Zoom: verschil tussen versies
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|[[file:20200410-0808.png|thumb|In the ''Participant List'', you can raise or lower your hand. Participants with raised hands, are automatically displayed on top of the list. Like in this example on a computer, with one person who raised her hand]] | |[[file:20200410-0808.png|thumb|In the ''Participant List'', you can raise or lower your hand. Participants with raised hands, are automatically displayed on top of the list. Like in this example on a computer, with one person who raised her hand]] | ||
− | |[[file:20200410-0809.jpg|thumb|''Participant List'' with one person with a raised hand | + | |[[file:20200410-0809.jpg|thumb|''Participant List'' on an Android-mobile phone, with one person with a raised hand]] |
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Versie van 10 apr 2020 08:19
Zoom is a platform for online meetings. Zoom is really easy. Especially if you have experience with Skype or WebEx, you might be pleasantly surprised to come across a solution that just works.
Installation
Zoom is available for pretty much any platform:
- As an app, called the Zoom Client, for Windows, Mac and Linux
- As an extension for Chrome and Firefox webbrowsers
- As a mobile app for Android and Apple mobile phones and tablets.
Go to https://zoom.us/download for downloads.
How to join a meeting
To join a Zoom meeting, you need:
- A Zoom Meeting ID, consisting of nine or ten figures, like
123-456-789
or123-456-7890
- Sometimes a Zoom Password
- Naturally, the day and time that the meeting takes place
- The app or plugin installed on your computer or mobile device
- A microphone and headphone (or loudspeakers) on your device.
No zoom account needed
You can create a free Zoom account, but you don't have to: You can participate in meetings without an account. That's good news:
- It makes it just a bit easier to participate in meetings
- It enhances privacy.
Meeting ID, Password & URL
Zoom Meeting ID & Zoom Password are often incorporated in a Zoom URL, like
https://zoom.us/j/123219123?pwd=NUdTbmt1cUt6VmZxN3liR29SMGZ12345
When following this link, Zoom will open in your browser (provided you have a Zoom plugin installed).
Alternatively, Meeting ID and password can be provided seperately, like
* Meeting ID: 123 219 123 * Password: BlubBlub
In this case, open the Zoom app on your device, or go to https://zoom.us/join
in your browser, and enter the Meeting ID.
Be early
Meetings usually "open" some 15 minutes before the official starting time. Some reasons to make use of that extra time:
- The Host has to let people into the meeting by clicking on a button. When the meeting has already started, the host is busy with hosting the meeting, and letting people in, becomes a hassle
- Participants often forget to give themselves a name, so you may have some people in a meeting called "Galaxy" or "Android". The host can rename these people, but that takes name. Therefore again this is best done before the actual meeting starts
- Use the time to check your microphone, headphone and video.
Headphones vs. Loudspeakers
The trouble with loudspeakers is, that they may cause feedback: The sound from the loudspeakers are picked up by the microphone, send again to the loudspeakers, picked up again by the microphone, etc. Before you know it, you just have a wall of sound.
With a headset, you don't have this issue. So do yourself and others a favor, and get a headset (if you didn't have one yet). Changes are, that the headset for your Android mobile phone, will also work on your computer.
Mute!
You can easily recognise the veterans in online meetings: They are the folks that never have their microphone activated when they aren't speaking.
It often takes a bit of time to get this habit, but it is really usefull:
- It's quite annoying for others to have to listen to your noice or whatever
- It also makes you look not as smart as you really are.
Zoom makes it really easy to mute and unmute:
- Keyboard:
Alt a
(Command a
on Apple?) - Mouse: Click the microphone icon left in the Shortcut Bar.
Additionally, the Host can mute/unmute everyone at once with Alt m
Video?
Video is a nice extra, but by no means necessary, and surely not mandatory. Only use video when you are comfortable with it.
How to start a meeting
- Create a Zoom account (or use somebody's else's account)
- With creating a Zoom account, you automatically get a 'default meeting', like
https://zoom.us/j/3860386123
- Anyone to whom you give this URL, can join you in your meeting, as long as you are there. Since it's your account, you're the so-called host, which means you have several superpowers - When you start with a free Zoom account (called Zoom Basic), there are two limitations:
- Meetings can have max. 100 participants
- meetings with 3 or more participants, are limited to 40 minutes
- When Zoom Basic is too limited for you, you can upgrade to various paid plans. Amongst others, you can pay with PayPal.
