Getting Started on the PC and MAC ® University of California, Office of the President Edition Click on the topic you want to view. Desktop Application Sign In Settings: General for PC Only Sign In to Zoom Settings: General for Mac Only Sign Up for Zoom Settings: Feedback Meeting Options: Audio Options — Join by Phone Tab Update your Profile Settings: Recording Meeting Options: Video Download the Desktop App Settings: Account Download the iOS or Android App Settings: Statistics Desktop App Home Screen Statistics: Overall Meeting Options: Manage Participants Home Screen Drop Down Menu Statistics: Audio Meeting Options: Share Screen Home Screen: Upcoming Meetings Statistics: Video Meeting Options: Chat Home Screen: Recorded Meetings Statistics: Screen Sharing Meeting Options: Record Home Screen: Contacts Statistics: Warning Meeting Options: End Meeting Home Screen: Chats Meeting Options Meeting Options: Full Screen Home Screen: Settings Meeting Options: Audio Options -Mute or Unmute Audio Settings: Audio Options Settings: Videos Options Mac® is a registered trademark of Apple, Inc. Meeting Options: Audio Options— Computer Audio Tab Meeting Options: Audio Options — Call Me Meeting Options: Invite Desktop Application Sign In 1. Go the Zoom icon. 2. Click Sign In. 3. ClickthelinkforSSO. 4. Use your UCOP Active Directory credentials to log in. Sign In to Zoom 1. Go to https://ucop.zoom.us. . 2. Click Sign In. 3. UseyourUCOPAc0veDirectorycreden0alstologin. Sign up for Zoom 1. Gotoh(ps://ucop.zoom.us. 2. Clickthe“CreateAccount”bu5on. 3. Enter your UCOP Active Directory credentials. 4. Youraccountwillbecreatedinstantly. Update your Profile : 1. Click My Profile. If you have not signed in, Sign In and then click My Profile. 2. Upload a Profile photo by clicking Change. Click Upload to upload the new photo and click Save. 3. Change your Personal Meeting ID by clicking Change. Type in the new ID and click Save. 4. Add a Personal Vanity URL. Your personal vanity URL is an alias of your personal meeting URL (e.g., https://zoom.us/my/vanity_url). It must be 5 to 40 characters. It must start with a letter and can contain only letters (a-z), numbers (0-9) and periods ("."). 7. Select the Meeting Options for your profile. See a description of each option in the table on the next page. You can also click the ? question mark next to the option for a description. Note: Options shown will be different if you have a different Account Level. 8. Click Save Changes to save your profile. 9. To change your password, click Change Password. 5. Click Show to change your Host Key. When you click Show, the host key displays. Type in a new host key and click Save. The new host key will be hidden the next time you go into My Profile. 6. Enter your location and contact information, including Phone Number, Company/ Organization Name, Country, and Time Zone. Update your Profile (continued): Meeting Options Meeting Options (continued) Enable end to end encryption End-to-end encryption enables AES-128bits session encryption. Enable far end camera control Enables the control of a far end camera. Enable attendee onhold Attendee on-hold allows host to stop video and audio transmission to a participant. Enable enter/exit chime Allows participants to hear the chime signifying a user has entered or left the meeting. Disable in-meeting chat Disables in-meeting group chats. Enable auto saving inmeeting chats Enables saving in-meeting chat messages automatically. Disable in-meeting pri- Disables in-meeting private chats. vate chat Disable feedback Disables feedback to Zoom. Disable email notification when attendees join meeting before host Disables email notifications when attendees join a meeting before a host. Recording Options Disable recording Disables recording capabilities during your meeting. Enable automatic recording Enables recording to begin automatically when the meeting starts. Enable Cloud Recording Enables recordings that are stored on the Zoom cloud. Download the Desktop App 1. Sign In to your Zoom account. 2. Click Host a Meeting and you are prompted to download the Zoom App. 3. Click OK and the App downloads and the Zoom desktop meeting app opens. Alternatively, you can click on the download footer link at https:// zoom.us or directly from https://zoom.us/support/download Download the IOS or Android App For iOS, visit the Apple App Store and search "zoom". Click to download. For Android, visit Google Play and search "zoom". Click Install. Desktop App Home Screen 1. View in Settings the settings for your Zoom meetings. This includes Audio, Video, General (Application, Content Sharing, and Instant Message), Feedback, Recording, Account Type (Basic, Pro, etc.), and Statistics (Overall, Audio, Video, and Screen Sharing). See Home Screen: Settings for more details. 