Zoom

Changes to the information security settings of university Zoom – see this Flamma news for more information.

Zoom is a video communication service that allows all university staff and students to create meeting rooms and participate in meetings, seminars and conferences in real time through video and sound. Zoom is also suitable for remote teaching. The Zoom rooms created by university staff and students can hold a maximum of 300 people.

You can participate in Zoom meetings through a separate app installed on your computer or mobile device, or through a browser. Zoom has been installed on computers administered by University of Helsinki. The screen captures in the detailed instructions are from Zoom used on a computer running Windows 10. When using the program through a browser or other operating systems, the view may be different.

The best browser for using Zoom is Chrome. If possible, you should use the application.

Zoom can be accessed at www.helsinki.fi/zoom.

You can use Zoom on your browser or on separately installed client software. They have slightly different features. In practice, you can use either to attend meetings, but the comfort of using them may vary in some situations.

  • When preparing a meeting and making changes to the default settings of the software, we recommend using the browser version. The best browser for using Zoom is Chrome.
  • When attending meetings, we recommend using the client software. By default, meetings are always opened in the client software if it has been installed on your computer.

 

Information on Zoom and other software designed for preparing instructional videos and streaming lectures can be found in the Instructions for Teaching. The instructions also include various tips for more efficient work as well as other helpful materials and videos.

Information security
Please keep data security and privacy considerations in mind when using Zoom. Zoom is subject to the same rules and guidelines as other tools, such as your e-mail. Read more on information security on Flamma.

Tabs

Quick help

Client program

Zoom is installed on all Windows and Cubbli computers in the university’s centralised administration. In Mac you can install Zoom from Managed Software Center (you can find it in University menu).
You can install the Zoom client software on your personal computer or mobile device at https://zoom.us/download

Start Zoom by typing Zoom in the search box on your computer. Click on the program icon and the program will open.

Logging in with the client program: Select Sign in with SSO. The address in the window that opens should be helsinki.zoom.us. Click Continue.

See the detailed help tab for more information.

Using Zoom with a browser

When using Chrome, Zoom can be accessed at  www.helsinki.fi/zoom. From the login page, you can join meetings, start a meeting, edit the settings of your account and visit Zoom’s own instruction pages.

Setting up a meeting and sending invitations

We recommend creating the meeting through your browser as it offers more settings than the application. The browser makes it easier to:

  • prepare advance measures for small groups (Breakout Room pre-assign)
  • prepare polls in advance
  • create a recurring meeting (Recurring meeting, Recurrence: No fixed time)
  • For instructions on creating a recurring meeting, please see the video on the Instructions for Teaching site. (in Finnish)

 

Joining a meeting

  • If you have been invited by e-mail, click the link in the message
    OR
  • Access Zoom on Chrome at www.helsinki.fi/zoom
    • Click Join
    • Write  the meeting room ID in the Meeting ID or Personal Link Name field.
    • Click Join

Starting a meeting (as a host)

  • Access Zoom on Chrome at www.helsinki.fi/zoom
  • Click Host
  • Zoom will ask you if you would like to host a meeting in the application or in the browser. Click start from your browser
  • A meeting room will be opened
  • The page that opens shows the Conference ID, and by clicking Invite at the bottom of the screen, you can view the web address of the meeting. You can use either of the two to invite participants.

Edit account settings

  • Access Zoom on Chrome at  www.helsinki.fi/zoom
  • Click Sign in.
  • You can change some of your account settings by clicking edit. Some of the settings have been set by the administration and cannot be changed by the user

Instructions

  • Access Zoom on Chrome at  www.helsinki.fi/zoom
  • Click Support to access Zoom’s instruction pages.
  • The Helpdesk instructions are available from the Detailed instructions tab of these instructions.
Detailed help

The Zoom client is installed on all computers in the university’s centralised administration.

