Important: Due to privacy policies at UQ, the recording facilities on UQ’s zoom accounts have been disabled by default. If you require further information, please contact 56000 or email help@its.uq.edu.au


Zoom is a multi-format video conferencing and online meeting solution available to UQ staff and students for use on a number of different platforms; including Windows, Mac, iOS, Android, Blackberry, Linux, and room-based video conferencing systems, such as those found in many lecture theatres and meeting rooms at UQ. Once you have Zoom installed on your device, you will easily be able to host, join, and schedule Zoom Meetings, share your presentation content, and chat message with other Zoom users around the world. Zoom's simple interface and cross-platform compatibility makes it an ideal personal video conferencing solution.


UQ Terms of Use for the Zoom Service

The Zoom service is provided by AARNet Pty Ltd (‘APL’), Zoom Video Communications Inc (‘Zoom’, an overseas entity), and by their related entities and service providers (‘Service Providers’), and if you choose to use the Zoom service you agree, as an ‘end user’, your use is on and subject to the following terms:

  • If you are a UQ staff member, you must only use the Zoom service for work purposes;

  • If you are a UQ student, you must only use the Zoom service in connection with UQ studies or services;

  • You will not use the Zoom service for, and will not while using the Zoom service commit or engage in, any illegal act, conduct or purpose (including any crime or any defamatory or discriminatory act or conduct) or any act or conduct that UQ’s determines in its reasonable opinion is offensive, intimidatory or discriminatory or in breach of any of UQ’s rules or policies and procedures;

  • Your account for, access to and use of the Zoom service may be monitored and administered (including modified) by UQ, APL, Zoom and their Service Providers;

  • Your account for, access to and use of the Zoom service may be suspended or terminated at any time with or without cause;

  • You agree end user’s personal information (such as names, user names and email addresses) may be shared with and visible to other users of the Zoom service;

  • You agree end user’s information (including your personal information such as names and email addresses and any information you input into the Zoom service and service related usage data and meta data) may be collected, stored, used and disclosed by UQ, APL, Zoom and their Service Providers (including overseas) as they reasonably require to assist in the provision of the Zoom service and as otherwise permitted or required by any law;

  • You will comply with all terms and conditions of use notified by APL, Zoom and their Service Providers and you authorise UQ to act on your behalf in relation to APL, Zoom and other Service Providers for the Zoom service (including accepting terms and conditions applicable to both UQ and end users for use of the Zoom service); and

  • You agree that, to the extent permitted by law, neither UQ, APL, Zoom nor other Service Provides have any liability to you in connection with the Zoom service or your use of it and, except for claims that cannot by law be excluded, you will not make any claims against any of the aforementioned in connection with the Zoom service.


Setting up Zoom

Please follow these steps if you are settings up Zoom for the first time:

  1. Visit the website uqz.zoom.us/download
     
  2. Download button under Zoom Client for Meetings to download the Zoom Installer, then run the file to begin installing Zoom on your laptop device.

     
  3. Zoom should open automatically once installation is complete. If not, start Zoom from the All Programs menu on a PC, or from the Applications folder on a Mac.
    • Select Sign In.
    • Select the Sign In with SSO option.
    • Enter uqz as the company domain, then select Continue.
    • Enter your UQ username and password, then select Login.
       
  4. Once signed in, select the Settings option at the top right of from the Zoom home menu.
  • Select the Audio tab on the settings window.
  • Select the correct speaker device from the drop-down menu, then select Test Speaker to check that sound is working correctly.
  • Repeat this process to select and check that your mic is working correctly.
  • Select the Video tab, select the correct camera device, then close the settings window.

Your Zoom client should now be ready to connect to or host a Zoom meeting.


Hosting a Zoom meeting

  1. Select Start with video from the home menu of your Zoom client to begin hosting your own zoom video meeting. Select Start without video if video is not required.
  2. Select the Invite option from the meeting window to view your invitation options. The Invitation menu will appear.

  3. Invite participants to your Zoom meeting using one of the following methods:

    • To invite meeting participants via Email:
      • Select the Invite by Email tab, if not already selected.
      • Choose an email service option to automatically generate an invitation email.
      • Modify the email as required, then send through to meeting participants.
         
    • To invite meetings participants via Zoom chat:
      • Select the Invite by IM tab
      • Select meeting participants from the list of UQ’s Zoom account holders
      • Select Invite
         
    • Use the Copy URL or Copy Invitation options to copy the invitation text to your clipboard:
      • Paste this text into your email or chat client, and then send to your meeting participants.
      • Please note that the URL is only useful to other Zoom users. Those wishing to connect via other desktop VC clients or room-based VC systems will require the information contained within the full invitation.
         
