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URGENT NOTICE

Urgent announcement

28 Oct 2021, 5PM
There were a few reports from NUS users that Setting the Playback range (trimming) for Zoom Cloud Recordings will cause the recording to be wrongly trimmed and there is no way to recover/reinstate the original recording.

Zoom is currently investigating this.

While this is ongoing, please refrain from editing the recording.

Alternatively, you may download the recording / save it locally before editing it using a 3rd party application, and reupload it to LumiNUS Multimedia or NUS Mediaweb.

Thank you.
NUS-SG Zoom Admin



What is ZOOM?

Zoom is a web conferencing tool that unifies cloud video conferencing, online meetings, collaboration, and virtual lectures in an easy to use platform. Click to watch the video.
Zoom's extensive features, compatibility with desktop and mobile devices and H.323 room system, allows participants to have a rich web conferencing experiences with both NUS and external users.

Features:

  • Easy to launch and join with up to 300 participants
  • HD video, high quality audio using VOIP
  • Screen sharing and collaboration features
  • Co-annotation and whiteboard
  • Video breakout rooms
  • Live transcript
  • MP4 recording

ANNOUNCEMENT

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

  1. Do not share the meeting ID and passcode on social media. Remind your participants not to do so as well.
    CIT will not hesitate to suspend any NUS Zoom account and delete meetings without prior notice.

  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 Security button.
    It gives you quick access on managing what participants can do in your meeting.

    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
    5. Prevent participants from Unmuting Themselves
    6. Prevent participants from Start Video
    7. Suspend Participant Activities




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 Enhanced Features

Additional Resources

Alternative Applications









 


Default settings:

  • Only host(s) can record the session
  • Host(s) has the option to record to the computer or to the cloud
  • Shows a disclaimer notice when recording starts 

    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.

  • Cloud Recording is only accessible to NUS users. Sign In required.

    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.


  • Viewers cannot download cloud recordings. Only Host can download.

    Steps

    1. Go to https://nus-sg.zoom.us/recording
    2. Click on the recorded Meeting Topic.
    3. Click on Share button.
    4. Slide the Viewers can download to enable it.
    5. Click Save. Check.
    6. Click Done.

Can I record my Zoom session?

The recommendations for different scenarios:

  • It's generally accepted that public events and symposiums will be recorded.
  • Ensure that invited speakers, panelists, or presenters sign a release form.
  • Ensure only the speakers and presentation will be recorded.
  • Use post-production to remove identifiable participants.
  • Consider getting only the speakers in a Zoom Meeting; while all the attendees watch a simultaneous Livestream on Facebook, Youtube (Public/Unlisted) or NUS Mediaweb (Internal Only).
  • Inform students during Orientation Week that sessions will be recorded.
  • Access should be for instructors, supporting personnel and enrolled students only.
  • Service is provided to aid revision.
  • It should not be made mandatory that students have to turn ON their webcams.
  • Encourage use of Virtual Background.
  • If any part of the video were to be released outside the class, get written consents from students who appear or are personally identifiable in the recording.
  • Should not be recorded


Should I notify my participants that the meeting is recorded?

  • You must ensure that invited speakers, panelists, or presenters sign an appropriate speaker release form. 
  • The audience should be told:
    • That you are recording the event.
    • How you plan to use the recording, including who will view it.
    • That they are authorizing the use of the recording as described, if they proceed.

Can I secure my cloud recording?

  • All Zoom cloud recording are password protected.
  • However, the video shared URL and password may still be passed around. 
  • We have taken an additional step that by default all cloud recording videos require viewers to sign in with NUS Zoom account.
  • Never make the videos available for download or distribute the MP4 anywhere else.
  • Post the link to the recording if you need to in a closed secure environment if possible. Use LumiNUS Module Announcement or Teams Group Chat.
  • Do not keep the Zoom recordings any longer than necessary. Delete them when no longer required. 


Additional options to secure my cloud recording

Steps

  1. Go to https://nus-sg.zoom.us/recording
  2. Click on the recorded Meeting Topic.
  3. Click on Share button.
  4. Enable Add expiry date to this link.
    Choose date.
  5. Click Save. Check.
  6. Click Done.

You can also choose to allow Zoom to automatically delete recordings after a specified number of days.

Steps

  1. Go to https://nus-sg.zoom.us/profile/setting?tab=recording
  2. Scroll down to Auto delete cloud recordings after days.
  3. Enable the feature.
  4. Specify a time range (days).
  5. Click Save.
  6. Note: It will be valid for all future cloud recordings. 

Steps

  1. Go to https://nus-sg.zoom.us/recording
  2. Click on the recorded Meeting Topic.
  3. Click on Share button.
  4. Enable "On-demand Registration required"
  5. Click Done.
  6. Click on the Meeting Topic.
  7. You will see that the meeting is on-demand now.
    Click on Registration Settings.
  8. Choose if you want to Automatically or Manually Approve the registrations to view the recording.
    Use the Questions tab if you'd like to ask viewers a few questions.
    Select email notification if you'd like to receive an alert.
    Once done Save All.

