Zoom

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.

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.

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. In case of repeating lectures, training sessions or meetings, the recordings can also save 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

 

Personal computers and mobile devices

  • You can download the Zoom client, browser extensions and other extensions for your personal computer or mobile devices on the zoom website at https://zoom.us/download.
  • Zoom installation guide for Linuxille.
  • Zoom installation guide for Macille.

 

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