• Recommended Settings for Instructors
• Key tips to avoid Zoombombing and unwanted meeting guests (OIT)
• Responding to Zoombombers (tips from OIT)
• Responding to Zoombombers (tips from UIC)

Zoom Signup and Web Login

NOTE: You must have a Rutgers Zoom Account before you can use single sign-on to join a meeting that has authentication enabled.  Please follow the steps on the following link to activate your Rutgers Zoom Account, before preceeding with the steps below.

If a meeting has been scheduled with authentication enabled, you will need to use Single sign-on (SSO) to join the meeting, the following steps will walk you through using SSO.

1. Click on the link that was sent to you to join the meeting.
2. The following window will open up, click the “Sign in to Join” button
   
   
   
   
3. Click the “Sign in with SSO” button
   
   
   
   
4. Enter Rutgers in the “Enter your company domain” field
   1. Click “Continue” button
      
      
      
      
5. Enter your NetID and NetID password
   1. Click “Login” button
      
      
      
      
6. Click the “Open Zoom Meetings” button
   
   
   
   

Please remember that Zoom accounts can only run (host) one meeting at a time. Review our guide on Scheduling Zoom Meetings as Someone Else in Rutgers Connect for more information.

1. Navigate to https://connect.rutgers.edu
2. Select the Calendar option in the bottom left-hand corner of the screen.
   
   
   
   
3. Begin to schedule a new meeting by selecting New Event in the top left-hand of your screen.
   
   
   
   
4. From the top options on the New Event page, select the three dots on the right side of the top of the window, and then go to Zoom.
   
   
   
   
5. Select Add a Zoom Meeting
   
   

    

   NOTE: Steps 6 through 10 are only performed the first time you schedule a Zoom meeting in Rutgers Connect.

6. If the following message pops up:
   
   
   
   
   1. Click the Allow
   2. If you don’t get this message skip to step 11
7. Click Sign in with SSO
   
   
   
   
8. Enter rutgers in the domain field and click Continue
   
   
   
   
9. Enter your NetID and NetID password on the Rutgers Central Authentication Service (CAS) window
   
   
   
   
10. Click Login
11. You will now see that a Zoom meeting has been added to your event, and you can schedule it as you would any other Rutgers Connect calendar event. You have to view the full details of the meeting in order to view the Zoom button. It won't show up in the small window that pops up when you create a meeting. The Zoom meeting will be adjusted to match the time and date set by the calendar event. The details will be in the notes for the meeting and the title of the meeting will be taken from the title you put on the calendar appointment. If you edit the event in the future, the Zoom meeting will be updated accordingly.
    
    
    
    

Zoom Meeting Settings

1. Meeting settings can be adjusted by clicking on the Settings option.
   
   
   
   
2. After the information has been added to the calendar invite, you can click on Settings under the Zoom option to change the settings for that meeting.
   
   
   
   

Please remember that Zoom accounts can only run (host) one meeting at a time. Review our guide onScheduling Zoom Meetings as Someone Else in Office 365 for more information.

Zoom for Outlook makes it easy for you to schedule, start, and join Zoom meetings and Personal Room meetings directly from Microsoft Outlook. When it’s time to join, everyone can click the link in the calendar invitation or they can join from a video system or phone.

1. Open Outlook on your PC
2. Select the Calendar option in the bottom left-hand corner of the screen.
   
   
   
   
3. Begin to schedule a new meeting by selecting New Meeting in the top left-hand of your screen.
   
   
   
   
4. You will now see the new meeting window. Select the Add a Zoom Meeting icon in the top right.
   
   
   

   NOTE: Steps 5 through 8 are only performed the first time you schedule a Zoom meeting in Outlook.

5. If the following message pops up:
   
   
   
   
   1. Click the Sign in with SSO
   2. If you don’t get this message skip to step 9
6. Enter rutgers in the domain field and click Continue
   
   
   
   
7. Enter your NetID and NetID password on the Rutgers Central Authentication Service (CAS) window
   
   
   
   
8. Click Login
9. You will now see that a Zoom meeting has been added to your event, and you can schedule it as you would any other Rutgers Connect calendar event. You have to view the full details of the meeting in order to view the Zoom button. It won't show up in the small window that pops up when you create a meeting. The Zoom meeting will be adjusted to match the time and date set by the calendar event. The details will be in the notes for the meeting and the title of the meeting will be taken from the title you put on the calendar appointment. If you edit the event in the future, the Zoom meeting will be updated accordingly.
   
   
   
   

Zoom Meeting Settings

1. Meeting settings can be adjusted by clicking on the Settings option.
   
   
   
   
2. After the information has been added to the calendar invite, you can click on Settings under the Zoom option to change the settings for that meeting.

Please remember that Zoom accounts can only run (host) one meeting at a time. Review our guide on Scheduling Zoom Meetings as Someone Else in Mac Outlook for more information.

Zoom for Outlook makes it easy for you to schedule, start, and join Zoom meetings and Personal Room meetings directly from Microsoft Outlook. When it’s time to join, everyone can click the link in the calendar invitation or they can join from a video system or phone.

1. Open Outlook on your Mac
2. Select the Calendar option in the bottom left-hand corner of the screen.
   
   
   
   
3. Begin to schedule a new meeting by selecting New Meeting in the top left-hand of your screen.
   
   
   
   
4. You will now see the new meeting window. Select the Add a Zoom Meeting icon in the top right.
   
   
   

   NOTE: Steps 5 through 8 are only performed the first time you schedule a Zoom meeting in Outlook.

5. If the following message pops up:
   
   
   
   
   1. Click the Sign in with SSO
   2. If you don’t get this message skip to step 9
6. Enter rutgers in the domain field and click Continue
   
   
   
   
7. Enter your NetID and NetID password on the Rutgers Central Authentication Service (CAS) window
   
   
   
   
8. Click Login
9. You will now see that a Zoom meeting has been added to your event, and you can schedule it as you would any other Rutgers Connect calendar event. You have to view the full details of the meeting in order to view the Zoom button. It won't show up in the small window that pops up when you create a meeting. The Zoom meeting will be adjusted to match the time and date set by the calendar event. The details will be in the notes for the meeting and the title of the meeting will be taken from the title you put on the calendar appointment. If you edit the event in the future, the Zoom meeting will be updated accordingly.
   
   
   
   

Zoom Meeting Settings

1. Meeting settings can be adjusted by clicking on the Settings option.
   
   
   
   
2. After the information has been added to the calendar invite, you can click on Settings under the Zoom option to change the settings for that meeting.

Granting a User Access to Schedule Meetings on Your Behalf

1. Log into Zoom (https://rutgers.zoom.us/)
2. Go to Settings on the left side panel.
3. Click Other
   
   
   
   
4. Go to the Schedule Privilege section
   
   
   
   
5. Click the + next to Assign scheduling privilege to
   
   
   
   
6. Enter the email address of the user. (NOTE: You have to enter their @rutgers.edu email account, e.g. jsmith @rutgers.edu)
7. Click the Assign button
8. The user(s) should now be listed under Assign scheduling privilege to
   
   
   
   

Schedule Zoom Meetings as Someone Else in Rutgers Connect

1. Navigate to https://connect.rutgers.edu
2. Select the Calendar option in the bottom left-hand corner of the screen.
   
   
   
   
3. Begin to schedule a new meeting by selecting New Event in the top left-hand of your screen.
   
   
   
   
4. From the top options on the New Event page, select the three dots on the right side of the top of the window, and then go to Zoom.
   
   
   
   
5. Select Settings
   
   
   
   
6. Click the drop down menu in the Schedule for section and select the user you will be creating a Zoom meeting for.
   
   
   
   
7. Once the user has been selected click the blue Add Zoom Meeting button above
8. NOTE: Make sure to add the user’s email along with the other attendees to the Invite Attendees field
   
   
   1. When you schedule a Zoom meeting for someone else, it does not go into their Outlook calendar. The only way for them to see these scheduled meetings is to log into the zoom web site. If you include them in the attendees list, they will receive the Zoom Meeting RSVP email which they can then click YES on so that the meeting is added to their Outlook calendar.
   
   
   
   
   
9. You will now see that a Zoom meeting has been added to your event, and you can schedule it as you would any other Rutgers Connect calendar event. You have to view the full details of the meeting in order to view the Zoom button. It won't show up in the small window that pops up when you create a meeting. The Zoom meeting will be adjusted to match the time and date set by the calendar event. The details will be in the notes for the meeting and the title of the meeting will be taken from the title you put on the calendar appointment. If you edit the event in the future, the Zoom meeting will be updated accordingly.
   
   
   
   
10. Click Send once the meeting details have been filled in.
    
    NOTE: Steps 11 through 15 are only performed the first time you schedule a Zoom meeting in Rutgers Connect.
    
    
11. If the following message pops up:
    
    
    
    
    1. Click the Allow
    2. If you don’t get this message skip to step 11
12. Click Sign in with SSO
    
    
    
    
13. Enter rutgers in the domain field and click Continue
    
    
    
    
14. Enter your NetID and NetID password on the Rutgers Central Authentication Service (CAS) window
    
    
    
    
15. Click Login

Zoom Meeting Settings

1. Meeting settings can be adjusted by clicking on the Settings option.
   
   
   
   
2. After the information has been added to the calendar invite, you can click on Settings under the Zoom option to change the settings for that meeting.

Zoom for Outlook makes it easy for you to schedule, start, and join Zoom meetings and Personal Room meetings directly from Microsoft Outlook. When it’s time to join, everyone can click the link in the calendar invitation or they can join from a video system or phone.

1. Open Outlook on your Mac
2. Select the Calendar option in the bottom left-hand corner of the screen.
   
   
   
   
3. Begin to schedule a new meeting by selecting New Meeting in the top left-hand of your screen.
   
   
   
   
4. You will now see the new meeting window. Select the Settings icon in the top right.
   
   
   
   
5. Click the drop down menu in the Schedule for section and select the user you will be creating a Zoom meeting for.
   
   
   
   
6. Once the user has been selected click the blue Add Zoom Meeting button above
7. NOTE: Make sure to add the user’s email along with the other attendees to the Invite Attendees field
   
   
   1. When you schedule a Zoom meeting for someone else, it does not go into their Outlook calendar. The only way for them to see these scheduled meetings is to log into the zoom web site. If you include them in the attendees list, they will receive the Zoom Meeting RSVP email which they can then click YES on so that the meeting is added to their Outlook calendar.
   
   
   
   
   
8. You will now see that a Zoom meeting has been added to your event, and you can schedule it as you would any other Rutgers Connect calendar event. You have to view the full details of the meeting in order to view the Zoom button. It won't show up in the small window that pops up when you create a meeting. The Zoom meeting will be adjusted to match the time and date set by the calendar event. The details will be in the notes for the meeting and the title of the meeting will be taken from the title you put on the calendar appointment. If you edit the event in the future, the Zoom meeting will be updated accordingly.
   
   
   
   NOTE: Steps 9 through 12 are only performed the first time you schedule a Zoom meeting in Outlook.
   