  9. If you would like to view the Registrants in future, click on View Registrants.





Stop Incoming Video

Pre-requisites: Zoom Desktop/App client version of 5.8.0 or higher

  1. Start or join a meeting.
  2. Click View  in the top-right corner, and then click Stop Incoming Video

Guide



Zoom now offers the new Focus Mode to help students focus better during online learning. When turned ON, students will not see webcams of other participants. It will help students to stay attentive.

Focus mode can be started by host and co-hosts of the meeting, having a Zoom desktop client with version 5.7.3 or higher.

  • Students will continue to see the host, co-hosts videos, spotlighted participants and shared presentations
  • Host and co-host(s) will continue to see all participant's videos
  • Participants will not see other participants (non-hosts) videos
  • Participants will only see other participants boxes with their display name
  • Participants can still see other participants non-verbal feedback or reactions, and hear them when they are speaking
  • Participants can still see their own video
  • Participants can share screen to only the host and co-hosts first. And the host can then choose that the shared screen can be seen by all participants.


Host View
Professor Green sees all participants.



Participant View
Victoria Reyes, and all the other students only sees Professor Green.



To start Focus mode:

  1. Start a meeting as the host or co-hosts.
  2. Click More  on the meeting toolbar.
  3. Click Start Focus Mode.
  4. Click Start to confirm, or select the Don’t ask me again check box to skip this confirmation going forward.
  5. When Focus mode begins, you and the participants are notified with a banner along the top of the video window.
    The focus mode  icon is always visible in the top-left corner of the video window, next to the encryption icon, while focus mode is active.
  6. Participants’ shared screens are only visible to the host and co-hosts, but the host can allow all other participants to view as well:

    1. Click the up arrow  to the right of Share Screen .
    2. In the Shared screens can be seen by section, click All participants.
    3. (Optional) To return to just host and co-hosts viewing shared content, select Host only.
      Note: These options are only available when in Focus mode

To end Focus mode:

  1. Click More  on the meeting toolbar.
  2. Click Stop Focus Mode

Additional Guide: Focus mode – Zoom Help Center


FAQ

  1. Any difference when it's Focus Mode during a Gallery View? 
    Technically, the "boxes" that participants are normally seen in remains the same. Participants will not see the videos of other participants, The display name, mic status icon and non-verbal feedback of other participants will still be seen.


Live Caption and Transcript    NEW

To start closed caption or live transcript during a meeting

  1. In a Zoom meeting or webinar that you are hosting, click the Live Transcript CC button.
    You may need to click the More button first.

  2. You will see the option:


    1. To start Live Transcript, click Enable Auto-Transcription.

    2. To assign someone to type caption, click Assign a participant to type. 
      Open the participants window. Hover over the participant's name and click More > Assign to Type Closed Caption.
      To type your own, click I will type: Opens the closed captioning window for you to manually type closed captions.



Saving the Transcript at the end of the Meeting manually

If you are not recording the meeting to the Cloud, you will have to save the transcript on the computer manually.

Before you end the session,:

  1. Click on the arrow beside the Live Transcript (CC) button. 
    Click on View Full Transcript.



  2. In the transcript panel, click on Save transcript.




  3. Click in Show folder to see the location. Default should be My Documents > Zoom.



Editing the transcript

  1. Go to NUS Zoom Portal > Recordings

  2. Under Cloud Recordings, click on the name of the recorded meeting you want to view or edit.

  3. Click the Play button. The text of the transcript displays on the right-hand side of the video. 

  4. Hover over a phrase you want to edit and click the pencil icon. Go through the video for necessary changes and click mark to save. 



  5. Viewers with access to your recording can now see and search for keywords within the closed captions when they playback the video. 



Zoom Help Center : Using audio transcription for cloud recordings


FAQ

  1. Will captions appear when viewing the recording?
    Yes, if the session is recorded to the cloud. Viewers can also hide it if they prefer not to view the captions.

  2. Can the host delete the caption file on the cloud? 
    Yes, if the session is recorded to the cloud.
    Go to https://nus-sg.zoom.us/recording. There will be a Closed Caption (.vtt) file which you can delete.


  3. Can the host edit the caption file?
    There is a Closed Caption (.vtt) file generated in the cloud after the meeting has ended. The host can download the file.  There is no re-upload Closed Caption feature.



  4. Will participants who join late read the transcript which they missed?
    No. During the Zoom Meeting, participants can only see the LIVE transcript from the moment they joined.

  5. Can I allow participants to Save the Full Transcript?
    By default no. If you prefer to let participants (and yourself) to save Full transcript for all future sessions, you can enable it.
    1. Go to NUS Zoom Portal.
    2. Click on Settings.
    3. Search (Ctrl+'F' or Cmd+'F') for Save Captions.
      To allow participants to save fully closed captions or transcripts
    4. Enable Save Captions3.

  6. Is Live Transcript the same as Audio Transcript?

    Differences are:

    Zoom Live TranscriptZoom Audio Transcript
    Participants can view LIVE.Participants don't see LIVE
    Watch it during playback as a closed captions/subtitles.Only saved in cloud, if cloud recording was selecting.
    Will be processed only after the meeting has ended.

