Zoom

An introduction to using Zoom with your Oxy account.

What is Zoom?

Zoom is an online video conference, meeting, and webinar platform that allows a meeting creator to host a video and/or a computer audio call with anyone, anywhere on any platform. A customer can create a meeting and invite up to 300 participants from around the world to join. As a Zoom Meeting attendee, you can join a meeting from your computer or mobile device using an appropriate Zoom app.

Who can use Zoom?

For the Spring 2020 semester, Occidental faculty can use Zoom to create and attend meetings as well as record the meeting’s content for download and future reference. Students and staff who create Zoom Basic accounts with an Oxy email can host conferences without the usual 40-minute limit on a temporary basis.

For Faculty who have requested a Pro account (request one via this form), go to https://occidental.zoom.us, click “Sign In” in the upper-right hand corner of the page and log in with your Oxy username and password.

If you have accessed a zoom meeting in the past or have a zoom account using a different email id, we recommend deleting and reinstalling the desktop app. You can do this from the “Applications folder” on a Mac or from the “Control Panel” on a PC. Please reach out to helpdesk@oxy.edu if you have any questions regarding the process.

Is Zoom the right choice?

View a side-by-side comparison of BlueJeans, Hangouts Meet, and Zoom to help you choose the right tool for your needs. BlueJeans and Hangouts Meet are recommended unless you need a gallery view of more than nine participants, a waiting room, pre-set breakout rooms, pop-out chat window, or polling.

Using Zoom

Joining a Meeting

The zoom desktop client is required even if you join a meeting through a web browser. Download the Zoom Client for Meetings before your appointment to avoid any difficulties.

To join from your web browser:

  • Visit occidental.zoom.us and log in with your username and password.
  • At the top of your screen, click the Join a Meeting link.
  • Enter the Meeting ID that was given to you (the numbers will be in the invitation and also at the end of the meeting link).
  • Click Open Zoom Meetings in the small window that pops up, then make sure to Join With Computer Audio once you enter the meeting.

To join from the desktop client:

  • Launch the Zoom desktop client on your computer.
  • Click Sign in With SSO on the right, then enter occidental as your domain.
  • Enter your Oxy credentials, then click Open Zoom Meetings when you see the small pop-up window.
  • Once you see the Zoom client screen, click the Join button.
  • Enter the Meeting ID that was given to you (the numbers will be in the invitation and also at the end of the meeting link).
  • Select whether or not you would like your video turned on, then click Join.
Additional Help

Scheduling a Meeting

Zoom offers a number of ways to schedule meetings. Hosts control settings for the calls they schedule, excepting those that an administrator has locked for all members of a group.

  • In your web browser, visit occidental.zoom.us.
  • Click the Sign In button and log in with your Oxy credentials.
  • At the top of the screen, click the Schedule a Meeting link.
  • Enter a title for the meeting, as well as the date and time that your class will begin.
  • Check the box for Recurring Meeting if you plan for this class to meet remotely on a regular basis.
  • Check the box for Mute Participants Upon Entry to avoid excess noise when you begin the class.
  • If your meeting needs to be recorded, check the box to Record the Meeting Automatically to avoid forgetting this step during a live meeting or class.
  • Check that your details are entered correctly, then hit the Save button.
  • To invite your participants you can click the Google Calendar button. This creates an event on your calendar to which your attendees can be invited. Otherwise you can simply click the Copy the Invitation link on the right hand side of the page, then paste the meeting details into an email to your participants.
Additional Help

Hosting a Meeting

“Hosting” a zoom meeting simply means “launching” a meeting and controlling functions within it (such as recording or inviting participants). The user who schedules a meeting is designated as the host by default unless they designate an alternate host. You also have the option to host an impromptu meeting at any time, adding participants with the Invite button at the bottom of the screen.

To host a scheduled meeting:

  • In the Zoom desktop client, click the Meetings tab at the top of the window, then find the name of the meeting and click the Start button.
  • From the Zoom website, click Meetings on the left side of the screen, then find your meeting title and click the Start button.

To host an impromptu meeting:

  • In the Zoom desktop client, click the orange New Meeting button on the main screen.
  • From the Zoom website, click the Host a Meeting link near the top right corner of the screen.

From the following pop-up window, select Open Zoom Meetings and Join with Computer Audio.

Additional Help

Recording a Meeting

A host may record a meeting either by selecting Record the Meeting Automatically when scheduling or by hitting the Record button during an in-progress videoconference. Either selection will prompt participants to provide Recording Consent. A host must provide permission for participants to record a meeting themselves.

There are two ways to store recordings made in Zoom, locally or in the cloud.

Local Recordings Cloud Recordings
Available to Zoom Basic Users Available to Zoom Basic & Pro Users
Immediately accessible Accessible with delay for uploading & audio transcription
Large file sizes take up a lot of storage Cloud storage & moodle integration allow for easier access

Sharing a recording depends on its storage location.

To share a recording stored locally:

  1. Open the Zoom desktop client and click Meetings.
  2. Click the Recorded tab and select the meeting or class that you need.
  3. Upload this file to the correct class folder in Moodle, Google Drive, or Panopto.
  4. Update viewer permissions and use a sharable link to grant students access.

To share a recording stored in the cloud:

  1. You will receive an email notification from Zoom once your cloud recording has been processed. Keep in mind this may take several hours.
  2. Log into your Zoom account via occidental.zoom.us
  3. Click Recordings on the left side of your screen, then click the name of the file that you need.
  4. To allow only authenticated Oxy users to view the recording, click the Share button, then select the option Only authenticated users can view, then click Save.
  5. Click the Copy Shareable Link button to copy it to your clipboard, then post the link on the Moodle page for your course, or send it in an email to your students.
Additional Help

Preventing Zoom-Bombing

Zoom-bombing is the term for when individuals "gate-crash" Zoom meetings. These uninvited guests share their screens to bombard real attendees with disturbing or distracting content. Most attacks exploit publicly available Zoom links. Depending on your personal settings, however, some ostensibly private meetings may also be vulnerable.

View our tutorial on how to prevent zoom-bombings in public meetings

Additional Tutorials from Zoom