– Organising a Zoom meeting – – University of Queensland
Leave meeting If the Zoom meeting contains multiple hosts, the meeting will remain active after the host has left the meeting. Zoom lets you record your web conferencing calls as videos, a handy feature for sharing the meeting with people who may have missed it or for reviewing what was said. Search apps…. To add new questions or fields, jump over to the tab called Custom Questions.
How to set up a zoom meeting with a different host – how to set up a zoom meeting with a different h –
Ed-Tech and a select number of administrative staff have access to meeting usage data for all Zoom meetings to be able to generate attendance reports and assist staff with their Zoom usage. Please be aware that meeting participants are viewable to these other members of the college. Staff who have extra Zoom privileges should only be accessing sessions relevant to their area and when they have permission to do so. You are unable to change your Zoom display name permanently.
Your name will appear in Zoom as it appears in other centrally supported s ervices such as Office If your name needs updating across all College systems then you will need to contact either Registry if a student or HR if a staff member. I t is possible for meeting hosts to allow participants to rename themselves on a per meeting basis. If this is not enabled by the Scheduler then it will not be possible for a participant to rename themselves in a meeting. To enable participants to change their display name in a meeting the meeting scheduler will need to complete the steps below :.
If the meeting scheduler has allowed it, you can change your display name in a Zoom meeting. Follow the steps below to change your name after entering a Zoom meeting. Please note that if you are unable to rename whilst in a meeting, then this is due to the feature not being enabled by the meeting host. Zoom offers multiple ways to schedule meetings.
Desktop Client Zoom app 1. Input the meeting details and select Save at the bottom of the screen. You can then copy the URL or add to your calendar to share with participants.
Recurring meeting Zoom allows you to schedule meetings with multiple occurrences so that each occurrence uses the same meeting ID and settings. Enter the meeting Topic , Start time and Duration. Select the Recurring meeting check box. Select Save to open the calendar you have selected and set up your recurring meeting. Via the Web Portal Sign in to the Zoom web portal. In the navigation menu, select Meetings.
Select Schedule a Meeting. Below the Time Zone option, make sure the Recurring meeting option is checked. Edit the recurrence. This includes the number of times the meeting occurs and how often it occurs.
Scheduling privileges You can assign or delegate a user or multiple users in your account to schedule meetings on your behalf. Set up scheduling privileges. Sign in to the Zoom web portal. Under the Personal menu, select Settings. Enter one or more email addresses in the window that appears, separated with a comma.
Select Assign to save your changes. Schedule on behalf of another user. Sign in to the Zoom Desktop Client. Click on the Schedule icon. This will open the Schedule Meeting window. In the Schedule for section, found below the Topic section, choose the user you want to Schedule for from the dropdown menu.
Select Save to finish. Allowing external participants to join a meeting If you need to set up a Zoom meeting with external participants , follow the instructions listed below when creating or editing a meeting. Sign in to the Zoom web portal and go to Meetings in the left-hand menu. Edit an existing meeting or click on schedule a meeting to create a new event.
Under Require authentication to joi n change pulldown setting to Sign in to Zoom option a above , OR Untick Require authentication to join option b above. From the desktop app select the Join icon. The Meeting ID and passcode should be provided to attendees by the host.
Select Join and your meeting will start. From an Email Invitation. Select the Zoom link shared with you through email. Select Launch application. If required, this will install the Zoom app on your computer.
After the Zoom app is installed, your meeting will start. Waiting rooms Waiting rooms can be used to manage your participants in Zoom, ensuring only those that you wish are allowed to attend a meeting. Schedule a meeting in the Zoom app, using the steps listed above. Under the Security section, ensure that the Waiting Room tick box is selected.
Screen Sharing Whilst in a Zoom meeting you can share any content from your computer or device with participants. Manage Participant Whilst in a Zoom meeting you can manage the participants attending the meeting. Hover over a participant and select More to bring up the following options: Chat: Speak directly to the chosen participant Video Make Host Put in Waiting Room Remove Visit the Zoom support webpages more information on managing participants in a meeting.
Start and stop recordings Manage in-meeting security features Admit participants from the waiting room Manage participants including muting microphones or lowering hands Share their screen Start and manage breakout rooms if both the host and co-host are using Zoom 5. Select the Participants icon the meeting options at the bottom of the screen to display the participants list. Hover over the name of the desired co-host and select the More option.
Select Make Co-host from the menu that appears. Alternative Hosts. Alternative hosts can be designated when scheduling or editing a meeting see above for scheduling meeting instructions : Web portal: Scroll to the bottom of the page and locate the Alternative Hosts field.
