Zoom Pro

All SMMUSD teachers have been updated to Zoom Pro accounts. You will be receiving an email to your Google (@smmk12.org) accounts that will activate this for you. A sample of the email is included.

The Host has all the tools to manage a meeting. (THIS IS YOU.)

• Must have an account and be signed in to launch meetings.

• There can be only one Host in a meeting but this role can be handed off if necessary.

A Co-Host is promoted by the Host in-meeting.

• Co-Hosts have almost all the same privileges as the Host.

• There is no limit as to how many Co-Hosts can be in a meeting.

The Alt-Host is a Zoom account holder that is added to a specific meeting so they have permission to open and join it as a Host or a Co-Host.

1. Log in to the Zoom website and select “My Meetings” and then “Schedule a Meeting.”

2. Set the details for your meeting like Topic, Description, & Time:

*Tip: If you want to use the same link for a class or group set it as a recurring meeting with "No Fixed Time". This allows for the link to be available whenever. You can send a schedule to students and the link will work any time you need to launch the meeting.

3. You can require a password and enable a waiting room for students. I would definitely recommend the waiting room which allows you to approve students to enter the chat. This will help when you are doing small groups and students are entering/exiting.

4. Turn on the Video/Audio for the Host & Participants. This will give Zoom access to the webcam and microphone.

5. Check off that participants are Muted Upon Entry. If students are late to class, this will allow them to enter without disturbing the lesson/activity.

6. Click Save to store meeting preferences

7. Once you schedule the meeting on Zoom, you can choose how you want to invite your participants.

Starting a Meeting

1. Once you have saved your meeting you will be lead to the "Saved Meeting Screen" pictured below.

2. From there you can start the meeting by clicking the blue "Start this Meeting" button.

*Tip: You can also save the meeting on your Google Calendar.

3. Your meetings will also be saved in "Upcoming Meetings". There will be a list of meetings there and you can click the white "Start" button next to meeting to begin it.

4. If at any time you want to start a meeting instantly, you can click "Host a Meeting" in the corner of your screen. You can specify if you want the video on or if you want to do a screen share, if you are presenting information.

• Once your meeting begins, at the bottom of the screen you will have a participants option. If you click the upward facing arrow you can get the invitation link to give participants.

Sharing a Meeting

1. When you save your meeting you will also have the option to share with students/staff/families. There will be a link you can copy or you can click "Copy Invitation". This will give you a full Zoom invite.

*Tip: You don't really need the entire invitation. Just provide participants with the link and day/time information.

You can put the link on any platform you are using to communicate with students, staff and families: Google Classroom, SeeSaw, email, etc.

2. You can also provide students with the Meeting ID which is given once you schedule your meeting. It is an 11-digit numerical code that students can use to join the meeting as well.

In your account, go to "Settings" then "Security".

1. Waiting Room

• Enable your Waiting Room Option: this will give you the option to have a Waiting Room when you schedule your meetings. When you schedule your meetings you will simply just check off that option as you complete the details to your meeting.
• Your Waiting Room can have a logo & custom message from you.

2. Passwords

• Requiring a password will make your meetings more secure.
• Make sure you have your settings set to require a password for scheduled and instant meetings.
• Passwords can be hard for students to remember. To bypass this issue, simply click the option "Embed passcode in invite link for one-click join". This will save the password in the link and students with the link will automatically be connected.

Zoom looks different for each participant as they can decided the view when they are in a meeting. You control your own personal view.

There are two options when having a meeting:

1. Speaker View: Close up of the speaker

2. Gallery View: Grid box of all participants.

You can change the view using the options at the top-right hand corner of your Zoom video screen.

Changing from 25 to 49 Participants in Gallery View

1. Launch your Zoom Meeting.

2. Click on the upward facing arrow next to your Camera Icon at the bottom toolbar.

3. Click on "Choose a Virtual Background" and a new window will pop up.

4. From that window click on the "Video" option displayed on the left hand side.

5. Scroll down and there will be a checkbox option called "Display up to 49 participants per screen in Gallery View"

***Please note your personal device might not support this option.

Spotlight

The Spotlight feature is useful for meetings where you and/or others are presenting. Highlighting the different presenters is less distracting for the viewing participants in the meeting, especially if it is a very large meeting with an expansive gallery of participants.

The “Spotlight” feature requires a minimum of three participants in a Zoom meeting, and it can only be used by the host, alt-host, or cohost.

To Spotlight:

1. Put your screen on "Gallery" view.

2. Find the participant you wish to spotlight.

3. In the corner of the participant's video screen there will be a blue box with white dots. Click that and a menu bar will appear.