2. Click Start without video to start a meeting sharing your "desktop" or "application". 3. Click Start with video to start a video meeting. 4. Click Schedule to set up a future meeting. 5. Click Join to join a meeting that has already started . Home Screen Drop-Down Menu From the Home Screen drop-down menu, you can: Set your availability to Available or Busy. Change your account picture. Check for updates to Zoom. Get help using Zoom. Switch to another Zoom account Log out or exit Zoom. Home Screen: Upcoming Meetings When you click the Meetings icon, you can: 1. View Upcoming or meetings you have Recorded. 2. View your Personal Meeting ID (PMI). 3. Select whether you always want to use your Personal Meeting Identifier (PMI) for instant meetings on the current computer. 4. For Recurring Meetings, you can: Start the meeting Edit the meeting settings. Schedule the meeting in Outlook or Google Calendar, or, copy the meeting invitation to send via email or message. 5. For Scheduled Meetings, you can: Start the meeting Edit the meeting settings. Delete the meeting. Copy the meeting invitation. Home Screen: Recorded Meetings When you click Recorded meetings, you can: Play the recording with both video and audio. Play Audio plays the audio part of the meeting. It will not play the video if there is any for the meeting. Open will bring you to the folder that contains all your meeting recordings. Delete will delete the recorded meeting. Home Screen: Contacts When you click the Contacts icon, you can do the following: 1. Search for a name in your list of Contacts. 2. Click the + plus sign to add other contacts by email or to copy an invitation to a contact. 3. Classify your contacts as Favorites. Right-click a contact name from your contact list and add the name to your favorites. 4. View your list of Contacts. Home Screen: Chats When you click the Chats icon, you can start a new chat or start or establish a new group chat. Start a Chat 1. Click New Chat at the top of the window. The chat window opens. 2. Search or select the contact you want to chat with and begin your chat. Start a New Group Chat 3. Click New Group at the top of the window. New Group chat window opens. 4. Enter a unique Group Name for the New Group. 5. Select or search for contacts for the group chat. 6. Click Create Group when you have finished adding the contacts you want to your New Group. You can also add or remove contacts from a group at any time. You can now begin the group chat. Home Screen: Settings When you click the Settings icon, the Settings screen opens. On the Settings screen, you can 1. Test your computer Audio. 2. Select your Video source and select settings for video. 3. Select General settings for the Zoom application, content sharing, and instant messaging. 4. Provide Feedback to Zoom on the Zoom application. 5. Select a location to save your meeting Recordings. 6. View or make changes to your Zoom Account. 7. View Statistics on the following items: — CPU and memory usage. Audio Video Screen Sharing PC Mac Settings: Audio Options The Audio settings allow you to test your computer speakers and microphone. This also includes all microphones connected to the computer through a USB port. PC 1. Click the down arrow to select the computer speakers you want to use from the drop-down menu. 2. Test Speaker: Click the Test Speaker button to hear the piano sound. Use the sound bar to adjust the volume. 3. Click the down arrow to select the computer microphone that you want to use from the drop-down menu. 4. Test Mic: Click the Test Mic button to test a microphone on or connected to your computer. Use the sound bar to adjust the volume. This button is not on the Mac. 5. Check to Automatically join audio by computer when joining a meeting. This will use your computer’s speakers and microphone for the meeting. 6. Check to Always mute microphone when joining meeting. Mac Settings: Video Options PC The Video settings allow you to make the following settings for video: 1. Select video source for Zoom video meeting. 2. Select or deselect the following video options: Check to Enable mirror effect for my video. Check to Always show name on video window. Check to Always turn off video when joining meeting. Check to Hide Non-video participants. Check to Capture 720p by default. Mac Settings: General for PC Only The General settings allow you to select Application, Content Sharing and Instant Message settings : PC 1. For Application, you can select the following settings: Start Zoom when I start Windows which loads the Zoom application whenever you start Windows. Minimize window to Notification area. This minimizes the Zoom window to the Notification area in the lower right hand corner of Windows. Automatically copy Invitation URL to Clipboard after meeting starts. This makes the URL available for you to paste. Confirm with me when I leave a