Okay, Well welcome everybody. Thanks for joining me to zoom new features, tips to enhance your meetings. My name is Stacey while for anyone who hasn't met me before, I work in academic technology services with IT at Udi. And I am the video Operations Manager. Hang on a second while I yell at my son again for me. Okay. I apologize for that interruption. Video operations manager normally out of Pearson hall. Hopefully we'll be back in there again soon. We have three video studios there for classroom use and, and dissertations and things of that sort. But I've sort of morphed into the Zoom manage her, her the last couple of years. So hopefully you'll get some, some great info out of, out of some of the, the new feature Zoom has been adding a lot of features and new small things over the last year and a lot of them are really great and helpful in classes and meetings. So let's move. The first thing that I wanted to make sure I mention is our new Zoom Help pages. Say, hopefully you're all familiar with the main portal. At u del.edu slash zoom. If you click the Sign In button, it takes you to your account. But there's also a help button on that same page, which takes you to our main help portal. There's another link there to join your meeting. There's a getting started guide for faculty and staff and another one for students. We have up any major updates we'll put there at the top. Then in this section here with all these other icons, it'll take you to all our help pages. The one here for Zoom at UT instructions separates it out into sections. Teaching in a classroom, basic functions, advanced functions, things like that to help you navigate through the material. So please use this page. If there's anything you feel we should add or move around, let me know. I'm happy to do that. But nine times out of 10, the information you need, you'll find it somewhere in here. Okay? So want to make sure everybody knows about that. Oops, doesn't want to go forward. There we go. So the second thing I want to make sure everybody knows is that Zoom changes. There's the software, the plugin that everyone has downloaded. They update it very frequently. Lately. They've been doing it about every two weeks. So I would recommend at least once a month that you update your software. It will fix bugs, it will add even more features if you haven't done it recently, please do so because some of the things I'm going to show you today, if you haven't updated in the last couple of months, you won't have access to if you don't update. So just like on the first of the month, automatically update. You don't have to see what your current version is. In order to update. You can go directly to their website, zoom dot us slash download. And, and do that update right from their website. And actually we have a link right to it as well from our webpage right here, goes directly to the page from that help sites. You don't ever have to remember what the link is. But if you want to see what your current version is, you need to open the software itself, okay, So that's not the web interface that's off of our portal. You need to actually go into the, the icon on your computer and open it from here. And I should mention if you've never done it before, it's a slightly different sign in. When you sign in from the software, you would click on the button that says sign in with SSO and then type in lowercase UDL in the domain box. And that will then let you login to UD. You'll get to this page. And if you click on your initials or your picture that you see in this top right corner. It gives you some choices, one of which is to check for updates. So that's the only place where you can actually see what what software version you have at the moment. If there is an update, it'll give you the link to go right to it. Okay. All right, So let's get into some of the new settings that are available. So the first one is available for the coasting, the host and the co-host of a meeting. If you go down into your toolbar, the host and the co-host will see the security button. And they've changed a lot of things in here. It's been there for awhile, but they've added a number of other features including the Lock Meeting, which will allow you once everyone who you know is supposed to be in the meeting, who who's joined. You can. Lock the meeting so that no one else can join after that. So that's a really nice one that could keep Zoom bombers out. They've also added this enable waiting room. So if you find you're having issues with people popping in, you don't want to be there. You can quickly on the fly, enable the waiting room while you're meeting is in progress, which will force everybody else into the waiting room might want to join. So that's a really good one. And then there's all these other things that you can change during the meeting that, that the participants can or cannot. Do. You have that as a really quick change? And then if somebody is being super ordinary and you need to remove them completely, you would click on this remove participant button. It'll give you the list of all the participants. Make sure you choose the correct one. Because by default, if you remove them from that particular meeting, they cannot get back in school. If you remove the wrong person and that person will be stuck, they'd be able to come back again at a later meeting if it's a if it's recurring meeting, but they wouldn't be able to come back at all for this one. And then there's a place where you can report the incident to zoom and they'll look into it into that person and see if they need to be reprimanded in some other way as well. So that's that's a quick way the security button to deal with any possible issues that you might be having in your meetings. Now this one is really great. We've been asking for it for awhile, the chat and raise hand times. This is really wonderful for helping you manage your meetings. When you're in the throes of giving a talk, giving a lecture, it's almost impossible to keep, keep your eye on who's raised