    Participants can save during the meeting, if granted Save Caption permission.

    Participants can download it as a .txt if granted permission to access and download.
    Powered by Otter.aiZoom caption service.
    Generated as a .vttGenerated as a .txt (now with timestamp).
  7. Can I disable Live Transcript from appearing in my Zoom Meeting Controls

    To disable it:
    1. Go to NUS Zoom Portal.
    2. Click on Settings.
    3. Search (Ctrl+'F' or Cmd+'F') for Closed Captions.
    4. Disable closed captioning.


Other Alternatives:


You can also other apps like PowerPoint for Microsoft 365. Present with real-time, automatic captions or subtitles in PowerPoint

Zoom regularly provides new versions of the Zoom desktop client and mobile app to release new features and fix bugs. 
We recommend upgrading to the latest version when it is available to receive the best video and audio experience. Guide to upgrade Zoom desktop client (PC, Mac, or Linux)

If you already have the Zoom desktop client installed, check for updates:

  1. Sign in to Zoom desktop client.
  2. Click your profile picture or initials on top right then click Check for Updates.

Note: If the desktop client was installed with the MSI installer by you or your IT team, AutoUpdate is disabled by default and the Check for Updates button is also removed.
Please contact your IT team or Zoom account admin for help with updating. This is normally the case for PCs in common areas like LTs and labs.


Sign In

Sign in via the web portal to activate your NUS Zoom account

  1. Go to https://nus-sg.zoom.us
  2. Click Sign-in.
  3. Sign in with your NUS ID and password.
  4. You have now signed in (activated for new NUS staff/students) into your NUS-SG Zoom account.

Activate your NUS Zoom account

If you have not, please sign-in at https://nus-sg.zoom.us first to activate your NUS Zoom account.

If you have a previous Zoom Account that uses your NUS Email address

You will have received an email invitation to switch the account over. If you did not receive it, you can also terminate the previous account.

  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".

  4. Go to https://nus-sg.zoom.us and sign in with your NUSNET ID and password.
  1. Download and install Zoom for:  Win  |  Mac.
  2. Launch Zoom.
  3. Click Sign In.



  4. Click the "Sign In with SSO" button.  Do not use the default sign in on the left.




  5. Click on I know the company domain.
    Type in nus-sg and click Continue.



  6. Sign in with your NUSNET ID and password.



You will receive an email invitation to switch the account over. If you did not receive it, you can also terminate the previous account.

  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".

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


Step 1: Download Zoom Meeting for Android app..


Step 2: Click Sign In. And Sign in with SSO Do not use the email address sign in.



Step 3: Click on "I know the company domain".

Type in nus-sg


Step 4: Sign in with NUSNET ID and password.


Step 5: If your host has provided with you with a join URL link, click that link.

If your host has provided you with a Zoom Meeting ID and password, click on Join.



Step 6: Type in the Meeting ID and click OK.



Step 7: Click Join Audio button.

Select Call via Device Audio.




Step 8: Click on the Participant button to access the Participants Panel and Feedback buttons like Raise Hand and Chat.















You will receive an email invitation to switch the account over. If you did not receive it, you can also terminate the previous account.
  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".

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


Step 1: Download Zoom Meeting for iOS app.


Step 2: Click Sign In. And Sign in with SSO Do not use the email address sign in.

Step 3: Click on "I know the company domain".

Type in nus-sg


Step 4: Sign in with NUSNET ID and password.


Step 5: If your host has provided with you with a join URL link, click that link.

If your host has provided you with a Zoom Meeting ID and password, click on Join.



Step 6: Type in the Meeting ID and click OK.



Step 7: Click Join Audio button.

Select Call using Internet Audio.


Step 8: Click on the Participant button to access the Participants Panel and Feedback buttons like Raise Hand.



Step 9: Click on More button to access the Chat panel.










Schedule

Creating of a meeting can be done from the Conferencing tool or Learning Flow.

The steps to create a meeting from the Conferencing tool are as follows:

  1. Go to your module.
  2. Click Conferencing.
  3. Click + Create Meeting.
    [If you have not activated your NUS Zoom account, it will prompt you to activate and sign in]



  4. On the Create Meeting form, under the General Tab,  
    1. Choose the meeting type Custom (manual input).
      There will be other specific meeting types are also available as below.
      1. Based on timetable
      2. Exam
    2. Fill in the name of the meeting.
    3. Specify the start date and time.
    4. Specify the duration of the meeting.

    5. Choose the Meeting Options available:

      1. Meeting Password: Participants need to enter the password to join the meeting. (Default is set to "Yes" due to security reasons)
      2. Enable Waiting Room: Yes, the host will manually allow waiting participants to enter the meeting.
      3. Mute participants on Entry: Yes, participants will be muted upon entry into the meeting to reduce noise.
      4. Only authenticated users can join: participants need to sign in before they can join the meeting. (Default is set to "Yes" due to security reasons)
        If you have selected Yes, the options available for Only Authenticated users can join includes:
        1. Sign in with NUS Zoom account
          This will restrict participants with NUS credentials only. NUS Staff and students will need to sign in to https://nus-sg.zoom.us via SSO (Sign In with SSO) using their NUS credentials before they can join the meeting.
        2. Sign in to Zoom
          This will allow non-NUS users to join the meeting. Non-NUS participants will need to login in using their own Zoom account, whereas NUS participants (NUS staff and students) need to login using their NUS credentials.

