Video Conferencing With Zoom
What is Zoom?
Zoom is a video and web conferencing service that can be used to host small meetings, large meetings and webinars. It works with Macs, Windows and mobile devices. Anyone can join your meeting, including those not affiliated with the North Carolina Cooperative Extension.
How do I use Zoom?
Anyone can create a free, Basic Zoom account and host web meetings with up to 100 attendees. With a Basic account, meeting duration is limited to 40 minutes. Extension employees have access to Zoom Pro accounts that have no limit on meeting length.
Extension County Operations purchased a limited number of Zoom Pro licenses for “check-out” use by N.C. Cooperative Extension employees. Pro licenses offer additional features, including unlimited meeting duration, session recording on your local device, and the ability for attendees to participate by phone.
Extension Information Technology (EIT) created an Zoom Account and Meeting Management tool (otherwise known as the Zoom Tool) to manage Zoom accounts, schedule, start, and manage meetings. This will allow you to check out a Pro account and schedule your meeting. Your account will be reset to Basic after your scheduled meeting has concluded.
How do I get a Zoom Pro account?
The first time you use EIT’s Zoom Tool, an account will be created for you. You will receive an email to complete the setup of your Zoom password and profile. Once your profile is setup, return to the Zoom tool to schedule and manage your meetings.
Your N.C. Cooperative Extension-affiliated Zoom account will always be your email@example.com, however, your password is specific to Zoom. If you forget your Zoom password, you can use the “Forgot password?” link to reset it.
How do I schedule a meeting?
To schedule a meeting, go to the Zoom tool and use the red “schedule a new meeting” button on the right. Fill in the required information — date, time, duration, topic/title, and number of attendees. Once you click the schedule button, your meeting will be created and any necessary changes to your account will be made. In the event that there are no Pro accounts available, your request will be forwarded to the EIT helpdesk and we will upgrade your account prior to your meeting.
Meetings can be scheduled up to 30 days in advance. If you need to schedule meetings that are more than 30 days in advance or you need to schedule recurring meetings, you should purchase a Pro account. The licenses in the pool are meant to be used within a 30 day window. Individual Zoom Pro accounts cost $90/year with our educational discount.
What if I need to change details of my meeting?
If you need to reschedule a meeting, use the Topic link in the Zoom tool. This will take you directly to Zoom where you can edit your meeting. Rescheduling a meeting will allow people you have already invited to use the same URL information to access the session.
How do I join a meeting?
To join a meeting, click the meeting URL in the invitation you received or go to https://join.zoom.us and enter your meeting ID provided by the host/organizer.
How do I host a meeting?
From the Zoom Tool, click the Start button next to the meeting that you would like to host. Then allow your computer to launch the application. The Zoom application has been installed on all Macs managed by EIT. If your machine is not managed by EIT, you may be prompted to download the Zoom application the first time that you use Zoom.
How do I record meetings?
We recommend using the Local Recording option so that you can maintain access to any meetings that you record. Local recordings capture whatever view that you see on your machine. A file is created when you hit the Stop Recording button and a conversion process takes place once the meeting ends. By default, the files will be stored under Documents > Zoom on your computer. Three files will be created, the MP4 file is the one that has the audio and video of your session.
Recordings can be edited using a program like iMovie. Local recordings can be shared by uploading to Google Drive. Program teams may wish to request a Google Generic Account for the team’s use. These accounts can be requested using the Web Registry.
What equipment is recommended?
Beyond the basic system requirements, we recommend a webcam and a USB headset with a microphone.
What if I expect more than 100 attendees?
Cooperative Extension has a license for a large webinar of up to 500 participants. Like the Pro accounts, the Webinar license can be requested can be checked out. The Webinar license can be reserved using the Zoom Tool.
How can I configure someone to be an Alternative Host?
- Edit the meeting
- Select Advanced Options
- The individual that you want to set up as an Alternative Hosts must meet the following requirements:
- Have a Zoom account that is affiliated with the North Carolina Cooperative Extension.
- Have their account upgraded to a Pro license. To do this, they can schedule a meeting and be automatically upgraded.
Can I still use Blackboard Collaborate?
Yes. This service is not replacing DELTA’s Blackboard Collaborate. You can use whichever system best fits your needs and preferences until May 2019 when Blackboard Collaborate will be retired. Zoom is widely used and popular at many of our partner institutions because of its flexibility and ease of use. We want to make it available to you, too.
I’d like my own Zoom Pro Account. What can I do?
If you become a frequent Zoom Pro user, you might want your own reserved Zoom Pro account. EIT will support your account through our system. Individual Zoom Pro accounts cost $90/year with our educational discount. There is a significant price break to $50/year if our volume reaches 150 accounts. Please contact the CES Help Desk (919-513-7000 or firstname.lastname@example.org) for pricing and billing details.
Where can I learn more?
- Getting Started On PC And Mac
- Weekly Zoom Training Webinars
- Screen Sharing with PowerPoint Slide Shows
- Sharing Google Presentations in Zoom
- Zoom Video Webinar (NC State Extension specific)
- Zoom Webinar Information