their hand. Or if there's a, there's somebody who put something in the chat. This will help you because it will give you of a sound cue that someone has done that. So when someone puts their hand up, you've got a whoop sound. The chat. If someone puts something in the chat message, it gives you like a little ding sound so that it's really helpful to keep, keep things manage to that way. So the way to get to it when you're in chat, you or sorry, not when you're in the participants. And I should have written that on the slide. My apologies. You're gonna be, you're gonna click on the Participants button. And then you're going to click on the More button here on the bottom. And that's going to give you these extra extra settings. And the ones you want to add our play, join and leave sound. So someone joins or leaves the meeting. And also played chat message and raise hands sound. And you'll see that there's some of the things that are in the security button or also here. So this is another nice way to get to some of that. If you just keep the participants button up all the time with you and I, both questions. Only the host. Here's the times that's correct. Actually, the the co-host, I believe, also will hear the chimes. And will the chyme ring when someone joins and is in the waiting room? So the waiting room itself also has a chime automatically, an another sound that pops up if someone joins the waiting room that's standard and, and is automatic for everyone, that's the default. So next one is in meeting chat settings. And actually someone pointed out, when we join the meeting, they were trying to write to someone individually and I had host only setup and they couldn't do it. So this is a nice new setting. When you go to the chat button on your toolbar, the, the host and the co-host again can both do this. You click on the ellipsis or the three dots button that's at the bottom. And then you get four choices. You can set it up to turn chat off completely so no one can text chat. You can set it so they can only chat to the host. That is really helpful. And a lot of courses, I've had, a lot of instructors tell me that, that it gets a little out of hand with students kinda getting off topic. And then they're not paying attention to what you're trying to present. So you can set it up as host only. So that is only used for them to ask the questions of the instructor. So a lot of classes are finding that very useful. You could also set it up so that only they can only send it to everyone publicly. So not only the host sees it, but everyone sees it. But they can't write to each other privately. It only lets them right publicly so they can't hide anything from you as the host of what they might be talking about. And the last one is everyone public and everyone private so they can talk to everyone or, or an individual, excuse me, person. Okay, So, so that's a nice new feature that a lot of instructors are finding helpful to regulate their classes. Okay, So the next one is live closed captions. Now this one is only the host. The co-hosts do not have this function in the meetings. Okay? So the host, we'll click on this live transcript button in there toolbar. And the, or the, the, uh, sorry, it'll say close caption, the SCC when you live transcript when you first join at the SCC. And then they're going to choose enable auto transcription. So that's the one that does the automatic words that pop up on the screen. That's what they mean by auto transcription. So it's, it's live closed captioning where the words are written across the screen. You can still do it the old way where you assign a participant to type. And then you go in, once you choose that you're going to do that. You go into the participants list and there's a pull down menu next to each person's name and you assign the person to be the typist. That's really still helpful if you have someone who needs an accommodation through the DSS office, they will assign someone in the class to do that for you because it is more accurate than the auto transcription. The auto transcription is done by machine, So it's about 80% accurate, which, which is fairly decent actually, but it's, I mean, it's a lot better than it used to be. But if someone truly needs needs an accommodation, I still recommend doing that participant type bang. But the ADA transcription is wonderful. If, if someone's speaking with an accent or just is a little hard of hearing or something along those lines, it is really very helpful. So once you enable it, then all the participants, all the other people, will get this live transcript button at the bottom of their toolbar. So the transcription, the, the, the live typing will automatically show up on the screen. In fact, I'll tell you what, why don't I do it right now so you'll see exactly what happens. Okay, so I turned it on and you should now have my words showing up as typed words on the screen itself. You can actually grab that and move it around the screen so that it, it maybe it's not blocking something that might be at the bottom. You could move it to the corner or the, the top, whatever you want. You should also now have this live transcript button in your toolbar, where if you click the arrow that's next to it, you'll get a couple of choices where you can hide it. So if it bothers you and you don't want to have it on your screen. You can turn it off by clicking the Hide Subtitle. You can choose to view the full transcript. What that does is put a window on the side of your screen with the entire set of closed captions written in it. So you can go back and forth and look at everything from the whole meeting. And then you also get a choice to go into the subtitle settings, which will let you change the font, change the size of the font, and a number of other things. So that's how the transcript works. And a copy of the transcript will be saved to the hosts recording section in Zoom when the transcript is put on. So if you've seen in your recording section, you'll have a file with the text