These Detailed instructions cover the use of the Zoom client program. Zoom can also be used through Chrome without installing the application (see instructions on the Quick instructions tab).


Logging in

  • Start Zoom (Start > Zoom > Zoom).
    zoom_asiakasohjelma_aloita_1.png
  • Click Sign In.
    zoom_sign_in_1.png
  • Click Sign in with SSO.
    zoom_sign_in_2.png
  • Make sure the settings are as in the image: The address begins with helsinki (1) and the end is .zoom.us (2).
  • Click Continue.
    zoom_sign_in_3.png

 

Creating a meeting

  • Click on New Meeting
    zoom_uusi_kokous_1b.png
  • If you want, you can test your speakers and microphone by clicking Test speaker and microphone.
  • Click Join with Computer Audio.
    zoom_liity_testaus_1b.png
  • The meeting room address is shown under (1). Click Copy URL to copy it to the clipboard. More alternatives can be accessed by clicking Invite (2) at the bottom of the screen. Read more below under Adding participants to a meeting.
    zoom_liitytty_1c.png

 

Sending an invitation

1) Sending an invitation in Outlook

  • The Zoom Outlook Plugin can be installed on Windows computers under the university’s centralised maintenance via the Software Center. The plugin is installed on the toolbar of the e-mail and the calendar. The plugin is very useful if you are planning to use Zoom regularly.
    You can schedule a meeting or start a meeting by clicking on the icon.
    zoom_outlook_plugin_1b.png

2) Sending an invitation in Zoom

  • You can schedule a meeting and send an invitation to participants well in advance using the Zoom program. Start Zoom on your computer(Start > Zoom > Zoom).
  • Click Schedule.
    zoom_schedule_1b.png
  • In this example, the invitation is sent as an Outlook calendar invitation.
  • Fill in the fields on the duration (1) and features (2) of the meeting and select the calendar (3).
  • Click Schedule.
    zoom_schedule_2b.png
  • This will open the calendar. The information entered above will be ready. Remember to add the participants! Send the invitation by clicking Send.
    zoom_schedule_3.png

 

Adding participants to a meeting

  • Once a meeting is active, you can add new participants by clicking Invite at the bottom of the screen.
    zoom_invite_2.png
  • This opens a new window. It is possible to send an e-mail invitation by clicking Invite by Email (1) at the top of the screen. You can also select participants on your contacts list (Invite by Contacts) or invite a video meeting room (Invite a Room System).
  • You can copy the meeting’s web address to the clipboard by clicking Copy URL at the bottom of the screen (2). Copy invitation copies the meeting’s detailed information as sent in the e-mail invitation.
    zoom_kutsu_muita_2.png

 

Leaving a meeting

  • You can leave a meeting by clicking End Meeting (host) or Leave Meeting (participant) in the bottom right corner. The host can choose if they want to end the meeting (End Meeting for All) or just leave the meeting while allowing the meeting to continue (Leave Meeting).
    zoom_poistu_2.png
  • If you are the host and would like the meeting to continue after you have left, you must make another participant the host. Click on the next host’s name on the participant list and select More
    zoom_make_host_1b.png
  • Click Make Host.
    zoom_make_host_2b.png

 

Personal meeting rooms

Zoom will automatically create a Personal Meeting Room for you. The room has a permanent ID and a link that will never change. This feature is especially handy if you regularly host meetings. 

  • You can open your personal meeting room by clicking New Meeting
  • Please note the small arrow next to the New Meeting text (1). The arrow will open a menu where Use My personal Meeting ID (PMI) is selected by default. Underneath, you can find your room’s permanent ID (2).
  • If you do not want to use your personal meeting room, uncheck the selection and launch a new meeting by clicking New Meeting. This will start a new meeting. The Invitation URL shows the meeting’s web address.
    zoom_pmi_2.png
  • Similarly, if you schedule a meeting, you can use your personal meeting room or create a new room for the meeting. Click Schedule > Advanced Options > Use Personal Meeting ID 123-456-7890. Unlike above, your personal meeting room will not be selected by default.

