Learn how to pre-assign participants to breakout rooms in Zoom both in Canvas and outside of Canvas using Create Rooms or Import from CSV. Before you start Must be a Stevens student, faculty or staff member. If you scheduled recurring meetings, the pre-assigned breakout rooms will only work if it's applied to all meetings in the recurrence. You can't edit a single meeting in the recurrence and apply a unique pre-assignment. To prepare to use Zoom, access your Stevens Zoom account and install the Zoom desktop client, which offers the best available Zoom experience. Pre-Assigning Breakout Rooms Using Zoom in Canvas Step 1: Open the course in Canvas. Step 2: Select Zoom. Step 3: Select Schedule a New Meeting and enter the meeting information, such as Topic, When, Duration, etc. Step 4: In Meeting Options, select Breakout Room pre-assign. There are two ways to create pre-assigned breakout rooms: Create Rooms: Assign participants to breakout rooms by adding their email addresses Import from CSV: Assign participants to breakout rooms by uploading a CSV file with breakout room name and email address for each participant. To pre-assign participants that are external (non-Stevens) Zoom users such as guest speakers, use the Import from CSV option. Pre-assigning Breakout Rooms Using Create Rooms Step 1: Select Create Rooms. Step 2: To add a room, select the + button. Step 3: Breakout rooms are named Breakout Room 1, Breakout Room 2, etc. by default. To change breakout room names, select the breakout room name in the Rooms column, then select the room name in the right column. Delete the original name and replace with the new name. Step 4: To add participants to a breakout room click on the breakout room name in the Rooms column Step 5: Paste the participant email address in the Add Participant field and use the enter key on your keyboard Step 6: Repeat until all participant emails are added to all of the rooms. Step 7: Once you have created all the breakout rooms and added all participants, select Save. Step 8: The number of pre-assigned Breakout Rooms you have created will display below Breakout Room pre-assign. To edit these rooms, select Edit. Step 9: Complete the setup of your Zoom meeting and select Save to save the meeting information. For additional information about pre-assigning breakout rooms, please see this article. Pre-assigning Breakout Rooms Using Import from CSV Step 1: Select Import from CSV. Step 2: Select download to download the template. Step 3: In the template, create one row for each participant, with the appropriate breakout room name in column A and the participant’s email in column B. Do not rename the template file. Step 4: Drag and drop the CSV file into the Import from CSV file window. Step 5: The breakout room assignments will be created with the appropriate room names and participants. Select Save. Step 6: Select Save to save the meeting. For additional information about pre-assigning breakout rooms, please see this article. Pre-Assigning Breakout Rooms Using Zoom Outside of Canvas Step 1: Sign into my.stevens.edu. Step 2: Select Zoom. Step 3: Select Schedule a Meeting and enter the meeting information, such as Topic, When, Duration, etc. Step 4: In Options, select Show. Step 5: Select Breakout Room pre-assign. There are two ways to create pre-assigned breakout rooms: Create Rooms: Assign participants to breakout rooms by adding their email addresses. Import from CSV: Assign participants to breakout rooms by uploading a CSV file with breakout room name and email address for each participant. Pre-assigning Breakout Rooms Using Create Rooms Step 1: Select Create Rooms. Step 2: To add a room, select the + button. Step 3: Breakout rooms are named Room 1, Room 2, etc. by default. To change breakout room names, select the breakout room name in the Rooms column, then select the room name in the right column. Delete the original name and replace with the new name. Step 4: To add participants to a breakout room click on the breakout room name in the Rooms column. Step 5: Paste the participant email address in the Add Participant field and use the enter key on your keyboard. Step 6: Repeat until all participant emails are added to all of the rooms. Step 7: Once you have created all the breakout rooms and added all participants, select Save. Step 8: The number of pre-assigned Breakout Rooms you have created will display below Breakout Room pre-assign. To edit these rooms, select Edit. Step 9: Complete the setup of your Zoom meeting and select Save to save the meeting information. For additional information about pre-assigning breakout rooms, please see this article. Pre-assigning Breakout Rooms Using Import from CSV Step 1: Select Import from CSV. Step 2: Select download to download the template. Step 3: In the template, create one row for each participant, with the appropriate breakout room name in column A and the participant’s email in column B. Do not rename the template file. Step 4: Drag and drop the CSV file into the Import from CSV file window. Step 5: The breakout room assignments will be created with the appropriate room names and participants. Select Save. Step 6: Select Save to save the meeting. For additional information about pre-assigning breakout rooms, please see this article. Placing Participants into Pre-Assigned Breakout Rooms During a Zoom Meeting Step 1: Start the Zoom meeting. Step 2: Click Breakout Rooms in the meeting controls to access the breakout rooms you created. Step 3: Click Open All Rooms to start the breakout rooms. For additional information about using Zoom breakout rooms, please see this article. Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

