Zoom

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).

Start Zoom (Start > Zoom > Zoom).

Click Sign In.

Click Sign in with SSO.

Make sure the settings are as in the image: The address begins with helsinki (1) and the end is .zoom.us (2).

Click Continue.

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.
  
• Save the installer on your computer. Click Save file.
  
  
• Select the folder where you want to save the installer. By default, files are saved in the Downloads folder (1). Click Save (2).
  
  
• 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).
  
  
• Double-click on the installer ZoomInstaller.exe.
  
  
• Wait for the installation to finish. Zoom has now been installed on your computer.
  
  

Continue as instructed at the beginning of the instructions under Logging in. 

• 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.
  • Below, you will find instructions on installing client software on your home computer (Windows 10).
• Zoom installation guide for Linux.
• Zoom installation guide for Mac.

It's a good idea to create a meeting in your browser (Chrome), so that all your important settings are available.

Creating a schedule meeting

Log in to helsinki.zoom.us and click Sign in. The Meetings tab in Zoom has a link to schedule a meeting: click Schedule a Meeting

You can adjust the details of the meeting in the window that opens from the link.

• Topic (1) – Provide a descriptive name for the meeting
• Description (2) – Provide a more detailed description of the meeting (not mandatory, but preferable to describe the agenda in some way)
• When (3) – Data and time. In the calendar, select the date and time from the drop-down menu
• Duration (4) – Duration in hours and minutes
• Time Zone (5) – The time zone in which the meeting will be held. Default is (GMT +3:00) Helsinki
• Recurring (6) – Frequency. Check this box if you want to schedule a recurring or permanent meeting. Selecting a recurring meeting gives you the opportunity to select additional settings.

Once you have selected a recurring meeting, you can select the following:

• Recurrence (7) – For scheduling meetings with multiple occurrences (Daily, weekly, monthly, no fixed time) E.g. If you want to schedule a meeting once a week, select “Weekly”.
  • No fixed time = permanent meeting. With the No fixed time setting, the meeting is valid for one year from the last time it was held.
• Repeat every (8) – How often do you want to repeat the meeting (select the required number from the drop-down menu. E.g. if you want the meeting to be repeated every week, select 1, or every two weeks, select 2, and so on.
• Occurs on (9) – The scheduled day of the meeting
• End date (10) – Select an end date or a recurrence of the meeting

Pictured below is a selection of a weekly meeting that repeats once a week, every Thursday. The end date is specified as 24 November 2021.

Security settings: Zoom meetings must use at least one of the following security features: passcode, waiting room or required authentication.

• Registration (11) – whether registration is required
• Security (12) – Zoom meetings must use at least one of the following security features: passcode, waiting room or required authentication. You can set the passcode.

• Video (13) – you can specify whether the video of the host or participants is on or off by default.
• Audio (14) – you can specify the audio settings for the participants of the meeting.
• Meeting options (15) – Additional settings for the meeting: Here you can specify, among other things, whether the participants of the meeting can enter before the organisers/hosts and whether the mics are turned off when they enter. Here you can also specify if you want to record the meeting automatically.
• Alternative hosts (16) – Here you can grant permissions to other speakers/hosts by adding their e-mail addresses. The alternate host is able to open the meeting on behalf of the actual host and will have the permissions of a co-host in the meeting.
• Interpretation (17) – You can add and invite a person to interpret your meeting.

Once you have configured the meeting settings, click Save and the meeting is created. You can still edit the meeting settings later.

After saving, you will see the meeting settings and can click Add to > Outlook Calendar (.ics) to open the Outlook meeting invitation

Alternatively, you can copy the invitation from Invite link. Click Copy invitation.

A window will open showing the invitation and you can click Copy Meeting Invitation.

Now you can create a normal meeting invitation (or update an existing meeting invitation) in Outlook and attach the newly copied data.

You can view upcoming meetings from the Meeting homepage in Zoom's browser view on the Upcoming Meetings list.

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.
  

2) Sending an invitation from OWA

You can also install a Zoom-plugin in OWA.

• Open the OWA calendar and click New event.
  
