How to guidesget help

User groups: difference between Zoom groups

Power User refers to staff and faculty as they interact more often with these services. Regular Userefers to students. 

  Faculty & Staff Students
Host meetings
Require a password for meetings
Chat, Polling, Screen sharing, Annotation, Whiteboard, Breakout Room
Local Recording x
Participants join before host x
Option for Waiting Room  x
File Transfer x x

Get started

Sign into sfu.zoom.us with your SFU Computing ID and password, and you'll be signed up to use Zoom right away. You can also download and install Zoom to your desktop or mobile phones for more features.

Note!

SFU Zoom vs Zoom

Do NOT sign in Zoom using www.zoom.us. Instead, you must use the SFU zoom at sfu.zoom.us. The image below shows the correct SFU zoom sign in page.

If you already created an account with the wrong Zoom, check out the instructions to fix the issue.

I already signed in with the wrong Zoom and now I'm stuck.

If you already created a Zoom account using zoom.us instead of sfu.zoom.us, you have to cancel and terminate the account you created with zoom.us then sign up using sfu.zoom.us.  

To terminate your account follow these steps:

1.     Sign-in to https://www.zoom.us/signin

2.     Click on Account Management > Account Profile and click on Terminate my account.

3.     Do one of the followings to register the changes:

  • Quit your browser (Not just closing the page or tab, but quit your browser and re-open the browser)
  • OR, re-start your computer

4.     Go to https://sfu.zoom.us/ and sign in with your SFU Computing ID and password.

Sign in

Step 1:

With the desktop client open select Sign In.

 

 

Step 2:

Select Sign in with SSO.

If you’re interested in staying logged in (so you don’t have to go through all these steps again) then also ensure Keep me signed in is checked.

 

 

Step 3:

Ensure the company domain has sfu typed before .zoom.us and select Continue.

Note, if you see a page asking for your email address then select I know the company domain listed below.

Step 4:

The Zoom client will bring you to SFU’s Central Authentication Service (CAS), so sign in using your SFU Computing ID and password.

Note that if you are already signed in to CAS via another SFU service (such as mail.sfu.ca or elsewhere) then this page will automatically authenticate you and skip this step.

Step 5:

Once authenticated Zoom will then ask to open your Zoom desktop client.

Select either Open zoom.us (or click Launch Zoom if your browser hasn’t prompted you to open the Zoom application).

Create a meeting

Option 1

Create a new meeting using a randomly generated meeting ID.

This is a good option if you’re looking for a private disposable meeting room (such as those for inter- views where you’ll need to keep each session separate).

Option 2

Use a static meeting ID with the Personal Meeting ID attached to your Zoom account.

This is a good choice if you need a recurring meeting ID (such as those for weekly staff meetings where you want to use a single ID to keep things simple).

How to create a meeting with a random ID 

With the desktop client open select the New Meeting button. A new meeting will begin with a randomly generated meeting ID.

For more information see the help article:

How do I Host a Meeting?

How to create a meeting with a static ID

To start a meeting using your Personal Meeting ID (PMI) select the dropdown arrow for New Meeting and ensure “Use my Personal Meeting ID (PMI) is selected.

Once selected click the New Meeting button.

For more information see the help article: Personal Meeting ID (PMI)

Allow only autheticated users to join meetings

You can increase the security of your meetings by only allowing authenticated users (those with a Zoom account) to join your meetings.

This setting is available on a per meeting basis and can be enabled when scheduling a meeting via the web or desktop app. 

If a user isn’t signed in to SFU Zoom they will get the follwing message:

When scheduling a meeting via a web browser

Select Only authenticated users can join under Meeting Options

When scheduling a meeting via the Zoom desktop client

Select Only authenticated users can join under Advanced Options.

For more information see the help article: Authentication Profiles for meetings and webinars

Join a meeting

To join a Zoom meeting you’ll need to enter a meeting ID from someone who’s created a meeting for you to join.

Typically the meeting organizer with either email these details to you, or tell you the meeting ID via other means.

Zoom meeting IDs are 9-digit numbers and will look similar to the following: 

EXAMPLE NUMBER : 123-456-789

If you prefer joining a zoom meeting anonymously please refer to our Zoom Privacy and Security FAQs on how to do so. 

