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Sign in Zoom application with PolyU SSO account

• Select “Sign In with SSO”

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• Fill in the login information, please check carefully that Zoom is requiring a “Company Email” or “Company Domain”, and click “Continue”

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• Login with your NetID (Student ID) and NetPassword, and allow Zoom to open the Zoom application by clicking “Open Zoom Meetings”

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Your Zoom profile and meeting settings

Your meeting settings allows you to enable or disable features for your meetings. These settings control the availability of many features, such as breakout rooms, recording, and chat.

  1. Go to polyu.zoom.us
  2. Sign in with your NetID and NetPassword

Virtual background

You may choose a virtual background to cover up the background for a more focused online teaching delivery.

  1. Click the arrow beside video for the pull-up menu, choose the Choose Virtual Background option.
  2. Choose a picture at Choose Virtual Background as the background picture and close the pop-up window.
  3. The background will be changed to Virtual Background.
  4. To remove virtual background, repeat 1 and choose NONE.

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Zoom recording: Local recording

Local recording is available to PolyU users.  It allows participants to record meeting video and audio locally to a computer. Before you start any local recording, make sure that your computer has reasonable sufficient disk space for saving the recording file.

Starting a local recording

1. Start a Zoom meeting as the host.

2. Select Record on this Computer in the meeting controls.

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3. Hosts will see the following recording indicator in the top-left corner while recording is active.  Click Participants to see you are currently recording.  To stop recording, click Pause/Stop Recording.

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4. Participants will see the following indicator in the top-left corner while the recording is active.

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5. After the meeting has ended, Zoom will convert the recording so you can access the files.  Once the conversion process is complete, the folder containing the recording files will open.  By default, the file type of the recording file is MP4, and the recordings will be placed in following directory:

  • Windows: C:\Users\[Username]\Documents\Zoom.
  • Mac: /Users/[Username]/Documents/Zoom.

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Zoom recording: Cloud recording

Cloud recording is available to PolyU users with teaching role in the current semester (licensed users). When you record a meeting and choose record to the Cloud, the video, audio, and chat text are recorded in the Zoom cloud. The recording files can be downloaded to a computer or streamed from a browser.

All recordings in the cloud will be deleted automatically in 14 days, make sure you download all the recordings before auto-deletion.

Starting a cloud recording

1. Start a meeting as the host.

2. Select Record to the Cloud in the meeting controls to begin recording.

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3. To stop recording, click Pause/Stop Recording or End Meeting.

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4. Once the recording has been stopped, the recording must be processed before viewing.

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5. Zoom will send an email to the host's email address when the process is completed. There will be two links in the email, the first will be for the Host-only, to manage the recording. The second link will be for the participants.

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Downloading cloud recording

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  • Sign into polyu.zoom.us
  • Select Recordings
  • Under Cloud Recordings, find your meeting
  • Click More, and Download

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.  You can send all participants to the Waiting Room when joining your meeting, or you can allow participants from your Zoom account and participants at specified domains to bypass the Waiting Room.

Enabling Waiting Room

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  1. Go to polyu.zoom.us
  2. Select Settings
  3. Under the Security section, enable the Waiting Room feature
  4. Click Edit Options to specify waiting room options

Waiting Room options

Who should go in the waiting room?

  • Everyone: All participants joining your meeting will be admitted to the Waiting Room.
  • Users not in your account: Only participants who are not on your Zoom account or are not signed in will be admitted to the Waiting Room. If not signed in, they will have an option to sign in.
  • Users who are not in your account and not part of the allowed list: Users who are on your account or signed in to a Zoom account at the domains you list will bypass the Waiting Room. After selecting this option, enter the domains, separating multiple domains by a comma.

Who can admit participants from the waiting room?

  • Host and co-hosts only: Only the host and co-hosts can admit participants that are in the Waiting Room.
  • Host, co-hosts, and anyone who bypassed the waiting room (only if host and co-hosts are not present)

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Manage participants: Video on or off

A host has control over the options for their meetings, you can made participants to turn on or off their video when they are joining the meeting and even during the meeting.

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Here the explaination for Video setting when you are scheduling your new meeting:

  • Host: Choose if you would like the host's video on or off when joining the meeting. Even if you choose off, the host will have the option to start their video.
  • Participants: Choose if you would like the participants' videos on or off when joining the meeting. Even if you choose off, the participants will have the option to start their video.