• Click the three dots to open the menu and click Get Add-ins.
  
  
• Search for “Zoom” (1) and click Zoom for Outlook (2).
  
  
• Click Add.
  
  
• Click Continue.
  
  
• Close the installation window.
  
  
• Close the window.
  
  
• The Zoom-plugin can now be found on the OWA top bar.
  
  

3) 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.
  
  
• 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.
  
  
• This will open the calendar. The information entered above will be ready. Remember to add the participants! Send the invitation by clicking Send.
  
  

• Once a meeting is active, you can add new participants by clicking Invite at the bottom of the screen.
  
• 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).
• 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.
  
  

• 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).
  
• 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
  
  
• Click Make Host.
  
  

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.
  
  
• 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.

Creating rooms before a meeting

The host and the co-host of the meeting may divide the participants in different rooms for team work or similar arrangements.

You can create Breakout room groups in advance before the meeting via the Zoom browser view in the meeting settings (www.helsinki.fi/zoom > Sign in > Meetings > Name of the meeting and Edit), under Breakout room pre-assign.

In the Create Rooms window you can:

1. create rooms
2. rename the rooms and divide participants to the rooms in advance*
3. import rooms and participants from a CSV file

* Please note, however, that only users of the University of Helsinki Zoom account can be added to small groups in advance. They also need to be logged in to Zoom before joining the meeting so that Zoom can identify them and divide them into groups. The host or the co-host cannot divide Zoom users outside the University of Helsinki into groups until the meeting starts.

If the pre-assigned groups do not immediately appear in the Breakout rooms window, try Recreate → Recover to pre-assigned rooms.

Creating rooms during a meeting

If you do not want to create the Breakout rooms in advance, the host can also create them during the meeting by selecting More and Breakout Rooms.

From that dialog box, you can choose:

1. The number of rooms
2. Whether Zoom automatically allocates participants to rooms
3. Whether the host allocates the participants to the rooms
4. Whether the participants can choose their own rooms and move between the rooms

Starting Breakout Rooms

After the rooms have been created, either in advance or during the meeting, the Breakout Rooms button opens the Breakout Rooms management window.

From that window, you can:

1. Name and delete the room
2. Add participants to the rooms
3. Recreate rooms
4. Add new rooms
5. Open rooms for the participants
6. Define room settings

The host and co-host can move freely from room to room during small group sessions.

However, 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.

If a participant arrives late for a meeting, they will be redirected to the main room, unless the host has pre-assigned the groups. In that case, the participant is directed to the correct group, provided that they are logged in to Zoom.

Broadcast

The host can broadcast to all active breakout rooms at once either by typing a message (Broadcast Message) or broadcasting their voice (Broadcast Voice).

The co-host can only broadcast to rooms by typing.

The Broadcast feature requires that both the host and the listener has the desktop app version 5.11.9 or higher. The Broadcast feature also works in Zoom’s browser version. You can find the Broadcast buttons in the Breakout Rooms window.

Broadcast Message

Both the host and the co-host can send typed messages to all breakout rooms at once. Open the Breakout Rooms window, select Broadcast and then Broadcast Message. Enter your message and select Broadcast.

The text appears at the top of the users’ windows:

Broadcast Voice

The host can broadcast their voice to all breakout rooms at once. Open the Breakout Rooms window, select Broadcast and then Broadcast Voice. Click the Broadcast button:

Broadcast is running when the lines on the Broadcast button move:

You can also press the B key on your keyboard to open broadcasting to all rooms. The Broadcast Voice window opens and the button lines start moving. However, please note that the key must remain pressed throughout the entire broadcast. Pressing the key while typing does not open the broadcast feature.

You can stop broadcasting by clicking the same button:

A notification appears at the top of the users’ windows when the host is broadcasting:

Zoom's Focus Mode provides the ability to direct the attention of participants solely to the camera feed or presentation of a host, co-host, or the participant in the spotlight. The meeting’s host must use the Zoom desktop version (version 5.7.3 or newer) in order to start the Focus Mode. A co-host can manage Focus Mode with Zoom's browser version.