meeting. This will allow you to confirm you are leaving and even assign another host. 2. For Content Sharing, you can select the following settings: Enter full screen mode automatically when starting video. Enter full screen mode automatically when viewing the shared screen. Whenever you or a meeting participant shares a screen, you screen will automatically go into full screen mode. Fit to window automatically when viewing the shared screen. Enable dual stream for dual monitor. If you have a "Dual monitor" setup at conference room, office or room, please make sure that you have your monitors/HDTV connected via HDMI cables (preferred) or VGA cables. You will need to access your computer display settings. Go to Control panel— Appearance and Personalization—Display—screen resolution. Then select Extend these displays. Turn off Windows 7 Aero mode in screen sharing. This frees up processing power on your computer. 3. For Instant Message, you can select the following settings: Play sound when I receive a chat message. Show Floating notification when I receive a chat message. Show offline contacts. Show my status as Offline after I am inactive for XX minutes. Select the number of minutes from the drop-down menu. Settings: General for Mac Only The General settings allow you to select Application, Content Sharing and Instant Message settings : Mac 1. For Meeting Option, you can select the following settings: Enter full screen mode automatically when viewing the shared screen. Whenever you or a meeting participant shares a screen, you screen will automatically go into full screen mode. You will need to access your computer display settings. Enter full screen mode automatically when starting video. Fit to window automatically when viewing the shared screen. Enable dual stream for dual monitor. If you have a "Dual monitor" setup at conference room, office or room, please make sure that you have your monitors/HDTV connected via HDMI cables (preferred) or VGA cables. Go to the Apple menu, choose System Preferences, go to the View menu, choose Displays, click the Arrangement tab, and enable Mirror Displays in the bottom left-corner. Automatically copy Invitation URL to Clipboard after meeting starts. This makes the URL available for you to paste. Confirm with me when I leave a meeting. This will allow you to confirm you are leaving and even assign another host. 2. For Instant Message, you can select the following settings: Show offline contacts. Play sound when I receive a chat message. Show Floating notification when I receive a chat message. Bounce application icon when I receive a chat message. Select either Continuously or Once. Show my status as Offline after I am inactive for XX minutes. Select the number of minutes from the drop-down menu. Settings: Feedback The Feedback setting allows you to type in feedback to Zoom. After typing your feedback, click Send Feedback. PC Mac Settings: Recording The Recording setting lets you select where and when to save Zoom meeting recordings. 1. Click Change File Location to change the location where you want to store the Zoom meeting recordings. The Browse for Folder screen opens. Browse and select an existing folder, or Click Make New Folder to create a new folder to select. PC Mac 2. Click to Choose a location for recorded files when meeting ends. This option allows you to choose the location to save the meeting file each time you save a meeting. When this option is not selected, the recording is saved to a default location. Settings: Account PC The Account setting displays the current account you have for Zoom. If you want to change your subscription plan, click the Change Subscription Plan button. The Zoom website opens to the Plan Selection page. Mac Settings: Statistics The Statistics settings allows you to view statistics for your Zoom application. It is useful in troubleshooting issues you may be having with your Zoom conferences. The settings displayed include: Overall statistics for CPU, Memory, Bandwidth, Network Type and Proxy setting. Audio statistics for Frequency, Latency, Jitter, and Packet Loss. Video statistics for Latency, Jitter, Packet Loss, Resolution, and Frame Per Second. Screen Sharing statistics for Latency, Jitter, Packet Loss, Resolution and Frame Per Second. PC Mac Statistics: Overall The Overall Statistics displayed include: The speed of the Central Processing Unit (CPU) of your computer. The number of CPU cores your computer contains. The amount of Memory available on your computer. The amount of CPU and Memory used by the Zoom application and by your computer overall. The Bandwidth shows the send and receive rate you are experiencing during the call. Higher bandwidth numbers usually indicate a stronger connection. The Network Type identifies if you are using a WiFi, LAN or other network. PC Mac Proxy