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NUS Community Related FAQs for Zoom

NUS Zoom Education License

 Log in to Zoom

If you have not logged in to Zoom before, activate your Zoom account by signing in at https://nus-sg.zoom.us .
  1. Click Sign in with SSO. Do not use the default sign in on the left.
    (If logging in on mobile, it might just be SSO.)



  2. Type in the company domain as: nus-sg and click Continue.



  3. You will be brought to the NUS log in page, similar to the log in page for LumiNUS. Log in with your NUSNET ID.



  4. You will then be brought back to the Zoom app. Allow Zoom to open if prompted.

  5. If you encounter issues signing in with SSO, follow these steps.

 Account Switch, SSO error or Activation Issues




If you have a previous account with Zoom using your NUS Email Address, please terminate the previous account first.

  1. Sign-in to https://www.zoom.us/signin
  2. Download any previous recordings that you have or meeting details that  you need.
  3. Click on Account Management > Account Profile and click on "Terminate my account".

     Screenshot

  4. Go to https://nus-sg.zoom.us and sign in with your NUSNET ID and password.


Schedule

 Can I host more than one meeting?

Zoom does not allow a user to host multiple events at the same time.
You can schedule multiple sessions, and Zoom does not stop you from scheduling multiple sessions.
You can ONLY HOST ONE Zoom event at any time.

https://support.zoom.us/hc/en-us/articles/206122046-Can-I-Host-Concurrent-Meetings-

 Using Outlook to schedule a meeting


You can download the Outlook plugin here: https://nus-sg.zoom.us/download#outlook_plugin

Once installed, you can click the "Schedule a meeting" in Outlook.


It will prompt you to launch and sign-in to your

 Zoom Desktop Client
  1. Click the "Sign In with SSO" button.


  2. Type in nus-sg and click Continue..


Once completed, you will see the normal new Outlook meeting page.

 How do I schedule for a colleague?

Both you and your colleague should have a NUS Zoom Licensed account first.

Your colleague should sign in to https://nus-sg.zoom.us and grant you you scheduling privileges for their Zoom Licensed Account.

Pass the information below to your colleague.:
  1. Click Settings.
  2. Under Other, click the + next to Assign scheduling privilege to.
  3. Enter one or more email addresses in the window, separated with a comma.
  4. Click Assign.


The next time you schedule a meeting, you will see a new option called "Schedule For" with a pull-down option with your colleague's name.

 Can I schedule with Registration?

Registration option is only available when scheduling using the NUS Zoom Web Portal at https://nus-sg.zoom.us. 

You will then provide a registration link to your audience instead of a Join URL.

Participants will register, and depending on Manual or Automatic Approval, they will then receive the Meeting Invitation from Zoom.


Note

Avoid editing your registration questions after registration has opened. Someone who have already registered may be asked to register again when trying to join the meeting on actual day.

  1. Schedule a meeting with Registration Required.
    Registration option is only available on the web portal only.




  2. Invite Attendees 
    In this section, you can find your meeting link and the list of registrants. You can also set the type of registration for the meeting.
  3. Registration Options
    Configure the registration option by selecting the approval type, registration questions, and some additional registration settings.
    1. There are 2 types of approval:
      1. Automatic Approval: Anyone who signs up will receive information on how to join.
      2. Manual Approval: Anyone who signs up will need to be approved by the host on the meeting management page.
        You can opt in or out for email notifications when someone registers.
        You can also not allow registration after the scheduled meeting time has passed.
  4. Select which questions are required and optional. 

  5. Custom questions are supported. Example: Faculty, Country.

 Can I pre-assign students to Breakout Rooms?


Prerequisites

  • Breakout Room is enabled in your meeting settings
  • Host: Zoom Desktop Client on Windows or macOS, version 4.5.0 or higher
  • Participants: Zoom Desktop Client or Mobile App, version 4.5.0 or higher
    Note:
    • When joining a meeting with pre-assignments, ALL participants need to be signed in to their NUS Zoom account on the desktop client for pre-assignments to work.
    • Participants will not be placed in the pre-assigned room if they join from the web client.

    • Participants will not be placed in the pre-assigned room if the email does not match.

      Check NUS Zoom Sign In and Email Address

      1. Click Sign in with SSO. 
      2. Type in the company domain as: nus-sg and click Continue.
      3. Students can check the email used for their NUS Zoom Account on the Profile Page: https://nus-sg.zoom.us/profile

Limitations

  • You can only pre-assign participants that have a Zoom account (internal or external Zoom users).
  • When pre-assigning participants using the web portal, you can only pre-assign NUS Zoom users that are in the same account.
  • To pre-assign participants that are external Zoom users, import a CSV file.
  • If you have registration enabled and external participants register for the meeting, you need to assign them to breakout rooms during the meeting.
  • Up to 200 participants can be pre-assigned to breakout rooms.

Pre-assign Breakout Room via the Web Portal

 Guide


  1. Sign in to the NUS Zoom web portal.
  2. Click Meetings and schedule a meeting.
  3. In the Meeting Options section, select Breakout Room pre-assign and click Create Rooms.
  4. Click the plus icon beside Rooms to add breakout rooms.
  5. Hover over the default breakout room name and click the pencil icon to rename it.
  6. In the Add participants text box, search for participants' name or email address to add them to the breakout room.
    Note: You can add internal Zoom users that are in the same account. To pre-assign participants that are external Zoom users, import a CSV file.
  7. (Optional) Use these options to edit your breakout rooms and participants:
    • Click and drag a participant's email address to change the order.
    • Hover over a participant's name to see options to move them to another room or remove them from the current room.
    • To delete a breakout room, hover the room name in the left panel and click the trash bin icon. 
  8. Click Save.