Here are some features you can take advantage of when you’re scheduling your meeting to make it more secure. Enable Waiting Room Feature The Waiting Room feature allows the host to control who enters the meeting and when a participant joins the meeting. As the meeting host, if you turn on Enable waiting room for your meeting, all attendees are placed in a Waiting Room when they click the link to join your meeting. The host can then admit attendees from the Waiting Room one by one or admit them all at once. When scheduling or editing your meeting, under Security, check Waiting Room. While already in a meeting, you can Enable Waiting Room by clicking on Host Tools in the bottom toolbar. As the meeting host, during the Zoom session you can admit attendees from the Waiting Room one by one or hold all attendees in the Waiting Room and admit them all at once. Click Participants. To admit an individual participant, click Admit next to the participant's name to allow that participant join the meeting. To admit all of the participants in the Waiting Room, click Admit all. If you would like to send a message to a participant in the Waiting Room, simply click Message. If you would like to send messages to all participants in the Waiting Room, click Chat and select Waiting room participants. Once the message has been sent, the participants in the Waiting Room will see the message on the Waiting Room screen. Enable Passcode Protection Passcode protect your meetings by checking Passcode in the Host Tools section when scheduling or editing your meeting. Enter an alphanumeric password. The passcode is automatically populated in the calendar invitation. This means that only people with both the meeting ID and passcode can join your meeting. Disable "Allow Participants to Join Anytime" Feature The self service Zoom web portal is accessed by selecting the Zoom icon via the MyStevens portal or by going to www.stevens.edu/zoom and selecting Sign In. Select Schedule a Meeting in the upper right hand corner. When scheduling your meeting, you have the option to either allow participants to join anytime, or not. If you don’t select this option, no one can join the meeting without the host being there to start the meeting. This gives you greater control over the meeting. If you do select Allow participants to join anytime, you will receive an email notification when a participant joins before you. Enable the “Require authentication to join” Feature The Require authentication to join feature enables a meeting host to prevent anyone who does not have a Stevens username and password from joining a Zoom meeting. The Authentication Exceptions feature allows the meeting host to invite non-Stevens participants to join the meeting as an exception to the Require authentication to join setting. This feature can be used to invite non-Stevens participants such as guest speakers to Zoom sessions. To schedule a Zoom meeting using Require authentication to join Click on Schedule a Meeting in the Zoom web portal or in Zoom inside Canvas. In Host Tools, select the checkbox next to Require authentication to join You will see MyStevens Username and Password and *stevens.edu. To add non-Stevens participants to the Authentication Exceptions features Click on Add next to Authentication Exceptions In the popup window, add the name(s) and email address(es) of the non-Stevens participants you would like to invite to the meeting. To add additional participants, click on +Add Participant. Click Save. NOTE: The participants added using Authentication Exception will automatically receive unique meeting invite links via a separate email. These links will allow them to bypass authentication. Do not send these participants the meeting link that is shared with and used by Stevens participants. The name(s) and email address(es) of the non-Stevens participants added as exceptions will now appear below Authentication Exception Anyone who tries to join the Zoom meeting without first signing in to Zoom with an @stevens.edu email address and password will be prevented from joining, except the non-Zoom participants listed under Authentication Exception. Participants who are not signed into Zoom will see a message like this one, prompting them to sign into Zoom with a Stevens account: The participant must select Sign In with SSO (NOT Sign In with Google). Then enter stevens into the box that appears. Click on Continue. The participant may then be prompted to enter their Stevens username and password in order to connect to the Zoom session. The participant should enter their Stevens credentials. After the participant enters their myStevens credentials they may receive a message that says “Sign in with SSO.” They should click on the blue Launch Zoom button. They will then be entered into the Zoom session. Promote Your Zoom Meeting to Participants DGS Avoid posting the Zoom invite on public websites at all costs. If you want to have the Zoom session accessible from a link on the internet, always hyperlink text to the Zoom