During the meeting, you can make participants Mute or Stop their Video:

  • Click Manage Participants in the host controls to display the participants list
  • Click Mute or
  • 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.

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Manage participants: Mute

A host has control over the options for their meetings, you can mute participants when they are joining the meeting and even during the meeting.

When you are scheduling your new meeting:

  • Tick Mute participants upon entry in Meeting Options

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During the meeting:

  • Click Manage Participants in the host controls to display the participants list
  • Mute a participant or-
  • Click and set meeting option, and select Mute Participants upon entry

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Manage participants: Host only or all participants can share screen

 A host has control over the options for their meetings, you can control who can share screen in the meeting.

When you are scheduling your new meeting:

  • Under Who can share? choose Host Only or All Participants

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  • Meeting participants can annotate on a shared screen as a viewer or the one that started sharing your screen. You can control such action for your meeting.

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During the meeting:

  • Click Share Screen option in the host controls
  • Click Advanced Sharing Options
  • Select your options

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  • To prevent participants from screen sharing: Under Who can share? choose Only Host.

Manage participants: Controlling chat access and saving chat

As the host, you can control meeting participants are allowed to chat with. You can also disable the chat feature for all participants, or disable private chat so participants cannot send private messages.

During the meeting:

  • Click Chat in the Meeting Controls.
  • At the bottom of the in-meeting Zoom Group Chat window, click More, and then choose an option for Allow attendees to chat with.

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Saving the chat:

  • Click Chat in the Meeting Controls.
  • At the bottom of the in-meeting Zoom Group Chat window, click More, and then choose Save Chat.
  • This will save your chat to your local recording location. The default is your Documents folder / Zoom / Folder with meeting name, date, and time.

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Manage participants: Remove participants

A host can remove participants from meeting.

During the meeting, you can remove participants from your meeting:

  • Click Manage Participants in the host controls to display the participants list
  • Click Remove

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Manage participants: Allowing removed participants to rejoin

When this option is off, if you remove meeting participants, they won't be able to rejoin using the same email address.

To enable or disable allowing removed participants to rejoin meetings

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  • Go to polyu.zoom.us
  • Select Settings
  • Under the In Meeting (Basic) section, change the option to allow or disallow removed participants to rejoin

Manage participants: Allowing non PolyU user to attend Zoom meeting

For instructor / TA with online teaching role, your Zoom account profile by default will limit participants to allows "*PolyU user" to join only.  If you are scheduling a Zoom Meeting with external parties, you may choose “Sign in to Zoom” (user with Zoom account) or opt out "Require authenticate to join" (allow guest).

You may refer to the section: Tips for managing a Zoom meeting for more controls.  Please note if external parties are allowed to join the meeting, non-invited person might attempt to join as well. Suggested to have all participants put in waiting room and require meeting host to admit in.

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*PolyU user: user with email address end with @polyu.edu.hk / @connect.polyu.hk

Polling: Create, launch, and download Zoom Polling

Creating a poll

1. Go to polyu.zoom.us

2. Go to the Meetings page and click on your scheduled meeting.  If you do not have a scheduled meeting, schedule a meeting now

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3. Scroll to the bottom to find the Poll option. Click Add to begin creating the poll

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4. Enter a title and your first question.

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  • (Optional) Check the box to make the poll anonymous, which will keep the participant's polling information anonymous in the meeting and in the reports.
  • Select whether you want the question to be single choice (participants can only choose one answer) or multiple choice question(participants can choose multiple answers)
  • Type in the answers to your question and click Save at the bottom
  • If you would like to add a new question, click Add a Question to create a new question for that particular poll

5. You can add more polls by repeating Step 3

Note: You can only create a max of 25 polls for a single meeting.

Launching a poll

1. Start the scheduled Zoom meeting that has polling enabled

2. Click Polls in the meeting controls

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3. Select the poll you would like to launch, Click Launch Poll

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4. The participants in the meeting will now be prompted to answer the polling questions. The host will be able to see the results live

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5. Once you would like to stop the poll, click End Poll

6. If you would like to share the results to the participants in the meeting, click Share Results

Downloading a polling result

1. Go to polyu.zoom.us

2. Navigate to Reports, in the Usage Reports tab, click Meeting

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3. A list of upcoming and previous meetings will be generated. You can search by time range or by meeting ID. Next to Report Type, select the Registration Report or Poll Report

In the drop-down menu below Report Type, select one of these options:

  • Search by time range: Select a time range then click Search
  • Search by meeting ID: Enter the meeting ID and click Search

4. Click Generate in the last column

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5. Zoom will redirect you to the Report Queues tab where you can download the report as a CSV file

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Breakout Rooms: Create Breakout Rooms in Zoom meeting

Breakout room

1. Start the scheduled Zoom meeting.

2. Click Breakout Rooms in the meeting controls.

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3. Select the number of rooms you would like to create, and how you would like to assign your participants to those rooms, and then click Create breakout rooms.