identifies your network’s proxy settings. Statistics: Audio The Audio statistics show the following information for both Send and Receive: Frequency — A frequency is the sampling frequency which is the number of samples per second in a sound. Usual values for sampling frequency is 44100 Hz (CD quality) or 22050 Hz (speech). The higher the frequency the better the audio quality. Latency — The delay between packet being sent and received. For example the time between you speaking and the other user receiving the audio on their end. Jitter — The variation in the time between packets arriving, caused by network congestion, timing drift, or route changes. Packet Loss — The total amount of data that fails to reach the final destination. PC Mac Statistics: Video The Video statistics show the following information for both Send and Receive: PC Latency — The delay between packet being sent and received. For example the time between you speaking and the other user receiving the audio on their end. Jitter — The variation in the time between packets arriving, caused by network congestion, timing drift, or route changes. Packet Loss — The total amount of data that fails to reach the final destination. Resolution — The number of pixels in each dimension that can be displayed. Higher usually means higher quality. Frames Per Second —Frequency (rate) at which an imaging device displays consecutive images called frames. Mac Statistics: Screen Sharing The Screen Sharing statistics show the following information for Send (when sharing a screen with others) and Receive (when viewing another shared screen): PC Note: Depending on whether on your sharing your screen or viewing a shared screen, either the Send or Receive will be blank. Latency — The delay between packet being sent and received. For example the time between you speaking and the other user receiving the audio on their end. Jitter — The variation in the time between packets arriving, caused by network congestion, timing drift, or route changes. Packet Loss — The total amount of data that fails to reach the final destination. Resolution — The number of pixels in each dimension that can be displayed. Higher usually means higher quality. Frames Per Second —Frequency (rate) at which an imaging device displays consecutive images called frames. Mac Statistics: Warnings The statistic pages provide two types of warnings: 1. Red indicates that there most likely will be quality issues, as seen in the packet loss of audio seen here. 2. Orange indicates that there may be some quality issues as shown here with packet loss in audio. Statistics: Warnings (continued) 3. The statistic page displays a red ! exclamation point indicating there is an issue with a tab you currently are not on Meeting Options Once you have started or joined a meeting, you can perform the following actions from the menu bar located at the bottom of the meeting window (move your mouse to toggle): You can: 1. Mute and Unmute your audio and select Audio options. 2. Access the Microphone and Speaker options by clicking the up arrow next to Mute. This allows you to change your computer’s microphone and speaker choices. You can also access the Audio Settings. See Meeting Options: Audio Options. 3. Stop and Start the video portion of the meeting. 4. Access the Video options by clicking the up arrow next to Video. This allows you to change your computer’s video input. You can also access the Video Settings. See Settings: Video. 5. Invite more people to join by email, instant messaging or a Room System. 6. Manage Participants, including mute/unmute, lock screen share so only the host can screen share, play enter/exit chime for participants, and lock the meeting. 7. Share Screen lets you share your screen with meeting participants. 8. Chat lets you start a private or group chat. 9. Record lets you start recording the video and audio of the meeting. If you are already recording, you can stop recording by clicking the Stop Recording button in the upper left hand corner of the screen. 10. End Meeting lets you end or leave the meeting. 11. Click Enter Full Screen in the upper right hand corner to use full screen mode. Meeting Options: Audio Options — Mute or Unmute Audio Click the microphone icon to mute or unmute your meeting audio. Unmuted Muted Meeting Options: Audio Options — Computer Audio Tab When you click Audio Options you can access the following options by clicking either the Join by Phone or Computer Audio tabs. When you click the Computer Audio tab, you can: 1. Leave Audio or Join Audio in the meeting you are attending. 2. Click Test Mic & Speaker to test the your computer speaker(s) or microphone and adjust the volume. 