meeting. For example, instead of posting the Zoom URL, you can instead say "Enter the Zoom meeting by clicking on this link". Be Careful When Creating a Customized Personal Link Your personal link is the personal URL that is associated with your personal meeting room in Zoom. If you create a customized personal link that is easy to guess (e.g., your first initial plus your last name), unauthorized users may attempt to guess the customized personal URL and join your personal meeting room. A best practice is not to create a customized personal link on your Zoom profile page. If you have already created a customized personal link, we recommend deleting this from your account by following these steps: Go to the Zoom web portal and click Profile. Scroll until you see Personal Link, then click Customize. To the right of Personal Link, click Customize. Select the personal link text in the box. Delete the personal link text and click Save Changes. Your Personal Link information should now read, "Not set yet". Securing Zoom When Running Your Class or Meeting The meeting host has a variety of controls that can be used to secure their meeting. Lock Screen-sharing Due to 'Zoom-bombing' reports, as of March 26th the screen sharing settings have automatically defaulted to Only Host. This setting gives hosts sole permission to share content within their meetings by default. If you’d like to give participants screen sharing permission during your meeting, simply click the Host Tools button and enable Share Screen. Prevent Participants from Annotating During a meeting, you can prevent attendees from making annotations while you are screen sharing. By default, annotations are available to all participants, however you can disable this as soon as your meeting begins to prevent any unwanted distractions from other participants during the meeting. After sharing, you can select the More option from the meeting control bar and select Disable Annotation for Others. This setting can be reverted at any time during the meeting. Use Caution When Opening Links in the Zoom Chat Window Similar to a phishing attack, opening any malicious link in the Zoom chat window can allow someone to gain access to user credentials though the actions of unsuspecting users. Only the host should post links if necessary and should specifically notify the meeting participants when doing so. Restrict Participants’ Ability to Chat If you’d like to disable participants' chat permission when hosting your meeting, simply click the Host Tools button and disable Chat. Lock the Meeting When you’re in the meeting, click the Host Tools button at the bottom of your Zoom window and enable Lock Meeting. When you lock the meeting, no new participants can join, even if they have the meeting ID and password. Restrict Participants’ Ability to Rename Themselves When you’re in the meeting, click the Host Tools button at the bottom of your Zoom window and disable Rename Themselves to restrict participants' ability to rename themselves. Suspend Participant Activities Click the Host Tools button and select Suspend Participant Activities. This will immediately mute all video and audio, stop screen sharing, end all breakout rooms, and pause recording in the event of a Zoom-bombing or inappropriate behavior. Remove a Participant Click the Host Tools button and select Remove Participant. In the Participants menu, the Remove option will appear next to the participant’s name. Click that to kick a participant out of the meeting. Unless you have changed your Zoom settings to allow removed participants to rejoin, the removed participant will not be able to come back into the meeting. Enable Waiting Room During a Meeting Click the Host Tools button and select Enable Waiting Room for incoming new participants or to give you the option to move current participants into the Waiting Room. OR you can click Participants in your Zoom host controls. In the Participants menu, mouse over a participant’s name, and several options will appear, including Put in waiting room. Select this option to move the participant to the Waiting Room. Other host controls include watermarking screen shots and disabling in-meeting chat. Please visit https://support.zoom.us/ for more information about Zoom features and settings. Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

Whether you use Zoom for teaching, learning or meetings, we recommend adding a waiting room and/or passcode as a best practice in order to make your meeting more secure. Learn how to add a waiting room and/or a passcode to your Zoom meeting in Canvas or outside of Canvas. The waiting room feature allows the host to control who enters the meeting and when a participant joins the meeting. As the meeting host, if you enable the waiting room for your meeting, all attendees are placed in a waiting room when they click the link to join your meeting. The host can then admit attendees from the waiting room one by one or admit them all at once. Add a passcode to your meeting to ensure that only attendees with both the meeting ID and passcode can join your meeting. Before you start Must be a Stevens student, faculty or staff member. To prepare to use Zoom, access your Stevens Zoom account and install the Zoom desktop client, which offers the best available Zoom experience. How to Add a Waiting Room and/or Passcode