Pre-assign Breakout Room using the .csv file

 Guide
  1. Sign in to the NUS Zoom web portal.
  2. Click Meetings and schedule a meeting.
  3. In the Meeting Options section, select Breakout Room pre-assign and click Import from CSV.
  4. Click download to download a sample CSV file you can fill out.
  5. Open the CSV file with spreadsheet software like Microsoft Excel.
    Note: You can specify internal or external Zoom users.
  6. Fill in the Pre-assign Room Name column with the breakout room name, and the Email Address column with the assigned participant's email address. 
  7. Save the file.
  8. Drag and drop the file in the web portal.
    Zoom will verify that the email address has a Zoom account.


Others

  • If you do not want to do the above, you can still use manual breakout during the meeting for smaller classes.
    Ask the students to rename themselves before they join the Zoom session.
    E.g., G1_Adam or Gp1-Adam.

  • At the moment, participants are not able to join their own breakout rooms manually.
    The feature will be available soon as mentioned in this Zoom blog post on 20th August 2020.

    Improve student engagement with breakout room flexibility

    Coming in September, students will have the ability to select a breakout room and move between rooms. This allows even greater flexibility in the way you structure your small group learning. You can create themed breakout rooms or reading groups and invite students to move between them based on their interests in topics. The possibilities are endless, so get creative!


Meeting Controls

 Managing Bigger Classes

There are a few ways to set up your meetings if you wish to limit your participants to only be able to view and listen to you.

They are useful in managing the bigger lecture groups, make meetings like an event webinar and also to prevent "Zoom Bombers" from taking over the stage.

Prevent participants from unmuting themselves

  1. In the host controls, click on Manage Participants and click More.
  2. Check the "Mute Participants on Entry".
  3. Uncheck the "Allow participants to unmute themselves".




Prevent participants from sharing their screen

  • Please update your Zoom Client to the latest version first.
  • In the host controls, click on Security Button.
  • Under Allow Participants to:
    • Un-Tick Share Screen.

Prevent participants from Chat with other participants

Please update your Zoom Client to the latest version first.

  • In the host controls, click on Security Button.
  • Under Allow Participants to:
    • Un-Tick Chat.


Other chat option is available in the Zoom Group Chat panel.

  • You may want to control who attendees can chat with:
    1. No one: Disable the text chat.
    2. Host only: Allows them to ONLY chat with Host and Co-Hosts.
    3. Everyone publicly: Allows them to ONLY chat publicly. No private chat.
    4. Everyone publicly and privately: The default option. Allows them to chat publicly and privately.

Spotlight video on yourself or a selected participant

  1. Hover over the video of the participant you want to spotlight and click ...
  2. Select Spotlight Video.
  3. Spotlight video puts a participants as the primary active speaker for all participants.
  4. All participants will only see this speaker as the active speaker.
    Note: Pin video is different. Pin video will only make the participant as primary only on your device.

Use with Poll Everywhere for an enhanced Live Response tool

  1. In Zoom, you can do a simple poll with single option or multiple option MCQ.
  2. You may want to consider using Poll Everywhere to engage students just like in a physical class.
  3. There are questions types Q&A and Word Cloud which are highly popular.
  4. Refer to the step by step guide on using Poll Everywhere with Zoom.



 Lock Meeting

In the Zoom controls, click on the new Security button.
  • Tick Lock Meeting.



  • To unlock the meeting follow the same steps above.

Note

No one can join, and you (the host or co-host) will NOT be alerted if anyone tries to join, so don't lock the meeting until everyone has joined.
If a student were to leave the session or got disconnected because of a technical issue like a PC restart; the student will not be able to rejoin the session too.

 What is the difference between Alternative Host and Co-Host?

Co-Hosts

Allows someone else to manage the administrative side of the meeting, such as muting participants or starting/stopping the recording.

  • Co-hosts should be assigned during the meeting.
  • There is no limitation on the number of co-hosts you can have in a meeting.
  • Co-host will automatically be the host if the host gets disconnected.

Co-hosts do not have access to the following controls as they are only available as host controls in a meeting:

  • Start closed captioning and assign someone or a third-party to provide closed captioning
  • Start live streaming
  • End meeting for all participants
  • Make another participant a co-host
  • Start breakout rooms or move participants from one breakout room to another
  • Start waiting room (co-hosts can place participants in waiting room or admit/remove participants from the waiting room)

Co-hosts also cannot start a meeting. If a host needs someone else to be able to start the meeting, they can assign an alternative host

Alternative host

Allows you to schedule meetings and designate another NUS Zoom Licensed user to start the meeting if Host who schedule is not able to start the meeting.

  • There is no need to schedule someone who will be Co-Host as Alternative Host. Make them co-hosts in the meeting.
  • Alternative Host will need to have a NUS Zoom Licensed account.
  • Alternative Host will receive an email notifying them that they've been added as an Alternative Host, with a link to start the meeting.
  • Alternative Host will need to use the Start Meeting button/link in the email.
  • Alternative Host does not have access to Polling feature.
  • When the Alternative Host starts the meeting:

    • If the Host who schedule is not in the meeting yet, the Alternative Host will be the HOST for the meeting.
    • If the Host who schedule is in the Meeting, the Alternative Host will be Co-Host. Since the Host who schedule is already in the meeting.
    • If the Host who schedule joins in halfway, the Host who schedule will takeover as HOST.

Scheduling privilege 

Designed to be used when someone else will do the scheduling; like an Executive Admin, Event Scheduler or Secretarial Duties:

  • The Meeting HOST should first assign or grant Scheduler permission to schedule meetings.
  • Scheduler to create new meeting on behalf of Meeting HOST.
  • The Meeting HOST will not have access to Polling feature. 

     How to use scheduling privileges

    Both you and your colleague should have a NUS Zoom Licensed account first.

    Your colleague should sign in to https://nus-sg.zoom.us and grant you you scheduling privileges for their Zoom Licensed Account.