Focus Mode can be turned on and off during the meeting.

When the Focus Mode is turned on:

• the host and co-host can still see the participant's camera feed and screen shares
• the participants can only see the hosts' camera feed and their own camera feed
• the hosts can place a participant in a spotlight so that the participant’s camera feed and screen share are visible to all participants

Focus Mode can be enabled in the Zoom settings. Sign in to Zoom with your university credentials at https://helsinki.zoom.us/ and select Settings. Focus Mode can be found in the In Meeting (Advanced) section of the settings.

To turn on Focus Mode, select More at the bottom of the Zoom view and click Start Focus Mode.

After this, Zoom asks whether to start Focus Mode. Select Start:

Once started, Zoom will notify the host and participants that Focus Mode has been started.

To turn off Focus Mode, select More and click Stop Focus Mode.

The university has a limited number of special licences that can be used for larger Zoom meetings (500–3,000 people). See these instructions for more information about these special licences.

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. It is recommended to change the storage location on the computer's hard drive, for example under the C drive (C:\ drive LocalData\username). The default folder can be changed in the Zoom settings. Files are then only saved on the computer's hard drive avoiding any network problems. In this case, you must take care of the backup of the videos yourself.

You can record locally only when using Zoom desktop app.

The University of Helsinki uses a cloud recording service for Zoom events and meetings provided by NORDUnet. Things to note about the cloud recording service:

1. When using the NORDUnet cloud recording, the download link for the recording is sent to the e-mail of the meeting's creator after the recording is completed.

• If you do not receive an e-mail by the next day, check the spam folder.
• The e-mail subject is Zoom recording ready for download and the sender is no-reply@zoom.nordu.net

2. The recording is stored on NORDUnet's Nordic server and must be downloaded within ten (10) days. After ten days, the recording will be deleted from the server and cannot be restored.

3. You must download the recording to your own computer in order to process it further or upload it to the platform of your choice (Unitube, YouTube)

Deployment

Log in to Zoom at www.helsinki.fi/zoom. Click Sign in. Go to the Recording tab on the Settings tab. Turn on cloud recording under Cloud recording:

Cloud recording settings

Activating the cloud recording will open the cloud recording settings menu:

The recommended settings are as follows:

1. It is important to select either Record active speaker with shared screen, Record gallery view with shared screen, or both. If these are not selected, no video will be included in the recording.

• Record active speaker with shared screen and Record gallery view with shared screen: both on.

2. However, you can choose to only record audio (Record an audio only file) or only the chat (Save chat messages from meeting / webinar).

• Record an audio only file is switched off
• Save chat messages from the meeting / webinar is switched on.

3. Other settings:

• Display participants’ names in the recording: you can choose whether the participants' names are displayed in the recording – on
• Record thumbnails when sharing: select if a small thumbnail of the speaker's video image is displayed during screen sharing – on
• Optimize the recording for 3rd party video editor: this option increases the file size and processing time – off, but if you have problems editing the recording, you can try turning it on
• Save panelist chat to the recording: shows panelists’ chat messages during the meeting – off

Please note that the settings from this point on are not in use in the cloud recording service of the University of Helsinki On-Prem Zoom.

Using the cloud recording

You can start the cloud recording by clicking Record to the Cloud from the More menu of the Zoom meeting.

To stop the recording, click Stop Recording.

After this, Zoom will let you know that you will receive an e-mail when your recording is complete.

Downloading a cloud recording

You will receive an e-mail from NORDUnet when the recording is completed. The subject of the e-mail is Zoom recording ready for download and it comes from no-reply (at)zoom.nordu.net. The e-mail will define by what time the recording must be downloaded, after which the recording will be permanently deleted from the server.

By clicking on the e-mail link, you will be presented with a download page in your browser, from which you can download the recording to your own computer for further processing.

You can save a list of Zoom meeting participants as follows:

• Log in to Zoom using the browser at www.helsinki.fi/zoom
• Click Reports > Usage (1). Zoom’s own instructions are available under Document (2).
  