to a Zoom Meeting Scheduled in Canvas If you schedule course sessions and/or office hours for Zoom in Canvas, please follow these instructions for adding a waiting room and/or a passcode to your meetings. Step 1: Open your course in Canvas. Step 2: Select Zoom. Step 3: Select Schedule a New Meeting. Step 4: Enter meeting information such as Topic, When, Duration, etc. Step 5: To add a waiting room to your meeting, under Security, select the checkbox next to Waiting Room. Step 6: To add a passcode to your meeting, select the checkbox next to Passcode and enter the passcode you would like users to use to join the meeting. Please create a passcode that cannot be guessed easily, such as 12345 or the name of the course or instructor. Step 7: After adding all of the meeting information, select Save to save the meeting. Step 8: Please share the passcode with your students so that they can join your Zoom session. You can share your passcode via a Canvas Announcement and/or via a Canvas Inbox message. How to Add a Passcode or Waiting Room to a Zoom Meeting Scheduled Outside of Canvas Step 1: Sign into my.stevens.edu and select Zoom. Step 2: Select Meetings. Step 3: If any of your upcoming meetings do not have either a passcode or a waiting room, they will be marked with a red exclamation mark. Add a passcode or waiting room to any of these existing meetings by selecting the meeting name, selecting Edit, and following the instructions below, starting with Step 5. Step 4: To create a new meeting, select Schedule a New Meeting and enter the meeting information, such as Topic, When, Duration, etc. Step 5: To add a waiting room to your meeting, under Security, select the checkbox next to Waiting Room. Step 6: To add a passcode to your meeting, select the checkbox next to Passcode and enter the passcode you would like users to use to join the meeting. Please create a passcode that cannot be guessed easily, such as 12345 or Stevens. Step 7: After adding all of the meeting information, select Save to save the meeting. For additional information about Zoom meetings, please see this article. Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

With Immersive View, you can make your virtual workspace seem like an in-person class with up to 25 participants. Each participant with their video on is added as an avatar to one virtual background meant to simulate a classroom feel. Before you start Must be a Stevens student, faculty or staff member Note: This view can only be started by the host of the meeting and cannot be used while screen sharing. To prepare to use Zoom, access your Stevens Zoom account and install the Zoom desktop client, which offers the best available Zoom experience. See Requirements for Using Immersive View See Limitations of Immersive View Enabling Immersive View Step 1: Log into my.stevens.edu and select Zoom Step 2: In the navigation panel, click Settings. Step 3: In the Meeting tab under the In Meeting (Advanced) section, find the Immersive View option and verify that the setting is enabled. Starting Immersive View Step 1: Start a meeting or webinar as the host. Step 2: In the top-right corner, click View. Step 3: Click Immersive. Step 4: Select one of the following options for placing participants into the scene: Automatically: This will include as many participants as possible in the scene you select. Participants can be swapped out and arranged during the immersive scene. Manually: You will add or remove participants as you wish. If more than are allowed for a particular scene are selected, extras will be removed. Step 5: Select the scene you would like to use. Each scene designates the max number of predefined places for attendees. Step 6: Select Start to begin the Immersive View. Changing Immersive View Step 1: In the top-right corner, click View. Step 2: Click Change Immersive View. Step 3: Select the new scene and check participant assignments. Step 4: Select Start to launch the new scene. Custom Immersive Views Instead of picking from one of the preset Immersive displays, you can upload your own background image. Since there are no pre-made spots on custom backgrounds, you will have to manually assign the participants to locations. Step 1: From the Change Immersive View window, click the plus sign to add a custom background. Step 2: In the file selection dialog, find and select the image you want to use. Step 3: Click Open. Step 4: Click Start to launch the new scene. Step 5: Click and drag participant videos down onto the scene, adjusting their size as needed. Moving and Adjusting Participants When the immersive view begins, as many participants’ videos as that scene allows by default will be placed in the predefined locations. When predefined locations are filled, not every participant is selected for the scene, or attendees arrive late, extra participants are placed above the immersive scene. The host can leave these videos above the scene, can click and drag the video down to an empty location, or click and drag the video to replace someone else. Videos dropped near a predefined location will snap to that location and that scene’s size for each video. To adjust a video: Step 1: Click on the participant's video and a thin blue box will appear around it. Step 2: Use the corner squares of the blue box to resize the video panel or click and drag the center of the box to move the panel. Ending Immersive View Step 1: In the top-right corner, click View. Step 2: Click another available video layout, such as Speaker or Gallery. Step 3: Click Stop to confirm ending Immersive View. Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

