Zoom

Set up the Zoom meeting:

1. Sign in to the external page Zoom web portal
   (To follow these instructions, the language of the web interface should be 'English'. Once signed in, you can change the language at the bottom right of the Zoom web portal website).
2. Click 'Meetings', and 'Schedule A New Meeting'
3. Enter the meeting information

• Topic: Enter the title and number of your lecture according to the course catalogue.
  (If you wish to merge your Zoom recordings with existing recordings in the ETH video portal, the topic of your meeting has to be in the format 'VVZ: 123-​4567-89 Quantenmechanik I - exercise'.)
• When: Select a date and time for your lecture
• Duration: Choose the approximate duration of the lecture. This is only for scheduling purposes. The lecture will not end after this length of time
• Recurring meeting: choose this option if your lecture is recurring (e.g. weekly)
• Registration: Do not activate
• Meeting ID: Generate Automatically
  
  
• Passcode: Recommended
• Waiting Room: Activate
• Require authentication to join: If you consider activating this option, please have a look at the implications first
   
• Video Host: Off (Even if you choose off, the host will have the option to start their video)
• Video Participant: Off (Even if you choose off, the students will have the option to start their video)
   
• Audio: Computer Audio
• Allow participants to join anytime: Do not activate
  
• Mute participants upon entry: Activate
  (To mute all participants currently in a meeting, see the options to manage participants)
• Automatically record meeting: Activate, if you want the lecture to be automatically recorded. Set it to 'In the cloud'
  (see FAQ Recording for settings and legal aspects of recording a Zoom meeting)  
• Enable additional data center regions for this meeting: Do not activate
• Alternative Hosts: Enter the Zoom account of other ‘Licensed’ ETH Zoom users to allow them to start the meeting in your absence
  

4.   Click Save

 

Share the meeting link/ID with your students

1. Sign in to the external page Zoom web portal
2. Click Meetings, and choose one of your meetings
3. Copy the Join URL and share it with your students
   (To include more information, click on Copy the invitation)

 

Start the meeting:

1. Start the lecture from the external page Zoom web portal or the Zoom Client.
2. In the Join Audio pop-up, click on Test Speaker and Microphone, go through the testing procedure and Join with computer Audio
3. Click on Share Screen and choose what you want to share. For the sake of simplicity it is recommended to choose Screen instead of individual Windows.
4. It is recommended to prevent students from unmuting their microphones
5. It is recommended to disable Participant-Screensharing and -Renaming:
   Download Screenshot (PNG, 23 KB)
   
   • Click on the Security icon in the meeting controls
   • deactivate "Share Screen" and "Rename Themselves"
     
6. You are now set up to start your lecture, let all participants join and deactivate the waiting room:
   • Click on Manage Participants and Admit All. 
   • Click on Security and deactivate Enable Waiting Room

 

End the meeting

• If you are still sharing your screen:
  Move your mouse to the top of the screen to show the Floating Meeting Controls. Click on More and End Meeting

• If you are not sharing your screen:
  Click on End Meeting at the bottom right corner of the interface.

General Remarks

Keep Meeting URL/ID private
Always keep your Zoom Client up-to-date

 

Keep the Meeting URL/ID as private as possible

Avoid posting it on a public website or in social media.

 

Always keep your Zoom Client up-to-date

If you have a Zoom Account:

• open the Zoom client and sign in
• click on the profile button (either your initials or your profile picture) on the top right
• click on 'Check for Updates'
  Download Screenshot (PNG, 119 KB)

If you don't have a Zoom Account:

• check the external page Zoom Download Center for the current version of the Zoom client

 

 

Setup / Scheduling

Schedule meetings through the Zoom web portal
Do not use Personal Meeting ID
Do not use 'Join before Host'
Enable Waiting Room
Consider setting a Password
Consider letting Only Authenticated Users join

 

Schedule your meetings through the Zoom web portal

The Zoom web interface offers the full set of security options when scheduling a meeting.

Download Screenshot (PNG, 104 KB)

external page Zoom web portal

 

Do not use your Personal Meeting ID for Zoom Meetings (ETH default setting)

Always create a randomly generated Meeting ID.

Download Screenshot (PNG, 42 KB)
external page Zoom Personal Meeting ID Documentation

 

Do not use 'Join before Host' (ETH default setting)

Never activate 'Join before Host' for a scheduled Meeting or your Personal Meeting ID. Otherwise everyone with the Meeting URL/ID can start that meeting at anytime and prevent you from running other meetings.

Download Screenshot (PNG, 20 KB)
external page Zoom Join Before Host Documentation

 

Enable the Waiting Room

The Waiting Room feature allows the host to control when a participant joins the meeting. Participants can be admitted one by one or all at once. You can activate the Waiting Room in the Meeting Options when scheduling/editing a meeting

Download Screenshot (PNG, 12 KB)
external page Zoom Waiting Room Documentation

 

Consider Setting a Password

• Sign in to the Zexternal page oom web portal
• Click Meetings, select one of your meetings or Schedule A New Meeting
• Enable Require meeting password and set the password
  

Consider sharing the passwort over a different communication channel as the Meeting URL/ID.