    Pass the information below to your colleague.:
    1. Click Settings.
    2. Under Other, click the + next to Assign scheduling privilege to.
    3. Enter one or more email addresses in the window, separated with a comma.
    4. Click Assign.


    The next time you schedule a meeting, you will see a new option called "Schedule For" with a pull-down option with your colleague's name.

FAQ

  1. Can Alternative Host start Breakout Room?
    If Alternative Host is the HOST of the session, the HOST of the session can start Breakout Room.

  2. Can Alternative Host Enable/Disable Waiting Room, Make Co-Host, Edit Chat Settings...
    If Alternative Host is the HOST of the session, the HOST of the session have access to all controls except for Polling.

  3. Can Alternative Host launch a Poll?
    No one else can launch a poll except for the Host who schedule.



    More on: 
    Alternative Host
    Scheduling Privilege
    Co-Host

Screen Sharing

 Can my participants Share Screen?

In Zoom there, is no need to "pass the ball" or "make someone presenter" in order for them to share their screen.

By default, any participant can Share Screen if no one else is sharing. The Host can overwrite when someone else is sharing.


If you like to have a different Screen Share controls (click ^ next to Share Screen):
Select who can share in your meeting and if you want only the host or any participant to be able to start a new share when someone is sharing.



 Zoom Controls when sharing a screen

Share screen menu

When you start sharing your screen, the meeting controls will move into a floating menu that can be dragged around your screen.

It's located on the top of the screen. Hover your cursor to the top of the monitor.

  • Mute/Unmute: Mute or unmute your microphone.
  • Start/Stop Video: Start or stop your in-meeting video.
  • Participants/Manage Participants: View or manage the participants (if the host).
  • New Share: Start a new screen share. You will be prompted to select which screen you want to share again.
  • Pause Share: Pause your current shared screen.
  • Annotate / Whiteboard: Display annotation tools for drawing, adding text, etc.
  • MoreHover over more for additional options.

    • Chat: Open the chat window.
    • InviteInvite others to join the meeting.
    • Record: Start recording locally or to the cloud.
    • Allow/Disable participants annotation: Allow or prevent the participants from annotating on your shared screen.
    • Show/Hide Names of Annotators: Show or hide the participants' name when they are annotating on a screen share. If set to show, the participant's name will briefly display beside their annotation.
    • Optimize Share for Full-screen Video Clip: Start optimizing for a video clip in full screen mode.
      Note: Do not enable this setting if you are not sharing a full screen video clip, as it will blur your screen share.
    • End Meeting:  Leave the meeting or end the meeting for all participants.

 Playing a Video File

Yes, you can share a video clip with sound on your desktop to other participants.
  1. Click Share Screen.
  2. Select "Share computer sound" and "Optimize for full-screen video clip"
  3. Click Share.



TIPS

Our colleagues in NUS have shared that it plays better for participants when:

  • It is a local MP4 file in the computer
  • Video is playing on a dedicated Video Player like VLC or QuickTime
  • Video is played in full screen
  • Optimize Screen Share for Video Clip is selected

Playing a video embedded in a powerpoint slide or playing on a website like YouTube, doesn't seem as smooth in comparison.
If you have to play a video from YouTube, try playing it at a lower quality.




Also: Sharing Computer Sound During Screen Sharing


Recording

 Can I change my recording layout?

The recording layouts depends on your view mode when you start a local or cloud recording using the Zoom desktop client.


Active speaker

If you are in active speaker view with no screen sharing, the recording will only display the video of the active speaker.

Gallery view

If you are in gallery view with no screen sharing, the recording will be similar to the meeting client and display a grid layout of participants' video. The gallery view recording can display a maximum of 25 participants.

Shared screen with active speaker

If you share your screen with the active speaker thumbnail, the recording will display the active speaker thumbnail in the top-right corner. If you drag the active speaker thumbnail to another location during the meeting, the recording will still display it in the top-right corner.

Shared screen without active speaker or gallery view

If you share your screen without the active speaker thumbnail or disabled the Record thumbnails while sharing option in your cloud recording settings, the recording will only display the shared screen.

Shared screen with large active speaker thumbnail (only local recording)

If you share your screen with the active speaker thumbnail and enlarge it, the local recording will also display a larger active speaker thumbnail in the top-right corner. If you drag the active speaker thumbnail to another location during the meeting, the recording will still display it in the top-right corner.

Shared screen with gallery view (only local recording)

If you shared your screen and switched to gallery view, participants' video will appear in the top-right corner. If you drag the gallery view during the meeting, it will still appear in the top-right corner in the recording.

Shared window

If you shared a window that doesn't take up the entire screen, you will see black bars to the right and left of the window in the recording. Participants' video will still appear in the top-right corner if you enable the active speaker thumbnail or gallery view while sharing the window.

Mobile recording layouts

Zoom mobile app only supports cloud recording and only the active speaker, shared screen with active speaker and shared screen without active speaker ecording layouts are supported.

Guidehttps://support.zoom.us/hc/en-us/articles/360025561091-Recording-layouts

 How do I trim my Cloud Recordings?

Recordings on Zoom cloud
  1. Sign in to the NUS Zoom web portal https://nus-sg.zoom.us
  2. Click on Recordings.
  3. Find your meeting and click on the playback button.


  4. Click the scissors button to set the playback range.



  5. Drag the markers and check the playback range.
    Once ready, click Save.








 Can I share my recordings to external viewers?

From 01 July 2020, all new Zoom sessions recorded to the Zoom cloud will be set to: Only Authenticated Users can View.
Viewers will have to sign in with NUS Zoom account to watch the Zoom cloud recordings. External viewers will not be able to view the Zoom cloud recordings.

This article provides three different ways you can share your Zoom cloud recording with external viewers.

