Zoom
Zoom
RIT has a campus licenses for Zoom. To use it on your PC you will need to download the zoom client for your device.
Where to download conferencing software:
Zoom Download
How to Install Zoom conferencing software:
Before you can start using Zoom, you must first setup your account.
Go to https://rit.zoom.us/ and click on Sign In to Create your Account. Please do not go to the main Zoom website to sign in.
You will then be prompted for your RIT username and password. Enter those as you normally would. If you have already signed into an RIT website, you may not be prompted as it uses the same authentication tools for all other RIT services.
After providing your username and password, you have to agree to providing your email and name and check Remember this decision and Yes to continue. Zoom requires basic information about you so we can manage your account.
Once signed in, you will have an account created within Zoom. Your account will automatically be set to a Licensed account.
Using Zoom
There are two options for using Zoom.
===== Signing in via the web ===== To sign into your Zoom account, go to https://rit.zoom.us/
===== Signing into the Zoom Client ===== Using your RIT computer, you can install the Zoom client by going to the Microsoft Software Center and installing from here. Or if Software Center is not available you can download onto your computer, go to https://rit.zoom.us/download/. You will need admin privileges to install.
Once the client is installed, launch it to sign in. Be sure to select Sign In with SSO on the right side of the window. Enter in RIT and then click Continue. Your browser will open and redirect you to the RIT login page. From there you can sign in and select the option to Open Zoom when the notice appears. It will then open the client signed in with your RIT Account.
How to join a meeting
Joining from an invite
Open your invite from your mail application
Click on the zoom link in your meeting invite
If you have the software installed it will open the zoom client and take it to your meeting
Joining from inside the client
Open the Zoom client and Click on "Join" You'll be prompted to enter your Meeting ID and Your Name If the meeting ID is active you'll be taken to the meeting
How to Schedule a Meeting
There are two methods you can use to schedule your meeting: Ad-hoc or using the Zoom client.
Creating an Ad-hoc Meeting
Open the Zoom client. Click the invite participants button at the bottom of the screen to invite people. A window will pop up asking how you want to send an invitation. The easiest method is to “Copy URL” and email it to the participants. Copy URL is located at bottom left hand side of screen.
Scheduling a meeting inside the application
Open the Zoom client.
Click the blue “Schedule a Meeting” button You’ll be prompted to enter the meeting information Once you’ve entered all your meeting information a new invite will open with the meeting information pre-filled in from outlook. Add the users you wish to invite and Send the meeting invite.
How to Schedule a Meeting as Delegate
- You will need to have the Zoom plugin installed (ignore the O365 enabled one in your outlook) https://zoom.us/client/latest/ZoomOutlookPluginSetup.msi
- Verify that you have delegate permissions (or other appropriate permissions) within that person’s Exchange Calendar.
- Verify that that person is allowing you to schedule zoom meetings on their behalf. If they are not, here are instructions on how they can give those privileges.
- To do this go to rit.zoom.us
- Click on Settings and Scroll down to Schedule Privilege
- This person will need to add you to the privilege list by clicking the + sign and entering your email.
- Open that person’s calendar and click on “New Appointment” and then click on “Schedule Meeting”
- Now you will see Zoom options
- Choose whatever options you want for the meeting and then click on “Advanced Options”
- Again choose settings you want and then click “Schedule for” and choose the person you’re scheduling a meeting for.
- When you click on Continue, the meeting will now populate with the Zoom information. To invite people, click on Scheduling Assistant as you would have done so normally.
- Continue editing meeting as you see fit.
Controls for Managing Participants in Meeting
Start your Meeting, Click Manage Participants in the host controls to display the participants list: Click the drop-down menu located at the top-left corner to close the participants list or click Pop Out to separate the participants list from the meeting window. Hover over a participant and click More for these options:
Chat:
Open the chat window to send messages directly to the panelist.
Stop Video:
Stop the participant's video stream so they are unable to start their video. If the participant hasn't started their video, you will see the Ask to Start Video option.
Make Host:
(only available to the host): Assign the attendee to be the host. There can only be one host.
Make Co-Host:
(only available to the host): Assign the attendee to be a co-host. You can have an unlimited number of co-hosts.
Allow Record:
(only available to the host): Allow the attendee to start or stop a local recording of the meeting. Attendees do not have access to start a cloud recording.
Assign to type Closed Caption:
(only available to the host): Assign the attendee to type closed caption during the meeting.
Rename:
Change the attendee name that is displayed to other participants. This change only applies to the current meeting.
Note: To change your own name that is displayed, hover over your name in the participants list and click Rename. You can permanently change your name in your profile.
Put in Waiting Room:
Place the attendee in a virtual waiting room while you prepare for the meeting. The host must enable waiting room for this option to appear.
Put On Hold:
If the waiting room is not enabled, you'll see this option to place the attendee on hold.
Remove:
Dismiss a participant from the meeting. They won't be able to rejoin unless you allow participants and panelists to rejoin.
You will also have access to enable or disable these options at the bottom of the participants list:
Invite:
Invite others to join the meeting.
Mute All / Unmute All:
Mute or unmute all participants currently in the meeting.
Mute participants on entry:
Automatically mute participants as they join the meeting.
Allow participants to unmute themselves:
Participants can unmute themselves if they want to speak to others in the meeting.
Allow participants to rename themselves:
Participants can change their screen name displayed to other participants.
Play enter/exit Chime:
Play a sound when participants join and leave the meeting
Lock meeting:
Don't allow other participants to join the meeting in progress.
Merge to meeting window:
Merge the participants list with the main meeting window. This option is only available if you separated the participants list from the main meeting window.
To prevent participants from screen sharing:
In the host controls, click the arrow next to Share Screen and click Advanced Sharing Options. Under Who can share? choose Only Host. Close the window.
Sharing your screen
Click the Share Screen button located in your meeting controls. Should be at the top center of your Zoom window.
Select the screen you want to share. You can also choose an individual application that is already open on your computer, the desktop, or a whiteboard. (Optional) Enable these features: ... Click Share.
Meeting Suggestions
When joining a meeting it is your choice whether or not to share your video.
It is recommended to join a meeting with your audio muted and to enable audio as needed to speak. This eliminates background noise for the person moderating the meeting and allows participants to hear and not be distracted.
If bandwidth is a concern, it is best to disable video.
What do you need to use Zoom?
- Webcam (optional) - a webcam is only required if you will be sharing video with others.
- Headset with microphone - headset to listen, microphone if you will need to speak.
- Speakers - will be needed if you are not using a headset or if your computer does not have built in speakers.
What about my laptop?
- Most laptops (not all) already have cameras embedded into them. You will need to ensure that your anti-virus is not blocking the camera or turns it off by default. Additionally, laptops have included speakers and microphones. You can still choose to use a headset and microphone for more private conversations.
What do you recommend for a webcam or headset with microphone?
You may of course purchase what fits your budget (higher or lower), but this is what we purchase for our customers use.
Webcam:
Headphone with Microphone
What if I need to convert from 2 3.5mm cords to one 3.5mm?
What if I need to convert from 3.5mm to USB?