 

Step 1: Click the Join button to begin.

Step 2:

Enter the meeting ID of the session you were invited to participate in.

For more information see the help article: Join a Meeting

Invite others to a meeting

There are several ways to invite others to a meeting. For simplicity we’ll cover how to send out meeting invitations for a meeting already in progress.

For scheduling and sending out meeting invitations in advance please see the help article:How do I invite others to join a meeting?

Send email invitaions for a meeting already in progress

During your meeting session click the Invite button located at the bottom of your meeting window

This will open the invitation window. From here select the Email tab to send an invitation to a colleague

User controls during a meeting

During a meeting you’ll have a multitude of options available that will help facilitate your meeting. From whiteboards to reactions Zoom can be a very diverse tool to collaborate with colleagues.

Listed below is an overview of the basics to get you started for your first session.

 

Toggles the microphone for your device. Additional options can be revealed by selecting the arrow next to the icon.

Note that a common best practice is to mute your microphone until your ready to speak. You never know when an unexpected noise might creep in and distrupt the meeting for others.

2 Toggles the video for your device. Additional options can be revealed by selecting the arrow next to the icon.
3

Screen sharing within Zoom is quite robust. Some common features are to: 

  • Share your entire screen.
  • Share a blank whiteboard for collaboration.
  • Share the screen of a specific application you have open.

For more information see the help article: Audio, Video, Sharing

4

Toggles the chat window for the meeting.

For more information about chat see the help article: In-Meeting Chat

5

Reactions are a social feature that help facilitate participation during meetings without disrupting the current presentation.

Participants can select from a list of emotes which will appear for all on the meeting window for 5 seconds.

For more information see the help article: Meeting Reactions

6

Removes you from the meeting.

Note that as a host or moderator you’ll also have the option of ending the meeting for everyone in the session

For more information see the help article: Pass Host Controls and Leave Meeting

Host controls during a meeting 

If you’re the host of a meeting you’ll have an expanded set of controls during a meeting to help keep things running smoothly.

1. The Security icon reveals a set of security controls for the meeting.

These controls include:

  • Locking the meeting, which will prevent any additional participants from joining.
  • Toggling the waiting room for the meeting. For more information about waiting rooms see the help article: Waiting room

Additional participant controls such as:

  • The ability for participant to sharing their screen.
  • The ability for participants to use the chat window.
  • The ability for participants to renaming themselves after joining the meeting.

For more information see the help article: In meeting security options

2. The Participants icon reveals the participant window.

As the host you will have an expanded set of capabilities, such as:

  • Removing participants
  • Muting / unmuting participants
  • Delegating co-hosts to help out during the meeting.

For more information see the help article: Managing participants in a meeting

3. The Share Screen icon comes with an advanced set of controls that are available to the host.

To access these controls click the  icon next to the Share Screen button. 

These settings include:

  • Toggling screen sharing for all participants. 
  • Controlling how many participants can share their screen at a time.
  • Delegating who can share their screen while someone else is sharing. 

4. The Record icon starts a local recording of the meeting that will be saved to your device. 

The local recording functionality within Zoom is extensive. So we encourage you to explore Zoom’s Local Recording help page. 

Specific to SFU’s implementation, participants will receive an audio notification and be prompted with the following message when a recording has begun: 

Also note that the host (or co-host) of a meeting is responsible for informing participants about the privacy and security considerations related to recording. 

For help with this see our page outlining Privacy and Security considerations (and FAQs) regarding recording at https://www.sfu.ca/itservices/technical/videoconferencing/zoom/privacy.html

Instructors are also responsible for the management of recorded lecture material.

Instructor guidelines on recorded lectures, can be found at https://www.sfu.ca/itservices/technical/videoconferencing/zoom/privacy/recording-zoom-lectures--privacy-and-copyright-guidelines-for-in.html

For additional help on uploading recorded lectures to our Learning Management Systems see the following resources:

5. The Breakout Rooms icon starts a series of breakout sessions for the meeting. 

This will split your participants in to their own private instances of the meeting for smaller discussions.