Download Screenshot (PNG, 41 KB)
external page Zoom Password Documentation

 

Consider Letting Only Authenticated ETH Zoom Users Join your Meeting

The Require authentication to join setting allows hosts to restrict meeting access to signed in ETHZ Zoom Users.

• Sign in to the external page Zoom web portal
• Click Meetings, select one of your meetings or Schedule A New Meeting
• In the Security section, enable Require authentication to join
• choose Signed in ETH Zoom Users only

Download Screenshot (PNG, 24 KB)

Keep in mind that with this setting activated, every participant needs to be logged in with an ETH Zoom Account to be able to join the meeting.

However, you can grant access to individual participipants without an ETH Zooom Account via Download Authentication Exception (PNG, 21 KB).

 

 

Managing Participants in the Meeting

Prevent Participants from Unmuting their Microphones
Prevent participants from sharing their screen
Disable video for individual participants
Controlling chat access
Restrict participant annotations

 

Prevent Participants from Unmuting their Microphones

To prevent all participants from unmuting their microphones:

• Click on Security in the Zoom meeting controls
• disable Unmute Themselves

Host and co-​hosts can still unmute themselves and other individual participants (hover over participant and click Unmute or Ask to Unmute).

Download Screenshot (PNG, 18 KB)

To prevent specific participants from unmuting their microphones:

• Click on Manage Participants in the meeting controls at the bottom of the Zoom client window
• Hover over the specific participant and click Mute

Download Screenshot (PNG, 26 KB)
external page Zoom Managing Participants in a Meeting Documentation

 

Prevent participants from sharing their screen

Per default, only the host and co-hosts can share their screen in a Zoom meeting. However, if you have changed that default setting in your account settings, you can still disable screen sharing access for participants in a running meeting:

• Click on Security in the Zoom meeting controls
• disable Share Screen

If you still want a participant to share his screen, just reverse the setting temporarily. By default, only the host can interrupt / abort a running screensharing session (except for the participant who started it).

Download Screenshot (PNG, 23 KB)
external page Zoom In-meeting Security Options Documentation

 

Disable video for individual participants

Hosts and Co-Hosts can stop the video of individual participants.

• Click on Manage Participants in the meeting controls at the bottom of the Zoom client window
• Hover over the participant whose video you want to deactivate and click More > Stop Video

Download Screenshot (PNG, 32 KB)
external page Zoom Managing Participants in a Meeting Documentation

 

Controlling chat access

To quickly deactivate the Chat for participants:

• Click on Security in the Zoom meeting controls
• disable Chat

Download Screenshot (PNG, 23 KB)

The meeting host can choose who participants can chat with:

• Click on Chat in the meeting controls at the bottom of the Zoom client window
• Click on ...
• Under Participant Can Chat With choose one of the following options:
  • No One
  • Host Only
  • Everyone Publicly

If you set the chat to Host Only you can still send Broadcast messages to the participants.

Download Screenshot (PNG, 37 KB)
external page Zoom In-Meeting Chat Documentation

 

Restrict participant annotations

Per default, the annotation feature allowing all participants to annotate on shared screens and the Zoom whiteboard is deactivated for ETH Zoom Accounts. If you have activated the setting (see for further information), you can still disable it anytime in the running meeting.

To quickly deactivate the Annotation feature for participants:

• Click on Security in the Zoom meeting controls
• disable Annotate on Shared Content

Download Screenshot (PNG, 27 KB)

 

 

Dealing with unwanted Participants

Remove unwanted Participants
Suspend Participant Activities
Reactivate the waiting room
Lock the meeting

 

Remove unwanted Participants

Hosts and Co-Hosts can remove participants.

• Click on Security in the Zoom meeting controls
• Click on Remove Participant...
• Click on Remove besides the participant you want to remove

Download Screenshot (PNG, 25 KB)
external page Zoom In-meeting Security Options Documentation

 

Suspend Participant Activities

Hosts and Co-Hosts can suspend all participant activities. This turns off participant's video, audio, chat, ability to share their screen and locks the meeting to prevent additional participants from joining. This will apply to all participants. Individual functions can still be activated again via security button.

• Click on Security in the Zoom meeting controls
• Click on Suspend Participant Activities
• In the pop-up, click on Suspend.