Set video for external viewing

  1. Go to http://nus-sg.zoom.us
  2. Click on Recording
  3. Search for Recording
  4. Click on the Meeting Topic
  5. Click the Share button on top right corner
  6. Set Share this recording to Publicly
  7. Recommended to put in an expiry date. 
  8. Click Done

Set account profile to allow external viewing

  1. Go to https://nus-sg.zoom.us
  2. Click on Settings
  3. Click on Recording
  4. Disable "Only authenticated users can view cloud recordings"

  5. This will affect all your future Zoom cloud recordings.

Download MP4 and share on a external video hosting platform

  1. Go to http://nus-sg.zoom.us
  2. Click on Recording
  3. Search for session
  4. Click on the Meeting Topic
  5. Click Download
  6. Upload the MP4 to your department's YouTube page or NUS Mediaweb channel.


 Where are my Zoom recordings?

Publish Cloud Recording in LumiNUS

If you have scheduled the meeting in LumiNUS and Recorded to the Cloud, go to Past Sessions, click on the ... and click Publish Cloud Recording.



By default all cloud recordings will require sign in with NUS Zoom account to view.
To allow access for external viewers, you will need to enable it first. Follow this guide.


Cloud Recording

Sign in to your NUS Zoom web portal.
In the navigation menu, click Recordings.
You will see the list of cloud recordings that you had started.



Click
More to access the download or delete the recording.

Click Share to display the recording link information and sharing settings, such as:

  • only NUS Authenticated users only can view
  • add expiry date
  • viewers can download
  • on-demand (registration required)
  • password protection

    You can also copy out the sharing information to clipboard to share with your viewers.
     

Local Recording

PC: C:\Users\User Name\Documents\Zoom\Session Title
Mac: /Users/User Name/Documents/Zoom/Session Title
Once converted, you can upload the MP4 file to your preferred video hosting site.

The conversion will be interrupted and caused an error if there is insufficient dis space or the laptop was shut down when conversion is in progress.

Check your "Disk space" and try and free up some space if it is low. 
Do not convert local recording files by double-clicking the Zoom files.
Ensure you did not change the filename.
Follow the steps below to convert the files.

1.    Sign in to the Zoom Desktop Client.
2.    Click the Meeting tab.
3.    Click the Recorded tab.
4.    Select the meeting topic with the local recording.
5.    Click the (...)
6.    Click Convert.

Zoom Guide: https://support.zoom.us/hc/en-us/articles/201362753-Local-Recording-Fails-To-Convert 
If you still need help, share the file via nBox and share it with the Webconferencing Helpdesk.


Not too sure where...

The one who schedule and host the session can check the Web Portal.
Click on Recordings > Cloud Recordings or Local Recordings.




https://support.zoom.us/hc/en-us/articles/206277393-Finding-and-Viewing-Recordings 

It could also be that another participant was actually recording the meeting. Could be another host or another participant that you had granted permission to record. If this is the case, then it will record to their computer.



 convert using ztscoder
  1. Right click on the click_to_convert_01.zoom file.
  2. Select "Open With"
  3. Click "More Options"
  4. Click "Chose Another App from This PC"
  5. Search for zTscoder.exe on the PC. 
    C:\Users\yourwindowsorusername\AppData\Roaming\Zoom\bin
    Select ztscoder, click Open.
    It will Start Converting.

     if you do not have ztscoder, download it here
     If you don't see AppData, Show hidden files
    • Open File Explorer from the taskbar. 

    • Select View > Options Change folder and search options.

    • Select the View tab and, in Advanced settings, select Show hidden files, folders, and drives and OK.






 Record only the Screen and Presenter Video

If you do not want other participants Video to appear to everyone else or appear in the recording, you can use Spotlight Video.

Spotlight video puts a participant as the primary active speaker for all participants. All participants will only see this speaker as the active speaker. The recording will show the Spotlight Video.

There is another feature called Pin Video. It is also to view only a specific speaker and disable active speaker view. But pinning the video will only affect your local view and local recordings.
Pin video will not work for cloud recording.

To Spotlight a Video:

  • At the top of your screen, hover over the video of the participant you want to spotlight and click ...
  • From the menu, choose Spotlight Video.

More: https://support.zoom.us/hc/en-us/articles/201362653


 Can I remove the recording disclaimer and notification?

Two types of Recording Disclaimer and Notification are enabled by default.

If you need to disable them, note that it will be disabled for all your future meetings.

  1. Sign in to NUS Zoom Portal at https://nus-sg.zoom.us
  2. Click on Settings on the left menu.
  3. Click on Recordings tab.
  4. Scroll down till you see the Recording Disclaimer and Multiple audio notifications of recorded meetings.
  5. Disable them using the buttons on the right.

Joining

 Participating in a Zoom Meeting

A Few Days Before
15 Minutes Before
  • Find a quiet space with a stable WiFi connection.
  • Join Zoom following the instructions your instructor has provided:
    • If your module is using LumiNUS, go to your module's Conferencing page. 
    • It could also be a join link URL sent via email or a calendar invite.
    • It is better launch the Zoom App or Desktop Client instead of running ti from the browser.
  • Close unnecessary windows or apps (e.g., Skype).
  • Test your headset and webcam.
During the Zoom Meeting
  • Click Start Video to begin sending your webcam. 
  • Click the Chat bubble to ask questions via text or as informal discussion. You can chat to everyone or a specific person. Some instructors may want a certain format like they will not entertain text chat until it comes to Q&A segment.
  • Find out who else is in the meeting by clicking Participants. This is also where you can "raise your hand" to ask a question, answer a question, or use the Yes/No button.
  • Always be prepared to share your screen. Close all other browsers and apps not required for the class.
  • At the end of the class, click Leave Meeting.
View options. Toggles between:
  • Speaker View: To focus on the speaker.
  • Gallery View: To show all participants (up to 25 people). 
  • Full Screen: To maximize screen. 
  • Participants and attendees can select side-by-side mode during screen sharing.
Zoom Menu

The Zoom menu is at the the bottom of the Zoom window. Hover your cursor over it if it is hidden. In screen sharing mode, it goes to the top of the screen.

