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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.

Zoom in the course rooms enables students who are not present physically to participate in the class online.

If you are using Zoom for your course, please consider the following points:

  • Make sure that online participants are muted and make them aware of it.
  • When you are in the classroom, ask the students in the classroom to turn off the speaker and, if necessary, the microphone on their laptops to avoid acoustic feedback.
  • Let the students know how they can contribute to the discussion:
    • Online participants can use the virtual hand.
    • All participants can use the chat in the meeting.

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

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.

Students have to activate their WU students account for Zoom.

  1. To do so, they have to navigate to 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.

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. Open the application "Software Center" at your WU working laptop.
  2. Click on "Zoom".
  3. 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 or laptop.

Signing in with Zoom is done as follows:

  1. Open Zoom.
  2. Click on "Sign In".
  3. Click on "Sign In with SSC".
  4. As your company's domain, enter "wu-ac-at", then click on "Continue".
  5. Log in with your WU account.

You can activate the application "Webconference" in your courses.

  1. Sign in to MyLEARN with your WU account.
  2. Go to your course 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".

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

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

Additionally, you can plan web conferences outside MyLEARN:

  1. Sign in to www.wu.ac.at/zoom with your WU account.
  2. In the side menu, click on "Meetings".
  3. Click on "Schedule a meeting".
  4. Enter the title, the date and further settings and click on "Save".

Students can access the Zoom web conference via their course in MyLEARN.

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

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.

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 the arrow 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. There click on "Host - Start a meeting".
  2. Click on "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 or laptop.

Features during a webconference

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.

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.

If you want to play a locally stored video or a video from the internet it is important that you have selected "Share computer sound".

  1. In a meeting, click on the control panel the symbol "Share".
  2. Put a check mark next to "Share computer sound".
  3. At desktop, select the entire screen.

In the control panel select the button "Participants". You see a list of the names of all persons who participate in the web conference.

  1. You can move the window showing the participants.
  2. With the button "Mute all" you can deactivate the microphone of all participants in the same time.
  3. 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. Sign in to www.wu.ac.at/zoom with your WU account.
  2. Click on "Reports" in the left side menu.
  3. Click on "Usage".
  4. Move the mouse cursor to the column "Participants" and click on the number of participants.
  5. Click on "Export" to download the list of participants as CSV file.
  1. In the control panel select the button "Chat".
  2. As a host, you can determine who can chat with whom. For doing so, click on the symbol with the three dots in the chat window and make the setting as desired.
  3. The chat protocol can be saved during a meeting. To do this, click on the symbol with the three dots in the chat window and after that on "Save Chat". Additonally, the chat is saved locally on your computer at the end of a meeting.

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).

  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.

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

  1. Sign in to the controlpanel with your WU account.
  2. In the left side menu click on "Videoconferencing".
  3. Click on "Zoom functions".
  4. Read the terms of use.
  5. Click on "Enable recording".
  6. Click on "Submit".

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

  1. Click the button "Record".
  2. You can choose if the recording shall be saved locally or in the cloud.
  3. The recording can be paused or ended.
  • After that, the recording is processed (this can take a while) and saved locally or in the cloud.
  • Additionally, the recording saved in the cloud can be played by you and your students via MyLEARN.
  1. Click in your course 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 recodings, download them on your computer. You can upload them to your course on MyLEARN, for example into Lecturecasts.

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.
  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. Sign in to www.wu.ac.at/zoom with your WU account.
  2. Click on "Meetings".
  3. In the tab "Upcoming" click on "Edit" next to the metting for which you want to create breakout rooms.
  4. Make a checkmark at the meeting option "Breakout Room pre-assign".
  5. With the buttons "Create Room" and "Import from CSV" you can add breakout rooms to your meeting and assign rooms to your participants.

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 "Lanch Polling" to release the poll for the participants.
  6. With the button "End Polling" the poll is closed.
  7. Now, you can either share the results or re-launch the polling.
  8. With "Stop Share Results" you end the viewing of polling results.

Before a meeting

  1. Sign in to www.wu.ac.at/zoom with your WU account.
  2. Click 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.

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

For a web conference it is not necessary, to add people manually. You can send the participation link to all participants.

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.

Classroom use

NOTE!

Never forget to end the meeting and log off from Microsoft Teams and/or the presenter's PC.

  • WU account
  • Microphone
  • Webcam

For more information, see "Borrowing & returning of equipment".

Zoom can be used in each course room at the WU via the PC.

NOTE!
It is not possible to use Zoom via your own laptops as the sound output is done with microphones specified for the room.

Before you start the meeting in Zoom, connect the microphone and, if applicable, the webcam:

  1. Start the system in the course room with a click on "ON".
  2. Set up the microphone and clip the sender to your clothing.
  3. If applicable, plug the webcam into the USB slot and attach it to the center of the upper edge of the monitor.

You can start Zoom either through the desktop app or via MyLEARN (for more information, see "How do I start the web conference via MyLEARN with Zoom?")

Audio
Via the microphone (Sennheiser HS2-1 neckband microphone) everything you say is transferred in optimal audio quality. However, questions and comments of the students in the course room are not transferred via Zoom. Therefore, please repeat what the students say. Exceptions are course rooms with ceiling microphones. In this case what students say is transmitted via the ceiling microphones. Which teaching rooms from the categories 30, 60 and 60U are equipped with ceiling microphones can be found here.

NOTE!
All other microphones, like the integrated microphone of the webcam, do not provide sufficient audio quality and are not recommended.

Camera image
Via the webcam, participants can see you in Zoom during the course. If the camera is positioned at the top of the monitor, it is recording the area arount the presenter's computer. You are therefore shown either in portrait format or in full-body format.

It is recommended to share the presentation in advance with the students, so they can open it during the course. However, you also have the option to share your presentation during the course via Zoom. In the course room, it is recommended to share the entire screen (desktop). Doing so, your annotations with the attached pen on the monitor will be transferred, as well.

Sharing the whole screen enables transmission of the digital whiteboard SMART Notebook, embedded videos in presentations as well as you annotations with the attached pen.

For more information, see "How can I share my screen?".

  1. Click on the red button for "End" and subsequently on "End the meeting for all".
  2. Log out via your profile in Zoom. To do this, click on your avatar in the top right-hand corner and then on "Log out".
  3. Click the logout symbol on your desktop. You will be automatically logged out of all programmes.