   
9. If the following message pops up:
   
   
   
   
   1. Click the Sign in with SSO
   2. If you don’t get this message skip to step 9
   
   
   
10. Enter rutgers in the domain field and click Continue
    
    
    
    
11. Enter your NetID and NetID password on the Rutgers Central Authentication Service (CAS) window
    
    
    
    
12. Click Login

Zoom Meeting Settings

1. Meeting settings can be adjusted by clicking on the Settings option.
   
   
   
   
2. After the information has been added to the calendar invite, you can click on Settings under the Zoom option to change the settings for that meeting.

Zoom for Outlook makes it easy for you to schedule, start, and join Zoom meetings and Personal Room meetings directly from Microsoft Outlook. When it’s time to join, everyone can click the link in the calendar invitation or they can join from a video system or phone.

1. Open Outlook on your PC
2. Select the Calendar option in the bottom left-hand corner of the screen.
   
   
   
   
3. Begin to schedule a new meeting by selecting New Meeting in the top left-hand of your screen.
   
   
   
   
4. You will now see the new meeting window. Select the Settings icon in the top right.
   
   
   
   
5. Click the drop down menu in the Schedule for section and select the user you will be creating a Zoom meeting for.
   
   
   
   
6. Once the user has been selected click the blue Add Zoom Meeting button above
7. NOTE: Make sure to add the user’s email along with the other attendees to the Required field
   
   
   1. When you schedule a Zoom meeting for someone else, it does not go into their Outlook calendar. The only way for them to see these scheduled meetings is to log into the zoom web site. If you include them in the attendees list, they will receive the Zoom Meeting RSVP email which they can then click YES on so that the meeting is added to their Outlook calendar.
   
   
   
   
   
8. You will now see that a Zoom meeting has been added to your event, and you can schedule it as you would any other Rutgers Connect calendar event. You have to view the full details of the meeting in order to view the Zoom button. It won't show up in the small window that pops up when you create a meeting. The Zoom meeting will be adjusted to match the time and date set by the calendar event. The details will be in the notes for the meeting and the title of the meeting will be taken from the title you put on the calendar appointment. If you edit the event in the future, the Zoom meeting will be updated accordingly.
   
   
   
   NOTE: Steps 9 through 12 are only performed the first time you schedule a Zoom meeting in Outlook.
   
   
9. If the following message pops up:
   
   
   
   
   1. Click the Sign in with SSO
   2. If you don’t get this message skip to step 9
10. Enter rutgers in the domain field and click Continue
    
    
    
    
11. Enter your NetID and NetID password on the Rutgers Central Authentication Service (CAS) window
    
    
    
    
12. Click Login

Zoom Meeting Settings

1. Meeting settings can be adjusted by clicking on the Settings option.
   
   
   
   
2. After the information has been added to the calendar invite, you can click on Settings under the Zoom option to change the settings for that meeting.

In physical classrooms, breakout groups are an active learning technique that helps students more deeply engage their peers and course materials. Zoom breakout rooms approximate this functionality in synchronous virtual learning contexts by allowing students to interact more intensively with a smaller number of classmates. You can create breakout rooms dynamically or “on-the-fly” during a Zoom session. You can also pre-configure them ahead of time, either manually or with the use of prepared spreadsheets. Note that only meeting Hosts can implement breakout rooms.

On-the-fly creation of Breakout Rooms

1. As Host of the meeting, click on the Breakout Rooms icon towards the right end of the Zoom toolbar. If you don’t see the icon and you’re sure you’re Host, look for an ellipsis (…) icon, which appears if your screen is not wide enough to accommodate the full toolbar. Additional options may be shown there.
   
   
   
   
2. In the pop-up window, enter the desired number of breakout groups. Choose Automatically to randomly assign students to groups or Manually to fine-control the assignments. Then click Create Rooms.
   
   
   
   
3. Use the controls in the next screen to adjust the configuration of the rooms, if desired: e.g., move or exchange (swap) participants between rooms, or add a room.
   
   
   
   
4. Click Options to adjust settings for the rooms:
   
   
   
   
   1. Move all participants into breakout rooms automatically: pushes all students into rooms when Open All Rooms is clicked. Deselecting this option requires students to click a Join button to join their assigned group.
   2. Allow participants to return to the main session at any time: allows students to leave the breakout room before any time limit is reached.
   3. Breakout rooms close automatically after X minutes: limits the time the breakout rooms will be open.
   4. Countdown after closing breakout room: a grace period to allow wrap up commentary before students automatically return to the main session.
5. After viewing / adjusting options, click the Options button again to hide the option panel and finally click Open All Rooms to start the breakout sessions. Students will return to the main session automatically when the allotted time expires or manually when they have completed their activities, depending on the configuration. Students will see a Leave Room button that allows them to return to the main session during the end-of-session countdown or at any time if you’ve allowed it.
6. As Host, the instructor may Join any of the breakout groups in progress to facilitate discussion. Use the Join button next to a group to Join that group and the Leave Room button to leave the breakout room and go back to the main session, from which you can Join another group via the Breakout Rooms icon on the toolbar.
   
   
   
   

If you wish to send a message to all students, you can do so via the “Broadcast a message to all” button.

Click in the message area to compose the message and then click Broadcast to send.

You may manually close the breakout rooms at any time with the Close All Rooms button. You can temporarily hide the Breakout Rooms pop-up window by clicking the X in the upper right and recall it again at any time via the Breakout Rooms icon in the main toolbar.

Pre-creation of Breakout Room Memberships

If you prefer not to spend valuable instructional time during live sessions configuring breakout room memberships, you have the option of pre-configuring these memberships for any scheduled meeting. This is done via settings in your Zoom web interface.

