Zoom is the leader in modern video communications, with an easy, reliable cloud platform for video and audio conferencing, collaboration, chat, and webinars across mobile devices and desktops.
How to access Zoom
- Go to the St Mary's Zoom website or click the button above, and click Sign In
- Login using your Office 365 address: email@example.com (students - firstname.lastname@example.org)
- From here you can schedule new meetings and view previous meetings, as well as change settings, add a profile picture and view the Zoom knowledge base
- Once you have used Zoom via Web for the first time, it should have installed a Desktop App in the process. You can find this in the Start Menu.
- Within the desktop app, click on the Sign in with SSO option, and when prompted for the 'company domain' enter stmarys
- You should be taken to a St Mary's login page in your web browser. Sign in with email@example.com (students - firstname.lastname@example.org)
- From here you can create and schedule new meetings, join planned meetings, as well as see any meetings you already have scheduled in the future
- Search for Zoom on the App Store (Apple devices) or Google Play Store (Android devices), and install the Zoom app.
- Open the app and click on the SSO option. When prompted for the 'company domain' enter stmarys
You should be taken to a St Mary's login page in your web browser. Sign in with email@example.com (students - firstname.lastname@example.org)
Create / schedule a Zoom Meeting
How to Schedule a Meeting for a specific date / time
- Open the desktop app and sign in
- Click on the Schedule icon
- Select your meeting settings. The main ones you need to worry about are:
- Start/Duration - please select a start date/time for your meeting, and how long it will last for.
- Video - you can select if video is on or off by default for the Host and Participants
- Calendar - if you want to send the invitations out to people's calendars, select Outlook. Once you click create, this will automatically open an Outlook (desktop) invitation that can be sent to recipients.
- Send the invitation to recipients - in the desktop app, click on the Meetings tab, find the meeting you have created, and click Copy Invitation. You can then send this to recipients via IM or Email.
- Sign in to St Mary's Zoom
- Click Meetings and then Schedule a New Meeting
- Select your meeting settings. Please see above for guidance.
- Once finished, you can either select a calendar option to add the meeting to your calendar, or click Copy the Invitation to send this out via IM/email.
How to set up a meeting for right now
- Log into Zoom via a web browser or via the desktop app
- Select Host Meeting (web) or New Meeting (desktop) depending on the device you are using.
- This will immediately launch a new Zoom meeting. Click the Invite button to get the URL of your meeting.
- Send the URL to any recipients. They may need to enter a password to join the meeting, this is found in the Invite menu (in the bottom right)
Recording Zoom Meetings
Q: How should I record in Zoom?
A: When recording you will be given two options, to 'record to the cloud', or 'record on this computer'. We advise not using the 'record on this computer' option (and this may be disabled in the future, to avoid any GDPR risks of storing data on a personal device). All recordings should be recorded to the cloud, as this will send them to our secure storage on Panopto.
Q: How does Zoom integrate with Panopto?
A: Zoom is integrated so that all cloud recordings are automatically sent to our secure storage on Panopto and gain multiple benefits, including the ability to play back multiple sources at once (such as video and shared screens)/share content to Moodle pages etc. Please see the tutorial video in the Training Session Recordings tab for more guidance.
Q: I've never used Panopto/am a non-academic member of staff, do I still have access?
Yes. Panopto was running via opt-in to gain access, but due to the lockdown the policy has been waived during the current circumstances, so all staff now have access to their own Panopto folders and storage.
Q: When you schedule a meeting and under the advanced options tick the 'automatically record' box, will this automatically save to Panopto without completing anything else and will it just be securely saved there?
A: Yes, but please check Panopto to access the video, as Zoom will send a notification email when the video is processed, but we're trying to get this removed as the video is only held on Zoom temporarily while it transfers to Zoom, so won't be visible in the email link.
Q: Can only the host record the meeting?
A: From our testing, even if an alternative host records, the session will be sent to the host's Panopto account and attendees shouldn't be able to record sessions unless permitted.
Q: Can we record on zoom as evidence for External Examiners?
A: Absolutely, once sessions are safely on Panopto you can share them securely internally, or externally.
Zoom FAQs / General Guidance
Q: I have a personal Zoom account, but can't log into to the St Mary's Zoom site?
A: You will need to make sure that you sign out completely from a personal account, before using your St Mary's one.
Q: Is Zoom now the preferred method of online/remote delivery over Panopto?
A: Zoom is not a replacement for any existing software we use, but another tool/resource to use where appropriate. Panopto is still the best way to pre-record lectures and when campus re-opens will still be what is used for Teaching and Learning Capture, as it is linked to the installed cameras and microphones. Zoom is an asset when delivering live sessions, so should be used for that purpose and is also integrated with Panopto, so that cloud recordings are automatically sent to our secure storage there and benefit from Panopto's ability to play back multiple sources at once (such as video and shared screens).
Q: Can co-hosts/alternative hosts run breakout rooms?
A: Co-hosts can't, but alternative hosts can if they launch the meeting before the main host (so the person that set the meeting up). There can only be one main host, but this right can be moved and allocated between people during the session. The main host can access the more advanced features, such as breakout rooms, polls and the security button (which allows functions such as locking the meeting room).
Q: If I assign an alternative host can they run the meeting without me?
A: Yes, if an alternative host starts the meeting, they become the 'main' host, gaining access to the full array of tools, such as the security button, breakout rooms and polls.
Q: If I set up a meeting for someone else, can they launch it without me?
A: Yes, if you use the alternative host option when setting up the meeting (NB co-hosts can't launch meetings).
Q: How can I get access to the webinar feature?
A: If you require access to the webinar functionality in Zoom, please contact the IT Helpdesk.
Q: What is better to use, a meeting or webinar?
A: It entirely depends on what you need to deliver. Meetings are great for interaction, while you can also choose to 'mute all' while delivering content to avoid audio clutter and disruption and you can also set video to be off when setting up the meeting. Webinars are ideal for delivering sessions with a large amount of attendees, such as training, or keynotes, where interaction is initially limited to the Q&A button (though you can invite guests in as panellists, or co-hosts to share video/audio/screen).
Q: Can a host turn an attendee's camera on and do people get a warning that it will happen?
A: You can switch audio on and off at will, but as a host you can only request video to be turned on and the attendee will get a request to authorise.
Q: What will participants see on their screen as we present?
A: Participants will see whatever content you are sharing in their Zoom programme window (please see the training video for more details). If you have your camera on at this point, they may also see a small feed from your camera off to one side.
Q: Can we disable the chat?
A: Yes - you can disable this both before meetings in your settings, or within the call by clicking on the settings option in the chat window.
Q: How can I track attendance of my Zoom calls?
A: Please see the video below for guidance: