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Zoom: Tutorials

LIBGUIDE FOR ZOOM

Setting up virtual office hours

You can set up virtual office hours by creating a recurring open meeting.

Note:  In order to create a recurring meeting from the desktop client or within Microsoft Outlook, the Zoom for Outlook Add-In (Web and Desktop) must be installed. You can schedule a recurring meeting from the web based client without installing the add-in.

Schedule a Meeting

Topic - Set a descriptive title, such as "My Open Office Hours"

Description (Optional) - Provide a brief description of office hours

When - Choose date and time to begin open office hours

Duration - Choose a duration of office hours in hours and minutes

Time Zone - Set to (GMT -4:00 Eastern Time)

Recurring Meeting - Check mark

Recurrence - Weekly

Repeat every - Set 1 week

Occurs on - Check next to each day you want to provide office hours

End date - Choose By, and set a date for office hours to end

Registration - Leave unchecked

Meeting Password - If you check 'Require meeting password', Zoom will generate a random 6-digit password.  You can create your own alpha-numeric password if you like, up to 10 characters long.  You could also leave this blank, as we will be enabling the meeting room feature below.  You edit your meeting details at a later date if you need to adjust password requirements.

Video - Personal preference.  Sets the default video state upon meeting entry to Off or On.

Audio - Set to Both.

Dial from United States of America - Editing this will allow you to provide additional phone options when a client dials in to a meeting.  You would only need to adjust this if you have students who are out of country (study abroad, or foreign exchange students trying to access from their home country)

Meeting Options -

Enable join before host - Leave unchecked

Mute participants upon entry - Leave unchecked

Enable waiting room - Enable

Only authenticated users can join - Enable

Breakout Room pre-assign - Leave unchecked

Record the meeting automatically - Leave unchecked.  Office hours are generally considered a one on one meeting, and are not intended to be viewed at a later time by other students.

Alternative Hosts - Leave blank

Interpretation - Leave unchecked

Once complete, remember to click Save.

 

Review your Meetings

Under Meetings, you should now see a list of your recurring meeting.  You can share the Meeting ID with your students directly.  You can also click on the topic of your meeting, and under Invite Attendees you will find a join URL that you can copy and paste to students.  On the far right, there is a Copy the invitation link that you can use to copy the extended details for sharing your meeting.

If you have the Zoom for Outlook add-in installed, you should also see the meeting listed on your Outlook calendar.

 

Start your office hours

At the appointed time, simply click start meeting to begin your virtual office hours.  You can find the start meeting button on the Meetings tab of the desktop client or the browser based client.

Zoom like a pro: Using shortcuts

You can locate all shortcuts available by going to Settings > Keyboard Shortcuts.

  • F6: Navigate among Zoom popup windows.
  • Ctrl+Alt+Shift: Move focus to Zoom's meeting controls
  • Alt: Turn on/off the option Always show meeting control toolbar in Accessibility Settings
  • Alt+V: Start/Stop Video
  • Alt+A: Mute/unmute audio
  • Alt+M: Mute/unmute audio for everyone except host Note: For the meeting host only
  • Alt+S: Launch share screen window and stop screen share Note: Will only work when meeting control toolbar has focus
  • Alt+Shift+S: Start/stop new screen share Note: Will only work when meeting control toolbar has focus
  • Alt+T: Pause or resume screen share Note: Will only work when meeting control toolbar has focus
  • Alt+F: Enter or exit full screen
  • Alt+H: Display/hide In-Meeting Chat panel
  • Alt+U:Display/hide Participants panel
  • Alt+Y: Raise/lower hand
  • Ctrl+2: Read active speaker name
  • Ctrl+Alt+Shift+H: Show/Hide floating meeting controls
  • Alt+Shift+T: Screenshot

You can locate all shortcuts available by going to Settings > Keyboard Shortcuts.

  • Command(⌘)+Shift+A: Mute/unmute audio
  • Command(⌘)+Control+M: Mute audio for everyone except the host (only available to the host)
  • Command(⌘)+Control+U: Unmute audio for everyone except host (only available to the host)
  • Space: Push to talk
  • Command(⌘)+Shift+V: Start/stop video
  • Command(⌘)+Shift+S: Start/stop screen share
  • Command(⌘)+Shift+T: Pause or resume screen share
  • Command(⌘)+Shift+W: Switch to active speaker view or gallery view, depending on current view
  • Command(⌘)+U: Display/hide Participants panel
  • Command(⌘)+Shift+H: Show/hide In-Meeting Chat Panel
  • Command(⌘)+I: Open invite window
  • Option+Y: Raise hand/lower hand
  • Command(⌘)+Shift+F: Enter or exit full screen
  • Command(⌘)+Shift+M: Switch to minimal window
  • Ctrl+Option+Command+H: Show/hide meeting controls
  • Ctrl+\: Toggle the "Always Show meeting controls" options in Settings/Accessibility

You can locate all shortcuts available by going to Settings > Accessibility.

  • Ctrl+Tab: Switch from one tab to the next
  • Alt: Toggle the 'Always show meeting controls' option in Settings/Accessibility
  • Alt+V: Start/Stop Video
  • Alt+A: Mute/unmute my audio
  • Alt+M: Mute/unmute audio for everyone except the host (available only to the host)
  • Alt+S: Start/stop screensharing
  • Alt+T: Pause/resume screen sharing
  • Esc: Enter/Exit full screen mode
  • Alt+U: Show/Hide Participants panel
  • Alt+Y: Raise/lower hand
  • Alt+Shift+T: Screenshot

If you are using an iPad with a keyboard, the following shortcuts are available in a Zoom meeting:

  • Command + Shift + A: Mute/Unmute my audio
  • Command + Shift + V: Start/Stop my video
  • Command + Shift + H: Display/Hide Chat
  • Command + Shift + M: Minimize meeting
  • Command + U: Display/Hide manage participants
  • Command + W: Close the front window, such as the participants or meeting settings window

Zoom Help Center Links

CofC IT support

You can find a more complete list of topics from IT Support Services by visiting their KB page at help.cofc.edu