          The Meeting Option: Only Authenticated users can join, will require participants to sign in first before they can join your Zoom session.

          It helps protect your meeting from intruders, as recommended by the NUS IT Advisories.

          In NUS, the recommendation is to select NUS Zoom Sign In required to Join.

          Options available for "Only Authenticated users can join"

          • "Sign in with NUS Zoom account at https://nus-sg.zoom.us"
            NUS Staff and students to sign in via SSO to their Zoom Accounts with NUS email address before they can join the session.
            Click Edit to add other domains.

          • "Sign in with any Zoom account"
            Participants will have to sign in with any Zoom Account before they can join the session. Users without Zoom accounts can sign up for a free Zoom account.

          • Add Authentication Exceptions NEW
            Invite guest lecturers or external participants to bypass and join an Authenticated session. You will need to add full name and email address.


          What if I have external non-NUS participants?

          You can add Authentication Exception using their email address.

          Pre-requisites: Only for Generate Automatically meeting ID., not Personal Meeting ID.

          1. Go to https://nus-sg.zoom.us/meeting?type=upcoming
          2. Click on the Meeting Topic.
          3. Click on "Edit this Meeting" button.
            Note: You cannot edit this meeting if the meeting has started. You will need to End this meeting first, before you can edit.
          4. Under Require authentication to join, click Add Authentication Exception.
            Add Full Name and Email Address.
            Add Participants if there are more guests.
            Click Save to save the Authentication Exception addition.


          5. Verify the Meeting options again.
          6. Click Save to save the meeting settings.


          Additional Guides:
          How to Sign In to my NUS Zoom Account?
          Pre-assign Breakout Room
          Add authentication exceptions

          (Note: You need to enable those options if they not yet enabled in Zoom portal. Please go to https://nus-sg.zoom.us/profile/setting, and select "Show in the Selection" for Meeting Authentication Options.)

    6. Automatically Start Recording: Host can choose to record locally on their PC/laptop or on Zoom Cloud. If host choose Record to the cloud, he/she will receive an email notification from Zoom once the recording is ready. Note that you will need to subscribe to it by selecting When a cloud recording is available option under the Email Notification section in the Zoom portal - https://nus-sg.zoom.us/profile/setting.  

    7. Publish Recording Publish Zoom Cloud Recording automatically when it is available after the meeting.
    8. Send E-mail: Send e-mail to participants for this meeting.



  5. Click on the Next button to go to Permission tab.
    1. Specify who can access the meeting. If you want to grant access to everyone, tick Everyone in this Module
    2. Add the Alternative hosts if you need to assign backup hosts. 



  6. Click Create. The newly created meeting(s) will be listed on your Conferencing main page.


You can click the meeting name to launch the meeting. It will sign you into your NUS Zoom account and launch the Zoom desktop client.
You do not need to claim host with the host key.


Scheduling a Meeting via NUS Zoom's Web Portal

  1. Go to NUS Zoom Portal at https://nus-sg.zoom.us and click Sign In.



  2. Sign in with your NUSNET ID and password.



  3. Click Schedule a Meeting.

  4. Fill up the meeting information

    Note that some of these options might not be available if they were disabled and locked to the off position at the account or group level.