4. Click "Spotlight Video".

***This will change the screen for ALL your participants. You can change who you spotlight at any time.

To End a Spotlight:

1. Click the "Cancel the Spotlight Video" box in the upper left hand corner of your Spotlighted video.

Pin

The "Pin" a video option is a tool that is left to each participant. Meaning, if you as the host pin a video, it does NOT change the screen for your participants. However, this might be a useful tool for students if they want to pin the teacher video to help with overall focus.

To Pin a Video:

1. Put your screen on "Gallery" view.

2. Find the participant you wish to spotlight.

3. In the corner of the participant's video screen there will be a blue box with white dots. Click that and a menu bar will appear.

4. Click "Pin Video".

***You can pin up to 3 videos on your screen.

To Cancel a Pin:

1. Click "Switch to Active Speaker" in the upper left hand corner of your pinned video.

Once you have started your meeting, the bottom dock will have the "Participants" option. When you click on this, your screen will split and on the right-hand side a bar will appear that lists all the participants in your virtual meeting.

Next to each person's name will be a "Mute" and "More" button. If you have set your preferences to mute participants upon entry, they will already be muted.

If you click the "More" option you will get the any of the following menu bar depending on the settings you have specified in your account:

• Chat: Open the chat window to send messages directly to the participant.
• Stop Video: Stop the participant's video stream so they are unable to start their video. If the participant hasn't started their video, you will see the Ask to Start Video option.
• Make Host (only available to the host): Assign the attendee to be the host. There can only be one host.
• Make Co-Host (only available to the host): Assign the attendee to be a co-host. You can have an unlimited number of co-hosts.
• Allow Record (only available to the host). We are NOT recording class Zooms as this is a privacy issue.
• Assign to type Closed Caption (only available to the host): Assign the attendee to type closed caption during the meeting.
• Rename: Change the name that is displayed to other participants. This change only applies to the current meeting.
  Note: To change your own name that is displayed, hover over your name in the participants list and click Rename. You can permanently change your name in your profile.
• Put in Waiting Room: Place the participant in a virtual waiting room while you prepare for the meeting. The host must enable waiting room for this option to appear.
• Put On Hold: If the waiting room is not enabled, you'll see this option to place the attendee on hold.
• Remove: Dismiss a participant from the meeting. They won't be able to rejoin unless you allow participants and panelists to rejoin.

Muting & Unmuting

As the host you do have the ability to Mute All participants.

1. Click on the participants icon at the bottom toolbar. A new window will appear to the right of your screen and it will list all participant names.

2. At the bottom there will be a "Mute All" option. Clicking this will mute all participants.

Allowing Participants to Unmute

1. Next to the "Mute All" option in the participants window is another "More" button. Clicking this will give you a menu of choices.

2. One of which is "Allowing Participants to Unmute Themselves". If you have participants who will remain on mute and can unmute themselves this is the option for you. This allows you to unmute them as well and they can self unmute.

If you wish to "Mute All" participants and control the unmuting process then you have two choices:

1. In the "More" button you can unclick "Allow Participants to Unmute Themselves". This will mute everyone and give you the ability to ask them to unmute. If you hover over there name in the participants window or click on the three dots on their video screen you will have the option to "Ask to Unmute". This will prompt the participant that you want them to turn on their microphone. They will need to accept to unmute. For older students or adult participants this shouldn't be a problem.

2. In your settings under In Meeting (Advanced) functions you have the option to turn on "Request Permission to Unmute". This will then put this option as part of your meeting scheduler at the bottom in Meeting options. If you click on this, then when the participant joins the meeting they can agree to let you unmute them for all future meetings with that link. This works well in recurring classroom links. That permission needs to be given for you to be able to directly unmute them.

***Zoom requires participants to give permission for the unmute function now. This is why you either have to request during the live meeting or put in your scheduled meeting for participants to get the notification.

Reactions

Hosts and participants also have access to emoji reactions they can use while in a meeting. At the bottom tool bar on the Zoom screen there will be a "Reactions" option. Here the host or participant can choose to give an emoji thumbs up, heart, clapping hands, etc.

This is a quiet way participants can share while not disturbing whoever is presenting.

To ensure the Reactions option is available to you as a user, turn on the option in your "Settings". It will be under "In Meeting (Basic)" options.

Raise Hand

If participants are on mute and would like to get the host's attention, they have a "Raise Hand Feature".

To access it, the participant will:

• Click the "Participant" icon at the bottom of their Zoom screen.
• The screen will split showing the participants list on the left hand side.
• At the bottom of the participant list will be a "Raise Hand" button. A participant can click and un-click it if their question was already answered.

