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What is ZOOM?

Zoom is a web conferencing tool that unifies cloud video conferencing, online meetings, and collaboration 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
  • MP4 recording

Sign In

 NUS Zoom web portal

Sign in first 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 activated your ZOOM account with NUS.
    You will be taken to a Zoom Portal on your browser where you can schedule a meeting.
  5. You can now schedule a Meeting using either the Zoom Portal, LumiNUS or the Zoom Client.

    If you have a previous Zoom Account that uses 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.
 Zoom Client

Activate your NUS Zoom account

Please sign-in first at https://nus-sg.zoom.us to activate your NUS Zoom account.

  1. Download and install Zoom for:  Win  |  Mac.
  2. Launch Zoom.
  3. Click Sign In.



  4. Click the "Sign In with SSO" button.


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


  6. Sign in with your NUS ID and password.

Schedule

 LumiNUS

The process to create a meeting is quite straightforward. You can do it through the Conferencing tool or through 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.
  4. You will need to complete the form that appear:
    1. Fill in the name of the meeting.
    2. Specify the start date.
    3. Specify the duration of the meeting.
    4. If you want to send email to your class about the meeting, set Send Email to Yes.
  5. Click the ACCESS tab.
  6. Specify who can access the meeting. If you want to grant access to everyone, tick Everyone in this Module.
  7.  Click CREATE.


The newly created meeting will be listed on your Conferencing main page. As an instructor, you will see a Host Key column, which will show the Host Key for each of your meeting. You will need to enter this key if you want to be a host in the meeting.


The list of the meetings will have also have a Status column, which will show either one of this status:

  • Upcoming
  • Ongoing
  • Expired


Links for meeting with an expired status will not be active both for the creator of the meeting and the attendees.

 Zoom Portal

Scheduling a Meeting via NUS Zoom's Portal

  1. Go to NUS Zoom Portal at https://nus-sg.zoom.us
  2. Click Sign-in.
  3. Sign in with your NUSNET ID and password.
  4. Click Schedule a Meeting.
  5. Fill up the information and click Save.

  6. Click on Copy the Invitation
  7. 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.
  8. Download Zoom Client for your laptop:  Win  |  Mac 
  9. On the actual day, start and launch from the Zoom Client or Zoom portal.

Download

Download Zoom for:  Win  |  Mac  |  Linux  |  iPhone  |  Android.
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 or Help button to find a solution.

FAQ

 NUS Zoom FAQ

NUS Community Related FAQs for Zoom


NUS Zoom Education License


 SSO Error




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 ADMIN > Account Management > Account Profile and click on "Terminate my account".

     Screenshot

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



Schedule

 Can I host more than one meeting?

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

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

 Using Outlook to schedule a meeting


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

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


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

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


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


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

 How do I schedule for a colleague?

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

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

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


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

 Can I schedule with Registration?

 Schedule new meeting with registration

Registration is only available on web portal. It is not available on the Zoom Client/App.

 Registration Options

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.



Registration Options

In this section you can configure the registration process by changing the approval type, registration questions, and some additional registration settings. 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.

Custom questions are supported. Example: Faculty, Country.







Meeting Controls

 Managing Bigger Classes

There are a few controls that you can select if you wish to limit your participants to only be able to view and listen to you.

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




(B) Prevent participants from screen sharing

  1. In the host controls, click the arrow next to Share Screen and click Advanced Sharing Options.
  2. Under Who can share? choose Only Host.
  3. Close the window.

(C) Disable or Restrict Chat

  1. In the host controls, click on Chat and click More.
  2. By default participants can chat with everyone publicly and privately.
  3. 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.


 Lock Meeting

Yes. You can Lock the meeting to prevent latecomers or new participants from joining.

In the host controls, click on Manage Participants button.
and click on More button.

Select Lock Meeting.

To unlock the meeting following the same steps above.

When a meeting is locked

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


Note: If your reason for not allowing latecomers is because of noise interruption, you may want to enable "Mute Participants on Entry".
You can set it:

  1. When you are creating the meeting, under Options.
  2. While in a Zoom session, click on Manage Participants, click on More. Check "Mute Participants on Entry".

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

Alternative host option allows you to schedule meetings and designate another Licensed user on the same account to start the meeting if you are unable to.
  • This user will receive an email notifying them that they've been added as an alternative host, with a link to start the meeting.
  • The alternative host will need to use the link in the email or have the calendar invite sent to them by the original host and use the join link there.

Scheduling privilege is designed for a someone like an Executive Admin or Secretarial Duties:

  • Can assign or delegate a user or multiple users in your account to schedule meetings on your behalf.
  • You can also schedule meetings on behalf of a user (or multiple users) that has assigned you scheduling privilege. 
  • Users with Scheduling Privilege on your account will be able to manage and act as an alternative host for all meetings.


Co-Hosts feature allows you to share hosting privileges with another user in a meeting.