Breakout Rooms

The host of the meeting may divide the participants in different rooms for team work or similar arrangements. If you want to use this feature, please refer to the guide on the Zoom instructions page!

The host may switch rooms freely. However, please keep in mind that only the session in the primary room will be recorded, regardless of where the host is. The participants may record the local session in their own room.

Recording a meeting

Recording a lecture or a meeting is an easy and smart way of making the material available to others. Recording recurring lectures, training sessions or the like is also a nice way to save your time and effort. 

You can use Screencast-o-Matic to cut or trim your recordings or to add captions.

If you would like to share your recordings to a certain course or a wider audience, you can download and share them on Unitube.

Zoom instruction video on recording.
At the University of Helsinki, Zoom recordings can currently only be made locally. A cloud storage service will become available later.

If you save your recording locally on a computer, please note that the file will be automatically converted into an mp4 file after the recording has been completed. For instance, creating a file for an entire lecture may take more than 15 minutes. This may be relevant if you are using a shared computer.
Always check the destination folder of your file. The default folder can be changed in the Zoom settings (see below).

Sharing your screen

You can share your screen or an open program, allowing other people to see them.

  • Click Share at the bottom of the screen.
    zoom_share_1b.png
  • The window that opens allows you to choose from sharing your entire screen (1) or one of your program windows (2). Choose which you would like to share and click Share (3).
    zoom_share_2d.png
  • The green frame (1) indicates which program is being shared. The controls for sharing are located at the top of the window (2).
    zoom_share_5b.png
  • The other participants can view the name of the person sharing a screen at the top of the window.
    zoom_share_9c.png
  • You can add annotations and highlight items on the screen. Click Annotate. This will open the toolbar.
    zoom_share_6b.png
  • Many of the tools also include a more specific sub menu.
    zoom_share_7b.png
  • You can erase annotations (1) you have made using the Eraser tool or by clicking Undo on the toolbar (2).
    zoom_share_8b.png
  • In the More menu, the host can allow participants to annotate or disable participants’ annotation, or they can choose to show the names of annotators or hide them.
    zoom_share_12b.png
  • You can take a screenshot of the annotations in the middle of the presentation. In this example, Raimo Keski-Vääntö (1) is sharing his browser window. Raimo has highlighted a part of the window using green (2).
    zoom_annotate_save_1b.png
  • Click Save. The software confirms that a screenshot has been saved (Screen saved). You can open the destination folder by clicking Show in Folder.
    zoom_annotate_save_2b.png
  • The images are saved in the folder Documents > Zoom.
    zoom_annotate_save_4b.png
  • You can stop sharing your screen by clicking Stop Share.
    zoom_share_13b.png

 

Locking a meeting

Once the meeting has started (older version of Zoom))

  • Click Manage Participants.
    zoom_lukitse_1.png
  • Open More and click Lock Meeting.
    zoom_lukitse_2.png
  • Confirm the lock by clicking Yes.
    zoom_lukitse_3.png
  • You can unlock the meeting by clicking More > Unlock Meeting.
     

Once the meeting has started (newer version of Zoom)

  • Click on the Security icon at the bottom of the screen. Click Lock Meeting.
    zoom_uusi_lukitse_2b.png
  • The meeting is now locked. No new participants will be allowed in.
    zoom_uusi_lukitse_3b.png
  • You can unlock the meeting by clicking on Lock Meeting again (unchecking it).
    zoom_uusi_lukitse_4b.png
  • The meeting has now been unlocked. Others will be able to join the meeting.
    zoom_uusi_lukitse_5b.png

 

Personal computers and mobile devices

Checklist for organising Zoom meetings

Well before the meeting

Plan the roles and responsibilities

Before the meeting, plan the roles for the meeting’s organisers, for example:

