Zoom

ycp.zoom.us

Zoom allows you to meet with coworkers, classes, and others for video and audio conferencing, screen sharing, collaboration, chat, and webinars. It works across mobile devices, desktops, telephones, and room systems.

For it to work properly, it's important to keep Zoom updated.

Use Zoom

Or

  • Visit ycp.zoom.us.

  • Select Sign in, then use your YCP username and password.

Or

  • Open your zoom.us desktop application or Zoom mobile app.

  • Select Sign In > Sign In with SSO.

  • Enter YCP for company domain.

    • Or, your YCP email address for company email.

  • Select Continue or Go.

  • Sign in with your YCP Username & Password.

    • If prompted to Open this page in "Zoom", select Open.

      • Follow any setup prompts.

Schedule & start a meeting

Schedule a meeting

  • Select Schedule a New Meeting, or SCHEDULE A MEETING.

  • Fill out your meeting details, then select Save.

    • Your meeting is now scheduled.

Time

  • Select Google Calendar to add your meeting to your YCP calendar.

    • You can also invite attendees this way.

Meeting ID

  • Your attendees may use this unique number to join your meeting.

    • They can visit zoom.us.

    • Select JOIN A MEETING.

    • Enter the Meeting ID, select Join, then follow the prompts.

This is not necessary if you invite them through either the Time or Invite Attendees option.

Invite Attendees

  • Send the details and Join URL to your attendees.

Start a meeting

  • When you're ready to begin, select Meetings > Start this Meeting or Start.

    • Then, follow the prompts.

  • When your meeting has concluded, select End Meeting.

Join a meeting

From any of these options, you can join a meeting using a meeting ID provided to you.

Zoom client

  • Download the Zoom client.

  • Open the Zoom application.

  • Select Join.

  • Enter in the meeting ID then select Join.

  • If prompted, select Join with Computer Audio.

Browser

  • Visit Zoom.us in any browser.

  • Select Join a meeting.

  • Enter the meeting ID and select Join.

  • Select the Join from your browser.

  • Enter a display name and select Join.

Zoom app

  • Download the Zoom app.

  • Select Join a Meeting or Join.

  • Enter your Meeting ID then select Join.

Phone call

If a Zoom meeting is hosted by a YCP member, then participants can join from a phone line.

  • Check with your meeting host to see if a phone number is available.

  • Dial the provided number.

  • Enter your Meeting ID, followed by # .

  • Enter your participant ID.

    • If you do not know this, press * .

Screen sharing

When you host a meeting with your YCP account, participants are disabled from sharing their screens. You can enable this feature for a particular meeting while in it.

  • Start your meeting.

  • Beside the Share Screen icon, select ^ .

  • Select Advanced Sharing Options....

  • For Who can share?, select All Participants.

You may close the pop-up; all participants can share their screens.

Learn more about screen sharing.

Record a meeting

Employees

  • Cloud Recording

    • Records to Zoom cloud storage, then can be accessed from anywhere.

  • Local Recording

    • Records to your computer.

    • You can then upload it to VidGrid, YouTube, Google Drive, &c.

Everyone Else

  • Local Recording

    • Records to your computer.

    • You can then upload it to VidGrid, YouTube, Google Drive, &c.

Tips

  • Move your local recordings to your YCP Google Drive.

    • The files are large and your Google Drive has unlimited storage.

  • Cloud recordings will send a link to your YCP email.

    • It can be shared with anyone.

    • A passcode for viewing the recording will be shared in the email.

Install / update Zoom

Zoom can get a bit glitchy if not kept up-to-date. Here's how to keep it running smoothly and safely.

YCP owned computers

If you're off campus, you must be connected via VPN before updating Zoom.

If you don't have VPN access, you may make a request, or pick one of these options:

  1. Use a personal computer or device instead; see Personal computers & devices, below.

  2. Connect to eduroam by parking in / visiting one of our outdoor WiFi locations on campus.

Windows 10 (Software Center)

  • Select the Search Windows button in the taskbar (lower left).