For more information see the help article: Managing breakout rooms

Using Virtual Backgrounds 

To use the SFU-theme virtual background during your meeting, you can download the background from the SFU communicators toolkit, and follow the steps below. 

Step 1:

Once you've launched a Zoom meeting. Click on the ^ next to Start/Stop Video on the bottom left of your Zoom window and select Choose Virtual Background

Step 2:

Click on the + on the right-hand side below the current image in your settings. After this you can click Add image.

Step 3:

Find your saved image and select it

Update Zoom Desktop Client

Zoom has recently upgraded the security standards for all Zoom meetings going forward. If you are connecting to a Zoom meeting via the desktop client then you will need to upgrade to version 5.0 or higher.

For more information about the updated security standards implemented by Zoom see their Zoom 5.0 is here! announcement page. 

How to check what version of Zoom I currently have?

To check which version you have installed open the Zoom desktop app and select your profile picture (top right corner of the app). Then navigate to Help > Check for updates. If the version is 5.0 or higher then no updates are required on your part. If the version is lower then see the additional help points below. 

For more information about checking your version number please see the Viewing the Zoom version number help article. 

How to update Zoom?

on a personal Windows or Mac device

If you are using a personal Windows or Mac device (i.e. a laptop or desktop machine that isn't managed by SFU) then you can download the most recent Zoom desktop client at https://zoom.us/download

on a SFU Managed Windows or Mac device

Managed Windows

If you are using a Windows device that is managed by the university then this update should already be installed. If it isn't then there are 3 options to force update your machine. 

1. If you are on campus then run the SFU Maintenance Mode program. This will be located in the start menu of your device. This program will also run if you restart your device while connected to the campus wifi network.  

2. If you are not on campus, but are an administrator for your device, you can manually update the Zoom app at https://zoom.us/download.

3. If you are not on campus, and not an administrator for your device, then please contact the IT Service Desk at 778.782.8888 or email it-servicedesk@sfu.ca for remote assistance in performing the update.

Managed Mac

Restart your device, and Zoom will automatically be updated in your Managed Mac.

Or open the SFU Managed Software Centre app installed on your device and select “Updates”. The most recent version of the Zoom client will install.  

Live transcription (Beta)

Speech-to-text transcription

Live transcription is a beta feature that enables auto speech-to-text transcription. When enabled by hosts, participants can see captions during a meeting or webinar, and/or download the transcription afterwards.

For hosts 

Enable live transcription

Enable

Turn on live transcription in each meeting/webinar you prefer:

  1. Click the Live Transcript button at the bottom of your Zoom
  2. Select Enable Auto-Transcription 

 

Disable

Select Disable Auto-Transcription, to disable live transcription.

Save captions

Activate the Save Captions features in your Zoom Settings:
  1. Open your Zoom client.
  2. Go to Settings > In Meeting (Advanced), and click the toggle to activate closed captioning and/or save captions as you wish.

Alternatives of Save Captions:

To prevent participants from transcription saving, de-select Save Captions in your personal setting. By using the Cloud Recording feature, you can still provide automatic audio transcription/closed caption after meetings.

For participants 

Display live transcription

Find Live Transcript in the control bar at the bottom of your Zoom.

  • Option 1: Show Subtitle 
    Captions will appear at the bottom of the Zoom window
  • Option 2: View/Close Full Transcript 
    Audio will be transcribed in the right-hand corner of the Zoom window. Captions are time stamped and tagged with who was speaking.

Change captioning sizes

  • Click Subtitle Settings, and use the slider at the top of the Accessibility tab to adjust the font size of the subtitles

Save the full transcript

You can save full transcripts as a .txt file

  • At the bottom of the full transcription window, select Save Transcript.

Don't see this option? It needs to be enabled by the host for you to save the captions.

Cloud Recording

Recording your Zoom session

Zoom Meetings and Webinars can be recorded locally onto your computer or to the cloud. 

Before recording the meeting, participants must be informed the following:

  • That the meeting will be recorded
  • The chats and shared files may be retained. 

How to Start a Local / Cloud recording

Step 1: Click the Record button in the meeting toolbar. 