chat. You'll also get one with the audio transcript. Now, if you turn that on. Okay. Does anybody have any questions about how that's working? Does it didn't show up for everyone. Sorry, I have you all turn out if you're nodding, I'm not seeing it. I have this I had you actually don't turn it on myself. It wasn't automatic. You have to turn it on. It just told you it was available and then you turn it on. Okay. All right. That's good to know. Thank you. But it's working for everybody for the most part. Okay. I see a lot of yeses. Excellent. So I'm actually going to go ahead and turn that off now. Transcript to sable. Okay. All right. Okay, so moving to the next, next piece I wanted to tell you about advanced screen-sharing. So this one allows you to share more than just what's on your main screen. So hopefully you've all found if you click the button to share your screen, that it gives you multiple choices. You could share what's coming out of your iPhone. You could share your entire screen, or just a single file that you have opened, just your PowerPoint or just your your Word file or that sort of thing. But most people haven't spotted that at the top, you get a choice of basic, advanced and files. Okay? So basic is the one that everybody's used to. But if you click this Advanced button, you get a couple more choices. So the first one is using slides as a virtual background. What that will do is it'll let you pick a PowerPoint and it only works, I believe right now with PowerPoint. But you open a PowerPoint file and you tell it, use that as essentially the background for my videos. So it creates the old-fashioned look where your slides are behind you and your one picture is just in a tiny corner at the bottom of the screen. That's actually how we do our courses in, in the studios in Pearson Hall. That's, that's, that's a real standard way of distributing. So you wouldn't have to do any other fancy footwork to get both your slides and your picture on the screen at the same time. It's set up to do it right there for you so that, that one's kind of nice. A lot of, a lot of instructors are liking that. Look for their classes. Another thing you could do is choose portion of screen. And when you choose that, it goes to your desktop and it gives you a green box, which you can then resize and move around your screen. So you can choose just a section if there's just just a part of our slide or part of a picture or something like that that you want to highlight. You can show just that portion of the screen. And it'll keep that in view while blocking everything else. The, I've seen a lot of people use that when they want to share their screen, but they have multiple windows open at once. And they just want to share the one side of it. So that's kinda nice. The third one is Computer Audio Only. If you click on Share Screen and you're in the basic section. There's a little button at the bottom left corner that you have to check to share computer audio when you're showing a video. But in the past, that was the only way to share audio alone. If you if you have just an audio file that you wanted to share that didn't have video as part of it. You are still stuck sharing your screen. They would still see what was on your desktop while you went through your your folder with all your audio files in it. Now you don't have to do that anymore. You can click this button to share just the computer audio and it does not take over the screen. Everybody will still just see the video thumbnails of each individual person as opposed to what's on your desktop. And I, I've seen this when use in say, language classes or an instructor just has, has audio files of someone saying the words in the other language. And they don't want to share their whole screen. They just want people to hear it. This is a really nice way to do things like that. So that's, that's a fun one. And then the last one I'm actually finding is the most important and most classes is content from second camera. So every classroom on campus will have a document camera that can connect to your computer with a USB go straight in. And a lot of people over COVID, they've been teaching from home, had borrowed the, the portable document cameras that we were lending out that just again hook in with USB to your laptop or your computer. And most people were using that by changing the camera choice way, if you go to the Stop Video button in your toolbar, there's a little down arrow to the right of it. If you click on that, you can change the camera that might be connected to your computer. And that's one way to share the content from, from, from a document camera. But that ends up making it kind of a small image on the screen. So a better way to do it is to go to the Advanced tab and click content from second camera. Now what it does is it leaves the camera that's built into your computer on your own image. So you're still sharing your face with the students. But then instead of the system taking over your computer screen like I am right now with my slides. It would instead share whatever you would see that I'd be writing and the document camera. So that's a really great way to deal with the hybrid or HyFlex classes that everybody's going to get back to next semester. A lot of classes are wanting to do it that way, especially math engineering, where they would normally use the board or the white board or the blackboard. That's not really possible when you're trying to share with people at a distance, but putting things on the document camera is is a really good solution for that. Okay. Any other questions at this point before we move to the next one? Kind of covered a lot already so far. Thrown off, fit it all in. Okay, So we'll move on to the next one. This is a lot of fun. It's brand new. You do have to have the latest version of Zoom to get this. It is only available to the host and it's called the immersive view. So in a normal screen, when you're the host of the meeting and you're not sharing your screen at the top corner, you