    • Topic: Enter a topic or name for your meeting.
    • Description: Enter the meeting description.
    • When: Select a date and time for your meeting. You can manually enter any time (e.g. 11:59) and press enter to select it. 
    • Duration: Choose the approximate duration of the meeting. This is only for scheduling purposes. The meeting will not end after this length of time.
    • Time Zone: By default, Zoom will use the time zone set in your profile. Click the drop-down menu to select a different time zone.
    • Recurring meeting: Check if you would like a recurring meeting (the meeting ID will remain the same for each session). This will open up additional recurrence options.
      • Recurrence: Select how often you need the meeting to recur: Daily, Weekly, Monthly, or No Fixed Time.
        It can recur up to 50 times. If you need more than 50 recurrences, use the No Fixed Time option.
      • The other recurrence options will depend on how often the meeting recurs. You can configure the meeting to end after a set amount of occurrences or have the recurring meeting end on a specific date.
    • Registration: Check this option if your meeting will require registration. Instead of a join link for your participants, you will be provided a registration link. If registration is required and the meeting is reoccurring, choose one of these options:
      • Attendees register once and can attend any of the occurrences: Registrants can attend all of the occurrences. All dates and times of the meeting will be listed and the registrant will be registered for all occurrences.
      • Attendees need to register for each occurrence to attend: Registrants need to register separately for each occurrence to attend. They can only choose one date and time on the registrant page.
      • Attendees register once and can choose one or more occurrences to attend: Registrants register once and can choose one or more occurrences to attend. They will need to select which dates and times they would like to attend and they will only be registered for those occurrences. They can choose multiple options.
    • Meeting ID: By default, Zoom sets it to Generate Automatically. Recommended for security purposes. Note: Some features will not work for meetings with Personal Meeting ID.
    • Security: 
      • Passcode: You can choose to customize this.
      • Waiting room: Allows the host to control when participants join the meeting by placing them in a waiting room.
      • Require Authentication to Join: Restrict access to the meeting so that only NUS staff and students signed-in using nus-sg.zoom.us can join or any Zoom account.
    • Encryption: Enhanced (normal) or End-to-end encryption
    • Host Video: Choose if you would like the host video on or off when joining the meeting. Even if you choose off, the host will have the option to start their video.
    • Participant Video: Choose if you would like the participants' videos on or off when joining the meeting. Even if you choose off, the participants will have the option to start their video.
    • Audio Options: Choose whether to allow users to join using Telephone only, Computer Audio only, Telephone and Computer Audio (both),
    • Dial in From: If Telephone or Telephone and Computer Audio is enabled for this meeting, click Edit to select the dial-in countries that you would like included in the invitation. By default, this includes your Global Dial-In Countries listed in My Meeting Settings.
    • Meeting Options
      • Allow participants to join anytime: Allow participants to join the meeting without you or before you join. 
      • Mute participants on entry: If join before host is not enabled, this will mute participants as they join the meeting. Participants can unmute themselves after joining the meeting. 
        Note: To mute all participants currently in a meeting, see the options to manage participants.
      • Breakout room Pre-Assign: If you enable this option, you can pre-assign the group name and participants (friendly email address) by uploading a .csv file.
        Students will need to sign in before they join the session.
      • Automatically record meeting: Check this if you want the meeting to be automatically recorded. Select if you want it to be recorded locally (to your computer) or to the cloud (nus-sg.zoom.us/recording). Note: Only one copy will be made available when recorded to the cloud, under the scheduling host account.
      • Schedule For: If you have scheduling privilege for another user, you will be able to choose them from the drop down.
      • Alternative Hosts: Enter the email address of another NUS Zoom user who is Licensed, to allow them to start the meeting in your absence.
        Note: The meeting will still be under your account. If you want to schedule for your colleague, use the Scheduling Privileges instead.
        Alternative Hosts will cause issue if you have concurrent meetings, since each Zoom account can only host/start one event. You will be asked to close one of the sessions.



Recommended to use the following options:

  1. Disable Allow participants to join anytime:
    Prevent participants to join the meeting any other time.
  2. Enable Mute participants on entry:
    This will mute participants as they join the meeting. Participants can unmute themselves after joining the meeting. 
    Note: To mute all participants currently in a meeting, see the options to manage participants.
  3. Enable waiting room:
    Allows the host to screen participants by placing them in a waiting room first. Host then admits them into the meeting room.
  4. Enable Require authentication to join:
    Restrict access to the meeting so that only NUS staff and students signed-in with SSO Domain nus-sg can join.

    Click Save.

  5. Click on Outlook Calendar or Copy the invitation.



  6. Paste the invitation to an email for your guests or if it's for your class in LumiNUS, you can add to an Announcement, Learning Flow or Weblink.
    Remind participants not to share the link with anyone or anywhere.
  7. Download Zoom Client for your laptop:  Win  |  Mac 
  8. On the actual day, start and launch from the Zoom Client or NUS Zoom portal.

  1. Launch the Zoom Desktop Client
  2. Click Sign-in with SSO. Domain is nus-sg.
  3. Sign in with your NUSNET ID and password.
  4. Click Schedule a Meeting.
  5. Fill up the information.

    • Topic: Enter a topic or name for your meeting.
    • Start: Select a date and time for your meeting. You can start your meeting at any time before the scheduled time.
    • Duration: Choose the approximate duration of the meeting. This is only for scheduling purposes. The meeting will not end after this length of time.
    • Time Zone: By default, Zoom will use your computer's time zone. Click the drop-down menu to select a different time zone.
    • Meeting ID: By default, Zoom sets it to Generate Automatically. Recommended for security purposes.
    • Require meeting password: You can select and input your meeting password here. Joining participants will be required to input this before joining your scheduled meeting.
    • Video
      • Host: Choose if you would like the host video on or off when joining the meeting. Even if you choose off, the host will have the option to start their video.
      • Participant: Choose if you would like the participants' videos on or off when joining the meeting. Even if you turn off, the participants will have the option to start their video.
    • Audio: Choose whether to allow users to call in via Telephone only, Computer Audio only, Both
    • Calendar: Select a calendar service to add the meeting to and send out invites to participants.
    • Advanced Options: Click on the arrow to view additional meeting options.
      • Enable waiting room: Allows the host to control when participants join the meeting by placing them in a waiting room. 
      • Enable join before host: Allow participants to join the meeting without you or before you join. 
      • Mute participants on entry: If join before host is not enabled, this will mute participants as they join the meeting. Participants can unmute themselves after joining the meeting. 
        Note: To mute all participants currently in a meeting, see the options to manage participants.
      • Require authentication to join: Restrict access to the meeting so that only NUS staff and students signed-in using nus-sg.zoom.us can join
        • Add Exception: Add the email address for external guests to join authentication required to join sessions.
      • Automatically record meeting: Check this if you want the meeting to be automatically recorded. Select if you want it to be recorded locally (to your computer) or to the cloud (nus-sg.zoom.us/recording).
      • Alternative hosts: Enter the email address of another NUS Zoom user who is Licensed, to allow them to start the meeting in your absence.
        Note: The meeting will still be under your account. If you want to schedule for your colleague, use the Scheduling Privileges instead.
        Alternative Hosts will cause issue if you have concurrent meetings, since each Zoom account can only host/start one event. You will be asked to close one of the sessions.
        • Allow Alternative Hosts to create polls.