    • Call a room-based VC System from Zoom:
      • Select the Invite a Room System tab, select the Call Out tab, enter the VC address of the system you wish to call, select the SIP bullet point, then select Call.
      • For instructions on calling a Zoom meeting from a room based system, please see the Connecting a room-based VC system to your Zoom meeting section below.

Joining a Zoom meeting

It is the responsibility of the meeting host to send meeting participants a Zoom meeting invitation email containing a meeting connection link, or a Zoom Meeting ID. If you have not received an invitation containing this information, please contact your meeting host.

There are multiple connection methods for connecting to a Zoom Meeting:

  • PC or Mac with a Meeting Link
    Click the meeting link found in your meeting invitation email to connect to the Zoom meeting. If you have already installed Zoom on your device, the meeting window should launch automatically. If you have not yet installed Zoom, you will be directed to the Zoom website to download and install the Zoom client

  • PC or Mac with Meeting ID
    If you have been provided with a Meeting ID only, you can join the meeting from your Zoom client by selecting the Join option from the Home screen, entering the Meeting ID within the field provided, then selecting Join.

  • iPhone or Android device
    Zoom is available on both iPhone and Android mobile devices. Simply download the Zoom Cloud Meetings app from the App Store, open the app, select Sign In with SSO, enter uqz as the company domain, then sign in with your UQ username and password. Select Join a Meeting from the menu, enter the Meeting ID, then select Join Meeting.

  • Telephone
    Dial the number found within your meeting invitation email, then enter the Meeting ID via the phone’s keypad, when prompted.

  • H.323/SIP VC System
    Zoom meetings can be joined from installed video conferencing systems, such as those found within many lecture theatres on campus. Dial the SIP or H.323 address found within the Zoom invitation email using the video conferencing system’s touch controller or remote, then enter the Meeting ID, followed by the # key.


The Zoom invitation email

The invitation email generated by Zoom contains connection information for a number of different communications systems and can appear a little confusing on first viewing. Most commonly, you will only need to take note of three parts highlighted below:

  1. This is the URL for your Zoom Meeting, used only to connect to a Zoom meeting from the Zoom client installed on your laptop or mobile device. When clicked, the URL will open in your default web browser.
    • If the Zoom client is installed and set up on your device, the client will automatically open and connect to the Zoom meeting.
    • If you do not yet have the zoom client installed, you will be directed to download and install the Zoom client.
       
  2. This is the VC address that you will need to call in order to connect to a Zoom meeting from a room-based VC system, such as those found in lecture theatres and meetings rooms at UQ. In the example pictured below, you would use the room's VC system to dial 7588@aarnet.edu.au, and then use the VC system's controller to enter the Meeting ID 218 294 559 when prompted. Please note that the SIP: prefix can be ignored in most cases.
     
  3. The Meeting ID is a unique identifier for a Zoom meeting. You can see that his number is the same as the last series of numbers within the Zoom Meeting URL. When connecting from a room-based VC system, you will be prompted to enter this number, followed by the # key, using the VC system's controller.


Connecting a UQ room-based VC system to a Zoom meeting

Room-based VC Systems can not host a Zoom meeting, though they can connect to one. Once connected, they can still be used as the main presentation point. Please see the following scenarios to find the best method for connecting a UQ room-based VC system to a Zoom meeting.

Present from a VC-capable lecture theatre at UQ, and allow Zoom users to remotely connect and see your presentation.
In this scenario, you will need to host a zoom meeting via the zoom client installed on your laptop device, then connect the room's VC system to your zoom meeting. Please follow these steps:

  1. Open Zoom on your laptop device, then follow the Hosting a Zoom meeting instructions to start a zoom meeting and send an invitation with connection details to your meeting participants.
     
  2. To avoid interference, use the Zoom meeting interface to mute your video and microphone, then mute all sound on your device.
     
  3. Turn on the room's audio visual system, then swap to Video Conferencing Mode by selecting the relevant tab at the top of the touch panel interface.
    • For detailed instructions on using Video Conferencing within lecture theatres at UQ, please click here.
       
  4. Use the touch panel interface to call the H.323/SIP room system VC address found within your Zoom invitation email from Step 1, then enter your Meeting ID by selecting the VC Advanced Controls touch panel option to access a numerical keypad.
    • Please see the Zoom invitation email section below if you are having trouble identifying your VC address or Meeting ID.
       
