Zoom Conferencing

Downloading Zoom. 

You can download the Zoom app here. Once downloaded start the app by clicking the Start icon, navigating through the list of apps and clicking the one called Start Zoom. Follow this guide for more information. 

Signing In 

Click SSO (Single Sign On) to sign in and when prompted enter swanseauniversity in the company domain text field. Click Continue to proceed with the sign in process and if prompted be sure to select your university Microsoft account. Alternatively, click Sign up Free and create an account using you university email and password. 

Using the Desktop App

 

WHAT DEVICES CAN YOU USE?

You can use Zoom on most devices, including Windows PC's, Macs, laptops, tablets, and smartphones. Minimum requirements for desktop devices can be found here, and mobile devices here. On personal mobile devices the Zoom app can be found in App Store on Mac or Play Store on Android.

RECOMMENDED AUDIO-VISUAL HARDWARE

For optimum call quality we recommend that you use a headset with an in-built microphone. The benefit of this is that the microphone will pick up sound without any ambient noise or room echoes, and the headphones will allow you to hear the other participants clearly and ensure that your call does not disturb colleagues that may be near-by. The inbuilt webcam on laptops and mobiles are high quality and usually suitable for Zoom calls. Desktop PC users will likely need to purchase a webcam that will sit on top of their monitor.

Headsets and webcams are available online to fit a range of budgets. Logitech manufacturers high quality products, however other companies also offer high quality products.

ZOOM CALL BEST PRACTICES

• If possible, use a headset with in-built microphone
• A wired internet connection is preferable to Wi-Fi
• Make sure that the room is well lit
• If possible do not sit with the camera pointing towards a window
• A quiet environment will improve audio quality for other participants
• Close any sensitive documents before sharing content with participants

There are several methods to join meetings scheduled by someone else. The most common are covered below, and information on other methods of joining a meeting can be found here.

JOINING FROM CANVAS

If your lecturer has opted to use the Zoom integration in Canvas you will be able to open the course, click Zoom in the left hand menu, and join the meeting from the list. You will also be able to join the meeting from your Canvas calendar. 

JOINING FROM A CALENDAR INVITE

Open the calendar invite and click on the link listed under Join Zoom Meeting. This will open your Zoom app and connect you to the meeting. If you do not have Zoom downloaded the link will prompt you to download the app.

JOINING FROM THE DESKTOP OR MOBILE APP

If you have been given a meeting ID open the Zoom App, click Join and enter the meeting ID in the pop-up window. The meeting ID is also listed in the calendar invite.

JOINING FROM A WEB BROWSER

Navigate to swanseauniversity.zoom.us, click Join and enter the meeting ID. The meeting ID is listed in the calendar invite; if you have not received an invite you will need to contact the meeting host and ask for the invite to be sent or for the meeting ID.

JOINING BY PHONE

You may wish to join by phone if you are not in the office. Your Zoom invite will list the number to dial to join the meeting; when connected you will be asked to enter the meeting ID.

Scheduling a meeting ahead of time allows you to pre-configure setting such as:

• Recording the meeting automatically
• Mute participants on entry
• Designating alternative hosts
• Audio and Video settings

The invite generated during scheduling will include information for participants to join the meeting through Zoom as well as from Skype for Business, video conference rooms, and phones.

There are two main methods of scheduling a meeting, covered below. Click here for more information. 

Schedule though Outlook

Open Outlook and click Schedule a Meeting. Set the meeting as required and click continue. You can then specify the date and time of the meeting, and invite participants.

Schedule through the Zoom App

Click Schedule on the Zoom app and configure the meeting as required. Ensure that Outlook is selected under the Calendar option and click Schedule. A meeting invite will open in Outlook with details on the Zoom meeting pre-populated. Add required participants and send the calendar invite.

Hosting an instant meeting 

It's possible to start and host an instant meeting from the desktop app. Clicking New Meeting will start a meeting, and you can invite other participants by clicking Invite on the Zoom toolbar. You can also start a meeting from within Outlook. 