1. Visit https://rutgers.zoom.us/meeting. This URL jumps you directly to the Meetings area in your Zoom profile.
   
   
   
   
2. Find the relevant meeting and click its link:
   
   
   
   
3. Scroll towards the bottom of the screen and select Edit this Meeting:
   
   
   
   
4. Scroll down in the Meeting Options area, select Breakout Room pre-assign and then either Create Rooms for manual manipulation using the interface or Import from CSV for use of a text-based spreadsheet for pre-assignments. Press Save to save your changes.
   
   
   
   

Clicking +Create Rooms presents a dialog that allows manual creation of rooms and student assignees.

Select the room whose membership you wish to populate. In the Add participants box, begin typing the desired name to get auto-suggestions based on Rutgers identities. You may also type their netid@​rutgers.edu if you know it. Press Save when you are finished. This returns you to the Meeting Options page. Press Save again to save all your changes. Instead of this manual entry process in the graphical interface, you may also choose the Import from CSV option.

From this screen you can download a template CSV spreadsheet to help you get started associating netid@​rutgers.edu addresses with desired room names or drop in / browse to an already prepared csv file for upload. After uploading a file, you may take a moment to review or manually adjust the rooms and finally press Save to save this breakout configuration to this meeting’s settings.

After the interface returns you to the main Meeting Options area for the meeting you are editing, remember to press the large Save button at the bottom of the screen to save all changes to the meeting settings.

When the meeting starts, you can press the Breakout Rooms icon on the toolbar to pull up the preconfigured rooms and use them as if you had created them on-the-fly (see above).

Handling Multiple Email Logins for Breakout Rooms

You may find that some students you pre-assign to breakout rooms are not being properly placed in them during meetings. This is most likely due to the student logging with a different email address than you used for the assignment. In other words, they may have used jsmith@​scarletmail.rutgers.edu instead of jsmith@​rutgers.edu.

One way around this is to include both forms of each student’s address when you preassign breakout rooms. So the template file you use would look like this:

group1,jsmith@​rutgers.edu
group1,joesmith@​scarletmail.rutgers.edu
group2,hrutgers@​rutgers.edu
group2,hrutgers@​scarletmail.rutgers.edu

Keep in mind you can add breakout room pre-assignments for recurring meetings only if you do the entire series—you can't pre-assign to just a single instance of a series.

If you want to see what email addresses were used by students in previous meetings, you can run a report on a meeting that has already occurred.

To run the report and see the email addresses:

• Visit https://rutgers.zoom.us/account/report
• Click “Usage” to generate a report that includes participant details.
• Select the date range during which the meeting occurred and then click Search. You can use the same date in the From and To field if you remember exactly when the meeting occurred.
• The search should identify the meeting. The number in the Participants column indicates the number of people who joined. This should be clickable.
• Clicking the participants number should pop up a window with a list of the participants. There is an Export button near the top if you want to save the results. The email column in that report shows you the email address associated with the Zoom account each student used to sign into the meeting.
• This is the email address that needs to be in the breakout pre-assignment template for it to capture that student’s login during the breakout process.

Recording and other artifacts in Breakout Rooms

If you plan to record your Zoom meeting for later use, you should be aware that the recording you initiate in the main session will not capture the activities in breakout rooms. Participants in the rooms may choose to Record the sessions if you have granted them that permission before starting the rooms, but their recordings will not be directly accessible to you as Host, as they will be stored as local files on the participants’ computers. However, such recordings may still be useful as a way for students to capture their breakout session for their later review or to submit as part of an assignment. If you, the Host, join an individual breakout room, the main session recording will pause. You can choose to enable recording in the breakout room for whatever time you spend there, but that recording can only be done to a file on your computer and not in the cloud. In short, any recordings done in breakout rooms are saved only to the local computer of the person recording them, and recording sessions enabled in the main Zoom room will not follow the host to breakout rooms.

The behavior of Zoom’s Chat feature across the main session and breakout rooms also warrants some awareness. Participants in breakout rooms will not see Chat messages sent from the main session and Chat messages made in breakout rooms will not be visible in the main session. If permitted, Chat logs that are saved via the Save Chat item (see the ellipsis item in the bottom of the Chat screen) will reflect this situation. The Host may use the Broadcast message to communicate with everyone in all rooms simultaneously, and participants can use the Ask for Help button in the toolbar to invite the Host to the breakout room for help. Similarly, Polls are only visible to participants when they are in the main room.

Creating a Poll in Zoom

Polls are a great way to engage students and assess understanding.

To create polls ahead of your session:

1. Go to rutgers.zoom.com and find your previously scheduled session under Meetings – Upcoming Meetings:
   
   
   
   
2. At the bottom of the screen, click “Add” to create a new poll:
   
   
   
   
3. Fill in the following information and click Save:
   
   
   
   

Launching a Poll During A Meeting

1. On the bottom toolbar, click the “Polls” button:
   
   
   
   
2. From this window, you can select which poll if you have more than one, or edit an existing poll before launching it. Once you’re ready to start, click “Launch Polling”.
   
   
   
   
3. As attendees vote, the results will update. To end the poll, click “End Polling” at the bottom of the screen:
   
   
   
   
4. You can also share the results of the poll or relaunch using the buttons at the button after you end the poll:
   
   
   
   

Sharing Virtual Whiteboards through Zoom

This guide is intended to demonstrate how to utilize the shared Whiteboard feature while on a Zoom meeting.

Once a user is connected to a Zoom meeting they may be allowed to share their screen with other participants. If you are the host of the meeting you may share your screen at any time. Alternatively, if you are a participant you will have to receive permission to share your screen given to you by the host. Please refer to our Sharing Screen Content through Zoom documentation to fine tune your sharing settings.

The following steps demonstrate how to share a Whiteboard in a Zoom meeting and manage the ability for other participants to annotate the screen in parallel with the host.

Share virtual Whiteboard during a call:

1. At the bottom of the Zoom meeting window, select the “Share Screen” button. You can also use the keyboard shortcut, Alt+S (Command+Shift+S for Mac) to launch this window.
   
   
   
             Figure 1: Share Screen Button in main Zoom meeting window.
   
   
2. You will be presented with the “Basic” tab of the screen share window. Select the Whiteboard option.
   
   
   
             Figure 2: Basic Tab of Screen Share window with Whiteboard option selected.
   
   
3. Once you have selected the Whiteboard option, click the “Share” button in the bottom right corner of the window. The main Zoom meeting window will disappear and a new minimal Zoom menu will be anchored to the top of your newly created virtual Whiteboard.
   
   
   
             Figure 3: Share Button in Screen Share window.
   
   
   
   
   
             Figure 4: Virtual Whiteboard with editing options and Zoom meeting options at top of screen.
   
   
4. Once the Whiteboard has launched use the Annotation toolbar to select which tool you would like to use to manipulate the Whiteboard. These options include making text boxes, spotlighting certain areas of the canvas and an eraser. You can also use the “Draw” option to create lines, shapes and arrows. There is also a “Save” button that will save the current state of the Whiteboard to your Documents folder.
   
   
   
             Figure 5: Virtual White Annotation bar and sample annotations.
   
   
5. To stop the sharing of your Whiteboard, click the red “Stop Share” button at the top of the screen. You can also use the keyboard shortcut Alt+S (Command+Shift+S for Mac) to stop sharing content as well.
   
   
   
             Figure 6: Stop Share button.
   
   

Allowing Participants to annotate the virtual Whiteboard

As the meeting host you may determine whether your meeting participants are allowed to annotate the virtual Whiteboard in real-time with you as the host. These steps will show how to manage these permissions.

1. Once the Whiteboard has been shared navigate to the top of your screen in the Zoom menu options and press “Security”.
   
   
   
             Figure 7: Zoom meeting window options with Security button highlighted.
   
   
2. Pressing the “Security” button will open a drop down window where you can alter the privileges of the participants. The last of these options in this menu is “Annotate on Shared Content”. If the option has a checkmark next to it the participants can annotate in real time with the meeting host on the virtual Whiteboard. Toggle this checkbox for your desired permission level.
   
   
   
             Figure 8: Security options in Zoom meeting window for permissions to annotate virtual Whiteboard.
   
   

Sharing Screen Content through Zoom

This guide is intended to demonstrate the various ways you can share your computer screen’s content while on a Zoom meeting.

Once a user is connected to a Zoom meeting they may be allowed to share their screen with other participants. If you are the host of the meeting you may share your screen at any time. Alternatively, if you are a participant you will have to receive permission to share your screen given to you by the host. The following steps demonstrate how to share a screen in different ways based on need and how to allow participants to share their screens.

Share your screen during a call:

1. At the bottom of the Zoom meeting window, select the “Share Screen” button. You can also use the keyboard shortcut, Alt+S (Command+Shift+S for Mac) to launch this window.
   
   
   
             Figure 1: Share Screen Button in main Zoom meeting window.
   
   
2. You will be presented with the “Basic” tab of the screen share window. Here you can select which screen you would like to share if you are using multiple monitors, a specific application that is currently open. You may also select to share your iPad/iPhone screen or start an interactive Whiteboard. These features are covered in more detail in other documentation that SAS-IT has created.
   
   
   
             Figure 2: Basic Tab of Screen Share window.
   
   
3. Once you have selected the screen or application that you wish to share, click the “Share” button in the bottom right corner of the window. The main Zoom meeting window will disappear and new minimal Zoom menu will be anchored to the top of your screen.
   
   
   
             Figure 3: Share Button in Screen Share window.
   
   
   
   
   
             Figure 4: Minimal Zoom menu at top of screen when content is being shared.
   
   
4. To stop the sharing of your screen or application, click the red “Stop Share” button at the top of the screen you are currently sharing. You can also use the keyboard shortcut Alt+S (Command+Shift+S for Mac) to stop sharing content as well.
   
   
   
             Figure 5: Stop Share button.
   
   

Allowing Participants to Share Their Screen

As the meeting host you may determine whether your meeting participant are allowed to share content from their screens. These steps will show how to manage these permissions.

1. To determine whether participants can share their screen overall select the “Security” button in the Zoom meeting window. From this pop up menu you may select whether participants have the privilege to share their screen.
   
   
   
             Figure 6: Security Menu in Zoom meeting window.
   
   
2. To further manage the sharing permissions you may press the up arrow next to the “Screen Share” button at the bottom of the Zoom meeting window. From here you may quickly select how many people can share at any given time. It is suggested to only allow one meeting participant to share at a time for better ease of use.
   
   
   
             Figure 7: Share Screen additional options menu in Zoom meeting window.
   
   
3. Clicking on the “Advanced Sharing Options…” menu will offer a more fine tuned set of sharing permissions. Here, you can select who can share their screen, when they can share their screen and how many participants can share their screen at the same time.
   
   
   
             Figure 8: Advanced Sharing Options... menu.
   
   

Sharing Audio or Video Content through Zoom

This guide is intended to demonstrate the optimal method to share audio and video content through a Zoom meeting.