should be used to seeing this view button. You all should actually have one of those now. And the old choices were just Speaker and gallery and full-screen. Okay. Speaker view is seeing the slides with whoever is the current speaker. Gallery view will then show everyone in like a Brady Bunch kind of view where you see everybody all at once. The host will now have immersive. And what that does is it lets the host choose among sort of virtual scenes that you can put everybody into. They have a number of them that are built-in. I love this one here. It's hard to see in this picture, but it's like Harry Potter. Picture frames at a pretty sort of moving in the frame. But, but it only lasts five people, so it tells you how many people can fit in that particular scene, okay? Some of them are only two people. Some of them you could do, but Class of 25. You can set it up so that the system automatically just places people randomly in the spots. Or you can tell it, no, I want to manually put people in each spot. Okay. So for instance, this one is like a classroom. You'd put yourself at the front, like you're the teacher, and then put everybody else in the seats. And if you click on this plus sign, right underneath the the, the, the thumbnail view, you click on the, on the plus sign. You can upload your own pictures and backgrounds. So, so that, that's a lot of fun. And I made some images of ones that we did among our office recently so you could see what that looks like. So this one here was just one of our one of our office meetings where everybody is in a seat like in a big lecture hall. This one is more like an office building up on the top right. Where where where just like in an office meeting and a and a business meeting. And then I brought in a couple of pictures. Hopefully, you've all been able at some point to visit the Faculty Commons. This is the welcome bar that's there physically and i'm I'm praying we're all back and thereby September. But I put a few of us behind the bar to be talking everyone. And if you've ever been up in the studios and Pearson all this is just a picture, a studio. See where the students would sit in one of our classrooms studios. And they put a few of us in there as if they're taking a class in the studio. So it's a lot of fun. If I stop the share now, I can put us all into one. You can see what it looks like. So the way you come in kind of depends on what version you have. Whether you're, whether you're sharing your picture or not, or you just savvier your thumbnail up. And, and I can choose to move people around, put you in different, different different spots, won't pleases as hiding women here and we'll put somebody in the bag. And yes, so we can kind of play around with it. It's it's a lot of fun. I can I can train did and and and put us all on a different one or put a few of us in a different one. I really like this one where we're moving around like like Harry Potter pictures. I could move people to switch people out. Or and everybody else shows up just as thumbnails across the top in it like a gallery. So you should be seeing that. So this is, it's a lot of fun. I'm Anna and I can see a lot of discussion classes using this type of thing. And, and even just meetings to kind of make it a little more interesting. In your, in your general general meeting, sciatica is really good for, for discussions, that sort of thing. Okay, So I'm going to stop that and go back to sharing my screen. Okay. So see there's a couple of questions. Yeah, you can you don't want to install Zoom updates until the meeting is over. I'm sorry about that. Because it will kick you out of the of the meeting if you do that. So that's a very good point. Thank you. Let's see. Oh, did I miss another question? Couldn't see the immersive view. Yeah, because you don't have VM, the new version. So it's important when this is over that everybody go in and update your update your software. Please, please do that. Okay, so again, a lot of questions about breakout rooms. This this is a real big one for both classes and meetings. So just kind of a, uh, a few general tips. You want to if you can set up your breakout rooms prior to the official start of the meeting that I'm sorry. So if the organizer uses the immersive view, do all participants see it? They should? As long as you've got the latest version of the software on your device, you should see the immersive view when, when we put it in. If you didn't see that at the time that I just played with it, then you most likely don't have the newest version. So give that a try. And then, and then feel free to play with it. There's someone's mentioning that she doesn't have the update, but it that's interesting. Well, perhaps it's possible that the, that the last update was the one that added it and they've got another new one. So, so we can, we can play with that a little bit if you're able to see it without the latest one. That's also let's see. Okay. So breakout rooms. I do recommend setting them up before the official start of the meeting if you can. And even if you're not pre-assigning the rooms, you can still do that, at least create the rooms themselves, Which, which means just setting them up, naming them and that sort of thing, and then waiting to run them until the meeting begins. But if you come in 10 or 15 minutes ahead of time and preset them up, it'll it'll save you time when you're trying to deal deal with the meeting itself. A new feature that they have is the ability to let participants choose their room or essentially move themselves from space to space. And that's been very helpful and a lot of situations on, I'll go into that later, but that's the big one that they've added recently that everyone was waiting for. So, so that's a really good one. Remember that you can rename the rooms. They come in automatically as room 1, room 2. But you can name them Group a, Group B, or you can whatever topic or, or name of person who's running the room or, or something along those lines to help people navigate. So