If you attempt to join a Zoom session and you are not signed into Stevens Zoom account, you may see the error message below: This meeting is for authorized attendees only. This error occurs when you are not logged into your Stevens Zoom account or you are logged into another Zoom account in your Zoom Workplace desktop client. Learn how to resolve this issue using the Zoom Workplace desktop client, Zoom web portal and the Zoom Workplace mobile app. .  Zoom Workplace Desktop Client Step 1: If you have Zoom Workplace desktop client installed on your computer, open Zoom Workplace desktop client. Step 2: Select your thumbnail image or initial in the upper right corner of the window. Step 3: Confirm that the Zoom account that you are signed in with is your Stevens Zoom account with your Stevens email address. Step 4: If you are not signed in with your Stevens Zoom account, select Sign out. Step 5: Select SSO to sign in with single sign-on. NOTE: Anytime you sign into your Stevens Zoom account, please use the sign in with SSO option. Do not sign in with your email and password or with Apple, Google, Facebook or other. Step 6: Type stevens into the company domain box. Select Continue.    Step 7: If prompted to do so, sign in with your Stevens credentials and verify with Okta, please do so. Step 8: If the Open Zoom Meetings? window opens, select Open Zoom Meetings. Step 9: The Zoom Workplace desktop client will open with your Stevens Zoom account. Attempt to access the Zoom session again. You should now be able to join the Zoom meeting without an error message.  Zoom Web Portal If you do not have the Zoom Workplace desktop client installed on your computer, you can try to sign into your Stevens Zoom account from my.stevens.edu. Step 1: Log into my.stevens.edu. Step 2: Select Zoom. Step 3: If prompted, sign in with your Stevens credentials. Step 4: Try to access the Zoom session again. You should now be able to join the Zoom meeting without an error message. Zoom Workplace Mobile App If you are using the Zoom Workplace mobile app to access the meeting, sign out of the mobile app and then sign back in with SSO and your Stevens credentials. Step 1: If you are signed into the Zoom Workplace mobile app, sign out. Step 2: Tap Sign In to sign in again using your Stevens credentials Step 3: Tap Sign in with SSO NOTE: Anytime you sign into your Stevens Zoom account, please use the sign in with SSO option. Do not sign in with your email and password or with Apple, Google, Facebook or other. Step 4: When prompted for company domain, type stevens in the box before .zoom.us and select Continue. Step 5: Enter your Stevens credentials and authenticate with Okta. Step 6: Try to access the Zoom session again. You should now be able to join the Zoom meeting without an error message. Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

Use these checklists to set up maximum security in order to prevent unwanted intruders and disruptions in your Zoom meeting. Pre-Meeting Settings Checklist When creating your Zoom meeting in the Zoom web portal, following these steps and settings will ensure maximum security. Require registration (for meetings with external attendees). Do not use your Personal Meeting ID. Require a passcode to join the meeting. Turn on the waiting room. Restrict attendees to those with a Stevens email address. Note: To include external (non-Stevens) participants in your meeting, add these participants using the authentication exception feature. Do not allow participants to join the meeting anytime. Mute participants upon entry. Designate alternative host(s) to help you manage participants. Avoid posting the Zoom meeting link on public websites. For more information about each step in the Checklist, please see Zoom Pre-Meeting Settings: Step-by-Step Instructions. In-Meeting Settings Checklist In order to ensure that you have access to these settings, please update your Zoom desktop client to the latest version before hosting the meeting. Once you are in the Zoom meeting, take these steps to ensure maximum security. Designate co-host(s). Enable the waiting room. Use the Host Tools menu to disable the ability for participants to: Share screen Chat Rename themselves Unmute themselves Start video Turn off annotation. Mute participants. As needed use the Host Tools menu to: Lock the meeting Remove unwanted participants Suspend participant activities For more information about each step in the Checklist, please see Zoom In-Meeting Settings: Step-by-Step Instructions. Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

