Zoom Meetings for Business Continuation

Zoom, Auburn University's tool of choice to connect synchronously online, gives administrators and their support staff a variety of options to set up and run meetings efficiently. This article discusses the following:

1. Getting Started with Zoom: Installation and Logging On
2. Key Settings
3. Installation of Outlook Plugin For Zoom: Scheduling Zoom Meetings From Your Outlook Calendar
4. Zoom Options
5. Setting Up Zoom Meetings For Someone Else: Set Up Schedule Privilege
6. Zoom Polling
7. Deleting Zoom Meetings From Calendars

Getting Started with Zoom: Installation and Logging On

1. The first time you use Zoom, sign in from either the webpage https://auburn.zoom.us or from the Client or App on your computer or device. If you use the app, a Sign In screen will appear, and you should select the Single Sign On (SSO) option
   
2. When prompted, enter "auburn" in the domain field.
   
3. Whether you log in via the app or the web version, you will be taken to the AU AUthenticate login page where you will use your AU credentials to sign into Zoom.
   
   *Note: Sign-in must be completed before starting or joining a meeting in order to have full host permissions for your events.
4. Once you are logged in, you can download the application for your Mac or Windows computer or choose the app for your iOS or Android devices. You will need the application on your device if you want to schedule and host meetings. If you are simply receiving zoom invitations and participating in meetings, you do not need to download the application, but it will make the viewing experience on all devices more comfortable.
5. For more information on getting started, click here.

Key Settings

Before you schedule your first meeting, review your Zoom Settings. You will find the Settings on the left once you've logged into the Zoom website. The default settings will serve most of your purposes, but here are some that may make sense for you to change:

1. Enable "Join Before Host" so your meeting members don't have to wait on you to arrive to the virtual meeting.
2. Depending on the sensitivity of the meeting, you may want to safeguard the session by requiring a password.
3. Enable notifications for upcoming meeting reminders. 
4. Enable Polling if you want a quick way to gather feedback from your meeting.
5. Disable the "When attendees join meeting before host" email notifications.

Default settings can be changed as needed when scheduling individual meetings.

Installation of Outlook Plugin For Zoom: Scheduling Zoom Meetings From Your Outlook Calendar

The Outlook Plugin allows you to schedule Zoom meetings from your Outlook calendar.

1. To install the Zoom plugin for Microsoft Outlook, go to Meetings (left hand navigation on the Zoom web site) and click on the Add Zoom or Download link under the Outlook icon.
2. This link sends you to a Microsoft page that asks you to Get It Now, sending you over to your Microsoft Office365 account where you can choose to install Zoom for your Outlook application or for your Outlook web version.  If you are installing this for the software application, please restart your Outlook application after the installation and open it again.  For the web version, you do not need to do this.
3. In your Outlook application or web application, open the calendar and a new meeting.  You will see the Zoom icon.  If you want to schedule a Zoom meeting, click on the Zoom icon.  The new meeting will be populated with information about how to connect to Zoom via computer, mobile device or phone call. 
4. Add the folks you want to invite, choose time and date and send.
5. Find more information on the plugin here.

Zoom Options

When you are using Zoom, please note the bottom navigation bar. You can choose and troubleshoot microphone and camera inputs, Invite meeting attendees, Manage Participants, conduct text Chat, Record meetings, assign Close Captions, use Breakout Rooms, gauge Reactions, and Leave the Meeting.

1. Invite: you will see names pop up when you choose this option - consider copying the URL or the Invitation and sending them via email to folks you want to invite spontaneously.
2. Manage Participants: you can see who is in the room, mute and unmute, and add co-hosts to make it easier to manage a larger group of people.
3. Chat: you can participate in a text chat to the entire group or privately with an individual.
4. Record: you can record your meeting locally or into the cloud.  Locally, you can share the saved file later; into the cloud allows you access to the recording from other devices.
5. Close Captions: you can assign someone in the meeting to type close captions of the meeting discussion.
6. Leave Meeting: you can exit the meeting while it's still going, and as the host you can end the meeting for everyone.

Setting Up Zoom Meetings For Someone Else: Set Up Schedule Privilege

These steps will outline how to grant someone else access to set up meetings on your behalf. If you need to schedule meetings for someone else, have that person follow these instructions. 

1. Make sure all parties have activated their Zoom account via https://auburn.zoom.us and logged on with their AU credentials.
2. While logged into your Zoom account, choose Settings on the left-hand side of the page.
3. If it's not already selected, choose the Meeting menu section along the top.
   1. Scroll down to the "Schedule Privilege" section near the bottom of the menu.
   2. Click the plus icon beside the "Assign scheduling privilege to" option.
   3. Enter the email address of the person you're granting access to. Your settings will save automatically.

If you need to schedule a meeting on someone's behalf, and schedule privilege has already been assigned, use the following steps:

1. Open up the Zoom application, web interface, or Outlook Plugin and select the Schedule option.
2. A new dropdown option will appear called "Schedule For."
3. Choose who you would like to schedule the meeting for and then the meeting will go out on their behalf. 

If you want to share hosting or have someone else assist, you can assign alternative hosts by using the following steps:

1. Start scheduling a meeting as normal, and make sure the Advanced Options are visible near the bottom of the screen.
2. Locate the section for Alternative Hosts and enter the email address of someone else that you want to have hosting privileges (starting and ending meetings, etc.).

Once you have all your meeting settings in place, you can proceed to copy and distribute the invitation as usual. 

Zoom Polling

If you want to ask for feedback during a meeting, please consider enabling Zoom Polling.

Deleting Zoom Meetings From Calendars

If you manage your Zoom meetings via the Outlook Plugin, be advised that if you DELETE a meeting created with the Plugin from your calendar, it DELETES and removes the meeting from Zoom. This may be the desired action, but if you have a recurring meeting or scheduled meeting with meeting ID you've already sent, it will be deleted and you will have to reschedule them all and resend invitations with new meeting numbers.

If you just delete a regular calendar entry you've added from a Zoom invite, it does NOT delete and remove the meeting from Zoom.