Once a user is connected to a Zoom meeting they may be allowed to share their screen with other participants. If you are the host of the meeting you may share your screen at any time. Alternatively, if you are a participant you will have to receive permission to share your screen given to you by the host. Please refer to our Sharing Screen Content through Zoom documentation to fine tune your sharing settings.

The following steps demonstrate how to share audio and video through a Zoom meeting for best clarity and playback quality.

Share audio and video during a call:

1. Open the video or audio file that you would like to share on your computer screen. This can be in a web browser window (streaming video), an audio playback application (Audacity, iTunes) or a video playback application (VLC, Kodi).
2. At the bottom of the Zoom meeting window, select the “Share Screen” button. You can also use the keyboard shortcut, Alt+S (Command+Shift+S for Mac) to launch this window.
   
   
   
             Figure 1: Share Screen Button in main Zoom meeting window.
   
   
3. You will be presented with the “Basic” tab of the screen share window. Find and select your audio or video window. At the bottom of the window check both the “Share computer sound” and “Optimize Screen Sharing for Video Clip” options.
   
   
   
             Figure 2: Basic Tab of Screen Share window with audio/video playback optimization options.
   
   
4. Once you have selected the audio or video file that you wish to share and checked the media optimization options, click the “Share” button in the bottom right corner of the window. The main Zoom meeting window will disappear, and new minimal Zoom menu will be anchored to the top of your screen.
   
   
   
             Figure 3: Share Button in Screen Share window.
   
   
   
   
   
             Figure 4: Minimal Zoom menu at top of screen when content is being shared.
   
   
5. Use the audio or video playback application as you normally would to Play, Pause, Stop the content.
6. To stop the sharing of your audio or video file, click the red “Stop Share” button at the top of the screen you are currently sharing. You can also use the keyboard shortcut Alt+S (Command+Shift+S for Mac) to stop sharing content as well.
   
   
   
             Figure 5: Stop Share button.
   
   

Zoom Access Controls

MEETING SECURITY OPTION

The Passcode option should be selected when scheduling meetings on the Zoom Web Interface. Zoom will automatically generate a passcode for you or you can create your own Passcode by entering it into the Passcode field. Participants will be prompted to enter this passcode before they can enter the meeting.

WAITING ROOM

The Waiting Room feature allows the host to control when a participant joins the meeting. As the meeting host, you can admit attendees one by one or hold all attendees in the waiting room and admit them all at once.

A. ADMIT INDIVIDUALLY

1. Click the Participants icon on the Zoom controls bar to open the participants’ panel.
   
   
   
   
2. Hover the mouse over their name on the Participant Panel
3. Click on the Admit button next to their name
   
   
   
   

B. ADMIT ALL

1. To admit all participants in the Waiting Room, click the Admit All option in the Participant Panel
   
   
   
   

C. TURNING OFF THE WAITING ROOM

1. Click the Security icon on the Zoom controls bar.
   
   
   
   
2. Unselect the Enable Waiting Room option in the Security icon on the Zoom controls bar.
   
   
   
   

MUTING / UNMUTING PARTICIPANTS

A. MUTE ALL PARTICIPANTS

You can mute all participants that are already in the meeting as well as new participants joining the meeting.

1. Click the Participants icon on the Zoom controls bar
   
   
   
   
2. Select Mute All on the bottom of the Participant Panel
   
   
   
   
3. You will be prompted to Allow participants to Unmute themselves. (NOTE: You can allow participants to unmute themselves at a later point if you want to open up the meeting to questions.)
4. Click Yes to mute all current and new participants.
   
   
   
   

B. UNMUTE PARTICIPANTS

1. Click the Security icon on the Zoom controls bar
   
   
   
   
2. Select the Unmute Themselves option
   
   
   
   

SHUTTING OFF PARTICIPANT VIDEO

Zoom Meeting does not have the option to start or stop video for all participants at once during a meeting. You can only stop their video individually.

1. Click the Participants icon on the Zoom controls bar
   
   
   
   
2. Hover your mouse over the participant’s name on the participant panel
3. Click the More button
   
   
   
   
4. Select Stop Video (NOTE: Once you stop someone’s video they will not be able to start their video)
   
   
   
   

You can start someone’s video by repeating the steps above and selecting the Ask to Start Video option

MANAGING THE CHAT

1. Click the Chat icon on the Zoom controls bar
   
   
   
   
2. Click the button with the three dots to access the chat settings
   
   
   
   
3. You can select one of the Participant Can Chat With: options
   
   
   
   

LOCKING A MEETING

A meeting can be locked and will prevent additional participants from joining.

1. Click the Security icon on the Zoom controls bar
   
   
   
   
2. Click the Lock Meeting option
   
   
   
   
3. Any participant trying to join a meeting after it has been locked will received the following message:
   
   
   
   

A meeting can be unlocked by following the same steps above and unselecting the Lock Meeting option

REMOVING PARTICIPANTS FROM A MEETING

1. Click the Participants icon on the Zoom controls bar
   
   
   
   
2. Hover your mouse over their name on the participant panel
3. Click the More button
   
   
   
   
4. Select Remove from the dropdown menu
   
   
   
   
5. You will get the following warning, click the Remove button to proceed with the removal
   
   
   
   
6. The participant will be removed and will see the following message:
   
   
   
   

• Setting up a Zoom Webinar and Webinar Event Settings (PDF)
• Zoom Feature Grid (PDF)
• Scheduling a Zoom Meeting in the Zoom Web Interface (PDF)

Cisco Webex Meetings Scheduler for Microsoft Office 365 makes it easy for you to schedule, start, and join Webex meetings and Personal Room meetings directly from Microsoft Outlook. When it’s time to join, everyone can click the link in the calendar invitation or they can join from a video system or phone.