  • This can be useful to allow another user to manage the administrative side of the meeting, such as muting participants or starting/stopping the recording.
  • Co-hosts are assigned during a meeting and cannot start a meeting.
  • If a host needs someone else to be able to start the meeting, they can assign an Alternative Host.
  • There is no limitation on the number of co-hosts you can have in a meeting.


Alternative Host
Scheduling Privilege
Co-Host



Screen Sharing

 Can my participants Share Screen?

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

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


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



 Zoom Controls when sharing a screen

Share screen menu

When you start sharing your screen, the meeting controls will move into a menu that you can drag around your screen.
It is 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.

 Sharing a Multimedia Video with Audio

To share a video player or YouTube which has audio, you will need to select "Share computer sound" and "Optimize for full-screen video clip" when you share screen.

Also: Sharing Computer Sound During Screen Sharing


Recording

 Where are my Zoom recordings?

Local Recording

PC: C:\Users\User Name\Documents\Zoom\Session Title
Mac: /Users/User Name/Documents/Zoom/Session Title

If they are not there, it’s probably not converted yet.
Open the Zoom desktop client and click Meetings.
Click the Recorded tab and select the meeting with a local recording. Click the Convert button.

Once converted, you can upload the MP4 file to LumiNUS Multimedia or your preferred video hosting site.
Also: https://support.zoom.us/hc/en-us/articles/201362753-Local-Recording-Fails-To-Convert

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 started.
Click Share to display the recording link information and sharing settings, such as disabling downloads from viewers and requiring a password to view.


 Record only the Screen and Presenter Video

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

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

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

To Spotlight a Video:

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

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



Joining

 Participating in a Zoom Meeting

A Day Before
20 Minutes Before
  • Find a quiet space with a stable WiFi connection.
  • Join Zoom following the instructions the organizer has provided:
    • If the conference is in LumiNUS, go to your module, then the Conferencing page. 
    • It could be a link sent via email.
  • Test your headset and webcam.
  • Close unnecessary windows or apps (e.g., Skype).
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 no text chat until it comes to Q&A segment, or they will not be tracking the text chat window.
  • 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 start an intense philosophical debate. What you do with this power is up to you.
  • Always be prepared to share your screen.
  • 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/SessionName).

  • Leave MeetingClick 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. Avoid other activities such as eating and drinking.


 Can I join via telephone?

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

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

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


Others

 Can the bandwidth handle it?

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

Recommended bandwidth for meetings panelists:

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

Also: System Requirements and Bandwidth 

 Mac Webcam Security

There is a slight security breach possibility for mac users who use Zoom. Here is the article: https://www.computerworld.com/article/3408322/zoom-fixes-webcam-flaw-for-macs-but-security-concerns-linger.html


Zoom has addressed this issue: https://blog.zoom.us/wordpress/2019/07/10/security-update-and-our-ongoing-efforts/

Since then, participants will not join the meeting with their video on automatically. There is now a video preview which will pop-up first. Participants will have to manually select to join with video or without video.
 
Other settings to ensure the security of our NUS Community:

1) Template for meetings created in LumiNUS, does not enable start meeting with video for both host and participants. Videos are to be started by each individual manually in their Zoom meeting.

2) New sign-ups to NUS Zoom Accounts will have the below settings turned off as default:

  • Host video: Start meetings with host video on
  • Participants video: Start meetings with participant video on. Participants can change this during the meeting.

Once again, if a host in NUS intentionally schedules a meeting that requires participants video to be on, participants will see a video preview pop-up asking them to join with video or without.

 Change your display name

There are two methods to change your display name in a Zoom Meeting.
Profile Page
  1. Go to https://nus-sg.zoom.us and sign in.
  2. Click on Profile.
  3. Type in your First Name and Last Name.
  4. Click Save Changes.

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.

    Manual Breakout Room Tip

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


 There is Echo...

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


To solve the Echo issues:

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

2) Cause of Echo

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

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

 Speakerphone Devices

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

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


USB

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


 Breakout Rooms

Breakout rooms allow you to split your students into their discussion groups. The Host can split them automatically or manually.
  • Up to 50 breakout rooms can be created
  • Breakout room participants have full audio, video and screen share capabilities

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

Creating Breakout Rooms

  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
  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.
    • Move all participants into breakout rooms automatically: 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.
    • 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.
    • Breakout rooms close automatically 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 Rooms: Start the rooms. All participants will be moved to their respective rooms after confirming the prompt to join the breakout room. 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.

 Zoom Webinar

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

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 Allow attendees to only view and listen

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

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

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 Attendees have to Raise Hands before they can ask questions.

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

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

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Supports attendee size bigger than 300.

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

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

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

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To find out more:

Contact cithelp with the events date, time, duration and expected size attendees.

 We cannot hear each other

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

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







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














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 with their NUSNET ID).