Context



ContextZoom is provided for videoconferencing with people outside of the agency. Microsoft Teams is provided for videoconferencing and messaging within your program or the agency.?You should treat your Zoom account as if it were your UMFC email address by:?Only using your UMFC Zoom account for official UMFC callsMaintaining respectful conversations and being mindful of privacyCreating a personal Zoom account if you wish to make personal calls?It is essential that you use an agency managed Zoom account for your work.INDEX TOC \o "1-3" \h \z \u Context PAGEREF _Toc38445540 \h 1Getting Started PAGEREF _Toc38445541 \h 3Getting started with desktop browser (Google Chrome) PAGEREF _Toc38445542 \h 3Getting started with iPhone PAGEREF _Toc38445543 \h 3Joining a meeting PAGEREF _Toc38445544 \h 4Viewing video PAGEREF _Toc38445545 \h 5Meeting participant controls PAGEREF _Toc38445546 \h 5Inviting others PAGEREF _Toc38445547 \h 6Sharing your screen PAGEREF _Toc38445548 \h 6Manage participants PAGEREF _Toc38445549 \h 8Lock meeting PAGEREF _Toc38445550 \h 9FAQs PAGEREF _Toc38445551 \h 10Do I need a Zoom account to accept an invitation to a Zoom meeting? PAGEREF _Toc38445552 \h 10Why are we using the waiting room? PAGEREF _Toc38445553 \h 10Why is ‘Join before host’ switched off? PAGEREF _Toc38445554 \h 10Why don’t we seem to use passwords like others do? PAGEREF _Toc38445555 \h 10Why is sound set to computer audio? PAGEREF _Toc38445556 \h 10Can I connect Zoom to my Outlook calendar? PAGEREF _Toc38445557 \h 10Why can’t we record client consultations or web conferences? PAGEREF _Toc38445558 \h 10Can we use a virtual background? PAGEREF _Toc38445559 \h 10Why can’t we private chat/message in meetings? PAGEREF _Toc38445560 \h 10Why can’t participants share their screens? PAGEREF _Toc38445561 \h 10Why is it important to create my account on a desktop browser? PAGEREF _Toc38445562 \h 10Does our data stay in Australia? PAGEREF _Toc38445563 \h 10Where is the gallery view? PAGEREF _Toc38445564 \h 11Why can’t we use the desktop application? PAGEREF _Toc38445565 \h 11Tips: How we meet virtually PAGEREF _Toc38445566 \h 12Getting StartedFor your privacy, it is essential that you create your Zoom account on a desktop computer before you think about using a mobile app.You will receive an email from Zoom inviting you to join the UMFC account. On your desktop/laptop, click on the link in the email which will take you to the Zoom website. Login in to the Zoom website with your agency credentials, i.e. media@.au and your agency password.Zoom works best on Google Chrome. Use to login.Please note that some features contained in these guides may not be available to you. Please visit the FAQs below for more information.Getting started with desktop browser (Google Chrome)Here is a series of introductory videos on how to use Zoom. Please be aware that some of these features are not in use at UMFC. Please visit the FAQs to learn more. started with iPhoneIf you need to use Zoom on your iPhone, please make sure you have registered your account on a desktop or laptop computer first. Get the app: agency preference is for you to be using Zoom on Wi-Fi instead of using phone data, where possible.Getting started guide: a meetingPlease note: You do not need a Zoom account to accept an invitation to join a Zoom meeting. You are requested to avoid using your personal account where possible.Click the hyperlink highlighted in your calendar invite.Your web browser will open and ask you if you want to “Download Zoom?”Cancel this and select ‘join from your browser’Your meeting will automatically open in the Zoom application.You will be prompted to enter your name and the meeting password if it was not included in the join link.Click Join to be taken into the meeting.When prompted, ensure you enable Computer audio and video functionality.After joining computer audio, you can Mute/Unmute at the lower left corner or click on the ^ to select a different microphone and/or speaker.Viewing videoWhen joined into a Zoom meeting from the web client, you can view one participant's video in active speaker view (Zoom help) or if the host spotlights a video. If multiple participants are sharing their video, you will only be able to see one at a time.Meeting participant controlsParticipant controls appear at the bottom of your screen.Features include:Mute / Unmute: Mute and unmute your microphone.Audio Controls (click the ^ arrow next to Mute / Unmute): Allows you to change the microphone and speaker that Zoom is currently using on your computer, leave computer audio, and access the full audio settings.Participants: See who's currently in the meeting. The Participants list also gives you access to these options:Non-verbal feedback icons: Places an icon beside your name to quickly notify the host. For example, Raise Hand places the raise hand icon beside your name and simulates a hand raise.Participant chat: Enables you to send instant messages to all meeting participants. Select the “To” menu to change message recipients.Co-hostsIf you wish you to share some of the in-meeting controls with a colleague, you must first go into your account settings and turn on the co-host function. This offers limited functionality that may be of use. Read this to learn more.Inviting othersClick Invite to open the options to view others.The available options will depend on the available add-ons for your account, if you are the host, and if you are logged in. 26435054826000Invite by Email: This will open up the options to send an email from your Outlook account.Meetings scheduled using your Personal Meeting ID (PMI) These meetings are scheduled with a static ID (i.e. static hyperlink) that never expires (or changes).