  5. Once connected, use the room's AV system to select a presentation source (such as Desktop PC or Doc Cam), then select the Presentation button to share to all meeting participants.
    • If you need to present from the laptop you are using to host the Zoom meeting, you will need to minimise or hide the Zoom meeting interface from view. Alternatively, you can disconnect from the Zoom meeting, which will stay active so long as there are other participants connected. To leave a meeting, select End Meeting on the Zoom meeting interface, then select Leave Meeting.
    • In order to maximise sound quality, be sure to advise your participants to mute their microphones if they are not actively participating in discussion.

Use a VC-capable lecture theatre to connect to a Zoom meeting being hosted at another location.
You will need the VC address and Meeting ID of the Zoom meeting you wish to connect to. Ideally, this will have been sent to you via email, ahead of time. Please contact the meetings host if you do not have this information.

  1. Turn on the room's audio visual system, then swap to Video Conferencing Mode by selecting the relevant tab at the top of the touch panel interface.
    • For detailed instructions on using Video Conferencing within lecture theatres at UQ, please click here.
       
  2. Use the touch panel interface to call the H.323/SIP room system VC address found within your Zoom invitation email from Step 1, then enter your Meeting ID by selecting the VC Advanced Controls touch panel option to access a numerical keypad.
    • Please see the Zoom invitation email section below if you are having trouble identifying your VC address or Meeting ID.

Scheduling a Zoom Meeting

Zoom meetings and webinars can be scheduled via the Zoom desktop client and via UQ's Zoom web interface.

Scheduling with Zoom desktop client

  1. With your Zoom desktop client logged in, select the Schedule button option.
  2. Enter a title for your meeting in the Topic: field.
  3. Within the When section, set a start date, time and expected duration. If you wish to make this a recurring meeting, select the Recurring Meeting option.
  4. Within the Video section, choose to enable disable video on joining the meeting.
  5. In the Audio Options section, leave the setting set to Both.
  6. In the Meeting Options section, you have the following options. Select Advanced Options to access these options:
    • To set a password for your meeting, select the Require meeting password option, then set a password in the text field.
    • To allow meeting participants to join the meeting before the host join, select the Enable join before host option.
    • To use your own Personal Meeting ID instead of a randomly generated Meeting ID, enable the Use Personal Meeting ID option.
  7. In the Calendar section, select the Calendar application you wish to use to schedule the meeting. Zoom will generate a meeting request with connection details, which can be forwarded to meeting participants.

Scheduling with the UQ Zoom web interface

  1. Go to https://uqz.zoom.us and sign in with your UQ credentials.
  2. Select the Meetings tab, then select the Schedule a New Meeting option.
  3. Enter a title for your meeting in the Topic: field.
  4. Enter start date and time, and the expected duration of the meeting.
  5. If you wish to create a recurring meeting, select the Recurring meeting option, then set the recurring meeting options. Set the Recurrence field to No Fixed Time to create a permanent meeting.
  6. In the Meeting Options section, you have the following options:
    • To set a password for your meeting, select the Require meeting password option, then set a password in the text field.
    • To allow meeting participants to join the meeting before the host, select the Enable join before host option. If this option is disabled, meeting participants will not be able to join the meeting until the host has joined.
    • To mute participants automatically on join, select the Mute participants upon entry option. This option helps to ensure that a meeting in progress is not disturbed by joining participants.
  7. If you wish to assign another Zoom user as a meeting host, enter the user's email address in the Alternative Hosts field. This will allow others to host the meeting, which is useful if you are unable to attend, or scheduling a meeting on behalf on another Zoom user. The first alternative host to join the meeting will become the host, though the user who scheduled the meeting can reclaim host controls by selecting the Participants option, then then selected Reclaim Host.
  8. Once all options have been set, select the Save option to save the meeting.
  9. To create an Outlook calendar invite, select the Outlook Calendar option. This will generate a .ics file, which will be downloaded to your computer. Open the downloaded .ics file to generate an Outlook meeting invitation.

Starting or Joining a Scheduled Meeting

With your Zoom desktop client logged in, select the Meetings option, then select Start or Join under the scheduled meeting entry.
 


Sharing a presentation

Once a meeting is in progress, content such as PowerPoint presentations can be shared to all meeting participants by selecting the green Share Screen option from the meeting window, then selecting the presentation content from the available options. You may choose to share your whole desktop, specific applications such as PowerPoint or KeyNote, or an on-screen whiteboard.

Zoom also contains a number of annotation tools, which can be toggled ON or OFF via the Annotate option, available after a presentation has been shared.
 


