College of Allied Health - Zoom Video Conferencing Help
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Faculty Zoom Help

Quick Links:
How to join a ZOOM meeting in a Polycom DE Room
How to join a ZOOM meeting in a NON-DE Room
How to record a Zoom meeting. (Not in a DE room)
Faculty Zoom Training Video


Using Zoom in our class and conference rooms
DE Rooms: 1046, 1047, 1117, 2006, 2022, 2028, 2050, 2058, 2059, 2060, 2065, 3025, 3028, 3155, 2D04, 2D18, 2D34, 2D15, 2F18, 2E01
You can connect to a Zoom meeting in any DE Room with the polycom.
Instructions for how to join a ZOOM meeting in a Polycom DE Room

Non DE Rooms: 2038, 2039, 2045, 2046, 2049
You can connect to a Zoom meeting in any NON-DE room with the podium computer and provided webcam.

"ZOOM Rooms": 2056, 3132
A zoom room is a conference space that was designed for zoom meetings to be ran through the room computer with a special 360 degree camera and speaker setup that will provide an excellent and native zoom experience just like joining from your office or laptop computer.
Joining a ZOOM meeting in a Polycom DE Room
1. Turn the room system on into a "Video Conference Mode" via the touch panel.
2. Dial to ZOOM by navigating to the ZOOM contact on the touch panel "Favorite" list and touch the "Dial Video" button.
3. Enter the Meeting ID by navigating to the "Dialing" or "Remote" page. Dial the meeting ID (ex. 234-592-123) and hit "#". Repeat the process when it asks for the passcode.

Note:
In rooms 2050, 3025, 3028 on the "Dialing" or "Remote" page you have to hit "DTMF" tones before dialing any numbers.
If you are asked for a hostkey when joining the meeting. You can find it on your Zoom Account's Profile Page here.


4. YOU are in the ZOOM meeting now. You can now share the room pc or laptop by navigating to the "content" page on the touch panel and choosing share.


For Zoom Controls in a Polycom call press 1 on the touch panel and press the corresponding number for what you would like to do. Polycom Zoom Controls
Joining a ZOOM meeting in a Non-DE room
1. Schedule and share your ZOOM meeting with participants. This can be done through the client desktop program, smartphone app or through the web interface here.
2. On the classroom podium computer. Start your scheduled zoom meeting by launching the “ZOOM” desktop client program from the icon on the desktop, login and then choose “Start Meeting”.
a. Make sure to login with single sign on.
3. Make sure to join the conference with computer audio. Verify the webcam microphone is set correctly by selecting "webcam" as the input source by clicking the little up arrow next to the microphone icon and selecting it.
4. You’re in the Zoom Meeting!
5. When sharing your screen, we recommend sharing the entire screen with the two checkbox options for "Share Computer Sound" and "Optimize Video". a. If you require connection to other Polycom DE rooms please contact COAH IT for help.
Joining a ZOOM meeting in a ZOOM room (2056, 3132)
1. Schedule and share your ZOOM meeting with participants. This can be done through the client desktop program, smartphone app or through the web interface here.
2. On the ZOOM room computer. Start your scheduled zoom meeting by launching the “ZOOM” desktop client program from the icon on the desktop, login and then choose “Start Meeting”.
a. Make sure to login with single sign on. Do this every time you use the ZOOM client program or smartphone app.
3. Make sure to join the conference with computer audio. The microphone that should be used is the "Meeting Owl"
4. You’re in the Zoom Meeting!
a. If you require connection to other Polycom DE rooms please contact COAH IT for help.
How to record a Zoom meeting. (Not in a DE room)
Video Instructions – Recording tutorial at the 8:40 minute mark and about the 10:00 minute mark.

Fill out a video capture form!

Recording Process Overview:
While in a Zoom meeting as the host if you click the "record" button a recording of the class session starts and saves to a mp4 file locally on your computer. The Zoom recording will capture the video and audio of the whoever is talking and the screen shared content. You can start/pause/stop the recording by clicking the button. Once your lecture is complete end the meeting (You do not have to hit stop recording before ending the meeting). You will then see a Zoom Conversion Box pop up indicating that your recording is being converted into its .mp4 format, this conversion process may take some time. Once completed, a file browser window with a Time Stamp Zoom folder opens. You will see 3 files; your video file is the one named “Zoom_0.mp4”. Rename this file to your dept and class number with a date. (Ex: MIRS 1234_03162020). You will then transfer that file to a folder on the “L” drive or the “Cahshare” called “2020 – Zoom Recording Dropbox” (\\ah\cahshare$\2020 - Zoom Recording Dropbox). The default location of these recording files on windows is: C: \users\yourusername\documents\Zoom\ If you can’t find your recordings go to that location. You can also go into the Zoom application settings and click the “recording” tab to see where your default location is.

Step by step recording lecture instructions:
1.Click the record button to start recording.
2.Complete lecture
3.End meeting.
4.Wait for Conversion process to finish.
5.Rename the “Zoom_0” recording file to your dept and class number (Ex MIRS 1234_03162020).
6.Transfer the video file to the CahShare folder named “2020 – Zoom Recording Dropbox”.
7.Email ISS (pam-farmer@ouhsc.edu and gina-vile@ouhsc.edu) - please email both.
8.ISS will provide a link to post into your D2L course.
9.Posting the link into your D2L course.
oGo to the location in your Table of Contents that want the link to be located.
oClick Upload/Create (in blue).
oChoose Create a Link.
oTitle the link as desired in the Title field.
oPaste the provided video link in the URL field.
oClick Open as External Resource.
oCreate.
Setting up ZOOM
1. Follow student instructions for installing and how to sign in. (Click the green student button above to view).
2. Setup your account through the ZOOM web interface HERE. Configure your host key from within your account profile. You can also schedule meetings from here.

The host key is ONLY used when you start a Zoom meeting in one of our polycom DE rooms. This number must be typed before the DE room meeting will start. This host key is not used any other time. Please remember to inform COAH IT about your polycom DE room Zoom meetings as we have a limited number of Zoom connectors for polycom rooms.

Scheduling a Zoom Meeting for student class sessions.
1. Sign in to the Zoom application on your computer, click on the “Schedule” button.
2. Set the name as your class name and number, and make sure “Outlook” is selected at the bottom (Must have Outlook Open Already).
3. Select "Recurring meeting".
4. Make sure Security Passcode is numbers only
5. Click advanced options.
6. Add as alternative hosts COAH IT by email:
joey-rodriguez@ouhsc.edu; derek-teague@ouhsc.edu;

7. Scroll down below Advanced Options and select a Meeting Purpose
8. Click Save. A Outlook event invitation opens.
9. Copy and paste the Join Zoom Meeting link and Meeting ID into your D2L course as a content module.
Scheduling a Zoom Meeting (normal meeting)
1. Sign in to the Zoom application on your computer, click on the “Schedule” button.
2. Set the name, start date and time and make sure “Outlook” is selected at the bottom (Must have Outlook Open Already) and finally scroll down below Adnvanced Options and select a Meeting Purpose. Then click the blue “Save” at the bottom.
3. This opens an Outlook event meeting invitation page.
4. Invite the attendees of this meeting in the “To” field.
5. Once completed, click “Send” to send to your invited guests.

DO NOT change any information in the body of the invitation.
ZOOM Troubleshooting Links
Testing Computer or Device Audio
My Video/Camera Isn’t Working
How Do I Share My Screen
Sharing Computer Sound During Screen Sharing
Start a Recording

As always, CAH IT is available to assist in any way we can. If you would like a training session, please email CAH IT and we will set something up.