.zoom.us) where you’ll need to enter your full New
River email address ([email protected]) and your New River password (see below).

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After logging into Zoom you may see the following dialog box open:

If you see this box, click “Zoom Meetings”, you can also click the “Remember my choice”
box and then click “Open link” which will then open the desktop client. Doing this will
ensure that future meeting links you click will open the Zoom Client for Meetings
application.

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This is the Home screen of the Zoom Client for Meetings. From this screen, you can Start,
Join, and Schedule videoconferences. You can also Share Screen to a conference already
in progress (without joining it directly on that device). Your name is displayed at the top
(where this one is visitor) and you will also see your current status indicator (green dot
here, showing that you are available) if you click the down arrow beside the status indicator
you will see the following menu.
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This menu is where you can change your availability, log out, or exit the application. The
Settings icon at the top right of the screen allows you to browse through and select various
options you may want to enable or disable for your account and your meetings. Audio and
Video options are here and easy to configure.

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At the bottom (in black) you will see four options. In the image above, you can see
that Home is selected, but Meetings, Contacts, and Chats are also options.

Meetings
Click this option to view Upcoming and Recorded meetings. It is also where you can
quickly locate your Personal Meeting ID.

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Contacts
Click this option to view all New River contacts (Company Contacts) and all the Zoom
Rooms. Use the Favorites group to keep track of your frequent contacts. You can right-click
and Company Contact and Add them to Favorites. Groups (both private and public) are also
found under Contacts. If you open any of the drop downs you will see the list of users
associated with that section, hovering over the user brings up options to either “Meet”
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(start a videoconference) or “Chat” (will open chat window). You can also add groups and
contacts from this tab.

Chats
Click the Chats option to view a list of all of your recent chats or to begin a new chat. You
can continue a previous chat by simply clicking into it or you can click New Chat and select

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someone to begin a new chat with. One feature that works great with Chat is adding
attachments—a feature not available in Blackboard IM.

Outlook Calendar Integration
Calendar Integration is helpful for anyone creating meetings or attending meetings on a
regular basis. Integration allows you to see your scheduled meetings right in the Zoom app
and you can simply click “Start” on that meeting to enter it.

Go to the “Meetings” tab in the Zoom client, click “add a calendar”, select “Exchange”, and
enter the following information:

• NEWRIVER\your New River username

• Your New River password
• Select “Exchange 2013”
• https://mail.newriver.edu/EWS/Exchange.asmx

USING ZOOM FOR IVN

Using Zoom to manage our existing Lifesize equipment provides opportunities for
introducing new technologies, while leveraging our existing investment in Lifesize
equipment and user expertise.
What is different?
Students and instructors in Lifesize IVN classrooms will have to manually join and end
each class meeting. The steps for this will vary slightly from room to room but will be
printed and displayed in each IVN classroom.
Regardless of the specific steps, the general steps involve someone at each location using
the Lifesize remote control to open the directory of meetings and choose the meeting
they should join. And to end a meeting, someone at each location must simply use the
Hang Up button on the Lifesize remote.
Instructors (and students) in one of the new “Zoom Room” locations (R126 and F214) will
be automatically connected and disconnected for each IVN class. No action is required.
In the Zoom Rooms there is an iPad that is used to control meetings. To be able to share
your screen in these rooms, the instructor will need to log into the Zoom App on the
computer they wish to share from (your laptop or the instructor computer) and click “Share
screen” on the home page of the app, depending on the type of device, you will either be
prompted to enter the sharing code (or meeting ID) which will be located on either the TVs
in the room or the iPad, or the device will automatically pair up and ask what you would
like to share.

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Both the new “Zoom Rooms” and the old Lifesize rooms will have enhanced features and a
different layout regarding how other participants are viewed. The new Zoom rooms are
able to display up to 49 different rooms different while the older rooms will still look and
function much the same as they always have, but they will have an extra menu that can be
utilized. What is the extra menu?
One of the biggest differences is that it is possible to join a Zoom IVN conference from
anywhere you can take your device and have internet available to you. While this option is up
to the instructor and administration to allow the student to utilize it is still an option that was
not readily available with our previous system.