  • Automatically: Let Zoom split your participants up evenly into each of the rooms.
  • Manually: Choose which participants you would like in each room.

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4. Your rooms will be created, but will not start automatically. You can manage the rooms prior to starting them by following the instructions below.

After creating the breakout rooms, click Options to view additional breakout rooms options.

  • Move all participants into breakout rooms automatically:  Checking this option will move all participants into the breakout rooms automatically. If this option is unchecked, the participants will need to click Join to be added to the breakout room.
  • Allow participants to return to the main session at any time:  If this option is checked, the participants can move back to the main session from their meeting controls. If this is disabled, they need to wait for the host to end the breakout rooms.
  • Breakout rooms close automatically after x minutes:  If this option is checked, the breakout rooms will automatically end after the configured time.
  • Notify me when the time is up:  If this option is checked, the host will be notified when the breakout room time is up.
  • Countdown after closing breakout rooms:  If this option is checked, the participants will be given a countdown of how much time they have left before being returned to the main room.

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5. To assign participants to your rooms, select Assign next to the room you wish to assign participants to and select participants you want to assign to that room. Repeat this for each room. You can also Rename or Delete the room by mouse hover the room.

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6. After manually or automatically assigning participants to rooms, you can rearrange the participants. Participants who are not assigned to breakout sessions will remain in the main meeting when the rooms are started.

  • Move to (participant): Select a room to move the participant to

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  • Exchange (participant): Select a participant in another room to swap the selected participant with.

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  • Delete Room: Delete the selected room.
  • Recreate: Deletes existing breakout rooms and creates new ones.
  • Add a Room: Add another breakout room.
  • Open All Rooms: Start the rooms. All participants will be moved to their respective rooms after confirming the prompt to join the breakout room. The host will be left in the main meeting until manually joining one of the rooms. The participants (and the host when manually joining a room) will see the following message shown when joining the breakout room.

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7. Once the breakout rooms have been started, the participants will be asked to join the Breakout Session. The host will stay in the main meeting until joining a session manually. If a participant has not joined the session yet, it will be noted by (not joined) next to their name.

  • Join: Join the breakout room.
  • Leave: Leave the room and return to the main meeting (only shows when in a breakout room)
  • Close All Rooms: Stops all rooms after a 60 second countdown, shown to the host and participants, and returns all participants back to the main meeting.
  • The host can broadcast a message to all breakout rooms to share information with all participants. 

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8. Participants in breakout rooms can request that the meeting host join their meeting, you will be prompted to join the room where the request originated from. Click Join breakout room to join the room.

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9. You may leave the breakout room by clicking Leave Room.

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Breakout Rooms: Pre-assigning participants to Breakout Rooms

Breakout Room pre-assign

1. Go to polyu.zoom.us

2. Click Meetings and select the meeting (or Schedule a New Meeting)

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3. Click Edit this Meeting

4. In the Meeting Options section, select Breakout Room pre-assign and click Create Rooms.

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5. Click the plus icon beside Rooms to add breakout rooms, Hover over the default breakout room name and click the pencil icon to rename it.

6. In the Add participants text box, search for participants' name or email address to add them to the breakout room.

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(Optional) Use these options to edit your breakout rooms and participants:

  • Click and drag a participant's email address to change the order.
  • Hover over a participant's name to see options to move them to another room or remove them from the current room.
  • To delete a breakout room, hover the room name in the left panel and click the trash bin icon. 

Note: You can add internal Zoom users that are in the same account. To pre-assign participants that are external Zoom users, import a CSV file.

When you try to import a CSV file, click download the template that you can fill out.

  • Use PolyU email to add a staff member:  netid + "@polyu.edu.hk" (example: This email address is being protected from spambots. You need JavaScript enabled to view it.)
  • Use connect email to add a student:  student id + "@connect.polyu.hk" (example: This email address is being protected from spambots. You need JavaScript enabled to view it.)