    1. Recommended to use the following options:

      • Enable waiting room:
        Allows the host to control when participants join the meeting by placing them in a waiting room first.
      • Disable allow participants to join anytime:
        Prevents participants from joining the meeting without you or before you join.
      • Enable Mute participants on entry:
        This will mute participants as they join the meeting. Participants can unmute themselves after joining the meeting.  Note: To mute all participants currently in a meeting, see the options to manage participants.
      • Enable Require authentication to join: (This option not available on desktop client. Use the web portal for this option.)
        Restrict access to the meeting so that only NUS staff and students signed-in with SSO Domain nus-sg can join.




  6. Click Schedule.
  7. If you had selected Outlook Calendar, it will open a new meeting with the meeting details. You can then type in the participants email addresses.
  8. You can also go to Meetings to copy out the Invitation.


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

  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.

Download

Download Zoom 
Once installed, join the Test Meeting and test your system.

Video Guides (by Zoom)

Scheduling and Joining

Basic Features

Advanced

Additional user guides can be found on the Zoom support site. Use the Search field.

FAQ

NUS Community Related FAQs for Zoom

NUS Zoom Education License

  1. If you have not logged in to Zoom before, activate your Zoom account by signing in at https://nus-sg.zoom.us .
  2. If you encounter issues signing in with SSO, follow the steps at this link.

Log in to Zoom

ActionDesktop/LaptopMobile
Notes
Screenshots taken on Zoom Cloud Meetings app 5.5.3 on iOS 14.4.
Click Sign In.N.A.

Click
Sign in with SSO.

DO NOT use the default sign in.



Enter nus-sg as the company domain.

Enter NUSNET ID and password

  • nusstu\userID
  • nusstf\userID
  • nusext\userID

If you encounter issues with logging in, clear your browser's cookies and cache completely (all time or all history), restart the browser, then try again.

Open Zoom.

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

Logged in.

Start your Zoom meeting or join a meeting with the meeting ID and passcode.





If you have changed your NUS Email address or NUS Friendly Email address, please fill up and submit this form here.

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".

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


Schedule

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-


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

  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.

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

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

Ask your manager or colleague to assign scheduling privilege to you:

Steps:

  1. Go to NUS Zoom Web Portal: https://nus-sg.zoom.us
  2. Click on Settings.
  3. Under Other, click the + next to Assign scheduling privilege to.
  4. Enter one or more email addresses in the window, separated with a comma.
  5. Click Assign.


The next time you schedule a meeting via the NUS Zoom web Portal https://nus-sg.zoom.us, you will see a new option called "Schedule For" with a pull-down option with your manager's or colleague's name.

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.

    Registration helps to ensure only approved registered user gets a unique join URL from Zoom. Others will not be able to join without registration even if they have the Meeting ID and Passcode.
    Zoom only requires the First Name and Email Address from registrants, so that they can send out the invitation confirmation and information.

    PDPA

    Note that you are responsible for handling the data provided by your registrants.
    Do not ask more than necessary.
    You may also want to mention how you will use the data you obtain on the registration page.

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


  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

  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

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 your stage.

Focus Mode - NEW

Zoom now offers the new Focus Mode to help students focus better during online learning. It allows student to stay attentive attentive.

Focus mode can be started by Hos and co-hosts of the meeting, using a Zoom desktop client with version 5.7.3 or higher.

  • Students will continue see host, co-hosts videos, spotlighted participants and shared presentations
  • Host and co-host(s) will continue to see all participant's videos
  • Participants will not see other participants (non-hosts) videos
  • Participants will only see other participants boxes with their display name
  • Participants can still see other participants non-verbal feedback or reactions, and hear them when unmuted
  • Participants can still see their own video

To start Focus mode as the host or co-host of a meeting:

  1. Start a meeting as the host or co-hosts.
  2. Click More  on the meeting toolbar.
  3. Click Start Focus Mode.
  4. Click Start to confirm, or select the Don’t ask me again check box to skip this confirmation going forward.
  5. When Focus mode begins, you and the participants are notified with a banner along the top of the video window.
    The focus mode  icon is always visible in the top-left corner of the video window, next to the encryption icon, while focus mode is active.