3. If you have a Zoom Pro account, there will be a third tab for the Call Me feature, see Meeting Options: Audio Options — Call Me. Meeting Options: Audio Options — Call Me If you have subscribed to the Call Me feature, Call Me will be listed as one of the Computer Audio tabs. To use this option: 1. During a meeting, click the up arrow next to Mute and click Audio Options. 2. Select the Call Me tab to enter your phone device's number. Select your country code from the drop-down menu. 3. Enter the phone number. 4. Click Call Me. Meeting Options: Audio Options — Join by Phone Tab When you click Audio Options you can access the following audio options by clicking either the Join by Phone or Computer Audio tabs. When you click the Join by Phone tab, you can: 1. Select the flag drop-down to find your country. 2. Dial the number listed for your country. 3. Enter the meeting ID as seen on the screen when you receive the prompt on your phone. 4. Enter the participant ID as seen on the screen when you receive the prompt on your phone. Note: If you decided to Join via telephone after Joining via computer, please select Audio Options and Leave Computer Audio. Then enter #Participant ID#. Otherwise you may hear audio feedback or echo in the meeting. 5. If you have a Zoom Pro account, there will be a third tab for the Call Me feature, see Meeting Options: Audio Options — Call Me. Meeting Options: Video 1. Click the Video camera icon to turn on or off video for a meeting. Video On Video Off Meeting Options: Invite Invite lets you invite people to a meeting. 1. Click Invite. The Invite people to join meeting screen opens. 2. Click Invite by Email to invite people to a meeting using Outlook, Gmail or Yahoo Mail. Click to Copy URL or Copy Invitation to include in the email. 3. Click Invite by IM to invite people using instant messaging. Type in the person’s name and select the person. Click to Copy URL or Copy Invitation to include in the email. Click Invite to send the invitation. 4. Click Invite by a Room System. Select Dial In to an H.323 /SIP Room System using a Meeting ID or a Pairing Code to invite people to a meeting. 5. Click Invite by a Room System. Select Call Out to use an H.323/SIP room system to invite people to a meeting. Enter an IP address or E.164 number. Select H.323. or SIP and then click Call. Meeting Options: Manage Participants When you click Manage Participants, the Participants screen appears. On this screen, you can: 1. Mute All meeting participants. 2. Unmute All meeting participants. 3. By selecting Lock Screen Share, all participants in a meeting will not be able to share a screen. The host will still be able to share a screen. Select Unlock Screen Share to allow all participants to share a screen. 4. Click More to select the following: Mute on Entry will mute audio when participant join the meeting. Play Enter/Exit Chime will play a chime whenever a person enters or exits a meeting. Lock Meeting will not allow any new participants to join the meeting. 5. Scroll over a meeting participant’s name to Mute or Unmute the participant. 6. Scroll over a meeting participant’s name to Rename the screen name of the participant. Click Rename, type in the new name and click OK. Meeting Options: Share Screen 1. When you click Share Screen, a screen opens where you can select the window or application that you want to share. 2. Select, if needed, one of the following options: Share computer sound when screen sharing Optimize for full screen video clip 3. Click Share Screen. Meeting Options: Chat 1. Click Chat to send a group chat to a selected Group. 2. Select a Group from the left side of the screen. 3. Type in a message and press Enter. The message is sent to all members in the selected Group. 4. If you want to keep the chat, click Save Chat. The message is saved in the meeting folder on your computer. 5. To view the chat, click Show in Folder or browse to the folder. Meeting Options: Record To record or stop recording a meeting audio and video (if selected), do the following: 1. Click Record to begin recording. Zoom will record the meeting’s audio and video (if selected). 2. Click Stop Recording to end all audio and video recording of the meeting. The recording will not be saved until you end the meeting. Meeting Options: End Meeting To end a meeting: 1. Click End Meeting. The End Meeting and Leave Meeting screen appears. 2. Click the I’d like to give feedback to Zoom if you want to provide feedback on the conference call you just hosted or attended. 3. Select End Meeting for All to end a meeting for which you are a host. 4. Click Leave Meeting if you want to leave a meeting you joined. 5. Click Cancel if you decide you do not want to end or leave the meeting. Meeting Options: Full Screen 1. If you want to view the meeting in full screen, click Enter Full Screen in the upper right corner of the Zoom meeting. 2. To exit full screen mode, click Exit Full Screen and your meeting window returns to its original size.