Parts of Zoom
Most of the stuff in this chapter is only relevant if you want to be a really, really good chair. If you just want to participate in a meeting, you can dispense with all of this.
Main Window
The Main Window is where you usually spend most of your time during a meeting. Some parts that usually live here:
- Gallery View: Video feeds of participants
- Speaker View: Video feed of the speaker, maybe combined with some video feeds of participants
- Shared Desktop
- Whiteboard
The Main Window can be a split screen with various objects - Really handy!
Shortcut Bar
- Zoom has a desktop share or screen share function, where you can choose which part of your desktop is shared - really handy!
- When sharing your screen (e.g., to share literature), for people who join through a mobile phone, stuff is still readible, as they can zoom in.
Participants list
The Shortcut Bar has a link Participants. When you click on it, a separate windows opens with a list of all participants, with several attributes. For business meetings, this list is indispensable. In large meetings, I would move this window to a separate computer screen.
The Participants List can be merged with the Main Window.
Invite button
The Invite Button in the Shortcut bar produces a text like this, ready to be texted or emailed:
Join Zoom Meeting https://zoom.us/j/123219123?pwd=NUdTbmt1cUt6VmZxN3liR29SMGZ12345 Meeting ID: 123 219 123 Password: BlubBlub One tap mobile +13462487799,,123219456# US (Houston) +16699006833,,123219456# US (San Jose) Dial by your location +1 346 248 7799 US (Houston) +1 669 900 6833 US (San Jose) +1 929 205 6099 US (New York) +1 253 215 8782 US +1 301 715 8592 US +1 312 626 6799 US (Chicago) Meeting ID: 123 219 123 Find your local number: https://zoom.us/u/123DHxoBs
Raise hand
Zoom has a function to raise or lower your hand. It might take some time to find and use this function, but it might make meetings with lots of participants or lots of interaction, much more comfortable.
In the Participant List, you can see who has raised his or her hand. Even better: The names of people who raised their hand, is on top of the list - That's very useful when the list of participants doesn't fit on the screen.
Some other functions
Record
- Only participants with the record privilege can record the Main Windows of the meeting, including audio
- A sign Recording will be displayed on all participants' screens - So no secret recordings.
Host
A meeting has a Host, usually the person who started the meeting. The Host has various functions that others don't have, like muting participants.
Keyboard shortcuts
Keyboard shortcuts seem to differ from platform to platform.
Default keyboard shortcuts according to Zoom:
Shortcut | Description |
---|---|
Ctrl \ | Always show meeting controls |
Alt v | Start/stop video |
Alt a | Mute/unmute my audio |
Alt m | Mute/unmute audio for everyone except host (host-only shortcut) |
Alt s | Start/stop Desktop Sharing |
Alt t | Pause/resume Desktop Sharing |
Alt r | Start/stop local recording |
Alt c | Start/stop cloud recording |
Alt p | Pause/resume recording |
Alt n | Switch camera |
Esc | Enter/exit full screen mode |
Alt u | Show/hide Participants Panel |
Alt i | Open the Invite Window |
Alt y | Raise/lower your hand |
Alt Shift r | Begin remote control |
Alt Shift g | Revoke/give up remote control permission |
Alt Shift t | Make a screenshot |
Ctrl w | Close current chat session |
Esc | Close the Participants Pane or Chat Window (when they have the focus) |
Verified keyboard shortcuts on Linux (Ubuntu, March 2020):
Shortcut | Description |
---|---|
Alt a | Mute/unmute my audio |
Alt s | Start/stop Desktop Sharing |
Alt u | Show/hide Participants Panel |
Alt i | Open the Invite Window |
? | Raise/lower your hand |
Alt h | Show/hide chat window |
Reclaim host role
How to reclaim the host role:
- On Android: With the menu bar at the bottom of the screen » "..." - Doesn't seem always to be present
- Desktop/Linux: Participants pane » Button at the bottom Reclaim Host.