Download Screenshot (PNG, 15 KB)
external page Zoom In-meeting Security Options Documentation

 

Reactivate the waiting room

You can easily reactivate the waiting room it if you have trouble with unwanted participants joining the meeting:

• Click on Security in the Zoom meeting controls
• Activate Enable Waiting Room

Download Screenshot (PNG, 23 KB)
external page Zoom In-meeting Security Options Documentation

 

Lock the meeting

• Click on Security in the Zoom meeting controls
• Activate Lock Meeting

Once you have locked the meeting, nobody can join anymore and you won't get a notification if somebody tries.
Locking meetings is recommended for smaller meetings. For bigger meetings and lectures it is recommended to reactivate the waiting room.

Download Screenshot (PNG, 23 KB)
external page Zoom In-meeting Security Options Documentation

Alternative Hosts

The Alternative Host option allows you to schedule meetings and designate another ETH Licensed Zoom user to start the meeting if you are unable to.

To enter Alternative Hosts for one of your meetings:

• Sign in to the external page Zoom web portal
• Click on Meetings and either Schedule a New Meeting or click on an existing one to edit it.
• In the Alternative Hosts field, enter the ETH Licensed Zoom Users that should be able to start the meeting on your behalf.

Please see the external page Zoom Alternative Host documentation for further information.

 

Co-Hosts

Co-Hosts can help you with managing the Waiting Room and Participants (e.g. mute/unmute) or moderating the chat.

1. Start the meeting as Host (either from the Zoom client oder the web interface)
2. Click on Participants from the toolbar at the bottom of the Zoom client
3. Hover over the person you would like to add as Co-Host (If you use the waiting room feature you have to Admit that person first).
4. Click on More and Make Co-Host

 

Screen sharing

In a Zoom meeting, the host and co-hosts can share their screen or individual application windows.

If you want to allow participants to share their screen, you can do so via the security button (Download Allow participants to: Share Screen (PNG, 20 KB)).

To start screen sharing, click on Share Screen in the meeting controls at the bottom of the Zoom client window. You can now choose to share your screen or individual application windows. If your shared content includes audio, make sure to activate 'Share sound'.

See the following Zoom Documentation for further Information:
external page Zoom ScreenSharing General Information
external page Zoom PowerPoint Sharing Documentation

You can also share an iPad/iPhone directly from your Zoom client and use it as a digital whiteboard or annotation tool. Make sure that your computer and the iPad/iPhone are connected to the same network.
external page Zoom Client iOS Sharing Documentation

Alternatively you can also install the Zoom client/app on a tablet or seperate presentation device. You can then join the meeting and just share the screen. Make sure the microphone on the presentation device is muted and video deactivated.

 

Whiteboard

The integrated whiteboard feature will allow you to share a whiteboard that you and other participants (if allowed) can annotate on.

See the external page Zoom Whiteboard Documentation for further information.

See the Screen sharing section on how to integrate an iOS device or a seperate presentation device.

 

Annotation

This feature allows participants to use the Zoom annotation tools to add information to shared screens and the Zoom whiteboard.

To use this feature, you need to activate it first in your account settings:

• Sign in to the external page Zoom web portal
• Click on Settings and In Meeting (Basic)
• Activate Annotation

See the external page Zoom Annotation Tool Documentation for further information.

 

Raise Hands

Raise Hand and Unmute:
If you want to include spoken questions in your lecture you can use the Raise Hand and Ask to Unmute functions. They can do so by clicking Raise Hand via the Reactions button.

Download Screenshot (PNG, 19 KB)

In your Participant window you can see the blue hand sign besides the participant that wants to ask a question. You can now click on Lower Hand and Ask to Unmute to give the word to that specific participant.

Download Screenshot (PNG, 39 KB)

 

In-meeting Chat

The in-meeting chat allows you to send messages to other participants.
You can also external page share files and external page save chat messages.

Hosts and Co-Hosts can send messages to everyone or individual participants. As a default, participants can send public messages to everyone or private messages to the Host or specific Co-Hosts.

Hosts and Co-Hosts can disable the chat for participants at any point during the meeting.
The chat function can be completely deactivated for all meetings of an account in the external page host settings.

Please see the external page Zoom in-meeting chat documentation for further information.

 

Breakout Rooms

Breakout Rooms allow you to split your Zoom meeting into seperate sessions.
The meeting host can choose to split the participants into these separate sessions automatically or manually.

To use this feature, you need to activate it first in your account settings:

• Sign in to the external page Zoom web portal
• Click on Settings and In Meeting (Advanced)
• Activate Breakout room

Please see the external page Zoom breakout room documentation for further information.

 

Polling

The polling feature allows licensed Zoom users to create single choice or multiple choice polling questions. You will be able to launch the poll during your meeting and gather the responses from your attendees. You also have the ability to download a report of polling after the meeting. Polls can also be conducted anonymously, if you do not wish to collect participant information with the poll results.

To use this feature, it has to be activated first in your account settings:

• Sign in to the external page Zoom web portal
• Click on Settings and In Meeting (Basic)
• Activate Meeting Polls

Please see the external page Zoom Polling feature documentation for further information.