Zoom Meeting Chat

Once a meeting is in progress, you can select the Chat icon to open the Chat interface. Use the text box to type a message to all meeting participants, then press Enter to send the message.

If you wish to send a private message to an individual meeting participant, first set the participant in the To: field, then type and send your message.

If you wish to save a copy of the chat conversation from a Zoom meeting, select the More option within the meeting's chat interface, then select Save Chat. This will save a text log of the chat to your computer, within your My Documents/Zoom folder. Once you have selected Save Chat, you can quickly open the save location by selecting the Show in Folder option.


 


Instant messaging

Zoom's chat function allows you to quickly send text-based messages to other Zoom users, outside of a Zoom Meeting or Webinar.

  1. With your desktop Zoom client logged in, select the Chats icon at the bottom right of the client. Your recent chat history will appear on this tab, if any.
  2. In the Search field at the top of the Zoom interface, start typing the full name of the zoom user with whom you wish to chat.
  3. When the user's name appears in the list, mouse-over the user's name, then select the Chat button option. This will open a new Chat window.
  4. Use the chat box to type a message, then press Enter. If the user is logged on to Zoom, they will receive a notification.

Group messaging

Group messaging allows you to easily create private or public chat groups, send files, screen captures, images and start an instant group meeting with or without video. You can use group messaging on Mac, PC, iOS and Android devices running Zoom.

Please note that you can only log into Group Messaging from one desktop Zoom Client and one mobile Zoom Client at a time. If you login to a second device on either desktop or mobile, you will be logged out of Group Messaging on the other desktop or mobile device.

How to create a group

  1. With your desktop Zoom client logged in,  select the Chats icon at the bottom right of the client.
  2. Select the "New Chat" option at the top of the client. This will open the Chat interface.
  3. In the list on the left of the Chat interface, select the + icon next to the GROUPS to create a new group.
  4. Set your Group Type to Private or Public, as required.
  5. Enter a title for your group in the Group Name: field.
  6. Within the Invite Members field, start typing the full name of an internal user you wish to add to your group, then select their name when it appears in the drop down box. Repeat this step for each user.
  7. Select the Create button option to create the group.

Your group will now be available under the GROUPS tab on the Chat interface.

How to join a public group

  1. With your desktop Zoom client logged in,  select the Chats icon at the bottom right of the client.
  2. Select the "New Chat" option at the top of the client. This will open the Chat interface.
  3. In the list on the left of the Chat interface, select the + icon next to the GROUPS to create a new group.
  4. Select the Join a Public Group tab at the top of the interface.
  5. Within the Select a Public Group to Join field, type the name of the public group you wish to join, then select it from the drop down menu.
  6. With the desired group selected, select the Join button option.

This group will now be available under the GROUPS tab on the Chat interface.

Instant messaging functions

The following functions are accessible from the Chat interface:

  • Start a Zoom meeting with Video
    To start a Zoom meeting with Video, select the Meet () option at the top of the group messaging window, then select Yes to confirm. All group members will receive an invitation to join the Zoom meeting.
  • Start a Zoom meeting without Video
    Select the More option at the top of the group messaging interface, select the Start a Meeting Without Video option, then select Yes to confirm. All group members will receive an invitation to join the Zoom meeting, with video functions disabled by default.
  • Invite contacts
    Select the More option at the top of the group messaging interface, then select the Invite Contacts option. Start typing the full name of an invitee within the Search field, then select the invitee when their name appears in the list. Repeat this step for multiple invitees. Once all are selected, select the Invite button option.
  • Send a screen capture
    Make sure the on-screen content you wish to capture is visible on your screen, then select the Capture Screen () option. Use your mouse cursor to outline the section of your screen you wish to share, then select OK to add the screenshot to your chat box. Select your chat box, then press Enter on your keyboard to send the screenshot to your group.

    If you wish for the Zoom interface to not be visible while you capture your screen, first select the small chevron next to the Screenshot button, then enable the Hide chat window in screenshot option.
  • Send an image
    Select the Send Picture () option, browse to the image file you wish to send, then select Open.
  • Save an image you have received
    To save an image sent to your group by another group member, right click on the image in the chat window, select the Save as... option, choose a save location for the image fine, then select Save.
  • Send a file
    Select the Send File () option, browse to the file you wish to send, then select Open. A green progress bar will show the status of the file upload to the group.
  • Open a received file
    Double click on a received file in the chat window to open that file in your computer's default application for that file type.
  • Leave group
    To leave a group, select the More option at the top of the interface, then select Leave Group. If you are the admin of the group, you will be given the option to transfer admin privileges to another group member, or delete the group.