Two scenario's concerning sharing a Zoom-account:
One administrator - Multiple users
E.g., a company where the IT person schedules meetings for various departments, without being present him-/herself in those meetings.
Multiple administrators - Multiple users
E.g., on organisation with tens of people, and a staff of five people that can all schedule meetings for others.
The impossible way: Add users on your account (multiple administrators - multiple users)
When you schedule a meeting on a non-free account, you have the possibility to add alternate hosts. However, these alternative hosts need to be part of your account, like they are some kind of sub-account. Even then, I couldn't get it to work. Worse: I couldn't schedule any meeting anymore, because of this 'illegal' alternate hosts, which I couldn't delete anymore.
When I finally succeeded in deleting that alternative hosts from this account (it was a payed account from a friend, and my free account was the alternative host), it turned out that I lost my own Zoom-account.
The practical way: Host key (one administrator - multiple users)
Once a meeting is set-up, and others than the host can enter before the host, he or she can use the Host Key to become host. See the separate chapter about this.
Make someone co-host (one administrator - multiple users)
Very simple - Just via the Participants List
Probably the most intuitive way to enable multiple people to manage a Zoom account: Share the account credentials (email address & password) amongst several people. Equally intuitively, this sounds like a really bad idea, but it doesn't have to.
An example of how I did this in March 2020:
- Created a Gmail-account for this purpose (more precisely: I used an old Gmail-account that I still had lying around for something similar). This Gmail account contained no personal information about me
- Created a Zoom account with a "non-personal" email address. This account too, was as impersonal as possible
- Shared these Zoom credentials with a few people.
Concerning privacy, this is ok. But do people now have the power no mess or hijack the Zoom account? I don't think so:
- You can't change the password without having access to the Gmail account - No worries concerning hijacking
- They can mess up the account, but I don't have the impression that any real damage can be done - Besides: You need to have some trust in people.
And lastly, does this violate the Terms of Usage or whatever of Zoom? I didn't check it out. It's only a video-conferening app ;)
Using the Host Key
Every meeting has a so-called Host Key: A numerical code to claim the Host role.
Finding your Host Key
This is for the administrator/owner of the account:
Claiming the Host role
At the bottom of the Participant List, there is a button Claim Host. Click it, and enter the Host Key to become Host.
- This button seems to be only available as long as the owner of the account hasn't entered the meeting
- If someone claims the Host Role, and the owner of the account enters the meeting, the Host Role isn't automatically transfered - Which enables owners of accounts to participate just as other participants.
Marathon meeting
Could you schedule a meeting with no end time, where anybody can just enter? Like a marathon meeting?
Well, not directly, as the limit of the duration of a meeting is 23 hours and 45 minutes.
But you can get close, by simply making it a recurrent meeting, or restart the meeting every day around the same time.
Zoom-bombing & throlling
Since the end of March 2020, Zoom-bombing or Zoom-throlling has become a thing: Uninvited guests that disturb meetings through abuse of the means of interaction: Screen Sharing, Whiteboard, etc. Zoom-bombing can be done by individuals or groups of people that overtake a meeting in a coordinated fashion. On a more subtle level, throlling includes individuals sending inappropriate 1-on-1 chat messages to other participants.
There are probably two ways, that these throlls find meetings to disturb:
- Zoom Meeting IDs are easy to guess: Take an existing Zoom Meeting ID, and change the last figure: Quite a change that you now have the Zoom Meeting ID of another meeting. And if not: Try again
- Zoom Meeting details are easy to find: If you search in Google for Zoom Meetings, changes are that you'll come up with hundreds or thousands of publicly available meetings, including passwords and Zoom URLs.
In the following paragraphs, several measures are discussed to keep the disturbance because of Zoom-bombing to a minimum, starting with what seems the most important measure (as of April 8, 2020). A good strategy is one that uses defence in depth: Don't rely on just one measure, but use several measures that reinforce eachother.