Step 2: Select one of the options (record on this computer/record to the cloud) to start recording.

Hosts will see the following recording indicator in the top left corner during the recording. 

The Record button will switch to a Pause/Stop Recording button. If you click Pause it will switch to a Resume button. 

Once the meeting has ended, the recording will be processed before viewing.

File types (Local Recording)

MP4: Audio/Video format for video recording uses.

M4A: Audio format for audio-only file uses.

M3U: Playlist file to play all individual MP4 files (Windows only)

Chat: Standard text or .txt file.

Share Cloud Recordings with Participants

After recording a Zoom session to the cloud, the host can share a recording with participants. Sharing is enabled automatically once a cloud recording is finished processing. 

Note: Instructors can share their recordings from Zoom directly, but we recommend Sharing Recordings with Zoom for Canvas

Sharing a Recording Manually

Step 1: Go to the Zoom Web Portal and sign in with your SFU account.

Step 2: On the menu click on recordings and select cloud recordings.

Step 3: Select the Meeting in the topic column

Step 4: Click on share. 

Step 5: Click copy sharing information to clipboard to copy the recording information. You can paste the information in a web Link or in Canvas.

Note: Cloud recordings cannot be embedded on websites, to protect the security of the recording.

Sharing options

Recording Security

Setting

Description

Notes

Share this recording

Enable this to access all sharing settings and links. Disabling this will make the recording private

"Only authenticated users may view" means the recording will be accessible to SFU users only

 

Add expiry date to the link

Specify when the link will expire for viewers.


You can add a custom date

Viewers can download

 

This remains disabled by default.

Viewers cannot download any file

Viewers can see transcript

Subtitles will be displayed as the recording plays. 

Subtitles and a full transcript of the meeting/webinar can be provided

On-demand (Registration Required)

 

Require viewers to provide a name and email prior to viewing the recording.

 

The host will have a list of all the registrants and viewers with access to the recording

Passcode protection

 

Viewers need to enter a password in order to access the recording.

Passcodes may include letters, numbers, and symbols.

 

Downloading Cloud Recordings

After recording your Zoom session to the cloud, you can manage and download your recordings. 

Step 1: After selecting a meeting in the Topic column, details about your recording will appear.

Step 2: By clicking Shared screen with speaker view, your recording will download as a .mp4 file. 

File types (Cloud Recording)

Shared screen with active speaker view, gallery view, and shared screen: MP4 file with audio and video.

Audio only: M4A file with a recording of the audio.

Audio transcript: VTT file with a transcript of the audio only

Chat: Standard text or .txt file with the transcript of in-meeting chat

Trimming recordings in Zoom

Once you have your cloud recording, you can trim both the beginning and the end of your Zoom recording. Trimming your recording only edits the playback for the viewer, but you will not lose any of your original content. 

Note: Only cloud recordings can be trimmed.

To trim your cloud recording:

Step 1: Go to the recording you wish to trim and click on the Play icon on the recording thumbnail to open the player page. 

Step 2: Click the Scissor icon at bottom right of the player

Step 3: Drag the playhead arrows to set the start and end times and then click Save.

Deleting Cloud Recordings – Retention schedule

Zoom Cloud recording is a temporary storage service and is not for long term storage or delivery of recordings. A 120-day retention period will be applied to Zoom Cloud recordings, meaning after the 120 days the recording will be deleted. The host will receive notification that the recording will be deleted 7 days prior to deletion.

The host can manually delete any recording prior to automatic deletion by clicking the Delete button.

Note: Academic class recordings – if instructors want to maintain the recording longer, please download the recording and upload to myMediasite 

Recording FAQ

 Who can record the meeting?

By default, all SFU users as the host can record Zoom meetings locally onto a computer; however only faculty and staff can access to the record to the cloud option.

What can get recorded to the cloud?

By default, Zoom meetings can be recorded as Active speaker with shared screen mode. If the host wants to choose different layouts or formats, please go to your personal settings to change Cloud recording settings:

Can I make multiple recordings in the same meeting?

Yes, the host can stop and restart recordings, which will create separate files for each recording. The host can also pause and resume recording, which will create one file.