To end Focus mode:

  1. Click More  on the meeting toolbar.
  2. Click Stop Focus Mode

Additional Guide: Focus mode – Zoom Help Center

Security Button options

Please update your desktop Zoom Client to the latest version first.

  • Once you have started the Zoom meeting, click on Security Button.

  • Select/unselect the relevant options. What each option does:
    1. Lock Meeting
      1. Check to lock the meeting, prevent new participants from joining the meeting.
      2. Uncheck to unlock the meeting, and allow participants to join the meeting.

    2. Enable Waiting Room
      1. Check to enable Waiting Room to hold incoming new participants or to move current participants into the Waiting Room.
      2. Uncheck to disable Waiting Room, and allow participants to join the meeting room directly.

    3. Hide Profile Pictures
      1. Check to hide Profile Pictures of participants from being displayed to other participants.
      2. Uncheck to allow Profile Pictures of participants to be displayed to other participants.

    4. Share Screen
      1. Check to allow participants to start share screen.
      2. Uncheck to only allow host(s) to share screen.

    5. Chat
      1. Check to allow participant to use the text chat functions. You can add restriction so participants to only chat with Host(s) in Chat Panel.
      2. Uncheck to prevent participant from using the text chat function.

    6. Rename themselves
      1. Check to allow participant to rename themselves.
      2. Uncheck to prevent participant from renaming themselves.

    7. Unmute themselves
      1. Check to allow participant to unmute their mic themselves.
      2. Uncheck to prevent participant from unmuting their mic themselves.

    8. Start Video
      1. Check to allow participant to start sending their webcam video
      1. Uncheck to prevent participant from sending their webcam video

    9. Suspend Participant Activities
      All video, audio, in-meeting chat, annotation, screen sharing, and recording during that time will stop, and Breakout Rooms will end.


Allow Participants to Chat with Host(s) only

In the host controls, click on Security Button.

  • Check Allow Participants to Chat:

In the host controls, click on Chat Button.

  • 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.



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 schedules 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 itself.
  • The meeting will still belong under the Host who schedules account.
    You will not be able to start another concurrent meeting, since Zoom allows each account to only start one meeting at a time.
  • Alternative Host will need to have an NUS Zoom Licensed account. Not for external or Basic 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.
    If they cannot find it in the mailbox, search for "invites you to join a Zoom meeting as alternative host" in inbox.
  • Alternative Host does not have access to Polling feature.

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. 

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

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

    Ask your manager or colleague to assign scheduling privilege to you:

    Steps:

    1. Go to NUS Zoom Web Portal: https://nus-sg.zoom.us
    2. Click on Settings.
    3. Under Other, click the + next to Assign scheduling privilege to.
    4. Enter one or more email addresses in the window, separated with a comma.
    5. Click Assign.


    The next time you schedule a meeting via the NUS Zoom web Portal https://nus-sg.zoom.us, you will see a new option called "Schedule For" with a pull-down option with your manager's or 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

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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.

To Share a Video File with attendees, have the video file ready in your computer.
  1. Start or join a Zoom meeting.
  2. Click Share Screen  located in your meeting controls.
  3. Switch to the Advanced tab, and then select Video
  4. Navigate to and select the video you wish to share from your computer, then click Open
    The video will now open within Zoom and be visible to attendees. 
  5. The sharer will also have the video controls to Play, Pause and slider controls.

When using the video share option, Zoom encodes the video from the file directly and shares it, effectively bypassing some of the limiting factors with standard content sharing.

Guide: https://support.zoom.us/hc/en-us/articles/360051673592


Recording

The default Zoom Meeting License can take up to 300 participants.

If you are expecting  bigger audience, there are two options available:

  1. Large Meeting license is available upon request. Apply here.
    Note:
    • Option of 500 or 1000
    • Similar to existing Zoom Meeting, but bigger capacity.
    • Works with LumiNUS Conferencing. No change.
    • No need to reschedule any upcoming meetings.
    • Refer to Managing Bigger Classes guide for additional tips better manage the size.

  2. You can also Livestream your Zoom Meeting simultaneously NUS Mediaweb (Internal).
    If you set this up, Participant Number 301 will not be able to join into the Zoom Meeting, and prompted to watch the Livestream instead.
    Note:
    • Besides to NUS Mediaweb, simultaneous Livestream to Facebook | YouTube is also available.
    • Delay of 20 second for Livestream viewers
    • Livestream viewers will experience a 20secs delay.
    • Livestream viewers cannot communicate with Zoom Meeting

FAQ:

Q1. Can we use Zoom Webinar instead?
A: For events and symposiums yes. We don't recommend using Zoom Webinar for your regular modules. The existing Zoom integration in LumiNUS is only for Zoom Meetings. It offers a one-stop place for students to join meetings and access the cloud recordings.
If you require Zoom Webinar for your events, please (apply here).



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. Note that:


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



Zoom FAQs on Recordings
https://support.zoom.us/hc/en-us/articles/360040771752-Frequently-asked-questions-about-local-and-cloud-recording





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.