that that's always easy to do. Participants have an ask for help button in there toolbar to call the host to the room. So if there's problems, they can talk to the host without having to actually leave the room. They could send that acts, ask for help. The host can give participants in each room the permission to record, but they can only record locally. They cannot record to the cloud. And the host has to give someone that permission. Specifically. It's not automatic unless the people or a co-host already, if the person is a co-host, when they join the breakout room, they'll be able to record to their local machine. But if they're not a co-host, the host has to give them that permission. And you do that from the list of participants. Same way you would, you would elevate them to co-host if he needed to. And there is a button where the host can send a message to all the rooms. So that's a really nice way to, to keep everyone on time. Send out a little message that pops up what everybody scream 15 minutes lab, five minutes left, that sort of thing. Wrap it up. So that's that's, uh, that's really helpful for keeping breakout rooms on track because they can really get out of hand if you're not careful. Okay. So I just wanted to point out where a couple of these features are. So when you To set up a breakout room from your, from your meeting. The meeting is already in progress, and you click the button for breakout room. You get this window. You can create however many rooms you want. You just change it with these arrows here. And it'll tell you at the bottom how many had been assigned to trim. You can then choose to let the system randomly put people into the individual rooms. So that's a sign automatically. You can set it up so that no one is put in the rooms. But you have the ability to physically put each person into the room that you want them to be in. So that's really good if you have pre-assigned groups that, that you know, you need them to go into. And the third one is to let participants choose their own room. So what you would do is create all the rooms and you don't put anybody in them. But you name them in a way that the participants know which one they're supposed to go to and then they can just do it themselves. So this is a really helpful for conference type meetings or, or poster sessions, things like that, where they need to either move from room to room at different times for different sessions, or they know they need to meet with a teacher at this particular time. They have that on their schedule. They can then put themselves into the one that's named by that person. And you as the host, don't have to keep all that organized. You put it on, on the heads of your participants. And it makes it much easier to, to set up those kind of programs. So now, once you make those choices and you click the Create button, you get a second page like this that gives you then the room 1, room 2, and so on. You get a button that allows you to rename it or delete it, okay? If you've set it up to assign automatically, we'll have taken however many people and stuck them into that room. You can then choose to move a person to a different room, were actually exchange them with someone from a different, um, so it'll just flip who's in the two and you know how many people are in it with this number over here, okay? The number, because in blue anything with, with 0, I'm going to show them the next one. I'll leave that to the next the next little picture there. So what that tells you how many people are in there? So now at the bottom of the page, people on a Mac, we'll have a little gear. People on a, on a Windows machine, it'll say options. But it does the same thing. It pulls up this menu, okay? And if you decide ahead of time that you want to assign them manually or assign them automatically. You still have the ability within here to allow them to move around by clicking this button. Okay, so you could set it up here, assign automatically so that it's random. But then let's say you want them to move around to a different group later. You can do that by having both both choices checked. So, so then allow them to, to choose room would be here. And then you can also check to allow them to return to the main session at anytime. That's a good one if anybody's having problems that can come get you. Or the meeting ends early in their breakout. They can, they can move back to the main session and then you can choose to end the breakout rooms automatically after, excuse me, a certain number of minutes. You can also change the default count down. So when you close the rooms, everyone will get a pop up that says 60 seconds and it'll count them down before it automatically kicks them out of the room. You can change it to two minutes or whatever you might want to do, okay? You also have the option to add another room at the bottom or recreate from a previous time that you made it within this meeting. So once you get everything set the way wanted everybody's where you want them to be. Click Open All Rooms and you'll get a list C, We call this one staff lounge. And and you'll get a list of who's in the rooms. Okay. And then you, if you want to say join one of the rooms, you move your mouse over to the blue number to two, however many people are in it. And this little join button will pop up. And that lets you go in to the individual room as the host to, to join that particular discussion. Okay, We have a question. If we assign manually and want them to choose later, do we have to wait to check to allow participants? Now actually you need to set up the settings before you open all rooms. If this button to allow participants to choose room is not checked. When you click Open All Rooms, they will not be able to move from room to room. So it's important to either do it right at the beginning when you're creating them or make sure you go into this gear and turn that setting on. Otherwise, they will. Be able to do it because once you open the rooms, you can't add any and make any other