Zoom Web Portal

Accessing Zoom From Web Portal

Learn how to access Zoom from the web portal.

You can use Zoom meetings strictly within your D2L course or using the Web Portal at zoom.augusta.edu.

Note: If you have created a free Zoom account in the past using your augusta.edu email you will need to follow the instructions for Existing Zoom Accounts.

1. Within an internet browser, go to zoom.augusta.edu and click Sign In.
2. You will need to authenticate your account using DUO. Once you have verified using DUO, you should be taken to the Zoom main profile page.
3. From the main page, you will be able to make changes to your profile, schedule meetings, view recordings, and select your settings for your Zoom account.

Creating/Scheduling a Zoom Meeting Within Web Portal

Learn how to create and schedule a Zoom meeting from within Web Portal.

1. Sign into zoom.augusta.edu. Click on the Meetings tab and then select Schedule a New Meeting button.

    2. You will be taken to the Schedule a New Meeting page where you can begin to fill out the meeting options that you desire.

Topic: Enter in the name (or title) of the meeting. Note: Be very descriptive with the name of your meeting as it will stand out and be easier to notice in the Event Calendar widget within D2L.

Description: Enter in a description about the meeting. (This is optional)

When: Choose the date and time for the meeting. You can start your meeting at any time before the scheduled time.

Duration: Choose the approximate duration of the meeting. Note: This is only for scheduling purposes. The meeting will NOT end after this length of time

Time Zone: By default, Zoom will use your computer's time zone. Click on the drop-down to choose a different time zone.

Recurring Meeting: Choose if you would like a recurring meeting, i.e. the meeting ID will remain the same for each session. If checked, you will then have the options for Recurrence (Daily, Weekly, Monthly), Repeat every (Days/Weeks/Months), and End date (Specific date or 1-20 occurrences).

Registration: Allows you to have your participants register with their e-mail, name, other questions, and custom questions.

Host Video: Choose if you would like the host video on or off when joining the meeting. Even if you choose off, the host will have the options to start their video after joining the meeting.

Participant Video: Choose if you would like the participants' video on or off when joining the meeting. Even if you choose off, the participant will have the option to start their video after joining the meeting.

Audio Options: Choose what audio options you want to allow for the meeting (Telephone, Computer Audio, or Both)

Require Meeting Password: You can select and input your meeting password here. Participants joining the meeting via typing in your meeting ID will be required to input this password before joining your scheduled meeting. Those joining via the "join meeting URL" will not be required to enter the password as it is included in the link.

Enable Join Before Host: Allow participants to join the meeting without you (host) or before you (host) join.

Mute Participants Upon Entry: If join before host is not enabled, this will mute all participants as they join the meeting.

Use Personal Meeting ID: Check this if you want to use your Personal Meeting ID. If not selected, a random unique meeting ID will be generated.

Enable waiting room: Allows the host to control when participants join the meeting by placing them in a waiting room.

Record the meeting automatically: Check this if you want the meeting to be automatically recorded when you join the meeting as the host. You will have the option to record the meeting locally on your computer or in the cloud.

Alternative Hosts: Enter the email address of another Zoom user with a Pro license on your account to allow them to start the meeting in your absence.

1. When you are done setting all of your meeting options, click the Save button.
2. You will then see the meeting information page. This page will show you what settings you have applied to the meeting. It will also provide you ways you can invite attendees to your meeting by giving you the "Join URL" or you can "Copy the invitation" of the meeting to email to participants. From this screen is where you can also delete, edit, or start the meeting. NOTE: D2L will automatically generate a calendar event for your Zoom meeting and put it in your D2L Course Calendar. To get back to the main D2L Zoom page click the Course Meetings link at the top. You will then see your meeting listed under the "Upcoming Meetings" tab. This is also where you can Start or Delete the meeting. To go back to the meeting information page just click on the title or "Topic" of the meeting.

Share Zoom Meeting From Web Portal

Learn how to share Zoom meeting information from Web Portal.

1. Sign into zoom.augusta.edu.

2. Click on the Meetings tab and find the meeting you need to share. Click on the meetings name. Example: Test meeting to share with others.

3. Scroll to Invite Link and at the far right, select Copy Invitation. Create an email or calendar invite to share with people who needs to attend the meeting. 