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.



  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.

    • 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.






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


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

Note
  • Only first name, last name and email address will be required by Zoom for account generation.. There is no requirement for you add other information like telephone number.
  • When you join a session, your display name, email address, device information like type, name and IP address will be logged for troubleshooting purposes.
  • You will be encouraged to turn ON your webcam for some lessons. Your host will have to share with you what is the recording for and intended audience.
  • Make sure you and your environment are safe and ready before you Unmute Mic and Start Video.
  • Use Virtual Background or position yourself with a wall behind you.
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.


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

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

  1. Do not share the meeting ID and passcode on social media. Remind your participants not to do so as well.
    CIT will not hesitate to suspend any NUS Zoom account and delete meetings without prior notice.

  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 Security button.
    It gives you quick access on managing what participants can do in your meeting.

    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
    5. Prevent participants from Unmuting Themselves
    6. Prevent participants from Start Video
    7. Suspend Participant Activities




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 Enhanced Features

Additional Resources

Alternative Applications









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.


Apps have to assessed and approved by NUS IT Cloud Policy.
https://nusu.sharepoint.com/sites/cce/cloudpolicy/default.aspx

Microsoft Teams
A 2mins video guide:

Panopto (NUS Mediaweb)
Guide to integrate Zoom Cloud Recording with Panopto (NUS Mediaweb).

Miroboard
Enable: Zoom Apps Quick Launch Button on your account settings: https://nus-sg.zoom.us/profile/setting?tab=zoomapps

Timer
Enable: Zoom Apps Quick Launch Button on your account settings: https://nus-sg.zoom.us/profile/setting?tab=zoomapps

Others

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


Other Guides: 
System Requirements and Bandwidth 
Wireless (WiFi) Connectivity
Mobile Data Bandwidth

Some possible methods on how to change your display name in a Zoom Meeting.
A. 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.

  5. Not possible if Host prevents participants from renaming themselves.

B.  On the Profile Page
  1. Go to https://nus-sg.zoom.us/profile 
  2. In the Name section, click on Edit.
  3. Type in your preferred display name.

  4. Click Save.

C. Your device might have remembered your name.
  1. Launch your Zoom Client/App
  2. Click on SSO, company domain: nus-sg
  3. Click Join button or Join a Meeting
  4. In the Join Meeting window, type in Your Display Name. And check the box "Remember my name for future meetings".






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

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 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 50 100 Breakout Rooms per meeting, maximum of 300 per breakout room (or 500/1000  per breakout room, depending on your Meeting License capacity)
  • 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


From 8 Dec 2020, enhanced co-host privileges over Breakout Rooms

Co-hosts have the same breakout room controls as the meeting host, such as starting or ending breakout rooms, assigning participants, etc.


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


  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

  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!




Feature comparison

Feature

Meeting

Webinar

Participant roles


Learn more about Meeting Roles.

Learn more about Webinar Roles.

Audio sharing

  • All participants can mute/unmute their own audio

  • Host can mute/request to unmute participants

  • The host can set all participants to mute upon entry

  • Only the host and panelists can mute/unmute their own audio

  • Attendees join in listen-only mode*

  • The host can unmute one or more attendees

Video sharing

All participants

Hosts and panelists

Prevent participants from starting webcam video

  • Use Security Button to prevent participants from Starting Webcam Video

  • Use Focus Mode to hide participants webcam video from showing to the rest of participants

Screen sharing

Capacity

Up to 300. 

Temporary Large Meeting limit of 500/1000 available 

Click here to apply for a temporary Zoom Large Meeting license.

Temporary Webinar License Limit of 500/1000/3000 available 
Click here to apply for a temporary Zoom Webinar license.

Participants list

Visible to all participants

Visible to host and panelists only

Email reminders

N/A 

If registration is enabled

Chat

In-meeting chat

Webinar chat

Meeting reactions

Only raise hand

Q&A

N/A 
Poll Everywhere

File transfer

Whiteboard

Annotation

Polling

Polling for meetings

Polling for webinars

Surveys

Surveys for meetings

Surveys for webinars

Livestream

Facebook | YouTube | NUS Mediaweb (Internal)

Facebook | YouTube | NUS Mediaweb (Internal)

Registration

Registration for meetings

Registration for webinars

Closed captioning 
(Live transcript)

Recording

Breakout rooms

 N/A

Practice session

 N/A

Waiting room

 N/A

*Note: If the host or co-host enables Allow to talk for an attendee, they will be able to enable their microphone, as well as mute and unmute themselves.

To Apply


Click here to apply for a temporary Zoom Large Meeting license.

Click here to apply for a temporary Zoom Webinar license.


Zoom Webinar Guides



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.



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.







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”.



Alternative Platform

Besides Zoom, in NUS we have:

  1. Microsoft Teams for chat, file sharing and video meet (up to 250 participants).
  2. Skype for Business for meeting, sharing and instant messaging.
    (Note: All NUS Staff and Students have access to Office 365, Teams and Skype for Business (Online Edition) with their NUSNET ID).