Scheduling IVN Classes

Currently, most scheduling for IVN Classes will be done by the ITS department using our Zoom
PRO accounts. To do this, Gary chooses a Zoom Pro account to login with, then he creates a
recurring Outlook meeting invitation, and adds Zoom to the meeting. He then

Scheduling Zoom Meetings

One-to-one and small-group meetings can be scheduled (1) directly in Outlook (using the
Outlook plugin), (2) through the desktop Zoom app or (3) using the Zoom website
(https://newriver.zoom.us).
Any of these approaches will let you select your meeting topic, start time, duration, and
other options as shown below:

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Please note the check box for recurring meeting. Using this check box, you can
create a meeting that occurs daily, weekly (including multiple days per week), monthly and
more. You can also require a password to be entered before a user can join the meeting, to
add a level of security to your meeting.

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Once you confirm the options for your meeting, click the Schedule button (or Save
on the Zoom website). Regardless of your selection for the calendaring program (we use
Outlook), you will be directed to a meeting invitation (see below). Outlook is our default
email program at New River, but the ability to personalize your meeting invitation and
select the attendees are the next steps for any calendar option you choose. If you choose
Google or any other calendar instead of Outlook, you’ll be taken to that website for you to
login.

When using the Zoom website, you will be taken to another page where you’ll be
asked to select a calendar (choose Outlook) where the meeting will be added. If Outlook is
selected, it will download a “meeting” file that will open where you can edit the meeting
description and then click “save and close” to add it to your Outlook calendar and send it to
attendees you’ve chosen.

Please keep in mind that if you are using a Basic (Free) account, your meeting will be
limited to 40 minutes duration. You can restart that meeting at the end of 40 minutes by
simply clicking “Start” from within the desktop client under “Meetings” or clicking the link
in the schedule reminder again.

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Connecting and Disconnecting IVN Meetings
Connecting to an IVN meeting will be different depending on which platform you are
connecting from. Please note that whether you are connecting from a Lifesize IVN room, a
Zoom Room, or even if you are connecting via the Desktop or Mobile Client, you will need to
know the Personal Meeting ID of the meeting to make the connection.

• Lifesize: For IVN classes, we will input the meetings in the directory which is
accessed by hitting the yellow button on the Lifesize remote while on the home
screen (see below).

Once in the directory you will find your class (using the Personal Meeting ID), select
it and press the “ok” button to place the call.

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If for any reason your meeting is not listed on the directory you will need to select
“Video Call” from the Lifesize home screen, then you will need to dial 162.255.36.11
followed by “##” and the Meeting ID (Example: 162.255.36.11##1234567890) once
the number has been entered correctly you will then press the “Call” button (see
below).

• Zoom Room: For IVN classes (or other pre-scheduled meetings) your meeting
should start automatically. No user actions are needed. If you are joining a non-

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scheduled meeting you will need to locate the iPad in the room, select “Join” and
then enter the Meeting ID.

If you have a scheduled meeting but it is past the start time and you have not yet
joined, please check the “Meeting List” on the iPad and if the meeting is showing up
on the schedule with a “Start” button, please press “Start”.

• Desktop/ Mobile: If you received an email detailing the scheduled meeting you can
click on the link in the e-mail to join from web, this will launch the client and start
your meeting. Otherwise you can select the “Join” option from the home page of the
client and enter the Meeting ID. Yet another way, if you have integrated your
Outlook calendar to your Zoom account, you will see the meeting on the “Meetings”
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tab and you can simply click on “Start” which will appear after hovering over the
meeting.

New Lifesize Navigation Options

In addition to the navigation options previously available in the Lifesize IVN
classrooms, there is a now a new menu available. While in a call if you hit the number 1 on
the Lifesize remote (you may also need to hit the button (it looks like 4 circles or a
clover button) the menu will appear on the display in the room and will look as follows:

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And after hitting “0” for more options you will have the following menu:

Some of these options will require a Host ID code. These will be given to instructors who
will be originating from a Lifesize room, however if you misplace the code and need it,
please contact IT support to obtain this code.

To see more information on these options please visit

https://support.zoom.us/hc/en-us/articles/115005889546-H-323-SIP-Menu

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Zoom Room Navigation
Within a Zoom Room you will have an iPad that controls the room and shows you
the schedule for that room (all meetings that are scheduled for that day). It will also show
you room and meeting information such as Meeting ID, Sharing ID, and more. The iPad
allows you to connect to a meeting or disconnect from a meeting. If there is a desktop
computer in the room the iPad should be located near it.