Please note: If you are currently using the Cisco WebEx Productivity Tools with the Outlook desktop application, please follow the directions at How Do I Uninstall Webex Productivity Tools? before adding the Cisco Webex Meeting Scheduler. Meetings created with the Cisco Webex Productivity Tools cannot be edited after switching to the Cisco Webex Meeting Scheduler add-in. If you need to modify existing meetings, please do so in the Outlook Desktop application and prepare to transition to the Cisco Webex Meeting Scheduler.

1. Navigate to https://connect.rutgers.edu
2. Select the Calendar option in the bottom left-hand corner of the screen.
   
   
   
   
3. Begin to schedule a new meeting by selecting New Event in the top left-hand of your screen.
   
   
   
   
4. From the top options on the New Event page, select the three dots on the right side of the top of the window, and then select Get Add-ins.
   
   
   
   
5. From the right side of the screen, select Admin-managed
   • Then select the Add button under the option for Cisco Webex Meeting Scheduler.
     
     
     
     
6. Review and agree to the terms of the add-in and select Continue.
   
   
   
   
7. After selecting Continue, you will see a pop-up confirming that the add-in has been enabled. You can close this window by selecting the X in the top right corner.
   
   
   
   
8. Close the Add-ins page by selecting the X in the top right corner.
   
   
   
   
9. You will now see the new event window again. Select the Webex icon in the top right, and choose Add Webex Meeting to finalize settings.
   
   
   
   
10. You will see a pop-up asking you to allow the Cisco Webex Meeting Scheduler to open a new window. Select Allow.
    
    
    
    
11. You will now see the Welcome screen. Select Get Started.
    
    
    
    
12. You will see a prompt that will show “Finding your Webex sites…” which should detect the Rutgers Webex site automatically.
    • NOTE: If it does not you can enter “rutgers.webex.com” in the box and select Next.
      
      
      
      
13. You will be redirected to log in to Rutgers Connect again. Enter your login email address, in the format followed by continuing login with your NetID password.
    
    
    
    
14. After a successful sign in, you will see a large prompt to Add a Webex Meeting to your event. Select this to continue.
    
    
    
    

    Please note: This process will only need to be completed the first time you set up the add-in. In the future, you will be able to add meetings by selecting the “Add Webex Meeting” button as shown in Step 9.

    
    
    
15. You will now see that a Webex meeting has been added to your event, and you can schedule it as you would any other Rutgers Connect calendar event. You have to view the full details of the meeting in order to view the Webex button. It won't show up in the small window that pops up when you create a meeting. The Webex meeting will be adjusted to match the time and date set by the calendar event. The details will be in the notes for the meeting and the title of the meeting will be taken from the title you put on the calendar appointment. If you edit the event in the future, the Webex meeting will be updated correspondingly. After the information has been added to the calendar invite, you can click on the Webex icon and choose Webex Preferences to change the settings for that meeting. The most important setting that you're likely to use is: "Let anyone with a host account on this site host my meeting." This will allow the meeting to start even if the host hasn't joined the meeting yet.
    
    
    
    

Cisco Webex Meetings Scheduler for Microsoft Office 365 makes it easy for you to schedule, start, and join Webex meetings and Personal Room meetings directly from Microsoft Outlook. When it’s time to join, everyone can click the link in the calendar invitation or they can join from a video system or phone.

Please note: If you are currently using the Cisco WebEx Productivity Tools with the Outlook desktop application, please follow the directions at How Do I Uninstall Webex Productivity Tools? before adding the Cisco Webex Meeting Scheduler. Meetings created with the Cisco Webex Productivity Tools cannot be edited after switching to the Cisco Webex Meeting Scheduler add-in. If you need to modify existing meetings, please do so in the Outlook Desktop application and prepare to transition to the Cisco Webex Meeting Scheduler.

If you have any questions or are prompted to give admin credentials during the install please open a SUBMIT REQUEST and a SAS Tech will assist you.

1. Open Outlook on your PC
2. Select the File tab in the upper left
   
   
   
   
3. Click on the “Manage Add-ins” option
   
   
   
   
4. You will be redirected to log in to Rutgers Connect. Enter your login email address, in the format followed by continuing login with your NetID password.
   
   
   
   
5. After a successful sign in, the Add-Ins for Outlook screen will appear.
6. From the right side of the screen, select Admin-managed
   • Then select the Add button under the option for Cisco Webex Meeting Scheduler.
     
     
     
     
7. Review and agree to the terms of the add-in and select Continue.
   
   
   
   
8. After selecting Continue, you will see a pop-up confirming that the add-in has been enabled. You can close this window by selecting the X in the top right corner.
   
   
   
   
9. Close the Add-ins page by selecting the X in the top right corner.
   
   
   
   
10. Minimize the web browser window
11. In Outlook click the Back button in the upper left
    
    
    
    
12. Select the Calendar option in the bottom left-hand corner of the screen.
    
    
    
    
13. Begin to schedule a new meeting by selecting New Event in the top left-hand of your screen.
    
    
    
    
14. You will now see the new meeting window. Select the Add Webex Meeting icon in the top right.
    
    
    
    
15. You will now see the Welcome screen. Select Get Started.
    
    
    
    
16. You will see a prompt that will show “Finding your Webex sites…” which should detect the Rutgers Webex site automatically.
    • NOTE: If it does not you can enter “rutgers.webex.com” in the box and select Next.
      
