Zoom online conferencing

Zoom is a high quality video and audio online conferencing tool for desktops and smartphones. It’s ideal for online classes, meetings, special events, webinars, remote working and job interviews.

Get started with Zoom

Zoom conferencing supports up to 50 participants in standard meetings. For more participants you must request a webinar license. This service is proudly funded by Learning Environments, and is free to use for all University of Melbourne staff.

What platform are you using?

  • Zoom on a desktop
    1. Get the software

      Go to the Zoom download centre and select ‘Zoom Client for Meetings’

      Follow the installation prompts specific to your operating system (you do not need admin access to install)

      We suggest your also download the Zoom Plug-in for Microsoft Outlook . This enables you to schedule Zoom meetings directly from Outlook. Admin access is required to install this plugin. Call the IT service desk for assistance.

    2. Sign in

      1. Once Zoom is installed you will presented with a login screen, click Sign Inzoom login1
      2. For University staff with an @unimelb.edu.au address, select Login with SSO . *Affiliate staff who wish to use Zoom need to request access via the Learning Environments support centre, once enabled can login via the left hand side login panel. zoom login 2
      3. Enter unimelb on the next screen. The full URL should be: https://unimelb.zoom.us .
        You will be redirected to the University of Melbourne SSO login page
      4. Enter your University of Melbourne user name (not your full email address) and password, then select login
    3. Start using Zoom

      You will now be logged into Zoom and ready to schedule or start your first Zoom meeting. Discover some of the features of Zoom .

      Note: Zoom meetings can be scheduled in the desktop application or via unimelb.zoom.us and selecting Zoom Account Sign On (SSO) . In Profile settings you can upload a profile photo and add a ‘personal vanity URL’ of your choosing. You can leave other settings as default but check that your local time zone is correct.

  • Zoom on a mobile

    Zoom is available on iOS and Android. The apps can be downloaded from the respective app stores.

    1. Get the software

      On your mobile, select the application matching your device.

    2. Sign in

      Once Zoom is installed, open the app. You will presented with a login screen.

      1. Click Sign In
      2. Staff with an @unimelb.edu.au email address, select to Sign in with SSO. *Affiliate staff who wish to use Zoom need to request access via the Learning Environments support centre, once enabled can login via the left hand side login panel.
      3. Enter unimelb into the next screen. The full URL should be: https://unimelb.zoom.us .
        You will be redirected to the University of Melbourne SSO login page.
      4. Enter your University of Melbourne user name (not your full email address) and password, then select Login
    3. Start using Zoom

      You will now be logged in to the Zoom application.

      You are ready to start or schedule your first meeting. Discover some of the features of Zoom .

A full list of user guides can be found on the Zoom support site .


Recording with Zoom

You can record you sessions when using Zoom. When recording the Zoom application captures the audio and video only. All text in the chat window is not saved to the recording. The chat stream can be saved as a text file before last person leaves the meeting.

Saving your recording

  • Saving your recording to the desktop

    Recordings can be made by pressing the ‘record’ button on the Zoom interface.

    At the end of the meeting, the recording will be converted to an mp4 file and stored in a ‘Zoom’ folder in your ‘Documents’ folder.

  • Saving your recording to the Cloud

    Recordings can be saved to the Cloud rather than your desktop. To enable cloud recording:

    1. Login into your Zoom account at https://unimelb.zoom.us
    2. Click ‘My Profile’
    3. Select the ‘My Settings‘ tab and scroll down to the Recording section.
    4. In the Recording section, press ‘Edit’ beside ‘Cloud recording’. This will make the list selectable.
    5. Select ‘Cloud recording’ and ‘Save changes’.

    In your meeting when you press record you will now have the option to “Record on this Computer” or “Record to the Cloud” during the meeting.

    At the end of the meeting, you will be sent an email with the link and password to access the file.

    For SSO users, the recording will also be stored in your Cloudstor account under ‘Shared with You’. Links are valid for 30 days but the file will remain in your account for as long as you don’t delete it. Non-SSO users will only have access to the recording for 30 days and it will be deleted after then. This is because non-SSO users do not have Cloudstor accounts.

    Note: If you are logging in to CloudStor for the first time ever to look for your recording, you will not find the recording. You will need to make another recording before you can see the ‘Zoom Recordings’ folder in ‘Shared with You’; all previous recordings will also be available. This is because your CloudStor account did not exist until your first log-on.

More information on recording is available on the Zoom support site .


Webinars and large meeting rooms

Large Meeting Rooms (up to 100 participants) and Zoom Webinars (up to 500 participants) are available at no-cost upon request to Learning Environments.