Starting a Zoom Meeting as Host from Web Portal

Learn how to start a Zoom meeting as the host from Web Portal.

1. Sign into zoom.augusta.edu
2. Once at this home screen you will see a listing of all your upcoming meetings. Find the meeting you want to start and click the Start button for that particular meeting. This is also where you can delete a meeting you have created. Just find the meeting you want to delete and click the Delete button for that particular meeting.

Install Zoom App

1. When you click the meeting link or the start button it will attempt to launch the Zoom meeting. If you don't have the Zoom desktop application installed, you may need to click the link in the window that says "download and run Zoom".
2. It will download a Zoom installation file (.exe for Windows or .pkg for Mac). Click to run the installation file to install the Zoom app on your computer.

Audio Conference Options

Once the Zoom app is installed on your computer it should launch the meeting. It will prompt you to choose which audio option you want to join the meeting with.

Join By Computer Audio

The default selected option is to join by Computer Audio. This option is always free and it works in the Zoom app for desktop as well as your smartphone mobile device app as well. You will just need a microphone (built-in, USB, or inline) as well as speakers or headphones. If you want to test your microphone and speakers before joining you can click the link that says Test Computer Mic & Speakers. If you'll always join Zoom meetings via the Computer Audio then you can check the box to Automatically join audio by computer when joining a meeting. Once you are ready to join by computer audio you'll just click the Join Audio Conference by Computer button.

Join by Phone Call

The other audio option is to join via a Phone Call. You can join a Zoom meeting via teleconferencing/audio conferencing (using a traditional telephone). This is useful in occasions where:

• you do not have a microphone or speaker on your PC/Mac
• you do not have a smartphone (iOS or Android) while on the road, or
• you cannot connect to a network for video and VoIP/computer audio
  • You can choose what country (from the drop-down menu) you are calling from and it will provide you toll numbers that you can dial. If you dial a toll number, your carrier rates will apply.
  • You will then be prompted to enter the Meeting ID (9 or 10 digit number) provided to you by the host, followed by the # key.
  • You will then be prompted to enter in your unique Participant ID. This only applies if you have joined on the computer or mobile device or are a panelist in a webinar. Press # key to skip.

For more detailed information about joining by teleconference/audio conferencing please visit zoom support.

Pre-assign Breakout Rooms

Learn how to pre-assign breakout rooms ahead of your Zoom meeting.

If you want to assign your breakout rooms ahead of your meeting you can do that. Right now you can only do this from within the Zoom Web Portal. You cannot pre-assign breakout rooms from within your D2L course (Navbar > More > Portals >Zoom). From within the web portal you will access your meeting and edit the meeting. You'll have two options after selecting the "Breakout Room pre-assign" feature for the meeting. You can create the breakout rooms and assignments manually by hand from within the web portal OR you can use a CSV file and import it to your meeting. For small classes doing it manually by hand is manageable but if you have classes of 50 or more this can be a tedious process of entering emails in one at a time.

For more detail and further instructions, visit Zoom's support page on Pre-assigning participants to breakout rooms.

Limitations

• You can only pre-assign participants that have a Zoom account (internal or external Zoom users). This means you can't add someone to a room if they don't have an existing Zoom account.
• When pre-assigning participants manually using the web portal, you can only pre-assign internal Zoom users that are in the same account (AU Zoom account users).
• To pre-assign participants that are external Zoom users (not in AU Zoom account), you will need to use the CSV file method.
• Up to 100 rooms can be created and you can assign up to 1000 participants (using either method, manual or CSV). Keep in mind regular Zoom meetings can only host up to 300 participants. If you need a larger meeting you will need to make that request to helpdesk@augusta.edu.

Note: If you are editing a recurring Zoom meeting and pre-assigning breakout rooms you need to make sure you choose "Edit All Occurrences" when it asks you what you want to edit. You cannot pre-assign breakout rooms to just ONE instance of a recurring meeting. It won't save your pre-assigned rooms if you choose "Edit this Occurrence".