  
• At (1) you can choose the period of time for searching participant data. Note that the list is only updated 15 minutes after the end of the meeting and that only data less than one month old is available. (2) shows information on the participants. Use Toggle columns (3) to select the information to show. Document (4) opens Zoom’s own instructions.
  
  
• The number in the Participants column indicates the number of participants. Click the number.
  
  
• The list of participants is displayed. (1) shows information on the participants. Click Export with meeting data (2) to see the meeting’s basic information. Click Export (3) to export the data. This creates a csv file that you can open in Excel, for example, or save on your computer.
  
  

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

• Click Share at the bottom of the screen.
  
• 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).
  
  
• The green frame (1) indicates which program is being shared. The controls for sharing are located at the top of the window (2).
  
  
• The other participants can view the name of the person sharing a screen at the top of the window.
  
  
• You can add annotations and highlight items on the screen. Click Annotate. This will open the toolbar.
  
  
• Many of the tools also include a more specific sub menu.
  
  
• You can erase annotations (1) you have made using the Eraser tool or by clicking Undo on the toolbar (2).
  
  
• 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.
  
  
• 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).
  
  
• Click Save. The software confirms that a screenshot has been saved (Screen saved). You can open the destination folder by clicking Show in Folder.
  
  
• The images are saved in the folder Documents > Zoom.
  
  
• You can stop sharing your screen by clicking Stop Share.
  
  

Deployment

Log in to Zoom at www.helsinki.fi/zoom. Click Sign in. Click on the Meeting tab on the Settings tab and go to In Meeting (Basic). Activate the whiteboard by clicking the activation tab. The settings for saving the whiteboard are also available there.

Use

To access the whiteboard in a Zoom meeting, select Share Screen.

In the dialog box that opens, select Whiteboard:

Once the meeting has started click on the Security icon. Click Lock Meeting.

The meeting is now locked. No new participants will be allowed in.

You can unlock the meeting by clicking on Lock Meeting again (unchecking it).

The meeting has now been unlocked. Others will be able to join the meeting.

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.

• Log in to Zoom at www.helsinki.fi/zoom
• Click Sign in.
  
  

• In the Profile tab, click on your profile picture.
  
• Click Upload.
  
  
• Select the image (1) and click Open (2).
  
  
• 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.
  
  
• When you are satisfied with the image, click Save.
  
  
• You can later delete the picture by clicking Delete.
  
  
• Confirm the deletion by clicking Yes.
  
  

Log in to Zoom at www.helsinki.fi/zoom. Click Sign in. On the Profile tab, click the Edit button next to your profile photo.

Write your pronouns under Pronouns.

You can choose how to display pronouns in Zoom meetings:

• Always share in meetings and webinars,
• Ask me every time after joining meetings and webinars, or
• Do not share in meetings and webinars

Save your choice by clicking Save.

Log in to Zoom at www.helsinki.fi/zoom. Click Sign in. Click the Profile tab.

Date

Click the Edit button in the Date Format row. You can select the desired date format by clicking on the desired format in the drop-down menu.

The recommended format is dd.mm.yyyy, i.e. 24.11.2021.

Time

Click the Edit button in the Time Format row. You can select a 24-hour clock by selecting Use 24-hour time.

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.

• Enter www.helsinki.fi/zoom on your browser.
• Click on Sign in.

• Open Settings.

• Search for and select In Meeting (Advanced) (1). Drag the slider to the right (2).

• Start the Zoom client programme (Start > Zoom > Zoom).

• Click on your profile picture and open Settings on the menu.

• Open the Virtual Background tab and click on the plus sign found on the right-hand side.

• Click on Add Image.

• Choose the background image (1) and click on Open (2).

• If the programme is asking you to download a programme package in order to use a virtual background image, click on Download.

• 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).

• You can now see the photo you have selected as the video’s background image.

• 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.

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

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. This should be noted in particular by facilitators of small groups since it may be difficult for them to work in the same room.
• 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

• You can check if your hardware is suitable for Zoom meetings at https://zoom.us/test.

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.

Zoom peer support group in Yammer

Zoom support