Penn State Service Management

Article Intended For

Penn State faculty, staff, and students who want to host online meetings or webinars.

Introduction

All Penn State faculty, staff, and students can use Zoom to host online meetings and webinars. This guide walks you through the steps of hosting a meeting or webinar:

Step-by-Step Instructions

Equipment Needed:

A computer with an internet connection (wired connection recommended)
USB plug-in headset with a microphone (recommended for optimal audio quality)
Dual monitors (recommended)
Webcam (optional): built-in or USB plug-in

NOTE: If you do not have a USB plug-in headset with a microphone, you can use the telephone to host a meeting or webinar.

Download the Zoom Desktop Application

You must download and install the Zoom Workplace desktop application to host meetings and webinars. The Zoom desktop application is a one-time download that does not require administrative rights to download and install on your computer. To download the Zoom desktop application on your computer, follow the steps below. To download the Zoom app on your mobile device, visit the App Store for iOS or Google Play for Android and search for Zoom.

Open a web browser and navigate to https://zoom.us/download to access the Zoom Download Center.
Click the Download button for Zoom Workplace. There is no separate download for Zoom webinar.
Follow the prompts to download and install Zoom on your computer.

If you have difficulty downloading and installing Zoom, please contact the IT Service Desk at https://www.it.psu.edu/support/ and request help.

Sign In to the Zoom Desktop Application

Always sign in to the Zoom desktop application using the single sign-on (SSO) option and your Penn State Access Account user id and password. This ensures that you are logging in to your Penn State Zoom Enterprise account and that you will be the host of your own meetings and webinars.

If necessary, open the Zoom Workplace desktop application from your computer's programs list (on a PC) or dock (on a Mac).
Click Sign in.

Figure 1: Zoom sign in dialog box.
Select sign in with SSO.

Figure 2: Sign in with SSO option highlighted.
On the Sign In with SSO screen, enter PSU as the company domain and click Continue.

Figure 3: The Sign In with SSO screen showing "PSU" entered in the company domain field.
If necessary, enter your Penn State account User ID and Password.
Click Open Zoom Meetings in the Launch Application dialog box.
The Zoom Desktop Application is displayed. If you uploaded a profile picture in the Zoom Web Portal (https://zoom.psu.edu), your picture will appear in the upper right corner. If you did not upload a profile picture, your initials are displayed instead.

Figure 4: Zoom desktop application.

Select Recommended Settings

There are several settings in the desktop application that you may want to adjust prior to hosting a meeting or webinar.

Open the Zoom desktop application from your computer's programs list.
If necessary, follow the steps above to sign in with SSO.
Click Settings (gear icon) in the upper right of the Zoom desktop application to open the Settings dialog box.

Figure 5: The Zoom Settings dialog box.

Start Zoom Automatically

You can change your settings so that Zoom automatically starts when you start your computer in order to bypass the sign-in process described above.

NOTE: This applies to PC only. Zoom starts automatically on a Mac.

In the Settings dialog box, click the General option on the left.
Select the checkboxes for either Start Zoom Workplace when I start Windows or Silently start Zoom Workplace when I start Windows.

Disable Full Screen Mode

By default, the Zoom window is displayed in full screen on your computer whenever you start or join a meeting or when you view a screen shared by others. Disabling this feature is helpful when you are hosting and need to navigate between different applications or programs on your computer.

In the Settings dialog box, click the General option on the left and uncheck the checkbox for Enter full screen automatically when starting or joining a meeting.
In the Settings dialog box, click the Share Screen option on the left and select the radio button for one of the options under Window size when screen sharing (fullscreen mode, maximize window, or maintain current size).

Automatically Mute Your Microphone

Ensure your microphone is always muted so you don't accidently broadcast your audio when you start a meeting.

In the Settings dialog, click the Audio option on the left.
Check the Mute my microphone when joining checkbox.
Use the Test Speaker and Test Mic buttons to test your computer speakers and microphone, if desired.
If necessary, select a different speaker or microphone by using the corresponding drop-down menus.

Enable Host Tools in the Zoom Web Portal

The options you enable on the Meeting Settings page in the Zoom Web Portal determines which tools are available to you in all your meetings and webinars. Be sure to review and enable the tools you may want to use, such as alternative hosts, co-hosts, polls, nonverbal feedback icons, etc. before starting your session. Any tools or features that are disabled on this page will not be available to you in any of your meetings or webinars.

Navigate to the Penn State Web Portal (https://zoom.psu.edu).
Click Log In.
Select Settings from the menu on the left.
Select the Meeting or Webinar tab at the top, as needed.

Host tools with a gray button to the right of the setting are turned off and host tools with a blue button to the right of the setting are turned on. Turn on any features you want available to you in your sessions by clicking the gray button to turn it blue.