      
      
      
17. You will be redirected to log in to Rutgers Connect again. Enter your login email address, in the format followed by continuing login with your NetID password.
    
    
    
    
18. Click Continue on the Connect your Account window if prompted
19. Login with your NetID and NetID password.
20. After a successful sign in, you will see a large prompt to Add a Webex Meeting to your event. Select this to continue.
    
    
    
    Please note: This process will only need to be completed the first time you set up the add-in. In the future, you will be able to add meetings by selecting the “Add Webex Meeting” button as shown in Step 14.
    
    
21. You will now see that a Webex meeting has been added to your event, and you can schedule it as you would any other Rutgers Connect calendar event. You have to view the full details of the meeting in order to view the Webex button. It won't show up in the small window that pops up when you create a meeting. The Webex meeting will be adjusted to match the time and date set by the calendar event. The details will be in the notes for the meeting and the title of the meeting will be taken from the title you put on the calendar appointment. If you edit the event in the future, the Webex meeting will be updated correspondingly. After the information has been added to the calendar invite, you can click on the Webex Preferences to change the settings for that meeting. The most important setting that you're likely to use is: "Let anyone with a host account on this site host my meeting." This will allow the meeting to start even if the host hasn't joined the meeting yet.
    
    
    
    

To edit Webex preferences for a meeting. Select the meeting on your calendar and click on the Edit button.

Cisco Webex Meetings Scheduler for Microsoft Office 365 makes it easy for you to schedule, start, and join Webex meetings and Personal Room meetings directly from Microsoft Outlook. When it’s time to join, everyone can click the link in the calendar invitation or they can join from a video system or phone.

Please note: If you are currently using the Cisco WebEx Productivity Tools with the Outlook desktop application, please follow the directions at How Do I Uninstall Webex Productivity Tools? before adding the Cisco Webex Meeting Scheduler. Meetings created with the Cisco Webex Productivity Tools cannot be edited after switching to the Cisco Webex Meeting Scheduler add-in. If you need to modify existing meetings, please do so in the Outlook Desktop application and prepare to transition to the Cisco Webex Meeting Scheduler.

If you have any questions or are prompted to give admin credentials during the install please open a SUBMIT REQUEST and a SAS Tech will assist you.

Before you can use Cisco Webex Meetings Scheduler on Outlook for Macs, you will need to activate it through the Rutgers Connect website.

1. Navigate to https://connect.rutgers.edu.
2. Select the Calendar option in the bottom left-hand corner of the screen.
   
   
   
   
3. Begin to schedule a new meeting by selecting New Event in the top left-hand of your screen.
   
   
   
   
4. From the top options on the New Event page, select the three dots on the right side of the top of the window, and then select Get Add-ins.
   
   
   
   
5. From the right side of the screen, select Admin-managed.
   • Then select the Add button under the option for Cisco Webex Meeting Scheduler.
     
     
     
     
6. Review and agree to the terms of the add-in and select Continue.
   
   
   
   
7. After selecting Continue, you will see a pop-up confirming that the add-in has been enabled. You can close this window by selecting the X in the top right corner.
   
   
   
   
8. Close the Add-ins page by selecting the X in the top right corner.
   
   
   
   
9. You will now see the new event window again. Select the Webex icon in the top right, and choose Add Webex Meeting to finalize settings.
   
   
   
   
10. You will see a pop-up asking you to allow the Cisco Webex Meeting Scheduler to open a new window. Select Allow.
    
    
    
    
11. You will now see the Welcome. Select Get Started. 
    (Note: you will not be able to go to step 12 unless your WebEx service activation is enabled at this link: https://services.oit.rutgers.edu/services/manage.cgi?.State=Manage%20Services&arg=)
    
    
    
    
12. You will see a prompt that will show “Finding your Webex sites…” which should detect the Rutgers Webex site automatically.
    • NOTE: If it does not you can enter “rutgers.webex.com” in the box and select Next.
      
      
13. You will be redirected to log in to Rutgers Connect again. Enter your login email address, in the format followed by continuing login with your NetID password.
    (Note: if you receive an error here please refer back to step 11)
    
    
    
    
14. After a successful sign in, you will see a large prompt to Add a Webex Meeting to your event. Select this to continue.
    
    
    
    Please note: This process will only need to be completed the first time you set up the add-in.
    
    
15. You can now minimize or close the web browser window.
16. Open your Outlook or restart it if it was open already.
17. Select the Calendar option in the bottom left-hand corner of the screen.
    
    
18. Begin to schedule a new meeting by selecting Meeting in the top left-hand of your screen.
    
    
    
    
19. From the top options on the New Meeting Page, select Add Webex Meeting.
    
    
    
    
20. You will now see that a Webex meeting has been added to your event, and you can schedule it as you would any other Rutgers Connect calendar event. You have to view the full details of the meeting in order to view the Webex button. It won't show up in the small window that pops up when you create a meeting. The Webex meeting will be adjusted to match the time and date set by the calendar event. The details will be in the notes for the meeting and the title of the mee taken from the title you put on the calendar appointment. If you edit the event in the future, the Webex meeting will be updated correspondingly. After the information has been added to the calendar invite, you can click on the Webex icon and choose Webex Preferences to change the settings for that meeting. The most important setting that you're likely to use is: "Let anyone with a host account on this sNew Meeting Pagting." This will allow the meeting to start even if the host hasn't joined the meeting yet.
    
    

Canvas: Keep Teaching: Continuity of Instruction Workshop

Password: CanvasWorkshop20

• Using Webex at Rutgers (PDF)
• Webex Student Guide (PDF)
• Webex Events Set Up Guide (PDF)