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Zoom

With Zoom, you can hold web conferences with up to 300 participants. ZOOM offers you the opportunity to use breakout rooms during a web conference and to involve your students, e.g. via polls.

NOTE:

If your course has more than 300 participants, you can apply for a ZOOM licence for working with up to 1.000 participants. In this case, please write an e-mail to  digitalteaching@wu.ac.at with the following information:

  • title of the lecture
  • expected number of participants
  • date of the scheduled course unit

First steps

Features during a webconference

First steps

How do I get a ZOOM account (for WU staff)?

To create a ZOOM account, you have to sign in once on ZOOM.

  1. Navigate to www.wu.ac.at/zoom.
  2. Click on "Sign in – Configure your account“. You will be directed to the WU Central Login Page.
  3. Sign in with your WU account data.

The account is created automatically. At "Einstellungen" ("Settings") you can adapt a range of account settings.

How do students sign in to ZOOM?

Students have to activate their WU students account for ZOOM.

  1. To do so, they have to navigate to https://www.wu.ac.at/zoom.
  2. They click on "Sign in – Configure your account“. This will take them to the WU Central Login Page, where they can log in with their WU student account. The account will then be created automatically.

At "Einstellungen" ("Settings") they can adapt a range of account settings.

How can I download the Desktop App to my PC?



To use the full functionality of ZOOM, you have to download the desktop app of ZOOM. If you want to use the web browser based version: currently this is only possible with Google Chrome, Firefox and Chromium Edge.

If you use a WU working laptop, please follow the steps below:

  1. Click on the magnifying glass symbol in the lower left corner of the Windows taskbar.
  2. Search for "Software Center". Zoom should be shown on the top of the list.
  3. Click on "Zoom". 
  4. Click on "Install". The download may take some time.

After your laptop has been restarted, you have installed the desktop app Zoom successfully. It is now appearing on your Desktop.

If you use your private PC or Laptop, download the desktop app via the following link: https://zoom.us/download. Follow the steps of the installation program on your private PC/Laptop.

How do I activate ZOOM in MyLEARN?

You can activate the application "web conference" in your courses and course repositories.

  1. Sign in to MyLEARN with your WU account.
  2. Go to your course or course repository in MyLEARN.
  3. In the left side menu, click on "Administrate".
  4. Click on "Applications".
  5. Scroll down to the area "Communication" and activate the application "Webconference".
How do I prepare a web conference with ZOOM?

Via MyLEARN, you can create a web conference with ZOOM:

  1. Sign in to MyLEARN with your WU account.
  2. Go to your course or course repository in MyLEARN.
  3. In the left side menu, click on "web conference".
  4. Click on "Start Zoom“.
  5. Click on „Schedule a New Meeting“, to create a meeting in the course or course repository.
  6. Enter the title, the date and further settings and click on "Save".

Additionally, you can plan web conferences outside MyLEARN:

  1. Go to www.wu.ac.at/zoom.
  2. Click on "Sign in – Configure your account“. Now, you will be directed to the WU Central Login Page.
  3. Sign in with your WU account.
  4. In the side menu, click on "Meetings".
  5. Click on "Ein Meeting planen" ("schedule a meeting").
  6. Enter the title, the date and further settings and click on "Speichern"/"Save".
How can students participate in my web conference?

Students can access the ZOOM web conference via their course or course repository in MyLEARN.

  1. Students navigate to their course environment or course repository in MYLEARN.
  2. In the left side menu, they click on "Webconference".
  3. Then, they click on "Start Zoom“.
  4. Students see a list of all scheduled ZOOM web conferences of this course and join the current web conference via the button "Join".

If your web conference was not planned via MyLEARN, students can join the web conference as follows: Copy the Invite Link before (or during) the web conference and send it via e-mail to all participants. For doing so, you can use the e-mail function of MyLEARN.

  1. Sign in to MyLEARN with your WU account.
  2. Go to your course or course repository in MyLEARN.
  3. In the left side menu, click on "Administrate".
  4. Click on the link "Compose bulk mail".
  5. Add the invite link and - if desired - a short description.
  6. Click on "Preview".
  7. Click on "Send".

The students receive their e-mail via their student e-mail address and can join the web conference with a click on the link.

How do I start the web conference via MyLEARN with Zoom?

You can start the web conference via the application "Webconference" on MyLEARN.