Blue settings are active in Zoom while gray settings are inactive.
Figure 6: Zoom features with the blue button are active while features with gray buttons are inactive.

Start a Meeting

While there are multiple ways of starting a meeting, it is recommended that you start your session using the Zoom desktop application. This ensures that you are the host of your meeting.

Open the Zoom desktop application in your computer's programs list or dock.
Click Sign in with SSO.
Enter PSU in the company domain field.
Click Continue.
Select the Meetings tab at the top of the window.

Figure 7: The Meetings tab icon on the Zoom desktop application.
All your upcoming meetings and webinars are listed on the Meetings tab. Select the meeting or webinar you want to start and click Start.

Figure 8: Start button for an upcoming meeting.
The meeting interface displays. Select the shield icon in the upper left corner of the screen to view the Meeting Information.
The menu bar will display at the bottom of the meeting window.

Figure 9: The Zoom meeting menu bar.

Mute/Unmute Audio and Adjust Audio Options

To unmute yourself and begin talking, click the Unmute button (microphone) in the bottom-left corner of the meeting window.
To mute yourself, click the Mute button (microphone). A red slash will appear over the microphone icon indicating that your audio is now off.
To test your computer microphone and speakers or to change your audio input device, click the arrow on the microphone icon and select Test Speaker & Microphone.
To switch from computer audio to phone audio, click the arrow on the microphone button and select Switch to Phone Audio. A dialog box will appear with a phone number, the Meeting ID, and your Participant ID. After dialing the phone number, you will be prompted to enter the Meeting ID and Participant ID using your phone's keypad.

Start/Stop Video and Adjust Video Options

Click the Start Video button (video camera) in the menu bar at the bottom to begin your video.
Click the Stop Video button (video camera) to stop sharing your video stream.
To choose a different webcam or adjust your video settings, click the arrow to the right of the Video icon and select Video Settings.

NOTE: If you choose not to turn on your webcam in the meeting and video has been activated, your video window will contain either your name, email address, or a photo, depending on how your profile is set up in the Penn State Zoom Web Portal.

Record the Meeting

Per Pennsylvania wiretapping law, you must inform participants if you plan to record the session. Also, discussion of High-risk or Restricted data (as defined in AD95) is not permitted while recording.

Click the Record button in the menu bar at the bottom.
Click the Stop Recording icon in the menu bar to finish the recording.

NOTE: If you do not see the record button, select the More icon. You can drag and drop icons from the More list into the main toolbar for easier access.

Manage Participant Audio and Video

Hosts can control participant audio and video using the tools in the Participants panel. The Participants panel allows you to easily see who has audio and video connected, which is helpful information when troubleshooting participant audio issues. The host can mute all participants in a meeting, but does not have the option to unmute all participants. If the meeting settings allow it, participants can unmute themselves using the Zoom toolbar at the bottom of the window.

To mute all participants:

Click the Participants button in the Zoom toolbar at the bottom of the meeting window to open the Participants panel.
Click the Mute All button at the bottom of the Participants panel.
The Mute All pop up displays asking you to confirm that you want to mute all current and new participants. Deselect the Allow Participants to Unmute Themselves checkbox to prevent participants from unmuting themselves during the meeting.
Click Yes to mute all participants.
To mute or unmute an individual participant, hover over the person's name in the Participants panel and click Mute or Unmute.

Hosts cannot turn on a participant's video. However, hosts can turn off a participant's video or request that a participant turns on their video. To manage participant video:

Click the Participants button in the Zoom toolbar at the bottom of the Zoom meeting window.
Hover your mouse over a person's name.
Click More.
Select Ask to Start Video to send the participant a request to start their video or select Stop Video to turn off that participant's video feed.

Manage Participant Capabilities

Hosts can set in-meeting permissions for participants by selecting the Host Tools icon in the meeting toolbar. Permissions include the ability for participants to share their screens, post in chat, rename themselves, unmute, share video, share whiteboards, collaborate with Zoom apps, set timers, and request the host to begin recording.

Collect Feedback with Nonverbal Feedback Icons

Nonverbal feedback icons allow the host to quickly collect feedback and responses from participants without using chat. Nonverbal feedback icons include raise hand, yes, no, like, dislike, need a break, away, etc. The Nonverbal feedback feature must be enabled in the host's meeting settings in the Zoom Web Portal prior to the meeting.

Click Participants in the Zoom toolbar at the bottom of the Zoom meeting window.
Ask participants to use the available icons to respond to questions or to indicate a need, such as go slower or request a break.
Click the Clear All icon to remove the icons from the Participants panel, if necessary.

Send Messages with Chat

Click the Chat icon in the menu bar to open the Zoom Group Chat window.
Type your message in the Text box at the bottom of the window.
Press Enter to send.
To send a message to a single participant, click the down arrow in the To: field and select the participant's name.
Enter your message in the Text box and press Enter to send your message to the selected participant.
Click the down arrow again and switch back to Everyone (in Meeting) in order to communicate with the entire group.

