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Instructions & How-to Guides

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Getting Started & Best Practices

 

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New Zoom Features

 

      • Whiteboard Collaboration: Users can now open a whiteboard for collaboration outside of a meeting through the web interface and the client software.  Whiteboards can be saved and shared with others for long term projects to make working together easier and more efficient.  This feature requires software version 5.10.3 or higher.
      • Create, rename, and delete Breakout Rooms when rooms are open: Users must turn on this setting in the Advanced Meeting Settings section of their Zoom accounts.  Check the box for the setting and click Save. This setting requires software version 5.9.3 or higher.  Once it is turned on, the host will see a rename and delete option next to the name of each Breakout Room while in session.
      • Share Screen, audio and video to all Breakout Rooms: Once breakout rooms are open, the host or co-host can share their screen from the main session directly into all open breakout rooms. This allows the presenter to share visual information to all breakout rooms at once, guiding them on the next steps or tasks.
        1. Click Share Screen in the meeting controls.
        2. Enable the Share to breakout rooms option along the bottom of the share window.
        3. Choose what you would like to share, including an entire screen, a specific open program, or others.
        4. (Optional) Click the Share Sound option as well to include audio with the shared content.
          Note: This requires version 5.10.0 or higher to share audio with content to breakout rooms.
        5. Click Share.
          The selected content will be shared to all breakout rooms. Any active shares in any breakout rooms will be interrupted for the host’s/co-host’s shared screen. Annotation or whiteboarding is saved before the host’s shared content is viewed.

        You can also use the Video option, found under Advanced sharing tab, to share playback of a locally stored file, which will also share the audio. This also requires version 5.10.0 or higher.

      • Advanced Polling Features: Meeting hosts now have more options for creating polls, including ranked responses, matching, short and long answers, and fill in the blank, creating more opportunities for gaining feedback and insights from team members. This same functionality can be used for quizzes, creating more effective experiences for students. All participants of the meeting must have at least software version 5.8.3 in order to use these features.
      • Participant Slide Control:  A presenter in a meeting can give slide control to other participants, so that others can control the progression of slides for the presenter or when they are presenting their portion of the presentation. This avoids the need to ask the presenter to change the slide when they are ready, interrupting the flow of the meeting and presentation. Slide control can be given to multiple participants in a meeting by starting a screen share and clicking the Slide Control button.
      • Stop Incoming Video: Users in a meeting can easily disable all incoming video through in-meeting controls. This feature helps to preserve bandwidth for shared content, and to avoid mental fatigue from viewing multiple active video participants. This will only affect your view of the meeting, while others are unaffected and unaware.
        1. Start or join a meeting.
        2. Click View  in the top-right corner, and then click Stop Incoming Video.
        3. To resume videos, click View again and select Start Incoming Video.
      • Focus Mode: Focus mode is designed with the digital learning environment in mind, allowing students to stay attentive or work on their tasks while under supervision, without being distracted by others and their tasks. This feature gives the host and co-hosts view of all participants’ videos without other participants seeing each other. This extends into screen sharing, as the host and co-host can view and switch between each participant’s shared screen, while the participants can only view their own content. If the host finds a participant’s content should be shared with others, they can easily begin sharing the participant’s screen with others.
      • Gender Profiles: Pronouns are an essential piece to many of our diverse users expressing themselves and respectfully referring to others. Pronoun sharing enables users to better share information about themselves and be more respectfully treated. You can choose when or if your pronouns are shown during a meeting automatically or manually.  Simply click the Edit button next to your name in your Zoom Profile and set your preferences.  You can also change the settings in the Participants list during an individual meeting.  Click the gender profiles link above and scroll down the page for more detailed instructions.  Be sure you have updated your Zoom software to at least version 5.7.0.
      • Immersive View: Recreate the feel of your class or conference room by placing up to 25 video participants onto a single virtual background. Participants are automatically placed onto provided scenes and the host can adjust the arrangements as needed. The host can also use their own custom background for a unique scene.
      • In-meeting Chat Options: The in-meeting chat allows you to send chat messages to other users within a meeting. You can send a private message to an individual user, or you can send a message to an entire group. As the host, you can choose who the participants can chat with or to disable chat entirely. To enable the alert, click the “Chat” icon in the toolbar, then click “Three Dot Button” at the bottom of the pop-up window. See visual below:
        Chat options
      • Live Transcriptions (Closed Captioning): Zoom’s new live transcription feature provides real-time, voice-activated closed captioning in your Zoom meetings. Once the host enables the setting, all participants can see the captions either as subtitles in the meeting window while people are speaking, or as a full transcript in a side window. As the host, if your meetings are recorded to the cloud they will automatically generate a text file of the transcript with the recording. (This feature is currently not available for HIPPA accounts.)
      • Language Interpretation: If you invite international speakers or students to your meetings, you should be using Zoom’s new language interpretation feature. As the host, you can designate participants as interpreters before or during a Zoom session. Turn on language interpretation when you schedule your meeting. As the meeting begins, simply enable the interpretation feature and the designated interpreters can provide their own audio channels for the language they are translating. Attendees can then select an audio channel to hear the translated audio in their language of choice with the option to mute the original audio. Your cloud recordings include the original audio of the meeting, not the translations.
      • Authenticated Guest List: Zoom’s Authentication Exception feature allows you to add a short list of specific individuals from outside the UD community to your Zoom meetings such as guest speakers, typists for closed captioning, and other guests from outside the University. When you enable the user authentication security option for a meeting, you allow access only to users who are signed in to their Zoom accounts with a UD email address. This helps you to prevent “zoombombers” from disrupting your meeting. However, if you need to invite a guest speaker or someone from outside the university, this setting blocks them from participating. With the Authentication Exception feature, you can name specific people who can bypass the UD login requirement. This keeps the user authentication security intact while giving you more freedom to determine who joins your meetings
      • Advanced Screen Sharing: When a host or participant clicks the Share Screen button on the toolbar and chooses the Advanced tab at the top of the screen, four additional options will be offered:Zoom Advanced Sharing Tab
        • Slides as a Virtual Background: Powerpoint slides with picture-in-picture of instructor video
        • Portion of Screen: Creates a green box that can be resized and moved to choose exact image
        • Computer Audio: Shares just an audio file without the need for video or screen image
        • Content from Second Camera: Shares image from an external document camera
      • Alert Chimes for Chat Messages and Hand Raising: When a host or co-host is in a live meeting, they can now turn on a chime to alert them when someone has raised their hand or sent a message via chat.  This is extremely helpful to professors who are trying to juggle lecture material and interact with students at the same time. To enable the alert, click the “Participants” icon in the toolbar, then click “More” at the bottom of the pop-up window. No software update is needed. See visual below:Zoom Alert Chime
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