Pre-assign participants to breakout rooms using the web portal (manual process)

1. Sign in to the Zoom web portal.
2. Select Meetings on the left-hand side.
3. You can Schedule a New Meeting or select an existing meeting that is already scheduled.
   1. If you are selecting an existing meeting scroll down to the bottom of that meetings page and select Edit this Meeting.

    4.   In the Meeting Options section, select Breakout Room pre-assign and click Create Rooms.

    5.   Click the + icon beside Rooms to add breakout rooms.

    6.   Hover over the default breakout room name and click the pencil icon to rename it if desired.

    7.   In the Add participants text box, you can search for participants' name by entering the full first and last name or just type their AU email address (netid@augusta.edu)                  and press Enter on your keyboard to add them to the breakout room. You can only add internal AU Zoom users here. To pre-assign participants that are outside our AU            Zoom account you will need to import via a CSV file.

1. 1. (Optional) Use these options to edit your breakout rooms and participants:
      1. Click and drag a participant's email address to change the order.
      2. Hover over a participant's name to see options to move them to another room or remove them from the current room.
      3. To delete a breakout room, hover your mouse over the room name in the left panel and click the trash bin icon.

     8.   Click Save to save your breakout room pre-assignments to your meeting.

Pre-assign participants to breakout rooms using a CSV file

For larger courses and to pre-assign users that are outside of our AU Zoom account you will want to use a CSV file. The steps below will walk you through downloading the CSV template file, formatting the CSV file, and applying it to your meeting.

Step 1 - Download CSV template file from Zoom

1. Sign in to the Zoom Web Portal.
2. Click Meetings on the left-hand side.
3. You can Schedule a New Meeting or select an existing meeting that is already scheduled.
   1. If you are selecting an existing meeting scroll down to the bottom of that meetings page and select Edit this Meeting.
4. In the Meeting Options section, select Breakout Room pre-assign and click Import from CSV

    5.   Click download to download a sample CSV file you can fill out.

    6.   Open the CSV file with spreadsheet software like Microsoft Excel or something comparable. 

    7.   Fill in the Pre-assign Room Name column with the breakout room name, and the Email Address column with the assigned participant's email address. You can copy/paste student's email addresses from a course roster that you previously downloaded or use data from another list you have. Important: When assigning participants, make sure you use their "@augusta.edu" email address. Also, DO NOT alter the names of the column headers "Pre-assign Room Name and Email Address". These need to be left as is or else  you will get errors when attempting to upload the file to your meeting.

    8.   Save the file in CSV format. DO NOT save it as a normal Excel file. It needs to specifically be in CSV format.

   9.   Drag and drop the CSV file or browse to find the CSV file on your computer to import it into your meeting within the web portal. Zoom will verify that the email addresses all have a Zoom account.

   10.   Zoom will verify that the email addresses all have a Zoom account. You should then see all of our breakout rooms in the left panel and when you click on each room you will see the participants you have assigned to those rooms. Click Save.

11.   Click Save again to save your meeting. Now, once you are within your meeting then you will click on the Breakout Room button in the Zoom toolbar to bring up your assigned breakout rooms and to then Open All Rooms. If some students don't happen to get pre-assigned properly then you can manually assign them prior to opening  the rooms. Likely reasons why participants don't get properly assigned to rooms is that they don't login to the Zoom application with their AU Zoom account therefore Zoom doesn't see their AU email address to properly put them in the assigned room. To properly login to the Zoom app please view instructions on How to sign into zoom.augusta.edu.

Starting a meeting with pre-assigned breakout rooms

1. Start the meeting that has the pre-assigned breakout rooms applied.
2. When all of your participants are present in the meeting, click Breakout Rooms in the meeting controls to access the breakout rooms you created. Those that are present in the meeting should get assigned properly to their rooms. If you open the Breakout Rooms button too early (i.e. when you immediately enter the meeting as the host) your students likely won't get assigned properly to your rooms. Only the students that are present in the meeting when you click Breakout Rooms will get assigned properly. Any student who joins the meeting after you have clicked that button they will not get properly assigned.
3. If a participant who comes in late is not assigned to the breakout room you specified you can click the Recreate button and choose Recover to pre-assigned rooms. This will recover the pre-assigned rooms and put everyone who is presently in the meeting in their appropriate breakout rooms.