setting changes. So you could close the rooms and kind of remake them, but that would kick everybody out and then they'd all have to rejoin again. So just kinda keep that in mind. You need to do your settings before you open them. Okay, any other questions here about breakouts? This integral co-hosts do that too or only the ****, yes, the co-host has the ability to do all of this with the breakout rooms as well? Yes. Okay. All right. So actually so now the other way to set up your breakout rooms is to to pre-assign them before the meeting even begins. So if you have a meeting where you're where you're going to, you know, ahead of time that you have certain committees say, and you need certain people to be put into those committee rooms and you want to preset it so you don't have to think about it. Nobody has to worry about figuring out how to go in on their arm. When you're setting up the meeting and you're in the meeting options, you should hopefully be familiar with all of these other ones. Join before host and on, mute upon entry and so on. One of them that you'll get is this breakout room pre-assign. So you can turn that on. You can if everyone is a Udi person and has a UDL e-mail address, you can click this create rooms. And it will give you a page where you can just create the number of rooms that you want. Rename, pull up everyone's e-mail address and add them in and do it all manually right from that window. The other way to do it, especially if some of the people do not have u del email addresses and they're coming in from outside. You can use this import from CSV. Okay? When you click on that, it will give you a link to the, to download a template. You must use their template. This is kind of a sample of what that will look like. It'll open up in an Excel spreadsheet or numbers. If that's what you use. The first line, you must leave alone the first row, that's their template and it won't work if you change that. The other ones though you can change. So you, instead of room one, you can call it group BY and then group a and group B again. And so they don't have to be in order, but they do. I'll have to look exactly the same in order for it to understand what to do with it, with the person. And then you put their email address down here. So if you want to group a to B, this person group B to B, this person, group C to be this person. I'm back again to a is this person and so on. Oops. You would create that and then save it as a CSV file and import it here back into there. Okay? Realize if you do it this way and you have to make a change at any point, you have to go back to the CSV file, make the change there, save it and re-import it. Okay? It is really helpful to do this if you have a large number of people, you need a settlement way ahead of time, it can be really helpful to keep track of who's where by doing it this way. But it does take a bit of work ahead of time. And there are some gotchas in there. I have another one of these that I do That's that's a lot more detailed in terms of breakout rooms. So highly recommend you go in, I think I've got it recorded and available on, on that help website under training sessions. So if you want to learn how to do this, please watch that because we won't really have enough time to go over it in much more detail here. But let's see. And then the last thing I wanted to point out is once the rooms are all running, you'll have a page like this telling you who's where. And you'll get these two buttons on the bottom. So it'll be broadcast a message to all. If you click on that, you get a text box where you can send a message to everyone, hey, there's five minutes left. And then here's where you were. Close all the rooms and that will kick everybody out and back into the main set, the session. So those were the big things I wanted to point out with breakout rooms. So if anybody have any questions about all makes sense. Anything specific you want to ask? I don't think they're okay. Alright, So then moving on here, there are some other additional features that I wanted to make sure everybody at least knew existed. I do have a few more slides on polling and white board and annotation. If we have a little time, we still have 15 minutes. If you want me to go over some of that a can. But I wasn't certain how long it would take and how many questions we'd have. So, so what I'll do is I'm going to put all the slides in the chat to share with everybody. And, and that way you'll have it. But with polling, that's a really nice feature that Zoom has where you can quickly add questions, asked questions of everybody and get answers that you can share with everyone. It's a wonderful talking point. I don't recommended for taking attendance there. There is a way to get a report of everyone who attended and also a report of whatever already answered with your polls. So I can, I can show you that if that's something you're interested in, the whiteboard and annotation features, those are available again when you share your screen. One of the choices in the basic section, section is to share the whiteboard where you can, can then annotate everyone can share it. You can turn it off so that the, the other people can't annotate if you want, if you don't want them to be able to. Or you can set it up as a collaboration space, which, which can be really helpful. And a lot of classes where you might need to draw figure or something along those lines. I'm adding the waiting room is it is a really nice way to to allow people from outside of UD to come into your, your, your meetings in your classes. We have the default set for anyone with a u del e-mail who has signed into their own account. So they are authenticated with YOU D, because they are logged into their own account. Zoom will then recognize them when they join your meeting and that will automatically put them in your room. And that way people outside of UD, you will see them pop up and you can choose to let them in or not. If you decide, you'd rather have everybody go into the