To start "Screen Sharing" select "Share Screen" button located in your meeting tool bar.

After selecting "Share Screen" located in your in-meeting tool bar. You can choose to share your "Desktop" or an "individual application/window".

*Tip: I would recommend sharing your Desktop if you are going to be going to multiple tabs/applications.

While your screen sharing you have the following options for your menu bar:

1. Stop sharing your screen and/or audio

2. Pause the share

3. Change what you are sharing if you had picked a particular application/window

4. Annotate on the screen like you would on a SmartBoard

*Tip: If you would like students to be able to annotate on what you are sharing, click the Security option on the bar and check off that participants can "Annotate on Shared Content"

To ensure the Share Screen option is available to you as a user, turn on the option in your "Settings". It will be under "In Meeting (Basic)" options.

You can also choose if participants are able to share their screens here.

One option when you click Screen Share on your Zoom Meeting is the embedded WhiteBoard. Think of this like your SmartBoard tool.

Once you launch the WhiteBoard you will have all the annotation tools listed below. Participants can also have access to annotate.

If you were completing an activity that you wish to save, you can click the "Save" option on the menu bar and it will save the WhiteBoard as a .PNG onto your computer for future use.

*Tip: This would be useful if you are doing a Number Talk/String or you are using a Thinking Map that you can refer to again with your class.

To ensure the Share Screen WhiteBoard and Annotate options are available to you as a user, turn on the options in your "Settings". It will be under "In Meeting (Basic)" options.

You can also choose if participants are able to annotate.

The In-Meeting Chat can be a wonderful place for participants to ask questions or have a discussion. However, with student use, teachers need to make sure that the chat is being monitored.

Here are the options you have. When you go to your "Settings" click on the "In-Meeting (Basic)" link. Once there you can:

• Turn on or off group chats.
• Turn on or off private chats. I would HIGHLY recommend this as it can quickly become an issue.
• Set your chats to be auto-downloaded for future use.

*Tip: This would be a great tool to refer back to discussions or answer questions from participants that you did not have time for during your meeting.

Once you have chosen to have a group or private chat, you simply click the "Chat" icon at the bar on the bottom of your Zoom screen. You can also click on the "More" drop down menu next to the participants name and the box will pop up if you would like to chat with a specific participant.

*Tip: The chat box is a great tool if you would like to share a site, document, or other resource with participants during a Zoom meeting and do not want to email them. If you would like to add a file, simply click the "File" box at the bottom of your chat screen and upload your specific Document.

Polling is a NEW feature to teachers on the Zoom Pro account. It allows you to set up questions that will be administered to participants during your virtual meeting. These are pre-planned questions that you can ask any time during your live meeting.

For a Scheduled Meeting:

1. Create your Meeting and save it.

2. When the page appears with the information of your saved meeting scroll to the bottom of the page.

3. There will be a box with text saying you have not created a poll. Select “Add.”

4. The “Add A Poll” window will appear. The first step is to give your poll a name and decide if the answers will be anonymous or not. This means that when you see the results, you’ll only see that a “Guest” answered the question instead of the actual user.

5. Next, type your question (within 255 characters), select if it will be single or multiple-choice answer, then type the available answers. You can have up to 10 answers for each question.

6. You can add more questions to the poll by selecting “Add A Question” at the bottom of the window, and repeating the above process. Once you’re finished, select “Save.”

*Tip: You are able to add multiple polls to a meeting. Each poll has a maximum of 25 questions.

Once you have created your poll, you can launch it during your meeting.

1. Select the “Polls” icon found at the bottom of the meeting window in your tool bar.

2. The “Polls” window will appear. Review the questions and answers, then select “Launch Polling.”

3. You’ll be able to see the polling results in real time. Once everyone has voted, select “End Polling.”

4. You’ll now see the results of the poll. You can either share the results of the poll with the attendees or relaunch the polling.

5. If you’d like to go back and view the results later, sign onto your Zoom account and click on "Reports" in the left handed menu. Then click on the "Meeting" option. This will have all the saved information from the polls you have run. You can then view the results from past meetings.

To ensure the Polling option is available to you as a user, turn on the options in your "Settings". It will be under "In Meeting (Basic)" options.

For the purposes of monitoring attendance in your Zoom meetings you can now use Usage Reports.

To access the reports do the following:

• In your account on the left hand side of the screen click the "Reports" option.
• Choose the "Usage" option.
• Pick which meeting you would like the data on.
• Click on the numerical value of the participants. This will pull up who was signed into to your meeting, when they signed in/off and the duration of their time online with you.
• Click the blue "Export" button on the upper right hand corner if you would like to download this data in a spreadsheet.