When creating your Zoom meeting in the Zoom web portal, following each of these steps and settings will ensure maximum security. Require Attendees to Register Requiring attendees to register adds an additional level of security, especially for larger meetings or those where many participants are external (non-Stevens) attendees. Step 1: When creating your Zoom meeting, select the Required checkbox next to Registration Attendees will be required to register with their e-mail, name, and any other information you select. Step 2: After you schedule the meeting, you can customize your registration options by clicking on My Meeting. Step 3: As the host, you can view and manage registrants before the Zoom meeting starts to ensure unwanted guests are not allowed in. Select the Edit button next to Registration Options to manage registrants before the start of the meeting. Step 4: For added security, select the Edit button next to Registration Options and select Manually Approve to approve or deny registrants. Step 5: For added security, deselect Show social share buttons in the Registration Options. Step 6: Select Save All to save your Registration settings. Do Not Use Your Personal Meeting ID When creating your Zoom meeting, select Generated ID next to Meeting ID. Note: Your Personal Meeting ID is a permanent virtual meeting room reserved for you. Use this meeting room only with people you trust and meet with regularly. Never use the Personal Meeting ID for scheduled meetings with a wider audience, because once someone has your PMI, they are able to enter your Personal Meeting room anytime. Require a Passcode to Join the Meeting To add a passcode to your meeting, select the checkbox next to Passcode and enter the passcode you would like users to use to join the meeting. Please create a passcode that cannot be guessed easily, such as 12345 or Stevens. Only users who have the passcode will be able to join the meeting. Please see the Knowledge Base article about adding a waiting room or password to your Zoom meeting for more information. Turn on the Waiting Room To add a waiting room to your meeting, under Security, select the checkbox next to Waiting Room Once the meeting starts, all attendees will be placed in the waiting room until you as the host admit them to the main Zoom meeting room. Please see the Knowledge Base article about adding a waiting room or password to your Zoom meeting for more information. Restrict Attendees to those with a Stevens Email Address If only a limited number of external (non-Stevens) attendees are invited to join the meeting, select Require authentication to join under Security. Only attendees who join the session using an @stevens.edu email address will be admitted to the meeting. To add non-Stevens attendees, use Add under Authentication Exception. IMPORTANT NOTE: Attendees must be signed into their Stevens Zoom account in order to join a meeting in which Require authentication to join is selected. We recommend sharing these instructions with attendees before the meeting to ensure that they know how to proceed if they see a This meeting is for authorized attendees only pop-up window when they try to join the meeting. Do Not Allow Participants to Join the Meeting Anytime When creating the Zoom meeting, do not select Allow participants to join anytime Attendees will not be able to join the meeting until a host or alternative hosts starts the meeting. Mute Participants Upon Entry When creating your Zoom meeting, select Mute participants upon entry under Meeting Options. Designate Alternative Host(s) to Help You Manage Participants Enter the email address(es) of any users who have a Stevens Zoom license to make them alternative host(s). Alternative host(s) are users who share most of the controls that hosts have and will be able to help you manage participants during the Zoom meeting. They can also start the Zoom meeting on your behalf. Once the meeting starts, alternative host(s) become co-host(s). Alternative host(s) will receive an invitation email to join your meeting as alternative host(s). Avoid Posting the Zoom Meeting Link on Public Websites Avoid posting the Zoom meeting link to public websites. Unfortunately, meetings without robust security settings can become targets for malicious actors who search the public internet for unprotected meetings. Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

Learn how a Zoom host can create breakout rooms with the option for participants to self-select the breakout room they would like to join, and how to self-select a breakout room as a participant. Before you start Must be a Stevens student, faculty or staff member. In order to use this functionality, both the host and participants must ensure that their Zoom desktop client is updated to the latest version. To prepare to use Zoom, access your Stevens Zoom account and install the Zoom desktop client, which offers the best available Zoom experience. Ensure Host and Participants Have the Correct Version of Zoom Before the Meeting Step 1: Follow these instructions to ensure that you have the latest version of the Zoom desktop client. Step 2: In order to ensure meeting participants can self-select breakout rooms, please send these instructions to meeting participants in advance of your Zoom meeting: Instructions for participants with a Stevens account Instructions for external participants without a Stevens account Creating Breakout Rooms with the Option for Participant Self-Select In the Zoom meeting, the host can create breakout rooms with the option for participants to self-select which breakout room they would like to join. To allow participants to choose their own breakout rooms: Step 1: Select the Breakout Rooms button along in the bottom toolbar in your Zoom meeting Step 2: Select the number of breakout rooms you would like to create Step 3: Select Let