Zoom unifies cloud video conferencing, online meetings, and group messaging into one easy-to-use platform. In addition, it offers the best video, audio, and wireless screen-sharing experience across multiple platforms.
Video sessions in Zoom are similar to sessions conducted in a traditional classroom, where small groups of students meet separately to brainstorm and collaborate. You can set up video sessions in your Zoom meeting room to engage in real-time, private, and group discussions.
Within a video session, group members can share information, chat, annotate, communicate via the web or phone, and pass to another presenter. As a Host, you can join a video session of your choice to observe or facilitate group interactions.
This guide covers:
- Download Zoom
- Accessing Zoom
- See Upcoming Meetings
- View Past Meetings
- Access Personal Meeting Room
- Mute/Unmute Control
- Start/Stop Video
- Manage Participants
- Share Screen
- Breakout Rooms
- Alternative Hosts and Co-hosts
- Security Features
- Limit the session to only VU students & Staff
- How to create Zoom meetings with staff using the Zoom App & Outlook
It's important to note that Zoom cannot be used for invigilation of exams.
If it is your first time using Zoom or you have never installed the application, the following steps are essential to stop any errors or issues occurring in the future.
1. To download Zoom on your device, you must go to the Zoom Conferencing Portal site. You can do this by selecting this link ( https://victoriauniversity.zoom.us/ ). Then choose Download Client.
2. Once on the Download Center, select Download underneath Zoom Client for Meetings to download the 32-bit version.
Feel free to select the smaller Download link underneath the large Download button to download the 64-bit version.
3. Once you have saved the installer application on your device, install Zoom by selecting the installer file. Then follow the installation steps.
4. Once installed, the Zoom application should now be on your device, ready for you to log in and adjust settings.
You might need to use your device's search bar to look for the application if it has not automatically created a shortcut on your desktop.
2.1 How to log into the Zoom Web Portal (Connecting your Staff Zoom Account)
1. To log into your Zoom VU Staff account, select or type this link into your search bar ( https://victoriauniversity.zoom.us/ ).
2. On the webpage, select Sign In.
You might be asked to sign in with the Multifactor Authentication (MFA). Then, wait for a unique code to be sent to your smartphone.
4. Once you receive the code by text, type in the code and select Log In.
This will take you to the Zoom Web Portal website, where you can access all planned Zoom Sessions, your Zoom settings, automatic attendance roles and more.
2.2 How to log into your Zoom App (Logging into your Zoom Application)
You can now sign in to your Zoom Application on your computer device.
5. On your Desktop, open the Zoom App.
6. To sign in, select the SSO button.
7. Next, type ( victoriauniversity ) in the search bar and then select Continue.
Ensure the search bar ends with .zoom.us
You should now be registered and logged within your VU Staff Zoom account.
8. You might be asked to sign in to VU Collaborate again; if you do, follow steps 3 to 4 of Accessing Zoom.
2.3 VU Collaborate Zoom Sessions (How to find your Virtual Classroom Sessions)
1. Navigate to the VU Collaborate Delivery Space where you need to access Zoom to teach your class.
2. Select Communication on the navbar. Then select Zoom classroom from the drop-down menu.
Please read through Schedule a new class on Zoom to learn how to create Zoom sessions on VU Collaborate.
1. Click Upcoming meetings for upcoming lists any one-time or recurring meetings that you have scheduled or scheduled for any users you have scheduling privilege for. You can hover over the meeting to start the meeting, edit the settings, delete the meeting, or copy the invitation.
2. Select Show my course meetings only to see a specific unit session.
1. Click Previous meetings to view any past meetings. It will list meetings from the past 30 days.
1. Click Personal meeting room to access your meeting room. This room is a virtual room that is permanently reserved for you. You can start it at any time or schedule it for future use.
Cloud Recordings: VU will not be recording any Zoom classroom sessions moving forward due to security, privacy, and copyright concerns.
This control allows you as the host to mute or unmute participant's microphones.
1. Select Participants.
2. Select Mute All to stop all microphones at once.
3. A pop-up window will appear; tick the box which states Allow Participants to Unmute Themselves. This will allow participants to unmute themselves when they feel like it. Then select Yes to finalise this setting.
You can leave the Allow Participants to Unmute Themselves setting unticked if you prefer to unmute all or particular participants. For example, this could come in handy during an online presentation.
4. If you have left Allow Participants to Unmute Themselves unticked or you accidentally selected this option, you can click Mute All again (which will now be blue) in the Participants List and tick the setting Allow Participants to Unmute Themselves or click the Three Dots (which indicates more options) to unmute all participants within the session.
It's not recommended to have all participants unmuted if you have a large group.
5. You can use the following step to select the Three Dots (which indicates more options).
6. A dropdown list will appear; select Allow Participants to Unmute Themselves.
7. Selecting the Three Dots also has other settings, which include the following:
- Ask All to Unmute: Asks all Participants to unmute their mics. - Not Recommended
- Mute Participants on Entry: Mutes all mics on entry. - Recommended
- Allow Participants to Unmute Themselves: - Recommended if you are unsure how to manage the mute functions and/or you are with a group who are comfortable using Zoom.