  • person sending out the invitation for the event
  • person(s) controlling the presentation computer(s)
  • chat moderator(s) – two moderators are recommended for larger events!
  • chairman/”host” and presenters of the event
  • potential breakout room administrator
  • potential breakout room facilitators
  • person in charge of recording the meeting
  • person in charge of the schedule (if not the host)
  • person in charge of the potential editing of the event recording

It is also a good idea to agree on who has the host rights for the event and who may possibly need co-host rights. It is recommended to assign the person in charge of recording the event as a co-host. However, co-host rights are not required for sharing content, for example. The host can assign co-host rights only after the meeting has started.

When creating the event, it is also possible to determine alternative hosts; the persons assigned as alternative hosts can start the meeting on behalf of the host.

Other things to consider when planning an event

  • It is good to have a programme/script for the meeting and to distribute this to the participants beforehand.
  • If the meeting will be recorded, it is recommended to inform the participants about this in advance.
  • Based on experience, it is best to share the presentations on the presenters’ computers. In case of any problems, it is recommended to send copies of the presentations to the host.
  • If a meeting space has been reserved for the event organisers, the organisers are recommended to think about who should arrive to the meeting space in person and who should participate from their computer, depending on the organisers’ roles. It is good to take this into account especially with the potential breakout room facilitators.
  • It is recommended to agree whether the chat conversations will be saved and to inform the participants about this in advance.

Polls

  • It is possible to launch polls during and before a meeting.
    • If the meeting is not recorded, it is recommended to take a screenshot of the poll results during the meeting. After the meeting, the results can be downloaded as a csv file.

Breakout rooms

  • Breakout rooms can also be created before the event, but when doing so, the members must be manually added. If you automatically divide the participants into groups, any possible group selections made beforehand will get overwritten.
    • However, if you know exactly who will be attending the event, you can divide these persons into groups in advance (this requires that the attendants are already using Zoom).
    • You can name the manually created rooms and set a time limit for them (e.g. for tasks).
    • It is recommended to carefully plan the use of breakout rooms, their instructions for the participants as well as the potential breakout room facilitating.
       

Preparing for the meeting in the presentation or meeting space

  • Reserve enough time (30 min – 1 hour) in order to prepare for the event. Test the technology beforehand, especially the microphones.
  • Turn off the microphones and speakers for everyone else except the presenter computer.
  • Put mobile phones on silent.
  • It is recommended to open the materials on the presenter computer(s) in order to be ready for the presentation.
  • On the presenter computer, close Outlook, Teams and all similar programmes in order to avoid sharing anything unnecessary.
  • Make sure that the right person has been assigned as the host and add any co-host rights for the persons requiring these.

After starting the meeting

  • Make sure the participants can hear the audio and see the video and presentation materials.
  • Instruct the participants with regard to asking questions: should they use their microphones or the chat for asking questions and will the questions be answered during or after the meeting? Briefly instruct the participants about the essential buttons (microphone, video, chat, potential polls).
  • Share the meeting’s programme with the participants.
  • If the event is recorded, remind the participants about this.

During the meeting

  • Chat moderating; if questions are answered after the presentation(s) and there is a lot of chat conversation, it might be a good idea for the moderator(s) to pick out questions as they are being asked in the chat.
  • Hosting and instructions, if required.
  • Make sure that the meeting is advancing according to the schedule.

At the end of the meeting

  • Save the chat.
  • Share any possible polls with the participants if this has not already been done. If necessary, also take a screenshot of the results for yourself.
  • End the event.
  • The possible recording of the event is stored in an mp4 file on the recorder’s computer.