For more information on Zoom Rooms please visit these links:

Zoom Room User Guide (PDF 6 pages)

https://support.zoom.us/hc/article_attachments/360000448543/ZRUserGuide_0218.pdf

Zoom Rooms Overview (video 53 seconds)

https://support.zoom.us/hc/en-us/articles/205000945-Zoom-Rooms-Overview-Video

Screen Sharing
Use Screen Sharing to show a PowerPoint presentation, a video, or to share any
application window on your computer screen. Depending on how you are joining the
meeting there are different ways to share this information with your participants.

Lifesize Rooms:

The steps for sharing your computer screen in a Lifesize room have not changed.
Use the “Room Control” Internet Explorer icon on the desktop within the full size rooms
and click the welcome screen (if it appears) which will turn on the TV and projector and to
share the computer screen you will click “PC” and then “Start”, you can also share the
document camera in the room by clicking “doc cam” and then “Start”; Note: the “Start”
button will change into a “Stop” button once engaged. Please make sure you click “Stop”
before switching between other inputs such as “teach cam” or “doc cam”, failure to click
“Stop” first can result in a mixed signal which will cause the screen to not display correctly.

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For rooms that do not have this feature but do have a computer connected to the
Lifesize unit, you can use the Lifesize remote control and press the Green button with a
square in the middle:

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Which will share the computer screen with all participants.

For rooms that do not have a computer connected to the Lifesize unit, in order to
share your computer screen, you will need to log into the Zoom desktop client on another
device and join the meeting to share your screen.

Zoom Rooms and Devices:

Screen sharing in a Zoom room requires that you log into the Zoom app on the
desktop computer within the room (if available), or another device if a computer isn’t in the
room. After logging in you will see a “Share screen” button located on the home page of
the client; click that and enter the sharing ID (located on both the display in the room and
the iPad) sharing with a laptop will not always require entering the sharing ID because the
Zoom room shares this information with most mobile devices in the room. You will be
asked what you would like to share and you will be presented with a screen showing all
your open windows to choose from. You can also choose to share your entire desktop
window instead of one particular application window. There is a whiteboard option too (it
shares a blank white page that you can write and draw on).

Below is the window you will see when you click “Share screen”. Please note the two
check boxes at the bottom of the window “Share computer sound” and “Optimize for full
screen video clip” if you are sharing a video or anything with sound you will want to utilize
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these boxes. If you play a video and do not click them, the other participants will not be able
to hear any sound and the video clip will be very choppy.

ZOOM FOR INSTANT MESSAGING

Zoom provides us with instant message capabilities from the desktop app for PC and
Mac as well as the mobile app available for both iOS and Android devices. So, regardless of
your location and device, now you can collaborate and share information with others at
New River. Instant messaging is not just typed messages, but also includes sending files,
sharing photos, and even taking screenshots and then sharing it all from the chat window. If
your device has a camera, mic and speakers you can start a videoconference from chat.

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Click the emoticon (smiley face) to search for GIF images to send.

Contacts and Groups

You have a contact list which you can manage (you can add favorites and add
contacts – even people you may know who use Zoom but who are not affiliated with New
River). You can also create and manage groups.

Add Favorites

Adding favorites is simply a matter of finding the contact you would like to add, right
clicking on them to get a menu to pop up and clicking “Add to favorites” from that menu.

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Add a contact

To add a contact who uses Zoom, but is not on our domain (all users of our domain
are automatically listed under “Company Contacts”) simply click “Add contacts” at the top
and then enter that users e-mail address.

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Contacts added outside of our domain will be added in a separate section within this
tab labeled “Other Contacts”. Please note that when you add a contact an e-mail will be sent
to that user requesting approval.

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Add a Group

To add a group in which you can send group chats to, simply click on “Add a group”

This will bring up another window which has a field to name the group and a field to
type out names of contacts to add. The group can be marked as Private or as Public. Public
groups can be searched by anyone and anyone is allowed to join. There is a check box
named “Members in your organization only” which will limit the users able to join / be
added to the group to only those within our domain.

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Adding a group will create another section on your contacts list with the name of the group
and under it list those who are members.
Once your group is created you can edit users, assign a new admin for the group, and
change options. Open a chat window and under the “Groups” section right click on the
group you wish to edit and you will see the following menu:

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NOTES
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