How to Access Zoom Resources.

Steps to access Zoom services as we transition away from pysical phones for telephony and meetings.

Zoom and Norwich

MAR-2023

What does Zoom do for Norwich?

Zoom is a centrally supported telephony and conferencing solution available to Norwich University Faculty and Staff. Zoom enables you to call and connect virtually anywhere. It is integrated with Norwich SSO, and you can call, host, and join meetings from your mobile device, desktop client, or the web. Norwich IT will start migrating our current phone service from TDS to Zoom in the Spring of 2023.  Norwich IT will distribute phones that have been ported to employees in the coming months.  Everyone will keep their existing (802) 485- based number.

 

 

What You Will Need

• Computer, tablet, or smartphone with:
  • Built-in microphone, an external USB microphone, or Bluetooth microphone on a headset or earbuds
  • Speakers or Headphones
  • Built-in or external USB webcam
• Reliable network connection.

System Requirements	Supported Web Browsers
Windows 7 or higher MacOS 7 or later Ubuntu 12.04 or higher	Safari 5+ Firefox (latest version) Google Chrome Internet Explorer 7 or later

 

Modes of Use

1. Phone

By default, we will not be providing a handset for each number.  If you have a particular use case where a handset is needed, there will be a request form to be signed by a Department Head.  There will be an additional cost for the handsets.  

2. Computer

Download Zoom

1. Open the Norwich Self-service application on your Norwich-provided workstation.

2. Sign in to your Norwich account if prompted.
3. Search for the Zoom installer.

4. Click Install or Update, under the action column, depending on what is already installed on your machine. If you are up-to-date, the action button will reflect a choice of uninstall or reinstall.

 

Signing In to Zoom with your Norwich Zoom account

1. Launch the Zoom Client.

2. At the "Sign In" window, select "Sign In,"

And then, click on the SSO icon.

3. When prompted for a "Company Domain,” enter "Norwich-edu" and click "Continue."

 

4. If you are not currently logged in to your Norwich SSO account in your default browser, you will be redirected to complete authentication to the Microsoft page, including completing MFA. After you complete the Authentication process, you will be redirected to the local application. You could also choose to continue into the web interface.

 

 

Navigation of the Local Application (Windows)

 

 

After you complete the login and open the app, the home screen should appear as such.  By clicking on the account circle in the upper-right corner, the drop-down should start with your name as it appears in Outlook and then your email address (see red oval).

 

You must ensure you are using your Norwich ID (Single Sign On/SSO) account with Zoom.  

 

Navigating your Zoom Client

The following is a key to the next image. You must use the account icon, indicated by the arrow, to reveal options including settings.

1. Instantly start a new meeting.
2. Join a meeting using a Meeting ID
3. Schedule a meeting for future events.

4. Settings to customize how Zoom will run on your device, such as:
   • Accessibility options
   • Audio and Video devices
   • Backgrounds and Filters

 

 

Scheduling Zoom Meetings from your Zoom Portal.

1. Sign in at http://sso.norwich.edu/ using your Norwich email address.

• This may require you to complete Multi-Factor Authentication.

2. Select the Zoom app from the launch pad.

 

3. You will now see the Zoom connect screen. 

 

4. Click the sign-in box. You can choose to use the web interface or the local app.  For the sake of this document, we will continue to use the local app.
5. On the home page, click “Schedule”.

• Fill out the Meeting Settings and Save
• Your Meeting now has an Invite Link that can be sent to your participants. 
  • By default, the meeting will only begin once you as a host or a designated Alternative Host Join the link. 

 

 

Scheduling Zoom Meetings from Your Outlook 

Note: This is a recommended method for scheduling Zoom Rooms in your department and for keeping Outlook calendars in sync with Zoom Meetings.

1. Get the Zoom Add-in for Outlook.

1. In Outlook Calendar, click “New Event” to create a calendar invite. The Zoom option has been added to Outlook.  You will have to select it from the Options in the upper right.

 

2. Your Outlook Calendar invite has created a Zoom link. You will have to delete the Teams information from the Outlook invite.
   • If a participant will be using a Zoom Room, inviting the Zoom Room’s Outlook calendar address as an invited attendee will automatically reserve that Zoom Room to join the meeting.
   • This method will create the meeting using your default meeting settings.

 

 

Meeting Settings 

1. Topic and Description for your meeting.
   • Use a descriptive name for your meeting in the Topic field.
   • If this is a recurring meeting, do not put the date in the Topic, as the topic repeats for every meeting recurrence.
2. Time and Date settings for your meeting. You can also make the meeting a recurring meeting to re-use the same link and ID for multiple occasions.
3. Requiring registration allows for you to require your participants to fill out a form before entering the meeting. The forms can be customized for your meeting’s needs.
4. The Meeting ID is the identification used for your participants to Join your meeting. The ID can be generated automatically, or it can be set to your persistent Personal Meeting ID.
5. There are three optional Security methods:
   • Passcodes (default off)
   • Waiting Room (default on)
   • Require Authentication to Join
6. Video options set whether cameras are on for the hosts or participant as soon as they join the meeting. Note: even when off, hosts and participants can turn cameras on during meetings.
7. Audio settings let you choose whether participants can use Phone, Computer Audio, or Both.
   • Both are recommended unless encryption is necessary. 
8. Advanced Meeting Options:
   • Allow Participants to Join anytime means your participants can enter the meeting before the host begins the meeting.
   • Mute participants upon entry means participants will join the meeting with microphones muted. This is on by default, and we recommend leaving it on for classes.

 

Managing Zoom Meetings as Host

Hosts can Start Zoom meetings from either:

• The Meetings section of the Zoom portal
• The Meetings tab in the Zoom Client
• The Join link for the meeting, which will be in an Outlook invite

Control Your Zoom Meeting	​How does the host control the meeting?
Allow Others to Schedule for You	How do I setup Scheduling Assistant Privileges?

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Want to change settings and add things like virtual backgrounds to your Zoom profile? Learn how here.

 

 

 

Recording your Zoom meeting

Hosts and co-hosts are able to record the meeting for later viewing. Although you can record the file locally on your device.

 

Hosts have two ways to intiate recording:

1. You can set your event to Automatically Record Meeting in the Advanced Options of your meeting when you schedule. This will automatically begin the recording when the meeting is launched. 

• Note: If you have "Allow participants to join anytime" enabled, recording will begin if your participants join before the host.

 

Recording will automatically end when you end the meeting, or you can press Stop Recording to continue the meeting without recording. Recordings may take a few minutes to a few hours to be viewable, but when available: 

Your Local recordings can be found on your device in a folder designated in your Zoom client Settings