You can then add the email addresses of the required alternative hosts. Zoom app: Alternative Hosts can be found within the Advanced Options section of the scheduler when using the Zoom app. Meeting Security Recording Meetings. Notify participants that the meeting will be recorded and how and with whom this will be shared. Site search Search Menu. Organising a Zoom meeting. Home Information and services Information technology Audiovisual Audiovisual user guides Zoom user guide. Organising a future Zoom meeting Inviting participants to an active Zoom meeting Ending a Zoom meeting.
Organising a future Zoom meeting When organising a Zoom meeting, you can: schedule a meeting set up meeting registration. Schedule a meeting When scheduling a Zoom meeting, you’ll generate an email invitation that you can share with participants both at or external to UQ. Zoom on your desktop To schedule a Zoom meeting on your desktop, watch the video guide or read the steps: Watch: How to schedule a Zoom meeting on your desktop Open Zoom on your desktop, and log in if required.
Set a start date and time. You’ll then have the following options: To make this a regular meeting, tick the ‘Recurring meeting’ box. To set a password for the meeting, tick ‘Require meeting password’ in the ‘Password’ section, and then enter a password.
Ensure that participants are given this password before the meeting. In the ‘Video’ section, choose whether ‘Hosts’ and ‘Participants’ video will start automatically when the meeting begins. In the ‘Audio’ section, leave ‘Telephone and Computer Audio’ selected. In the ‘Calendar’ section, select a calendar application to schedule the meeting. Zoom will generate a meeting invitation with connection details, and you can share this with your meeting participants.
In the ‘Advanced Options’ section, you have the following options: To allow participants to join a waiting room before joining the meeting, tick ‘Enable waiting room’.
The meeting host will have the option to allow participants to join the meeting when ready. To allow meeting participants to join before the host arrives at a Zoom meeting, tick ‘Enable join before host’.
To ensure that a meeting in progress is not disturbed by joining participants, tick ‘Mute participants upon entry’. To restrict access to the Zoom meeting to UQ users only, s elect ‘Only authenticated users can join’. To record the meeting as soon as it’s started, tick ‘Automatically record meeting’. Choose ‘Locally’ to save the recording to your computer, or ‘In the cloud’ to save the meeting to a cloud server. The person who scheduled the meeting will receive an email link to the cloud server recording once the recording has been processed.
Ignore the ‘Enable additional data centre regions for your meeting’ option. If someone has allowed you to schedule a meeting on their behalf, tick ‘Schedule For’ and click the drop-down menu to select their name.
The first alternative host to join the meeting will automatically become the host. Select ‘Schedule’ to finalise. Complete the following fields and options: Topic – enter a meeting title. When – select a start date and time. Duration – specify how long the meeting will be for. Time Zone – leave in Brisbane time. Tick ‘Recurring meeting’ to make this a regular meeting. Registration – tick ‘Required if registration is required.
Template – leave blank. Security Tick ‘Passcode’ to set a password for the meeting, and then enter a password. Tick ‘Waiting Room’ to allow participants to join a waiting room before joining the meeting. Tick ‘Require authentication to join’ to restrict access to the Zoom meeting to UQ users only.
To allow specific external Zoom accounts to join the meeting, select ‘Add’ next to ‘Authentication exception’, enter the person’s name and email address they are registered with Zoom and click ‘Save’. Video Choose whether hosts or participants video will start automatically when the meeting begins. Audio Leave ‘Both’ selected. Options Tick ‘Allow participants to join anytime’ to allow meeting participants to join anytime before the host arrives at a Zoom meeting.
To enable the ‘Breakout Room’ feature for your meeting, tick ‘Breakout Room pre-assign’. You can then use the available options to create multiple rooms and pre-assign participants via their email address. To record the meeting as soon as it is started, tick ‘Automatically record meeting’. Choose ‘On the local computer’ to save the recording to your computer, or ‘In the cloud’ to save the meeting to a cloud server. This will generate an ICS file, which you can open in Outlook to create an Outlook meeting invitation.
Outlook To schedule a Zoom meeting through Outlook, make sure you have the Zoom Outlook plugin installed , then watch the video guide: Watch: How to schedule a Zoom meeting through Outlook.
Schedule a new meeting with registration Follow the instructions to schedule a meeting through the UQ Zoom web interface. Manual approval : anyone who registers will need to be approved by the host before they receive information on how to join the meeting. You can also choose to make these questions required, so participants are forced to provide an answer before submitting their registration. Inviting participants to an active Zoom meeting As the host of an active Zoom meeting, there are 4 ways you can invite participants to your meeting.
Through the invitation menu, you can choose to: Invite UQ participants via the Zoom desktop app Select the ‘Contacts’ tab. Enter a participant’s name, or choose from the list of UQ Zoom users.