“Your Personal Meeting Room is a virtual meeting room permanently reserved for you that you can access with your Personal Meeting ID (PMI) or personal link, if applicable. You can start instant meetings with your PMI, or you can schedule a meeting that uses your PMI.Your Personal Meeting Room is ideal for use with people you meet with regularly. However, because it is always accessible with the same Meeting ID and personal link, it should not be used for back-to-back meetings or people you do not meet with regularly. Once a participant has the link to your PMI, they can join it at any time the meeting is in use, unless you lock the meeting or use the Waiting Room feature to admit participants individually.”How to reschedule a meetingClick ‘meetings’Click on the hyperlinked meeting title, e.g. Karen’s Morning TeaClick ‘Edit this meeting’ in the bottom right of the next window:Sharing your screenClick Share Screen located in your meeting tool bar.Select the screen you want to share then click Share. If you are using multiple monitors, you will see each screen.To share a specific application window, click the Application Window tab, select an application, then click Share.Notes:26435054762500When sharing an application, live changes made to a document may not appear for others. If you experience this issue, please stop sharing and restart the share or share your entire screen to avoid this issue.26435055016500For Windows 10 users, if several applications are open, a limited number will be listed as an option to share. If the application you want to share is not listed, close unnecessary applications and try again.While screen sharing, you will have access to the following controls:2021840720340026435054762500A notification at the top of your Zoom meeting window shows a preview of your shared screen. Click Pause Share to pause screen sharing.Click Resume Share to start screen sharing again. You can also click StopShare to stop sharing your screen.264350510604500275780560833000A floating notification bar appears on top of your browser. Click Stop sharing to stop sharing your screen. Chick Hide to remove the floating notification bar.Manage participantsWaiting roomGuests are placed in the waiting room and must be admitted to the meeting. Host, co-hosts, and anyone who bypassed the waiting room (only if host and co-hosts are not present) can admit participants from the waiting room.Click Manage to manage the participants.Hover over a participant's name and click More for additional options.26435054826000Put in Waiting Room: Remove this participant to the waiting room (Zoom help). You will then have the option to readmit them.26435055080000Remove: Remove this participant from the meeting.Mute allClick Manage.At the bottom of the participants' window, click Mute All.Lock meetingLocking the meeting prevents any new participants from joining the meeting.Click Manage.At the bottom of the participants' window, click More.Click Lock Meeting.FAQsZoom is going through a rapid expansion of its user base, and is rapidly reconfiguring its system settings in response to community feedback. These responses might change in the future. Do I need a Zoom account to accept an invitation to a Zoom meeting?No, you do not need a Zoom account to accept a Zoom meeting invitation. Simply click a link on the invitation and it will open the meeting in your web browser.Why are we using the waiting room?Waiting rooms are on by default so you have to manually admit attendees. This prevents so-called ‘Zoombombing’, whereby malicious actors enter Zoom calls with offensive content.Why is ‘Join before host’ switched off?This is disabled because we are using the waiting room. Since guests have to go in the waiting room, joining before the host is not possible anyway.Why don’t we seem to use passwords like others do?By forcing the use of the waiting room, we control who joins our meeting. Deloitte consultants have confirmed this is a valid alternative to inputting passwords. Why is sound set to computer audio?Making sure everyone in a Zoom meeting connects using “computer audio” instead of calling in on a phone means the meeting is more secure.Can I connect Zoom to my Outlook calendar?Zoom is blocked from accessing 3rd party software (e.g. Outlook) due to security concerns.Can we record client consultations or web conferences?Recording is disabled for UMFC meetings. Deloitte consulting: “Key to any policies should be that consults will not be recorded or retained.” Records of virtual client consultations should be maintained in the same manner as face to face consultations and recorded on your CRM (e.g. IRIS, DEX, CRIS, etc.). This also circumvents issues relating to storing data on the cloud.Can we use a virtual background?When using a mobile phone, yes. It is important to be mindful of what others (e.g. clients) can see in our homes when we videoconference from home. If you cannot find a suitable spot, feel free to use a tasteful background to hide your environment. This feature is not supported for desktop web browsers.Why can’t we private chat/message in meetings?For your privacy. Zoom is currently configured so that private messages are only seen by the intended recipients during the meeting, yet they appear in the full transcript at the end. Why can’t participants share their screens?This is a security measure to control what can be broadcast in a videoconference.Why is it important to create my account on a desktop browser?Some UMFC users need to keep their mobile phone numbers private. Creating your account on a web browser avoids the Zoom Cloud Meetings app sharing your mobile phone number with your contacts.Does our data stay in Australia?UMFC has disabled Zoom from using all international data centres apart from the US. Zoom does not allow us to remove the data centre where the account is provisioned. Where is the gallery view?Gallery view is not available on the web browser version of Zoom. It is only available on the desktop application, which is not authorised for security reasons (see below). Further, going without streaming everyone’s video simultaneously is responsible practice as it reduces the increased load on the internet at this time.Can we use the desktop application?ITConnexion have told us we cannot currently use the Zoom desktop application as a Cyber Risk audit has identified too many security issues with the software.Document No: Version: 1.4 Owner: SPMApproved by: SMGDate reviewed: July 2020Date of next review: July 2021Tips: How we meet virtuallyVirtual meeting hacks ................
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