NOTE: When you receive a chat message while screen sharing, the menu bar displays and the More button blinks. Click the More button and select Chat from the list to display the Chat panel.

Share Your Screen or a Whiteboard

In a Zoom meeting, both the host and participants can share their computer screen, the screen from an external device such as an iPhone or iPad, or open a whiteboard for all users to add content. Users can choose to share any specific application window they have open or select Screen to share all currently open windows. The whiteboard option opens a blank screen where all participants can draw, add text, highlight items or add other annotations using the tools in the toolbar that displays.

When sharing your screen, the Zoom menu bar moves from the bottom of the Zoom window to the top and will be hidden until you move your cursor over the area. You can reposition the menu bar by clicking and dragging it to another location on your computer, such as a second monitor. Additional tools, such as Chat, Breakout Rooms, and Record are moved under the More button on the right side of the menu bar.

Click the Share Screen button on the menu bar.
Select the specific application window you would like to share or select Screen to be able share any open window on your computer. Select Whiteboard to share a whiteboard.
Click the Share button at the bottom of the window.
If you receive a chat message while you are screen sharing, the More button in the toolbar will blink. To view the chat message, click the More button and select Chat from the list.
To annotate in a screen share, click the Annotate button to open the annotation menu. Use the draw tools (arrows, shapes) to direct participants' attention to an area of your screen or use the text tool to type notes on the screen.
To close the annotation menu, click the X in the upper right of the annotation menu.
Click the More icon to view additional host tools, such as breakout rooms, Record, and end the meeting.
Click Stop Share in the small menu bar to stop sharing your screen.

NOTE: Participants can share their screens in the meeting if the host is not actively sharing. To disable screen sharing for participants, click the up arrow to the right of the Share Screen button in the Zoom toolbar and select Advanced Sharing.

Allow a Participant to Control Your Screen

The remote control option in Zoom allows you to give a participant control of your screen.

Share your screen if you have not already done so.
Click the Remote Control icon in the menu bar.
Select the person's name. A note will appear on that person's screen indicating he or she now has control of your screen.
To take back control, click the Remote Control icon in the menu bar again and select Abort Control.

NOTE: If you have shared your desktop, the individual with control will be able to open, edit, or delete any files.

End a Meeting

Click the End button on the right side of the menu bar to the close the meeting. If you are currently sharing your screen, click the More button in the sharing toolbar and select End from the drop-down.
Click End Meeting for All to end the meeting and begin the rendering process for the session recording and reports.

NOTE: If you recorded the meeting locally, a dialog box will appear indicating the recording is being rendered and allows you to select where you would like to save the video.

Start a Webinar

The steps to start, end, and record a webinar, connect audio and video, and share your screen are the same as for a Zoom meeting. Please review the corresponding sections in this quick start guide for more information.

Interact with Webinar Participants

In a Zoom webinar, participants have limited options to interact with hosts, co-hosts, and panelists. Participants can raise their hand, type in chat, or type in Q&A if you have allowed those options in your webinar.

Zoom provides a Raise Hand icon, chat, and Q&A options for interacting with participants.

Click the Participants icon in the menu bar to open the list of participants.
If a participant has raised their hand, a hand icon will be visible beside their name.
Click the Lower All Hands button to remove all raised hand icons or select Lower Hand from the More menu for an individual participant.

NOTE: Rolling over an individual's name in the list will display options. For example, if you would like them to speak, you can promote them to panelist by rolling over their name and selecting Promote to Panelist.

Communicate with Chat

If you are not sharing your screen, click the Chat icon in the menu bar to open the Chat panel. If you are sharing your screen, click the More button and select Chat from the drop-down menu.
Type your message in the Text box at the bottom of the window.
Press Enter to send.
To send a message only to the panelists, click the down arrow in the To: field and select All Panelists.

NOTE: You can disable chat for viewers by clicking the More menu in the chat panel.

NOTE: If you receive a chat message while you are sharing your screen, the menu bar displays and the More button blinks. Click the More button and select Chat from the drop-down menu.

Communicate with Q&A

The Q&A feature allows participants to ask questions in the webinar. These questions are only visible to hosts, co-hosts, and panelists, who can either answer the question privately or send the question and answer to the entire group.

Figure 10: Q&A question host view.

After sending the answer, the question and answer will appear on the Answered tab. You can then either add to the answer, or dismiss the question and answer from the Answered tab. Once a question is dismissed, it disappears from the Answered tab and cannot be retrieved.

Click the Q&A icon in the menu bar.
Type your response to the question in the text field.
Check the Send Privately checkbox if you want to send the reply only to the person and not the entire group.
Click Send.

Zoom: Host a Zoom Meeting or Webinar Quick Start Guide