  1. To start a web conference, click on "Webconference" in the left side menu.
  2. Click on "Start Zoom“.
  3. At the appropriate date, click on "Start".
  4. Enter the meeting via the client application.
How do I start an Instant Meeting with Zoom?

An instant meeting is not possible via MyLEARN. Use the desktop app of Zoom for starting such a meeting.

  1. Sign in to the desktop app of ZOOM with your account.
  2. Click on the camera symbol above the entry "New Meeting".
  3. With a click on    you determine if your camera is activated or deactivated at the start of the meeting.

If you can not use the desktop app of ZOOM, you can start an instant meeting via www.wu.ac.at/zoom, as well.

  1. Navigate to www.wu.ac.at/zoom.
  2. Click on "Host - Start a meeting“.
  3. Klicken Sie auf "Starten Sie sie über Ihren Browser“ ("Start it via your browser") to start the meeting in your Browser.

NOTE

Meetings via the browser do not offer the full functionalities. Therefore, we recommend you to download the desktop app to your PC/laptop.

Features during a webconference

How can I share my screen?

During a web conference in ZOOM you can share your screen and thus share your desktop, your presentation slides, a file or a specific app.

  1. In the control panel, select the option "Share Screen".

  2. Select what you want to share.
  3. Select "Stop Share" to end sharing your screen.
  4. "Pause Share“ allows you to pause screen sharing. During this pause, students see the screen shown before the pause. As soon as you resume screen sharing, students see the current screen again.


image:ZoomShareScreen2

Via the button "Security" you can determine if participants may share their screen.

NOTE

Only the hosts of the individual meetings can allow screen sharing for participants.

How can I access a participants list during the web conference?
  1. In the control panel, select the button "Participants".

    You see a list of the names of all persons who participate in the web conference.
     
  2. You can move the window showing the participants.
  3. With the button "Mute all", you can deactivate the microphone of all participants in the same time.
  4. During the web conference, you can add additional participants. For doing so, click the button "Invite" to invite additional contacts or to copy the invitation link.

After a web conference you can also download the participants list as a CSV file.

  1. Navigate to www.wu.ac.at/zoom.
  2. Click on "Sign in - Configure your account".
  3. Sign in with your WU account.
  4. In the left side menu, click on "Reports".
  5. Click on "Usage".
  6. Move the mouse cursor to the column "Participants" and click on the number of participants.
  7. Click on "Export" to download the list of participants as CSV file.
How can I chat with my students?
  1. In the control panel, select the button "Chat".

    In the chat, you can communicate with your students, or, for example, collect questions.
     
  2. As a host, you can determine who can chat with whom. For doing so, click on the symbol  in the chat window and make the settings as desired.
  3. The chat protocol can be saved during a meeting. To do this, click on the symbol    in the chat window and after that on "Save Chat". Additionally, the chat is saved locally on your computer at the end of a meeting.
How can I upload my own files or ask participants in the meeting to upload files?

Via the chat, files can be uploaded. Share your own files or ask students to upload files (e.g. presentations, assignments).

NOTE

Please keep in mind that a lot of data traffic (uploads, downloads) can also affect the playback quality of the web conference (e.g. possible interruptions in the voice transmission).

How can I work on a whiteboard together with my students?
  1. In the control panel, click on the button "Share Screen" and then on "Whiteboard".
  2. Now, you can draw, write or, for example, calculate together with your students.
  3. After you have finished working, you can save the contents of the whiteboard as an image. To do this, click on the button "Save".  The whiteboard is saved locally.

NOTE:

The image is saved as a PNG file which you can open, for example, with the app "Photos". If you want to work on the image, you can use free apps like Inkscape or GIMP.

How can I record my web conference?

IMPORTANT!

The function for the recording of meetings has to be enabled for you because of data protection regulations:

  1. Navigate to  https://controlpanel.wu.ac.at/de/login.
  2. Register with your WU account.
  3. In the left side menu, click on "Videoconferencing".
  4. Click on "Zoom functions".
  5. Read the terms of use.
  6. Click on "Enable recording".
  7. Click on "Submit".

You can use the recording function almost right away. Proceed as follows:

  1. Click the button "Record".

image:ZoomRecord21.png

2. You can choose if the recording shall be saved locally or in the cloud.

3. The recording can be paused or ended with the buttons  .

  • After that, the recording is processed (this can take a while) and saved locally or in the cloud.
  • Additionally, the recordings saved in the cloud can be played by you and your students via MyLEARN.
  1. Click in the course environment on "Webconference"
  2. Click on "Start ZOOM"
  3. Click on the tab "Cloud Recordings".
  4. In row of the respective meeting, set the slider to "publish" to release the recording.