Manually assign a participant who doesn't get assigned properly to their pre-assigned breakout room

If during your meeting you click on the breakout room button in the Zoom toolbar and click on the Open All Rooms button in the breakout room window and you find that a participant has not been assigned to a room you can manually assign them to a room.

1. Once you have opened up your breakout rooms if you see a category at the top of the breakout rooms window that says Unassigned it will show you what participants have not been assigned to a breakout room.
2. Hover your mouse over a participant's name and select the Assign To option and then select which room you want to assign to them.

Recording

Learn how to record your Zoom Meetings.

Recording

For detailed information visit Zoom's Support Page on "Cloud Recording".

If you want to record your meeting you will have the option to record the meeting locally onto your computer or record to the cloud. Cloud recording is the default recording option for all faculty and staff accounts. Students will only have the option to record locally.

Enabling Cloud Recording for your Zoom Account

1. Log into zoom.augusta.edu.

2. Click on Settings on the left hand side.

3. Click on the Recordings tab and select if you want to record locally or on cloud.

Record to Your Computer (Local Recording)

Local recording allows users to record meeting video and audio locally to their computer. The recorded files can then be uploaded to file storage websites like Box or Google Drive.

Start a Local Recording

1. Click the Record button in the meeting toolbar.

   2.   A menu prompt will appear, select Record on this Computer.

   3.   Hosts will see the following recording indicator in the top left corner when the recording has started.

   4.   In the participants window it will also display a recording indicator next to the user who is actively recording.

   5.   Once the meeting has ended, a prompt will appear stating "You have a recording that needs to be converted before viewing." Wait for the recording to convert before it             can be accessed. Note: If the meeting unexpectedly shuts down or the conversion process is interrupted, the recording files could become corrupted and                                       non-recoverable.

   6.   Once the conversion process is complete, the folder containing the recording files will automatically open.

Recording File Formats,

• MP4: Audio/Video format the Zoom recording uses. This is named "zoom_0.mp4" by default. Each subsequent recording is then in sequential order: zoom_0, zoom_1, etc.
• M4A: Audio format the audio-only file uses. This is name "audio_only.m4a" by default. Each subsequent recording is in sequential order: audio_only_0, audio_only_1, etc.
• M3U: Playlist file to play/load all individual MP4 files (Windows only)
• Chat: Standard text or .txt file. This is named "chat.txt" by default.

Cloud Recording

When you record a meeting a choose Record to Cloud, the video, audio, and chat text are recorded in the Zoom Cloud. The recording files can then be downloaded to a computer or streamed from a browser via HTML5 or Flash. Please note: Students will not have the capability to record to the cloud, they are only able to record locally.

Start a Cloud Recording

1. Click the Record button in the meeting toolbar.
2. A menu prompt will appear, select Record to the Cloud.
3. To stop the recording press Stop Recording or end the meeting.

Once the recording has been stopped, the recording must be processed before viewing. Zoom will send an email to the host email address when the processing is completed. In that email will be links to view the recording as well as share the recording with others.

Adjusting Zoom Cloud Recording Settings

Learn how to adjust your Zoom Cloud Recording Settings.

Within Zoom, you may want to adjust the cloud recording settings to receive the correct format of recording that you desire. By default, your account likely will render the following types of recordings:

• Record active speaker with shared screen
• Record gallery view with shared screen
• Record active speaker, gallery view, and shared screen separately
• Record an audio only file

Meeting and Poll Reports

Learn how to access and export meeting and poll reports.

There are a few different types of reports that you can access regarding your Zoom meetings, a Meeting Report and a Poll Report. A meeting report will tell you who attended your meeting, what time they joined, what time they left, and for how long they were in your meeting. A poll report will show you the specific results of your polls that you run in your meeting and how each participant responded.

1. Log-in to D2L (lms.augusta.edu) then access your course.
2. Select Zoom.
3. Select Previous Meetings tab.

   4.   Select Report for which meeting you want to view a report.

   5.   You will see two tabs, a Meeting Report tab and a Poll Report tab.

   6.   The Meeting Report tab will show you your meeting attendance information. You can export these results to CSV if you desire.

   7.   The Poll Report tab will show you your results from the polls you conducted during the meeting. You can export these results to CSV if you desire.