It's possible to share a whole screen with other participants or share individual applications (such as just a PowerPoint presentation).  An in-depth guide to sharing content in a meeting can be found here.

Sharing Content

In a meeting click the green Share button. You will see several options to share; the first will be your whole screen, the second a whiteboard, and then the programs you have open will be listed. Please note - be sure to check Share computer sound if you need the other participants to hear a video for example.

CONTROLLING WHO CAN SHARE CONTENT

As the meeting host you can dictate who can share content. In large lectures it may be prudent to deny all other participants the ability to share content. To do this:

• Start the meeting and click the arrow next to the share button
• Click Advanced Sharing Options

• Under Who Can Share select Only Host

Collaborating on Content

Zoom has powerful built in collaboration tools. These tools allow a group to annotate a document or work directly on the document. Information on annotation can be found here, and remote control here.

Recordings can be scheduled ahead of time or started during a meeting. You can also stop a recording and start it again during a meeting. Local recordings, once processed, include an mp4 video file as well as an audio only m4a file. Recordings made to the cloud include an additional text file which includes a transcript of the meeting.

Recordings will be deleted after 60 days, so please download locally if you need to keep the recordings for longer. Every user has 500Mb of Cloud storage space as standard.

TO SCHEDULE A RECORDING

When scheduling a meeting (as detailed above) navigate to the advanced options and select Record the meeting automatically, and then select Local or Cloud recording as needed.

TO START AND STOP A RECORDING DURING A MEETING

In a meeting click the Record button on the main Zoom menu. You will have the option to select Local or Cloud recording. You can stop and start the recording as required, however this will create separate files.

ACCESSING YOUR RECORDINGS

Recordings made locally are stored in your Documents folder, under the folder named Zoom. Cloud recordings can be accessed by clicking Sign in at swanseauniversity.zoom.us, signing in, and then navigating to the Recordings page on the left-hand menu.

Detailed information on recording meetings can be found here.

We have compiled a short troubleshooting guide below which will help you solve most issues.

CONNECTION ISSUES

• If unable to join, make sure that you have the correct meeting link or meeting ID
• Confirm that your PC or device has an internet connection by opening a browser and loading a website (e.g. BBC homepage)
• If the connection is unstable plug into a wired connection or move closer to the Wi-Fi access point

AUDIO ISSUES

• If you hear an echo or feedback make sure that there is only one device in each room on the call
• If other participants cannot hear you make sure that you are as close to the microphone as possible, and your microphone is unmuted in the main Zoom menu
• If you cannot hear the other participants make sure your volume is turned up fully

VIDEO ISSUES

• If the other participants cannot see you make sure your camera is turned on in the main Zoom menu.
• If the video is pixelated or lagging use a wired connection or move closer to the Wi-Fi access point

The University has contractual agreements with Zoom for secure and compliant data processing and storage. This covers live meetings and the storage of recordings and chat transcripts on their cloud platform.

The recording of meetings and lectures are subject to GDPR. Participants will be informed that they are being recorded and recordings must be managed in a manner compliant with GDPR.

• Participants will be informed that the meeting will be recorded, for what purpose, and how and with whom this will be shared.
• Parts of that recording could count as personal data according to data protection legislation. Personal data in recordings could include your name, images of you and any opinions you contribute and anything you say about yourself.
• Recordings will likely be in the legitimate interests of the University for example, in order to improve student experience of teaching sessions being delivered online. Legitimate interests applies when the data processing is not required by law but is of a clear benefit to the organisation or the individual, there is limited privacy impact on you as the individual and we think you would reasonably expect us to use the personal data in the way that we wish to.
• Access to recordings will be restricted to the intended audience.
• Recordings will be stored, archived and deleted in line with the principles of the GDPR (recordings will not be kept beyond their useful purpose).

For further information in relation to how your personal data is processed please visit the Student Privacy notice page.