NOTE

Recordings in the cloud are deleted automatically after 14 days. If you want to keep the recordings, download them on your computer. You can upload them to your course environment on MyLEARN, for example into Lecturecasts.

How can I create breakout rooms?

The function "Breakout Rooms" allows you to create separate meeting rooms for group work during the meeting. The participants can be assigned to these rooms  and can continue the meeting there in smaller groups. Breakout rooms can be created during a meeting or before it is started.

During the meeting:

  1. In the control panel, click the button "Breakout Room".
  2. Define the number of rooms and the distribution of participants (manually or automatically).
  3. In the "options" you can make different settings, such as automatical closing of the breakout rooms.
    image:ZoomBreakoutSessions1.png
  4. Start the breakout sessions with a click on "Start all sessions".

Before the meeting:

For a scheduled web conference, you can set up breakout rooms in advance.

  1. Navigate to www.wu.ac.at/zoom.
  2. Click on "Sign in - Configure your account" and then on "Meetings".
  3. In the tab "Upcoming“ click on "Edit" next to the meeting for which you want to create breakout rooms.
  4. Make a checkmark at the meeting option "Breakout Room pre-assign“.
  5. With you can add breakout rooms to your meeting and assign rooms to your participants.                                                        
How do I create a poll in a web conference?

In Zoom, polls can be either created during a web conference or before the web conference. Creating or setting up polls is only possible in scheduled meetings. In instant meetings, polls can not be created.

During the meeting:

  1. In the control panel, click the button "Polls".
  2. Click on "Add a question".
  3. Enter a title for the poll and select if it should be anonymous.
  4. Create up to 10 Single Choice or Multiple Choice questions.
  5. Click the button "Launch Polling" to release the poll for the participants.
  6. With the button "End Polling" the poll ist closed.
  7. Now, you can either share the results or re-launche the polling.
  8. With "Stop Share Results" you end the viewing of polling results.

Before a meeting:

  1. Navigate to www.wu.ac.at/zoom.
  2. Click on "Sign in - Configure your account" and afterwards on "Meetings".
  3. In the tab "Upcoming", click on the meeting for which you want to create a poll.
  4. At the bottom of the page, click on "add" to create a poll.
Who can I add as a participant in ZOOM?

In ZOOM you can find both WU staff and external people. WU staff can be found via the ZOOm account (firstname.lastname@wu.ac.at). You can find students via their marticulate number  (h12345678). External people can be added via their e-mail address.

NOTE:

For a web conference it is not necessary, to add people manually. You can send the participation link to all participants (cf. How can students particiapte in my web conference?)

Which meeting options are possible for a web conference?

As a host or organizer of the meeting you can make certain settings during a meeting:

  • The participants can be muted. To do this, click on the button "participants" and hover with the mouse over selected users. There, you can click on "mute". With a click on "Mute all", all participants in the meeting are muted.  The muting can only be canceled by the individual participant her-/himself. You can deactivate the permission to unmute under "Security".
  • With the waiting room function, participants who enter the meeting are waiting in a waiting room. You have to permit access to the meeting to each participant in the waiting room. The waiting room can be activated or deactivated during the meeting The waiting room can be activated or deactivated during the meeting at "Security" -> "Enable Waiting Room".
  • You can specify who is allowed to share her/his screen during a web conference. At "Security" on the control panel you can activate or deactivate the option "Allow participants to" -> "Share Screen". As the host, you can stop sharing a participant's screen at any time.

NOTE!

The meeting options can also be set before the start of a web conference in the account settings.

How can I add guests or external persons to a web conference?

It is possible to invite guests or external persons who do not have a ZOOM account to a web conference.

  1. Copy the Invite Link of your web conference.
  2. Send it via e-mail to the e-mail addresses of the external participants. Advise them to open the link with Google Chrome or Microsoft Edge.
  3. As soon as the participants click on the link, they will be automatically redirected to the website.
  4. First, participants will be asked if they want to participate in the web conference with the desktop app or via the web.
  5. The participants have to click on the link and are asked to enter a name in order to participate in the meeting as a guest.