- Allow Participants to Rename Themselves: - Not recommended.
- Play sound when someone joins or leaves: - Not recommended
- Lock Meeting: - Selecting this stops people from being able to join the session. This can be helpful if you know you have all students in the session already.
A tick next to a setting on the left-hand side indicates that it is currently selected, select the setting to turn it off and on.
The tick indicates the setting is currently on.
1. Starting and stopping a video is as simple as selecting the icon. There is a video icon in the bottom bar. Click on the Start Video icon to start or stop your webcam video.
2. In the Participants list, you can view whether or not participants have their video turned on by the icon on the right. It will appear red with a line cutting through the icon when off and grey when on.
This process is identical when viewing a participants mic.
As the host of the meeting, you can manage the participants. By default, any participant in the meeting can share their video, screen, and audio.
Follow the instructions in Manage Participants in a Zoom Meeting.
Although the button is called share screen, there are several different sharing options available here.
1. Click the Share screen button located in your meeting controls.
2. Select the screen you want to share and then select Share on the bottom right to begin sharing your screen with others. You can also choose an individual application that is already open on your device, such as a PowerPoint presentation, a desktop, a blank whiteboard, or a phone or tablet.
If you're sharing a screen that includes audio such as a YouTube Video, tick the box which states Share Sound on the bottom left before selecting Share on the bottom right.
Additionally, you can enable the following feature:
1. Select Advanced and share computer sound. If you check this option, any sound played by your computer will be shared in the meeting.
In meetings, Chat allows you to send messages to other people within a meeting. For example, you can send a private message to an individual user or send a message to the entire group. As the host, you can choose who the participants can chat with or disable chat entirely.
1. While in a meeting, click Chat in the meeting controls.
2. This will open the chat area on the right. You can type a message into the chatbox.
3. When new chat messages are sent and you do not have the chat section open, a preview of the message will appear, and Chat will flash orange in your host controls.
Breakout Rooms allow you as the host to split your Zoom Meeting into separate sessions. You can create up to 50 individual sessions. As the host, you can choose to split the meeting participants into these individual sessions automatically or manually and switch between sessions at any time.
1. Start a meeting.
2. Select Breakout Rooms.
3. Select the number of rooms you would like to create and how you would like to assign your participants to those rooms:
- Automatically: Let Zoom split your participants up evenly into each of the rooms.
- Manually: Choose which participants you would like in each room.
- Let Participants Choose: Allow participants to self-enrol into a room they would like to be in or a room they need to go into.
4. Select Create.
5. The rooms will be created but will not start automatically. You will need to select Open All Rooms for it to start.
For more in-depth information on Breakout Room settings, please read the guide Using breakout rooms in Zoom.
See the video on creating breakout rooms in this video.
Due to the Zoom update on 22/12/2020, Participant options have been moved into Reactions found on the Zoom Tool Bar.
In meetings, Reactions allow participants to send emotes and emojis to represent their current reaction to a question, topic of discussion or the need to ask a question by raising a virtual hand, showcasing to all participants within the session. As the host, you will be able to identify who the reaction is associated with via the Participants List or using a Gallery view in the top left corner of the participant's video.
1. Select Reactions on the Zoom toolbar to activate the dropdown menu full of possible reactions.
2. Selecting a Reaction will place the reaction on the top left corner of your screen if you are currently not sharing a screen. All reactions will last around 10 to 15 seconds on screen before vanishing.
3. Participants must lower their hand by selecting Reactions from the Zoom Tool Bar and Lower Hand to close the reaction.
Selecting More which is symbolised as the three dots, will allow participants to choose a range of emojis outside the original Zoom selection.
4. Select Participants and Chat on the Zoom Tool Bar. With these options selected, you can see who has chosen a reaction and how many have chosen a reaction within the session.
5. In order, each symbol allows you to:
The Clap symbol can be used when celebrating one's success in completing an excellent presentation or when you're enjoying a student's participation.
The Thumbs Up symbol can be used when agreeing with a discussion or possibly a question.
The Joy symbol can be used to express that something was quite hilarious or joyful to listen to.
The Open Mouth symbol can be used when you wish to express shock or surprise.
The Heart symbol can be used to express that you loved watching or listening to a student's presentation or a possible answer to a question.
The Tada symbol can be used when celebrating a joyful moment within the session, such as the unit's last day.
The Raise Hand symbol can be used when a participant has a question they wish to ask you. Just as a student would raise their hand in class, this is the virtual mechanic to do so. Once you have permitted them to speak, they may unmute themselves and ask their question or possibly answer a question you asked them. Once finished, they can click on the Raised Hand symbol again to remove the symbol.
As the host, if you have asked the class a question. Participants may press the Yes symbol if everyone is muted. (This should be used if their answer is yes).
As the host, if you have asked the class a question. Participants may press the No symbol if everyone is muted. (This should be used if their answer is no).
The Slower symbol indicates that a participant would like you repeated what you just said or slow down to understand clearly.