  • Mute: Switch to turn on/off your microphone.

  • Start/Stop Video: Sending your webcam.

  • Invite: To invite others.

  • Share Screen: Allows you to share your desktop screen and specific windows.

  • Chat: To send messages to everyone or a specific person.

  • Record: If the host allows it. Not provided as a default. Records as a MP4 on your computer Documents\Zoom\Session Title.

  • Leave Meeting: Click this at the end of the meeting. Do not leave the Zoom meeting open.

  • More: Allows you to raise your hand, and other participants quick response button.

Tips
  • Provide a clear video. Keep your face lit, and the background neat and tidy. A clean wall will be the best. If the window is behind, pull the blinds or curtains.
  • Microphones pick up all ambient noise, so keep your mic muted unless you are speaking.
  • Focus please. Avoid any other activities such as eating and drinking.


 Can I join via telephone?

VOIP calls are highly recommended as our license does not offer toll-free calls.
The option to join via teleconferencing/audio conferencing (using a traditional phone) is provided in case:

  • you do not have a microphone or speaker on your PC/Mac,
  • you do not have a smartphone (iOS or Android) while on the road, or
  • you cannot connect to a network for video and VoIP (computer audio)

Zoom has call-in numbers available for many countries. Full list here:  https://zoom.us/zoomconference.

Security & Privacy

 How to we prevent Zoom Bombing?

For the safety and privacy of our NUS community and friends when Zooming, please note:

  1. All meetings require password. 
    You can go to https://nus-sg.zoom.us/meeting?type=upcoming to check your meeting passwords
    and share the password with your participants. [IMPORTANT]
  2. Waiting Room is highly recommended.
    Host will have to admit participants from the waiting room into the meeting room.

    If the name that join doesn't look familiar, you can message them to leave the meeting and rename themselves properly before joining in again.

  3. Disable Join before host option is recommended. 
    Participants can only join after host has launched the Zoom session.
  4. Enable "Only authenticated users can join" is recommended. 
    Select "Sign in to Zoom for NUS Staff and Students only". 
    This will restrict so that only NUS Staff and Students with NUS Zoom accounts will be able to join the meeting.
  5. Update your Zoom Meeting Desktop Client and Mobile Application and inform your participants to do the same.
  6. Familiarize yourself with the new Security button with the recommended settings shown below. 
    Security Button Video Guide [NEW] 
    1. Lock Meeting once all the participants are in. 
    2. Limit Share Screen to Host(s) only.
    3. Prevent participants from Chatting.
    4. Prevent participants from Renaming Themselves.



  7. Do not share your meeting link, meeting ID or meeting password publicly.

Joining our Meetings

  1. Only the meeting organizer or LumiNUS will send the invitation emails. Zoom only sends out invitation link for meetings that require registration. Do not click any links from unverified sources. You can also go to LumiNUS Conferencing to join if they were scheduled in LumiNUS.
  2. Some meeting will require authentication. Sign in using your NUS Zoom Account at https://nus-sg.zoom.us.
    If you are signing in from the desktop client and mobile apps, select Sign In with SSO and company domain: nus-sg.
  3. Join URLs for sessions scheduled by NUS Zoom accounts should start with https://nus-sg.zoom.us/...
  4. Do not forward the invitation link or message to others.
  5. Do not post the meeting details like links and passwords on any social media or chat groups.
  6. Your microphone and webcam will not automatically start sending.
    Join Audio, only when you are ready. Start video, only when you are ready.
  7. There will be a Recording status on the top left if the Host or someone approved, is recording the session.
  8. Be aware that anyone in the meeting can record or do a screenshot, using any other tools and software.
    Be cautious about what you say, show and share.
    If it is a confidential document, consider sharing it on OneDrive or nBox instead of transferring the files or sharing the screen via Zoom.
    This will require participants to authenticate themselves in order to access those files.

  9. Be careful with files transferred in Zoom. Verify it was indeed sent by the host. Do not download or open any suspicious files. 
  10. Text Chat too. Do not click on any suspicious URL links.
  11. Alert the host if someone in the participant list looks suspicious and shouldn't be in the meeting. Host can remove participants.
  12. Click Leave Meeting once you are done with the session.

Scheduling our Meetings

  1. Require Password for ALL Meetings. 
  2. Consider giving the the Meeting ID and Password separately to participants. Avoid using the one click to join link.
  3. Enable registration. Option of automatic or manual approval.
  4. Enable only authenticated users can join in.
    Participants will have to Sign In at https://nus-sg.zoom.us. with their NUSNET ID and password.
    Participants signing in from the desktop client and mobile apps, to select Sign In with SSO and company domain: nus-sg.
  5. Avoid using the same meeting ID and recurring session for a long period of time.
  6. Avoid using Personal Meeting ID.
  7. Enable Waiting Room. So you can have another level of control on who gets into the Meeting Room. 

Controlling our Meetings

  1. Control entry to meeting by selecting participants in waiting room.
  2. Don't allow participants to unmute their mic themselves. Participants Raise Hands and Host unmute them.
  3. Use the new Security icon.
    1. Limit screen sharing to host only. Prevent participants from hijacking the screen. If they need to present, make them co-host first.
    2. Limit participants to chat with host(s) only. 
  4. For small meetings, get everyone to show their webcam to identify them.
  5. Remove any dubious participant(s) from the meeting.
  6. Lock the meeting once all are in.
    Note: Be cautious. Anyone who gets disconnected due to network issue will need be able to rejoin. Monitor the participant panel regularly to ensure non one gets disconnected and locked out.
  7. If you plan to record, ask permission from the participants first.
  8. End Meeting for All, once you have finished the meeting.
  9. If you have recorded to the Zoom cloud, do not share or leave the files on the cloud longer than necessary.
    Delete them once you are done.