Things to consider regarding different functionalities

Facilities and equipment

  • Make sure that the participants can also see some video about the presenters.
  • In small spaces and for capturing the voices of only a few persons, having a table microphone such as Jabra is enough.
  • In larger events with numerous speakers in the same space, it is recommended to use a meeting space with fixed equipment.
    • For example, In the Unitube lecture recording rooms of the University of Helsinki, it is possible to plug the computer in the lecture room’s camera and microphone and to stream the image and audio through Zoom.
    • Many university meeting spaces are equipped with fixed meeting microphones and prisma cameras, for example.
    • The abovementioned equipment usually work by simply plugging in the device and selecting the right source of image and audio on Zoom.

Other instructions

Pre-assigning participants to breakout rooms, Zoom Help Center
Managing breakout rooms, Zoom Help Center
Polling for meetings, Zoom Help Center

 

Advice and support for problems

  • If you encounter problems with Zoom at the University of Helsinki or have any questions, you can send a message to the service e-mail, helpdesk@helsinki.fi.

Manufacturer’s instructions page

Check the suitability of your hardware

Settings

  • Start Zoom (Start > Zoom > Zoom).
  • Click on the cog icon in the top right corner. You can edit your Zoom settings in the window that opens.
    zoom_asetukset_2.png

 

Adding a profile picture

  • In the Profile tab, click on your profile picture.
    zoom_profiilikuva_2d.png
  • Click Upload.
    zoom_profiilikuva_3b.png
  • Select the image (1) and click Open (2).
    zoom_profiilikuva_4b.png
  • You will see the image in full size on the left-hand side (1). Some of the image is cropped (2). You will see the selected area in the smaller image on the right-hand side. Use the borders of the frame to resize and adjust the image (3). The smaller image (4) is updated when you adjust the image.
    zoom_profiilikuva_5e.png
  • When you are satisfied with the image, click Save.
    zoom_profiilikuva_6b.png
  • You can later delete the picture by clicking Delete.
    zoom_profiilikuva_7c.png
  • Confirm the deletion by clicking Yes.
    zoom_profiilikuva_8.png

Changing the background image

It is possible to use a background image or video at Zoom meetings. In this example, a custom photo is set as the event’s background image, but you can also use a background video.

zoom_tausta_1b.png
  • Open Settings.
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  • Search for and select In Meeting (Advanced) (1). Drag the slider to the right (2).
zoom_tausta_3b.png
  • Start the Zoom client programme (Start > Zoom > Zoom).
zoom_asiakasohjelma_aloita_1.png
  • Click on your profile picture and open Settings on the menu.
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  • Open the Virtual Background tab and click on the plus sign found on the right-hand side.
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  • Click on Add Image.
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  • Choose the background image (1) and click on Open (2).
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  • If the programme is asking you to download a programme package in order to use a virtual background image, click on Download.
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  • After the download has completed, you can use your own background images. Click on the miniature image (1). The same image can be viewed larger above the miniature images (2).
zoom_tausta_10c.png
  • You can now see the photo you have selected as the video’s background image.
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  • When the video meeting is on-going, you can change the background image by clicking on the arrow icon at the bottom of the video camera and selecting a new background image.
zoom_tausta_12b.png

Video instructions about organising the best possible event can be viewed on the Zoom instructions page.
System requirements on the Zoom instructions page.

Installing the Zoom client software on your home computer (Windows 10)

This example uses the Firefox browser. If you use another browser, the views may look slightly different but the steps of the installation will be the same.

Download the installer from https://zoom.us/download.

  • Click on the download button.
    zoom_kotikone_1b.png
  • Save the installer on your computer. Click Save file.
    zoom_kotikone_2b.png
  • Select the folder where you want to save the installer. By default, files are saved in the Downloads folder (1). Click Save (2).
    zoom_kotikone_3b.png
  • The browser will let you know when the software has been downloaded on your computer. Open the drop-down menu (1) and click Open Containing Folder (2).
    zoom_kotikone_4c.png
  • Double-click on the installer ZoomInstaller.exe.
    zoom_kotikone_6c.png
  • Wait for the installation to finish. Zoom has now been installed on your computer.
    zoom_kotikone_7b.png