The Faster symbol indicates that a participant wishes for you, as the host, to speak louder or present faster.- Presenting Faster is not recommended.
1. The Host role allows you to control all aspects of the Zoom Meeting, including managing the participants.
2. When scheduling a Zoom meeting, you can assign Alternative hosts. The alternative host has all the same rights as a Host, except they can't create Polls.
3. The Co-host feature allows the host to share hosting privileges with another user, allowing the co-host to manage the administrative side of the meeting. There is no limitation on the number of co-hosts you can have in a meeting. However, the host must assign a co-host.
- Manage participants
- Mute all participants
- Stop/start the recording
- Move between Breakout rooms.
- Start the meeting
- Start breakout rooms or move participants from one breakout room to another.
- Make another participant a co-host
- End meeting for all participants
- Start waiting room (co-hosts can place participants in the waiting room or admit/remove participants from the waiting room)
- Create, launch or participate in a poll.
For added security features, click on Security at the bottom of the screen. The security icon in the meeting controls allows you, as the host or the assigned co-host of a meeting, to enable or disable options during a meeting to secure the session and minimise disruption during the meeting.
Ticking the following session options will do the following:
1. Lock Meeting: You will be able to lock the meeting where more participants will not be allowed to enter.
2. Enable Waiting Room: You can enable the waiting room where participants will reach a waiting room where they need to be approved by you to be allowed in the meeting.
3. Hide Profile Pictures: You can hide all profile pictures throughout the Session,
Ticking the following participant's options will allow them to do the following:
1. Share Screen: You can enable or disable the screen share within the main session.
2. Chat: You can enable or disable the chat and renaming features of the participants.
3. Rename Themselves: You can lock and unlock the option that allows participants to rename themselves.
4. Unmute Themselves: You can lock and unlock the option that allows participants to unmute themselves.
5. Start Video: You can lock and unlock the option that allows participants to turn on their camera's.
6. Suspend Participant Activities: Turns off all participant options at once (Option 1 - 5). You will need to re-tick all option that was closed if this has been selected.
For further instructions and detailed explanations of Zoom Security features, follow the instructions in the help guide: Ensuring privacy & security in Zoom.
For online classrooms (and other online activities), you may find it helpful to limit the session only to allow VU Students and Staff participants. To join the session, all participants will need to sign into Zoom using their VU account (e-number or s-number).
Although Zoom bombing from outsiders is near impossible (guessing a meeting ID & password), we suspect that a tiny group of students have shared meeting URLs with externals or themselves joined anonymously and disrupted sessions.
Existing meetings can be edited and updated following the provided steps below.
1. To enable the Only authenticated users can join feature to sessions already created within your Delivery Space, you must go to the Zoom Web Portal site. You can do this by selecting this link ( https://victoriauniversity.zoom.us/ ) and Signing In with your e-number and password.
2. Once you're in the Zoom Web Portal site, select Meetings on the left-hand side of the page to open your meetings settings folder.
3. Once your meetings folder is open; you will notice that your Upcoming sessions (meetings) are listed.
Hover your cursor over the first upcoming meeting and select Edit.
4. Having multiple sessions will cause the below pop-up window to open, make sure to select Edit All Occurrences.
5. Scroll down to the bottom of the page and tick, Require authentication to join to activate the authentication setting.
Ticking the authentication setting will turn on the setting and bring forth a dropdown bar with other settings.
6. Make sure the Sign in to Zoom (VU) setting is selected by selecting the dropdown menu and choosing Sign in to Zoom (VU).
This will ensure that only students, staff, and other participants can enter your meetings with an authorised VU account. This is seen under the dropdown menu with examples of emails being accepted.
7. Press the Save button to finalise and confirm this setting on all meetings.
8. Go to your Zoom Profile Settings ( https://victoriauniversity.zoom.us/profile/setting ) and enable the following setting by turning on the authenticated switch:
This will turn on the authenticated feature throughout all of your Zoom sessions.
This feature is available to all Zoom users at VU.
9. It is important to note that if students are signed into the Zoom app with a non-VU account, they will need to Switch Accounts and sign in with their VU student details.
1. Open your Zoom App on your computer device.
2. Once the Zoom app is open, select Schedule.
3. A Schedule Meeting box will appear; you can give a Topic for the meeting or leave it as it is. Make sure to select the correct date, time and duration of the session.
Other settings are present; it's pretty standard to leave them how they automatically are set. If you need to invite a user outside of VU, make sure to untick. Only authenticated users can join.
2. Scroll down the settings and make sure Outlook is selected, then select Save. All other settings should be fine if you're sending this invite for VU Staff with Zoom accounts.
4. Once saved, Outlook will open. This is where you can change the title, add users to the Zoom meeting by adding required users, making sure the date and time are correct for the meeting and other email settings such as making the email tagged as important.
5. Once everything is finalised, press Send.
Watch the two videos below for more detail on setting up a Zoom meeting and what you will need to do with your Outlook email to invite people.
Contact ITS Service Desk on (03) 9919 2777 or via self-service http://servicedesk.vu.edu.au for further technical support.