Breakout Rooms are small groups that connect to an initial Zoom meeting. They can be pre-assigned or made on the spot.

Creating a Breakout Room during a Meeting:

1. Click Breakout Room from bottom menu bar.

2. Choose to create rooms automatically or manually.

3. Click "Create Room".

4. Choose the Number of Rooms and Participants in each room.

5. Choose if Zoom should generate the rooms automatically for a random sort or if you would like to choose room selection for each participant.

6. Under "Options" you can assign a time limit to the Breakout Rooms as well as a countdown timer to remind participants that time is nearly done. You can also allow participants to return to the main room at any time.

7. Click "Create Rooms" button in blue at the bottom of the frame.

Creating a Breakout Room when scheduling a Meeting:

1. In the scheduling screen, near the bottom of the page, check the box for Breakout Room pre-assign. You are provided options to Create Rooms or Import from CSV.

2. Click "Create Rooms" in the meeting settings.

3. Create rooms by clicking the plus sign (+) in the Breakout Room Assignment dialog.

4. Highlight the room name to see a pencil appear next to it for editing the name. You can name your rooms whatever you would like.

5. Add participants to the room by Google (@smmk12.org) email address or full name. If non-district students or staff are to be added type in their email addresses.

6. Click Save

7. During the meeting, click the "Breakout Room" on the bottom tool bar of your Zoom screen to launch the rooms.

If groups will be used continuously it would be easier to have an spreadsheet specifying groups. This can be then uploaded by clicking the "Import to CSV" option below the Breakout Room pre-assignment.

1. Create and Save a spreadsheet with two columns

2. First column title is "Pre-assigned Room Name" and the second column title is "Email Address"

3. Fill in below with designated Room Names and Email addresses. Remember Room Names can be whatever you wish.

4. Import the document onto the Zoom site with the "Import to CSV" option.

5. Rooms will be automatically set with your specificities.

6. During the meeting, click the "Breakout Room" on the bottom tool bar of your Zoom screen to launch the rooms.

Host Options During Breakout Rooms

Once you have created your Breakout Rooms a new window will appear listing each of them. Next to each room will be the option to "Join". You can pop in and out of the Breakout Rooms.

Other options from the window include:

1.Click "Broadcast a message to all" to type a desired message and click Broadcast.

2. Switch participants in rooms:

• Click "Move To" to move someone from one room to another.
• Click "Exchange" to swap one person from one room with another person in another room.

3. Click "Close All Rooms" to give each room a one-minute timer to return to the the main meeting.

To ensure the Breakout Room option is available to you as a user, turn on the options in your "Settings". It will be under "In Meeting (Advance)" options. You can also decide if you want to be able to assign rooms when scheduling.

A personal meeting ID (PMI) is a dedicated 10 digit number which is assigned to each individual's account. This becomes the users personal virtual room.

If your PMI is used to schedule a meeting, this can be used by participants at any time to access your personal virtual room.

You can also change your PMI to any numerical combination you would like for easier access.

This could be the access point for small groups or conferences. That number would be used throughout the year. Enabling the waiting room will allow the host to monitor participants logging on and off.

All the functions of scheduling a meeting apply when using your PMI.

You can also start an Instant Meeting by clicking on your "Personal Meeting Room" Tab on the "Meetings" link in your account. The blue "Start" button will appear in the upper right hand corner.

Zoom has A LOT of features. It takes time to set up a meeting the way you like and need for the purposes of your daily activities.

Therefore, if you have a meeting you schedule that you LOVE save it to your templates.

1. Create your meeting and schedule it.

2. Once it is in your meeting feed click the link and scroll down.

3. At the bottom of the page there will be a "Save as a Meeting Template" option to click.

4. Type in the name you want for the template and click "Save".

5. When scheduling future meetings, that template will appear in the "Use Template" drop down menu.

Sometimes you want to change things up and add a cool virtual background to fit your lesson.

1. In your account settings, under "In Meeting (Advance)", activate the "Virtual Background" option. You can also decide to use videos as backgrounds.

2. Click "Video Filters" if you would like to add filters to your videos.

3. Launch your meeting.

4. Click on the upward facing arrow next to the "Camera" icon on the bottom tool bar.

5. Click "Choose a Virtual Background"

6. Click the plus (+) to upload an image or video from your computer.

7. At the bottom of the window you can specify if you are using a green screen.

8. Choose your image or video.

9. Close the screen to return to your meeting with the new virtual background.

*If this is the first time you are using a virtual background, it will ask you to download the package for your account.

Zoom meeting expectations & etiquette samples to use with your class.