Some of these measures are to be set at the account level, meaning that they become active for all meetings that are initiated from that account. Other measures are set at the individual meeting-level and hence, can be different for different meetings. Example: If you host very small and very large meetings, it might be best to have two different Zoom-accounts, as these kind of meetings require different measures.
The measures discussed below, are all tested for a Zoom Pro-account. They have not been verified for free accounts.
Use the Waiting Room and have a Co-Host
Start by enabling the waiting room, which is like a virtual staging area where participants arrive before they enter the meeting. From here, the host can interact with the participants, allow him/or to enter, or reject them.
You'll find general Waiting Room settings here, including options to customise your waiting room (see screen shot):
Zoom-account » My Settings » In Meeting (Advanced) » Waiting Room
When setting up an individual meeting, you can choose to enable or disable the Waiting Room.
When using a Waiting Room, some suggested procedures around meetings:
- Check participants individually, and let them into the meeting one-by-one, rather than letting multiple participants into the meeting at once
- Ask participants to identify by name
- Ask participants to enable their video, if they haven't done so yet
- Still not sure? Ask a question that only legitimate participants know the answer to. E.g., what is the missing word in the sentence Experience, strength and or the missing word in the sentence Rarely have we see a person.
Note:
- Changes are, that chairing a meeting and a Waiting Room, is too much for one person. Probably an additional host or co-host is needed for this. In order to assign participants to the role of co-hosts (giving them the same power as the host), this option needs to be enabled in the Zoom-account
- When using the Waiting Room, the option Allow participants to join before the host, is disabled.
Don't allow removed participants to rejoin
Together with enabling the Waiting Room, this is probably the most crucial measure:
Zoom-account » My Settings » In Meeting (Basic) » Allow removed participants to rejoin
One complication: once someone is 'banned', he or she can never return. Maybe important to check here for mistakes, or reset this function.
Disable 1-on-1 chats
One major way that meetings can become unsafe, is through inappropriate 1-on-1 chat messages amongst participants. As this is less visible, appropriate messages are therefore even more urgent. Experience seems to indicate that this can happen already at relatively small gatherings.
The solution: Disable 1-on-1 chats. This still allows participants to chat to everyone and to the Host. You find this settings here:
Settings » In Meeting (Basic) » Chat » Prevent participants from saving chat
Prevent participants from saving chats
When participants can save chats, they obtain the email addresses of all participants (might be at odds with the GDRP, but that's another discussion) plus information that might be private in character.
Disable participants to save chats:
Settings » In Meeting (Basic) » Chat » Prevent participants from saving chat
Disable Screen Sharing for participants
If Zoom-bombers do make it to the meeting: Take away their stage. The option to disable screen sharing can be found here:
Zoom-account » My Settings » In Meeting (Basic)
Disable Whiteboard
Another example of taking away the means for Zoom-bombers to express themselves: Disable the Whiteboard:
Zoom-account » My Settings » In Meeting (Basic)
Disable file transfer
In-meeting file transfer allows people to share files through the in-meeting chat. Toggle this off to keep the chat from getting bombarded with unsolicited pics, GIFs, memes, and other content.
Disable annotation
You and your attendees can doodle and mark up content together using annotations during screen share. You can disable the annotation feature in your Zoom settings to prevent people from writing all over the screens.
Disable all recording possibilities
Depending on the specific settings of the meetings, it might be relevant to disable all recording possibilities. Although mostly a question of privacy, this also disables throlls to record sensitive information.
Setting can be found here:
ADMIN » Acount Settings » Recording
There are only two relevant options to set:
- Disable Local recording - Disables both hosts and participants to record meetings
- Disable Cloud recording - Automatically disables automatic recording as well.
Extra measures
For exceptionally large gatherings, or gatherings with lots of unknown people, these additional measures might be indispensable:
- Disallow chats from participants to everyone:
Zoom-account » My Settings » In Meeting (Basic) » Chat » Allow meeting participants to send a message visible to all participants
- Only allow host to mute/unmute microphones
Password?
And finally, a measure that might be overestimated: Setting a password on a meeting. Remember in the first paragraph where it was described how bombers find a Zoom-meeting? If they can just find the Zoom-URL including the password online, setting a password is useless.
Passwords can be set or unset for each individual meeting.