You may also view the video tutorial from here.


Additional Resources

NUS IT Advisory (12 April 2020)
NUS IT Advisory (03 April 2020)
Zoom's Message from CEO  (01 April  2020)
Zoom's Message on privacy (29 March 2020)
Zoom Security
Zoom Privacy and Policy


Alternative Applications

Microsoft Teams
Skype for Business






 Can I prevent registrants from forwarding the link?

Yes. If you had required registration and you want to prevent participants from forwarding their unique Join Links, you will need to prevent attendees from joining via multiple devices.

Schedule the meeting via the web portal https://nus-sg.zoom.us
  1. Schedule a new meeting.
  2. Select Registration Required.
  3. Click Save.
  4. Scroll to the bottom of the meeting page.
    Under Registration Option.
    Click on the Edit button.
  5. Uncheck the box "Allow attendees to join from multiple devices".
  6. Review all other Registration options.
  7. Click Save all.


 Mac Webcam Security

Others

 Can the bandwidth handle it?

The bandwidth used by Zoom will be optimized for the best experience based on the participants’ network.
A good stable connection is still required. The bandwidth will automatically adjust for 3G, WiFi or Wired environments.

Recommended bandwidth for meetings panelists:

  • For 1:1 video calling:
    • 600kbps (up/down) for high quality video
    • 1.2 Mbps (up/down) for 720p HD video
    • Receiving 1080p HD video requires 1.8 Mbps (up/down)
    • Sending 1080p HD video requires 1.8 Mbps (up/down)
  • For group video calling:
    • 800kbps/1.0Mbps (up/down) for high quality video
    • For gallery view and/or 720p HD video: 1.5Mbps/1.5Mbps (up/down)
    • Receiving 1080p HD video requires 2.5mbps (up/down)
    • Sending 1080p HD video requires 3.0 Mbps (up/down)
  • For screen sharing only (no video thumbnail): 50-75kbps
  • For screen sharing with  video thumbnail: 50-150kbps
  • For audio VoiP: 60-80kbps

Also: System Requirements and Bandwidth 

 Change your display name

There are three possible methods on how to change your display name in a Zoom Meeting.
1. Profile Page

You can ignore the message that the display name cannot be changed. Follow the instructions below.

  1. Go to https://nus-sg.zoom.us and sign in.
  2. Click on Profile.
  3. Click Edit.
  4. First type in your First Name and Last Name.
  5. Click Save Changes.
  6. Then you will see your Display Name change accordingly.

2. In a Zoom Meeting
  1. Click on Participants button.
  2. In the Participant Panel on the right, look for your name (it's at the top).
  3. Click on "More" button beside your name, and select Rename.
  4. Type in your preferred display name.


3. Your device may also have stored your name.
  1. Launch your Zoom Client/App and Sign In.
  2. Click Join. 
  3. Type in Your Name: (Change this to preferred name)
  4. Check the box "Remember my name for future meetings"



Manual Breakout Room Tip

For easier manual Breakout Room grouping, you may want to ask students to rename themselves with their group names at the front.
Example: Gp1_Adam, T1-Adam or 1-Adam.




 There is Echo...

Sometimes you will hear audio echo or audio feedback during your meeting. For bigger groups, it is advisable to select "Mute Participants on Entry". For even larger groups, you may want to prevent students from unmuting themselves.


To solve the Echo issues:

1) Isolate the participant
As a host, if it is a small group, you can do a Mute All and unmute individually to find the source. You might not have a time to do this in a big group. Do a Mute All and let them know to unmute only when given permission to talk.

2) Cause of Echo

  • Participants not joining using headsets and joining using external speakers. So what happens is the built-in mic picks up audio from the external speakers causing echo from other.
    Unfortunately, in most cases the one causing echo will not hear the echo.
  • Two or more participants with active audio joining from the same room (physically). If that is the case, only one device should Join Audio. All other devices should Leave Audio.

Guide: https://support.zoom.us/hc/en-us/articles/202050538-Audio-Echo-In-A-Meeting

 Speakerphone Devices

It is not possible to have 10 member is the board room to share the mic from a single laptop.

While there are products meant for bigger rooms like the Logitech https://www.logitech.com/en-sg/video-collaboration.html available for purchase, there are existing equipment that your office may already have.
Most offices in NUS will have the the Polycom Trio used for boardroom telephone calls. That Polycom Trio can also be connected to a laptop; either Bluetooth or USB.


USB

Use a Micro USB cable to connect the 
Polycom Trio with the laptop.
Select the Polycom's Speaker and Microphone device in Zoom.
Run the Test Speaker and Microphone to configure it.


 Breakout Rooms


Breakout rooms allow you to split your students into their discussion groups. The Host can split them automatically or manually.
  • Host can split them automatically or manually.
  • There can be up to 50 Breakout Rooms per meeting, maximum of 200 per room
  • Breakout Room participants have full audio, video and screen share capabilities
  • Hosts can move between Breakout Rooms
  • While in a Breakout Room, participants can request help from a host

You can also share Participating in Breakout Rooms with your students for some information on using breakout rooms as a participant.

Launch Breakout Rooms from the Host Controls during a meeting

  1. Start an instant or scheduled meeting.
  2. Click Breakout Rooms.
  3. Select the number of rooms you would like to create, and how you would like to assign your participants to those rooms:
    • Automatically: Let Zoom split your participants up evenly into each of the rooms
    • Manually: Choose which participants you would like in each room
    • Let participants choose room: Participants can select and enter rooms on their own.  NEW
  4. Click Create Breakout Rooms.
  5. Your rooms will be created, but will not start automatically. You can manage the rooms prior to starting them by following the instructions below.