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7. Click Save.

8. After the meeting started, the participants were pre-assigned to the Breakout rooms

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Breakout Rooms: Manage Breakout Rooms

You may pre-assign participants to breakout rooms before your meeting.

During your meeting, some participants may join after you start your breakout sessions.  In such case, the late comers will not automatically join the breakout sessions even they are pre-assigned.  Follow the steps to assign them manually.

  • Click Breakout Rooms
  • Assign the participant to the breakout session

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In some cases, you found that the Breakout Room assignment is not align with your pre-assignment.  Click "Recover to pre-assigned rooms" to refresh the Breakout Room assignment.

The action of "Recover to pre-assigned rooms" will close all the existing rooms.  When there are Breakout Room sessions in progress, you need to assign participants one by one if you don't want to interrupt the sessions.

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Whiteboard: Sharing and saving

The whiteboard feature will allow you to share a whiteboard that you and other participants (if allowed) can annotate on.

Sharing a whiteboard

1. Click the Share Screen button located in your meeting tool bar.

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2. Click Whiteboard and Share.

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3. After starting a whiteboard session in Zoom Rooms, you can start drawing. There are some drawing tools available in the tool bar.

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4. To save a whiteboard session, click Save.  You can save it as PDF or PNG by clicking the arrow bottom in the right corner.

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5. When you are done, click Stop Share.

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Giving remote control

While screen sharing, you can give remote control to another participant who is in the meeting.

1. While screen sharing, click Remote Control and select the participant you want to give control to.  The participant can click anywhere on their screen to start control.

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2. To stop remote control by the participant, click Stop Remote Control.

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Zoom Reports

Zoom meeting reports

For Zoom meeting reports, please refer to the link below:

https://www.polyu.edu.hk/TEAL/en/learning-analytics/zoom-meeting-reports/

Zoom polling result

Downloading a polling result

1. Go to polyu.zoom.us

2. Navigate to Reports, in the Usage Reports tab, click Meeting

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3. A list of upcoming and previous meetings will be generated. You can search by time range or by meeting ID. Next to Report Type, select the Registration Report or Poll Report

In the drop-down menu below Report Type, select one of these options:

  • Search by time range: Select a time range then click Search
  • Search by meeting ID: Enter the meeting ID and click Search

4. Click Generate in the last column

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5. Zoom will redirect you to the Report Queues tab where you can download the report as a CSV file

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Saving chat message

Saving chat message

  • Click Chat in the Meeting Controls.
  • At the bottom of the in-meeting Zoom Group Chat window, click More, and then choose Save Chat.
  • This will save your chat to your local recording location. The default is your Documents folder / Zoom / Folder with meeting name, date, and time.

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Tips for Using Zoom

Tips for mute and unmute in Zoom meeting – Using push-to-talk

When you are in a Zoom meeting, there is an easy way for you to unmute yourself and talk, and mute again after finished.

Using > push-to-talk

When you are in a Zoom meeting and you are muted, hold the spacebar when you want to talk and the Zoom window is in focus. Your screen will show a message indicating that you are temporarily unmuted and the microphone will appear green when you talk.

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Note: You will not be able to unmute yourself with push to talk if the host has prevented participants from unmuting.

Enabling push-to-talk

1. In the Zoom desktop client, click your profile picture, then click Settings.

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2. Click the Audio tab.  Check the option Press and hold SPACE key to temporarily unmute yourself.

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3. This setting is now enabled. You can close the settings.

Prerequisites

Zoom desktop client for Mac version 4.1.23108.0402 or later; Zoom desktop client for Windows version 4.1.23108.0402 or later.

Tips for Zoom meeting – Conduct Online Teaching

  1. Always schedule your Zoom Lesson via Blackboard
  2. Always select "Only authenticated users can join: PolyU User"

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Tips for managing a Zoom meeting

In a Zoom meeting, there are 4 areas (video, microphone, screen sharing, chat) can make interaction between hosts and participants.

Please consider following controls to manage a Zoom meeting, specially when the meeting is allowing guests to join.  To minimize the risk of the Zoom meeting being disrupts by malicious people, e.g. by sharing some unwanted materials.

 

When setting up the meeting

During the meeting

1.       Host account setting

 

2.       Video

3.       Microphone

4.       Screen sharing

5.       Chat

 

6.       Others