    • Search for Software Center.

    • Open it.

  • Select Zoom > Install.

    • You may minimize the screen while the software installs.

    • To check the progress, select Installation status, on the left.

macOS (Self Service)

  • Search for Self Service in Spotlight or Finder.

    • Open it.

  • Click Install or Reinstall for Zoom.

    • If you don't see Zoom, select Activity, at the top, then Update for Zoom.

  • You'll receive a notification when your install/update is complete.


Personal computers & devices

Select the appropriate option, then download it.

Having audio issues?

Faculty

  • Ensure that the Jabra speakerphone in the classroom is at maximum volume by pressing the “+” button until lights appear around the entire unit.

  • Due to room capacity guidelines classes may only have 10-15 attending in person. Faculty should still project their voice when speaking as if the classroom were full.

  • If students still find it difficult to hear, the instructor should lecture from near the podium to ensure best possible audio quality.

  • If a student is speaking in the classroom, they must speak up and project their voice, normal conversational volume may not be loud enough.

  • We've found some instances of microphone interference being caused by loud HVAC systems and other mechanical equipment. If this is the case please email ltshelp@ycp.edu and facilities@ycp.edu to report the issue.

  • If all else fails please watch this video for instruction on how to turn off Zoom’s auto microphone level and set the microphone level to max.

    • This setting will save based on the user.

Students (attending class remotely)

  • First and foremost ensure you are in a quiet environment if at all possible. Televisions, radios, roommates, and window AC units can make it difficult to hear.

  • Not all devices have the best quality speakers. It is recommended that students use a good set of headphones to get the best possible sound.

  • Ensure you have your device volume turned up.

Tips & support

  • Issues experienced on an Apple device can often be resolved with a restart.

  • Breakout Rooms let you put students into small groups, then bring them back for large discussion.

  • Room Passcodes let you restrict who enters your meeting.

  • You can mute your audio, simply hold down your spacebar to speak, then release it to mute again.

  • As a Host, you can mute attendees if their background noise becomes distracting.

Zoom Support

Number of participants in gallery view

Gallery View is limited by default to a maximum of 25 participants. The view can be expanded to a 49 participants based on the hardware in your computer. You can find these hardware requirements here.

  • If you wish to increase the number of participants or simply check if your computer has the needed requirements you can follow these steps:

      • Open the Zoom Desktop App

      • Click on Settings

      • Click on Video

        • If your system has the correct hardware requirements then the option to display up to 49 participants will display. If your system fails to meet the requirements then it will be grayed out.

Equipment

To get the most out of a Zoom meeting, it's best to have:

  • A device with a reliable internet connection.

  • Headphones or earbuds (optional).

  • Microphone.

    • If possible, a separate microphone can be better than your device's built-in.

  • Web camera (optional).

    • Preferred for face-to-face interaction.

Features based on your role

Alumni & general public

  • Instant or scheduled meetings.

  • Desktop and application sharing.

  • Online support (chat, call).

  • Unlimited number of meetings.

  • Unlimited 1 to 1 meetings.

  • Record to computer.

  • Chat to all attendees or privately to an individual.

  • Screen share between all participants.

    • Includes annotation tools.

    • Only one person can share at a time.

  • Share whiteboard among all participants.

  • Host up to 100 participants.

    • Group meetings have a 40 min. limit for Alumni.

Current students

All of the above, plus...

  • Host up to 300 participants.

    • With no time limit.

  • Add co-hosts to meetings.

  • Alternative hosts.

  • Schedule on behalf of others.

  • Customizable personal meeting ID.

Employees

All of the above, plus...

  • Cloud recording.

Large meetings & events

If you're having a meeting with more participants than can reasonably talk at one time (Lecture, Speaker, Performer, etc.), we recommend muting all attendees.

If there's to be any crowd participation, encourage them to chat their input/questions. Consider having a moderator read/respond to/relay such chats in real time.

Helpful?