Request a large meeting or webinar license

  • Zoom Webinars

    A good way to think about the difference between a normal Zoom meeting and a webinar is like having everyone sitting at a meeting room table (Zoom meetings) vs running a presentation in a lecture theatre (webinar). In a Zoom meeting, everyone present has equal rights to be seen heard and share content. In a webinar, only the allocated host or presenters can be seen and heard. Attendee’s can only use text chat or Q&A to communicate.

    Setting up a Webinar

    Webinar licenses can be requested for free through Learning Environments via the contact details below and can accommodate either 500 or 1000 participants.

    You can request a webinar license be attached to your personal email address but we generally recommend to use a shared email address if multiple people may need to administer or run webinars for a department. A shared email can be in the form of a unimelb list, calendar resource or generic gmail account. Shared email addresses use the non-SSO sign-on. The SSO sign-on option is only for people with individual University email accounts.

    Once you’ve been allocated a webinar license, you can schedule a session via the online portal by logging into https://unimelb.zoom.us. Please note that you are not able to create new webinars from the ‘Meetings’ tab in the Zoom application but any webinar you create

    1. Under My Webinars click on Schedule a Webinar.
    2. Enter the name of your webinar under Topic and an optional description.
    3. Enter the date and duration and ensure the time zone is correct.
    4. Leave Recurring Webinar unchecked unless your webinar is going to be part of a regular series of events under the same title.
    5. Leave Host Video and Panellist Video as both On.
    6. Leave Audio Options set to Both.
    7. Check the Enable Practice session button. This allows you to to configure your video, audio and slides prior to attendees entering your session.
    8. Leave the Enable HD video for view-only users as unchecked unless you are mostly going to show video clips.
    9. Press the Schedule button.
    10. You will now be presented with a list of information, scroll to the Invite Attendees section and copy the Link to join Webinar URL that is provided. This is the URL you send to your attendees along with the template invite below.

     

    Instructions for inviting attendees to a registrationless webinar

    For anyone who hasn’t used Zoom before, you can click on the link prior to the event to download and install the application but the webinar will not begin until the scheduled time.

    To join the webinar:

    1. Click the provided webinar link, if you already have Zoom it will open the application. If not, follow the download and installation prompts (computer admin access is not required for installation)
    2. Complete your registration when prompted (enter your name and email address), and click ‘Join Webinar’.
    3. When prompted, check your speaker audio settings. You will not have microphone or webcam access as a participant.
    4. You can ask questions in the Q&A or Chat box in the Zoom window.
    5. To leave the webinar, click ‘end meeting’ and close your application window.
  • Things you should know
    • Although upcoming Zoom webinars appear in the Meetings section of the Zoom client, you are not able to schedule webinars from the application, only the web portal.
    • By default, webinars are set to run as registrationless. This mens that when you send a Zoom webinar link out, attendees only need to click on the link at the required time and enter their name and email address to join. If organisers wish to pre-approve attendees or arrange in advance this can be changed to a registered webinar in the scheduling area.

    Additional meetings and webinar guides are available on the Zoom support site .


It really is a great program…other solutions don’t come anywhere close to what Zoom offers. It really has been a godsend!


Questions and additional information

  • Zoom plug-in for Outlook

    The Zoom Plug-in for Outlook installs a button on the Microsoft Outlook tool bar to enable you to start or schedule a meeting with one-click. When creating a meeting invite, if you are logged in to the Zoom application and click the button, your invite will then be populated with the appropriate Zoom meeting information. This feature removes the need to schedule directly using the Zoom application then copying and pasting meeting details manually into a meeting invite.

  • Running Zoom in a meeting room via a local room account

    If a meeting room is regularly used for Zoom sessions by different users, you may wish to set up a local account on a PC and allocate a Zoom account to the actual room.

    This has the benefit that meetings can be scheduled by the room’s Zoom account so that any user who logs in to the room can host the meeting.

    A local account on the PC can be requested via staff hub and a Zoom account can be requested via the LE support centre. Once the local account is setup, you can login and download Zoom, then login as the Zoom’s room account. If you set it to remember the login anyone who next logs into the PC can easily login to the Zoom account.

  • Using Zoom in shared teaching or meeting room spaces
    • If you’ve been provided a Zoom meeting URL from an organiser, click the link and follow the installation prompts if the application isn’t already on the machine. Otherwise if Zoom has been pre-installed, with one click the meeting will open automatically
    • If you are the host of the meeting, sign into the Zoom application and ‘start’ the appropriate meeting from the list
  • Using a department email address for hosting sessions

    If responsibility for organising Zoom meetings is shared across staff, departments may wish to consider using a shared email address (such as a list or Gmail address) as their Zoom account. Contact Learning Environments below to request an alternative email address Zoom account be created

    Important

    When signing in with a shared department email address, you need to use the non-SSO login option when using the website or application.