Options for Breakout Rooms

  1. After creating the breakout rooms, click Options to view additional Breakout Rooms options.
  2. Check any options that you would like to use for your breakout rooms.
    • Allow participants to choose room: Checking this option will allow all participants to join into any rooms.
    • Allow participants to return to the main session at any time: If this option is checked, the participants can move back to the main session from their meeting controls. If this is disabled, they need to wait for the host to end the breakout rooms.
    • Automatically move all assigned participants into breakout rooms: Checking this option will move all participants into the breakout rooms automatically. If this option is unchecked, the participants will need to click Join to be added to the breakout room.
    • Auto close breakout rooms after x minutes: If this option is checked, the breakout rooms will automatically end after the configured time.
    • Notify me when the time is up: If this option is checked, the host will be notified when the breakout room time is up.
    • Countdown after closing breakout rooms: If this option is checked, the participants will be given a countdown of how much time they have left before being returned to the main room.
  3. Follow the steps below to assign participants to rooms or click Open All Rooms to start the breakout rooms.

Assigning Participants to Rooms

To assign participants to your rooms, select Assign next to the room you wish to assign participants to and select participants you want to assign to that room. Repeat this for each room.

Once a participant has been assigned (manually or automatically), the number of participants will show in place of the Assign button.

Preparing Breakout Rooms

After manually or automatically assigning participants to rooms, you can rearrange the participants. Participants who are not assigned to breakout sessions will remain in the main meeting when the rooms are started.

  • Move to (participant): Select a room to move the participant to.
  • Exchange (participant): Select a participant in another room to swap the selected participant with.
  • Delete Room: Delete the selected room.
  • Recreate: Deletes existing breakout rooms and creates new ones.
  • Add a Room: Add another breakout room.
  • Open All RoomsStart the rooms. All assigned participants will be moved to their respective rooms after confirming the prompt to join the breakout room. If allowing participants to choose their own room, they can open the list of rooms and choose which to join. The host will be left in the main meeting until manually joining one of the rooms. The participants (and the host when manually joining a room) will see the following message shown when joining the breakout room.

Managing Breakout Rooms in Progress

Once the Breakout Rooms have been started, the participants will be asked to join the Breakout Session. The host will stay in the main meeting until joining a session manually. If a participant has not joined the session yet, it will be noted by (not joined) next to their name.

  • Join: Join the breakout room.
  • Leave: Leave the room and return to the main meeting (only shows when in a breakout room).
  • Close All Rooms: Stops all rooms after a 60 second countdown, shown to the host and participants, and returns all participants back to the main meeting.

Ask for Help

Participants in breakout rooms can request that the meeting host join their meeting by clicking Ask for Help.

The host will be prompted to join the room where the request originated from. Click Join Breakout Room to join the room.

Broadcasting a Message to All Breakout Rooms

The host can broadcast a message to all breakout rooms to share information with all participants.

  1. Click Breakout Rooms in the meeting controls.
  2. Click Broadcast a message to all, enter your message and click Broadcast.
  3. The message will now appear for all participants in Breakout Rooms.

Preassigning Breakout Rooms


Prerequisites

  • Breakout Room is enabled in your meeting settings
  • Host: Zoom Desktop Client on Windows or macOS, version 4.5.0 or higher
  • Participants: Zoom Desktop Client or Mobile App, version 4.5.0 or higher
    Note:
    • When joining a meeting with pre-assignments, ALL participants need to be signed in to their NUS Zoom account on the desktop client for pre-assignments to work.
    • Participants will not be placed in the pre-assigned room if they join from the web client.

    • Participants will not be placed in the pre-assigned room if the email does not match.

      Check NUS Zoom Sign In and Email Address

      1. Click Sign in with SSO. 
      2. Type in the company domain as: nus-sg and click Continue.
      3. Students can check the email used for their NUS Zoom Account on the Profile Page: https://nus-sg.zoom.us/profile

Limitations

  • You can only pre-assign participants that have a Zoom account (internal or external Zoom users).
  • When pre-assigning participants using the web portal, you can only pre-assign NUS Zoom users that are in the same account.
  • To pre-assign participants that are external Zoom users, import a CSV file.
  • If you have registration enabled and external participants register for the meeting, you need to assign them to breakout rooms during the meeting.
  • Up to 200 participants can be pre-assigned to breakout rooms.

Pre-assign Breakout Room via the Web Portal

 Guide


  1. Sign in to the NUS Zoom web portal.
  2. Click Meetings and schedule a meeting.
  3. In the Meeting Options section, select Breakout Room pre-assign and click Create Rooms.
  4. Click the plus icon beside Rooms to add breakout rooms.
  5. Hover over the default breakout room name and click the pencil icon to rename it.
  6. In the Add participants text box, search for participants' name or email address to add them to the breakout room.
    Note: You can add internal Zoom users that are in the same account. To pre-assign participants that are external Zoom users, import a CSV file.
  7. (Optional) Use these options to edit your breakout rooms and participants:
    • Click and drag a participant's email address to change the order.
    • Hover over a participant's name to see options to move them to another room or remove them from the current room.
    • To delete a breakout room, hover the room name in the left panel and click the trash bin icon. 
  8. Click Save.

Pre-assign Breakout Room using the .csv file

 Guide
  1. Sign in to the NUS Zoom web portal.
  2. Click Meetings and schedule a meeting.
  3. In the Meeting Options section, select Breakout Room pre-assign and click Import from CSV.
  4. Click download to download a sample CSV file you can fill out.
  5. Open the CSV file with spreadsheet software like Microsoft Excel.
    Note: You can specify internal or external Zoom users.
  6. Fill in the Pre-assign Room Name column with the breakout room name, and the Email Address column with the assigned participant's email address. 
  7. Save the file.
  8. Drag and drop the file in the web portal.
    Zoom will verify that the email address has a Zoom account.