waiting room no matter what. And that's helpful for things like job interviews. Job interviews. Lot of people would rather have everybody go into the wait, waiting room. You go into your settings and make those changes. And we have instructions of how to do all these things. Again, in in the here's the directly to our Instructions section in the Help page, you would click on this button from the main Help page or you could go directly to it if you want from this link. And we have all these how-to guides in these different sections. In the one for security features, you can learn all about waiting room and passcodes. And the next one I had mentioned here, authentication exception is another new one. So if you choose to have only UD authenticated people and you only people with a u del account who has already signed into their Zoom account, they must be signed in or lot from joining the meeting at all. That's a, that's a really good one for helping Zoom bombers. They have added an exception feature now where you can type in the email address of a specific person who you want to bypass that that authentication feature. And they will get an e-mail saying here is your length to be able to join this meeting as long as they're logged into their computer from that email, it will let them bypass the authentication. So that's, that's a good one for guest speakers and so on. But I have found that it's a little wonky, so test it with your speakers ahead of time, please. And otherwise do use the waiting room instead. Another one that's been added recently as language interpretation. I see this very helpful in language classes or, or with people who language English might not be their first language. You can go into your settings when you create the meeting. Toward the bottom, there will be a button to turn on language interpretation to allow it. And then you choose which language or languages you want to allow. And when you start the meeting, it will give and you have to designate a specific person to be the interpreter. So you have to have somebody able to speak in Spanish or speak in French or so on. Okay. You tell the system that's the person who I want to do this interpretation. They will have a button on there toolbar where they will click to allow them to speak in a separate audio connection. So the Zoom meeting, we'll have the main audio connection That's the host or whoever's presenting. And then if somebody wants to hear it say in French, they would click on their own button to listen to. The French feed that you've designated. So you do have to do a little work ahead of time. Have someone who is able to do the live interpretation for you. But, but I can imagine there's a lot of classes and meetings that would find that very helpful. So it's not automatic. It does, It does have to be manual, but, but it's available for many, many languages. Okay. So so that was mostly what I had to present. We have 10 minutes left. There's another question in the chat. Do you need to create your pull beforehand? I will go ahead and show you the next set of slides which talks about polling. So since we have a little time out, I mean, unless someone else had a question about something I've already presented that you want to know more about before we move into some polling. Oh, how to get the the list? Yes, I can do that too. Of how to get your your list. And actually if you go to our in case we run out of time, if you go to our Help page and go into those those those tabs, one of which one has to remember. I think it's under the section for use, either using Zoom and I think it's using Zoom and teaching. But it might be an advanced features. I think it's in teaching. There's a, a page on how to take attendance in your classes. And that's the explanation for getting that report of who was in your meeting. Okay. So if we don't get to it here, you can find the instructions. Okay, so polling very similar to iClickers in classrooms, if you could use that in the past. Right? Creates it as, as text. It's only texts. And you have to create the answers to the questions ahead of time. You do have to write them out. It does not allow for the, the participants to type answers. It's all, it's all multiple choice. So if you need something that's more complicated, I would go with the Poll Everywhere program that we now have available on campus. That one is much more comprehensive than Zoom. Zoom is very convenient for it for quick questions. But if you're doing something more complicated, I would use Poll Everywhere. And you can get information on that from our website too. If you go to that help page, download the rights or sorry, the left side of the screen. We have links to everything else. We do add Academic Technology Services. One of the choices there is polling. You can get more information about both zoom in and pull everywhere. But they can be created either ahead of time or on the fly during a meeting. You can do them in Zoom as the, as the class progressed, progresses. So that's really nice. Let's see. Now will the questions if you're doing them ahead of time, are created after you've made the meeting. So you would schedule a meeting, get it all ready to go, click Save. Okay, so now the meeting is completely scheduled. And then at the bottom of that screen, you'll see something that lets you add the polls. If you're going to do it before the meeting begins, I have a picture of that in a second to explain it. Right. If you're going to do a single question, it has to be separate poles. So if you want to ask questions where they see them all in a row, then it's a single pole with multiple questions. If you want them to get one question at a time, you have to create separate poles. Okay. Let's see, right. Questions all have to be multiple choice. You don't get the, the specifics participant answers during the poll, just the overall percentage. And then afterward, you're able to go back and get a report that that tells you who said what if you need that? And answers can be shared during