  • Using breakout rooms

    Video breakout rooms are automatically enabled for all unimelb Zoom users. The article on Managing Video Breakout rooms on the Zoom support site provides instructions on how to use the feature.

  • Connecting to a remote H.323 conference system

    H.323 systems can connect to a Zoom session either through dial in or dial out methods.

    1. Dial-In – From the video conference system, enter the appropriate IP address from the calendar invite and at the prompt, enter the meeting ID.
    2. Dial-Out – From the Zoom window, select Invite > Invite a Room System > Call Out , then enter the IP or SIP address.
  • Connecting to a local H.323 conference system that’s in the same room as the host computer

    If your room already has a H.323 system but you need to connect to a Zoom session that is hosted from the same room

    1. Turn on the computer being used to host the Zoom meeting, login to the computer with either your Uni details or a local account.
    2. Start the Zoom application on the computer and login using the host’s Zoom account
    3. If relevant, activate any AMX or Extron room panel to turn on the projector or TV that is showing the output of the H.323 system
    4. In Zoom, start the meeting that is being held but don’t select ‘Join Audio’ as you will be using the uaiod from the H.323 system
    5. Stop the computer camera fed if you don’t need it
    6. Connect to the H.323 system of the room using the steps prior to this one
  • Connecting to a SIP video conference system

    SIP systems can connect to a Zoom session either through dial in or dial out methods.

    1. Dial-In – From the video conference system, enter the appropriate IP address from the calendar invite and at the prompt, enter the meeting ID.
    2. Dial-Out – From the Zoom window, select Invite > Invite a Room System > Call Out , then enter the IP or SIP address.
  • Do participants need a Zoom account to join a Zoom session?

    No, participants only need to click on the URL provided or type in the Meeting ID to join a meeting. If they don’t have Zoom, they will be prompted to download and install the application.

  • What is the difference between a host and a participant?

    A meeting host mute or remove anyone from a session but host rights can be transferred to any participant if the original host has to leave the meeting. Hosts can also provide recording rights to participants on an individual basis.

  • Can I share YouTube videos with sound?

    Yes. YouTube clips can be played back in full screen by selecting ‘Share Screen’, choosing the browser window that has YouTube and clicking the checkbox ‘Share computer sound’. Clicking ‘Optimize for full-screen video clip’ if playing back full screen. Any other media playback can also be shared with sound.

  • What is the best way to share a presentation in a room from a laptop when the session is already running on a different host PC?

    In a browser window, goto zoom.us/share , type in the Meeting ID and click Share .

    If you have Zoom installed on your laptop, you will enter the meeting without audio and video. Just your desktop will be shared into the Zoom meeting. If Zoom isn’t installed, it will prompt for installation.

  • Are Powerpoint presentations stored in Zoom?

    Presentations are not ‘stored’ in the Zoom meeting but shared live as an application or desktop window.

  • Are chat messages stored in the meeting?

    Chat messages are not stored in the meeting and are cleared after the last person leaves. They can be saved as a text file prior to the meeting ending.

    Read more about in-meeting chat on the Zoom support site

  • Can Zoom be used for audio-only conferences?

    Yes, using the telephone dial-in options. However for meetings of up to six people you may also wish to consider using the in-built conferencing of the standard University Cisco IP phones.

  • Where can I find more information about Zoom?
    Additional user guides can be found on the Zoom support site .
  • How do I access Zoom webinars or large meeting rooms?

    Large Meeting Rooms (up to 100 participants) and Zoom Webinars (up to 500 participants) are available at no-cost upon request to Learning Environments.

    See the Webinars and large meeting rooms section on this page for information.

  • Can I adjust the local layout window of the Zoom participants?

    The local layout view can be adjusted via toggling ‘gallery/speaker view’ on the computer or if using a H.323 system via the following room layout adjustment information . You can also ‘Spotlight’ specific speakers as well as highlighting certain participants even if someone is sharing a screen.

Additional user guides can be found on the Zoom support site.

Other features include:


Having problems using Zoom?

Get help using Zoom or other video and web conferencing tools, request training, or request support for an upcoming session by making a support enquiry.

Request support

IMPORTANT:
If your issue is related to audio visual support please contact Learning Space Support .
We accommodate requests subject to staff availability, however ad-hoc Zoom support is not available.

Learning Environments support centre