Others

  • If you do not want to do the above, you can still use manual breakout during the meeting for smaller classes.
    Ask the students to rename themselves before they join the Zoom session.
    E.g., G1_Adam or Gp1-Adam.

  • At the moment, participants are not able to join their own breakout rooms manually.
    The feature will be available soon as mentioned in this Zoom blog post on 20th August 2020.

    Improve student engagement with breakout room flexibility

    Coming in September, students will have the ability to select a breakout room and move between rooms. This allows even greater flexibility in the way you structure your small group learning. You can create themed breakout rooms or reading groups and invite students to move between them based on their interests in topics. The possibilities are endless, so get creative!


 Zoom Webinar

Comparison between Zoom Meeting and WebinarMeetingWebinar
Registration for attendees
Schedule using the web portal: https://nus-sg.zoom.us 

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 Allow attendees to only view and listen

In a Zoom Meeting, by default anyone can text chat, share screen and unmute their own mic by themselves.

There are additional settings to make participants in Zoom Meeting to only be able to view and listen by preventing participants from unmuting themselves, sharing screen or text chatting. You can make them only able to text chat and raise hands. Zoom Meeting is actually suitable in most classroom settings, workshops and trainings. Guide to Managing Bigger Classes.

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 Attendees have to Raise Hands before they can ask questions.

In a Zoom Meeting, by default anyone can text chat, share screen and unmute their own mic by themselves.

There are additional settings to make participants in Zoom Meeting to only be able to view and listen by preventing participants from unmuting themselves, sharing screen or text chatting. You can make them only able to text chat and raise hands. Zoom Meeting is actually suitable in most classroom settings, workshops and trainings. Guide to Managing Bigger Classes.

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Supports attendee size bigger than 300.

Red X

Yes via Live Streaming to YouTube Live, Facebook Live or Mediaweb

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 Text Q&A feature: Panelists to assist in answering questions by text.

The Question & Answer (Q&A) feature for webinars allows attendees to ask questions during the webinar and for the panelists, co-hosts and host to answer their questions.

With the public Q&A feature, attendees can answer each other's questions and if enabled, they may also upvote each others questions.

Red X

Can consider to use Poll Everywhere for Q&A

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Contact cithelp with the event's date, time, duration and expected size attendees if you need Zoom Webinar.

To find out more on Zoom Webinar:


 Can I Livestream my Zoom Meeting to NUS Mediaweb?


Note: There is a 20sec delay for viewers joining via Livestream on Facebook, YouTube or NUS Mediaweb.

Prepare Mediaweb Stream

  1. Go to https://mediaweb.ap.panopto.com/
  2. Sign in with NUSNET ID and password.
  3. Click on Create. If you do not have access to Create, please refer to Requesting for access to create and upload files to MediaWeb .
  4. Select Webcast.
  5. Type in Name, Select Folder Destination and click Create.
  6. Click on Manage.
  7. Click on RTMP Source.
    1. Copy out the Server URL to a NotePad or Text Edit. This will be the Stream URL.
    2. Copy out the Stream keys to a NotePad or Text Edit. This will be the Stream Key.

  8. Click on Share.
    1. Copy the Viewer Link; to a NotePad or Text Edit. This will be the Live streaming page URL.

  9. Select Who has access to this livestream.
    Option of:
    1. Specific people, staff only.
    2. Anyone at your organization with sign in authentication required.
    3. Anyone at your organization with the link, unlisted.
    4. For public event, please refer to steps on YouTube Live or Facebook Live.

Enable Livestream to Mediaweb for your Zoom Account

You may skip this if it has been enabled before.

  1. Go to https://nus-sg.zoom.us
  2. Sign In with NUSNET ID and password.
  3. Click on Settings.
  4. Enable LiveStream. 

Schedule a Meeting

  1. Go to https://nus-sg.zoom.us
  2. Sign In with NUSNET ID and password.
  3. Schedule a Meeting. Provide meeting details. Click Save.
  4. Click on Live Streaming
  5. Click Configure Live stream settings.

  6. Provide the three information taken from Mediaweb:
    1. Stream URL
    2. Stream key
    3. Live streaming page URL

Ready to start Zoom and Livestream

  1. Launch Zoom Session.
  2. Click More > Live on Custom Live Streaming Service.
  3. Status on Zoom indicates it’s LIVE: on Custom Live Streaming Service.


Note: The stream setup is VALID FOR ONE TIME USE ONLY.
If you are testing the Livestream for a dry run, you will need to setup another Livestream with a different stream key.



 Request CIT to setup

Provide CIT with details from:

Zoom

  1. Date of Event:
  2. Start Time:
  3. Zoom Meeting title
  4. Zoom Account Email Address:

Mediaweb

  1. Session Title to be displayed in Mediaweb Event:
  2. Viewing Settings: Unlisted Public, NUS Only, NUS Staff Only


Once we verify all information, CIT will provide you with:

  1. Stream URL for you to share with viewers.
  2. Embed Code for you to set on your website.
  3. Within 3 working days.

On actual day

  1. Start the meeting
  2. When you are ready to stream, click on More > Livestream to custom Livestreaming.







 We cannot hear each other

Check that there is a microphone icon besides all the names in the Participants Panel.

Absence of a mic indicates that the participant has not Joined with Computer Audio.
Check that it does not have a red line on the mic.







On individual screen, check that your own mic Is not muted.
Click “Unmute on bottom left. Mic indicator should turn green as you speak.
Click the “^” button to re-select the Mic or do a “Test Speaker and Microphone”.



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