the meeting itself so that you can have that as a discussion. So the way this works, when you get down to the bottom of your, your setup, you've created the meeting. You always see the automatic at the bottom and join our edit this meeting. You'll see at the bottom, it'll tell you whether there's poles not. And you would click the Add button. And then it will give you this page where you enter a title. You can decide if you want all the question, the answers to be anonymous or not, you would turn that on. You type your question in here, decide if you want the participants to only answer one answer or let them choose more than one. And then you could at the bottom, add another question or save it, okay, and once they're created, it'll give you the list of them here. Tell you how many questions you created, whether it's anonymous or not, and it'll let you edit or delete it, okay, So if it's a recurring meeting, once you create the poll, It's always there unless you delete it. So, so just know that all the poles are always there if you're doing recurring once once you've created it, when you're in the meeting itself, you'll have a poll button at the bottom in your toolbar. When you click on that, it'll let you go in with this pull down menu and choose any of multiple ones that you might have created. So you choose the one you want and click Launch. Well you choose it and it'll then show it to you. You could edit it if you wanted to at that point. Then you click the Launch Poll button at the bottom. At that point as the host, it will show you how long it's been progressing. At the top, it'll tell you how many people of your participants have answered. It'll give you the percentage with a little scroll bar telling you how many have answered each of the questions when you are ready for to end, either because everybody voted or because say a minute has gone by. You click the end the poll button. And then it gives you the ability to share the results with everybody so they can see it. Okay. You can relaunch it or you could launch a different one if you wanted to at that point. Oh, yes. Thank you for putting in that instruction leak into the tough. Okay. Um, let me finish on pulls and then I'll go back to the question about the the breakout rooms. So let why don't I actually do a poll with you all? So here let me stop the share for a second. I created one ahead of time, just in case you wanted to see it. So word. But there it is. All right, I'm going to launch the poll. And you should all have that questions, those questions up on your screen. And this does work if somebody's on a mobile device as well. They will also get the poll. So it works for everybody. Okay. Waiting for one more person. All right, that's about 30 seconds. So I'm going to end the poll. And I can, oh, it's got a new button. It's got a download button, so it'll let me download that. Now that's new. Lovely. And I'm going to click the Share results. And now you should all see how everybody answered. Right? So nice and easy. You can, from here, I could click on polling, click edit, or I can relaunch that same poll, or I could create a new one. It'll let, it gives me the choice step to create a new one right now on the fly, if I wanted to see that. Okay. So the question our weight, any new questions about polls before we move on? Oh yeah, it's one o'clock. So let me just add into the file here, the slides so that you can get to them again if you'd like to download them. Okay, so am risk. So, so you should in the chat be able to now download the slide deck there. And let's see Just real quick, what was that question? If he pre-assigned rooms using CSV files, can you add the option to allow users to join rooms later? Yeah. If you if you pre-assign with the CSV file, you don't have to use what you've got in that you can add it to the meeting and then choose to use it or not use it. So you can still create one on the fly. You can also, if you check that box in the settings before you start it, even if you're using the preassigned ones, you can allow them to move out of it and change rooms if you want them to. So so it, it gives you all of those options all at once. You can, you can kinda do it all. I've had a lot of people who say they have they have one meeting in the morning where they want to pre-assign it. And then in the afternoon they want people to go into whichever other breakout that they want to. So then you turn on your end the breakout rooms, everybody goes to lunch and then they come back. And this time you start it without using the pre-assigned, you just create it with everybody, go wherever and they do a second one because you can only have one CSV file per meeting. So that feature of allowing people to move from room to room is really helpful, those kind of cases. Anything else before we head out? It's a lot to cover kind of in 11 meeting. And we could hope this is helpful. And it's the I don't know if the files have the PowerPoint has to download or something for it to be set. I didn't see it come through, but if you can send it to me, I'll make sure everyone who signed up gets a copy of it. It's not there. It's a oh, you know what? I made a mistake because Francesco had let me try that again. Francesca had written to me directly and it put her in as fast as I wrote to you and it only went to her. There we go, referee. Now it should have. I got that, everybody. Awesome. Thank you so much. Thank You. Look. Fantastic presentation, so many new things I learn. Barriers, Yeah, Grace, any bearing useful, can't wait to use some of this and emerge and looks exciting it is, that was a lot of fun. That was a lot of fun. You'll also see, I didn't put this in there, but if you click on reactions, There's a lot of new little emojis and so on in there as well that were kind of fun. Yeah. Wait. All right. Okay. Well, thanks for joining me. Thank you. And me anytime I'm around. Thank you.
Zoom New Features Workshop
From Stacy Weile May 26, 2021
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