Participants choose room Step 4: Select Create Edit and Open Breakout Rooms The breakout rooms pop-up appears with the list of breakout rooms that will be created: Step 1: You can rename, delete, or add breakout rooms if you wish. Step 2: Select Open All Rooms to give participants the ability to choose from the open rooms. Participant’s Perspective: Self-Selecting Breakout Rooms Once the host selects Open all Rooms, participants see a Breakout Rooms button in their tool bar. Step 1: Select Breakout Rooms Step 2: The breakout rooms pop-up appears showing the available breakout rooms. Step 3: To join a breakout room, select Join. Join Breakout Room Once you are in the breakout room, as a participant you have the ability to move between breakout rooms. Step 1: Select Breakout Rooms Step 2: Select Choose Breakout Room. This brings up a pop-up showing all available rooms and who is currently in each one. Step 3: Select Join next to the desired room. For example, to switch from Room 2 to Room 1, select Join next to Room 1. You are then moved to the breakout room that you selected. Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

Learn how to update to the latest version of the Zoom Workplace desktop client to take advantage of the latest Zoom security and features. Users on older versions of Zoom Workplace may be at risk of bugs and vulnerabilities that have been resolved in more recent versions, and also do not have access to all of the latest Zoom features and functionalities. As of November 5, 2022, Zoom requires that all users update their Zoom Workplace desktop client in accordance with the Zoom Software Quarterly Lifecycle Policy. Updating the Zoom Workplace Desktop Client (Students, Faculty & Staff using non-Stevens-owned machines) To check and update your version of the Zoom Workplace desktop client on a non-Stevens machine, follow the instructions in Updating Zoom to the latest version. Updating the Zoom Workplace Desktop Client (Faculty & Staff using Stevens-owned computers) Download the latest version of the Zoom Workplace desktop client from the ManageEngine Endpoint Central Self Service Portal. For more information about Endpoint Central, please see How to Install Software from Self-Service Portal (Faculty/Staff Only). Step 1: Right click on ManageEngine Endpoint Central and select Self Service Portal. Step 2: If you need to install or update the Zoom Workplace Desktop Client, the Install or Update button will appear. Select the Install or Update button to install or update the Zoom Workplace Desktop Client. If the Select button appears, you already have the latest version of the Zoom Workplace Desktop Client installed and no action is required. Step 3: Repeat this process regularly (once a week is recommended) to ensure that you are always using the latest version of Zoom Workplace desktop client. Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

Learn how to create a Zoom meeting that works like a phone-only conference call by scheduling a Zoom meeting and sharing only the audio phone-in information with your participants in an email or calendar invite. Before you start To create a phone-only conference call user must be a Stevens student, faculty or staff Use a device that meets Zoom’s System Requirements To prepare to use Zoom, access your Stevens Zoom account and install the Zoom desktop client, which offers the best available Zoom experience. If the meeting is scheduled using a standard Stevens Zoom account, up to 100 dial-in users may join the call. The following instructions are for creating simple Zoom phone-only conference calls without full host controls, which can be run without a host and without the presence of the person who creates the Zoom meeting. If you need to host meetings from your phone with full host controls, follow the instructions in the Hosting phone-only meetings section of Joining a Zoom meeting by phone. Step 1: Log into my.stevens.edu Step 2: Select Zoom Step 3: If prompted, sign in with your Stevens credentials If you would like participants to state their name before they join the phone-only Zoom conference call, please follow Step 4 through Step 7: Step 4: In the menu on the left side of the screen, select Settings Step 5: In the Top Bar, Select Meeting. Step 6: Under Meeting, Select In-Meeting (Basic). Step 7: Turn on Sound notification when someone joins or leaves by sliding the toggle to the right. Step 8: Select When someone joins by phone: Ask to record their voice to use as the notification. Note: When this setting is enabled, it will apply to all Zoom meetings created by the meeting host. For standard Zoom video meetings, when this setting is turned on, on a sound plays for either Everyone or Host and co-hosts only when a new participant joins or leaves the meeting. Step 9: Select Meetings and Schedule a Meeting Step 10: Enter your meeting information, such as Topic, Time, Duration, etc. Step 11: Next to Meeting ID: Select Generate Automatically Step 12: Next to Security: For added security, select Passcode. Participants will be asked to enter the passcode in addition to the meeting ID when they join the meeting. Step 13: Next to Audio: Select Both Step 14: Next to Meeting Options: Select Allow participants to join anytime. You must check this option in order to start the meeting using phones only. In addition, if this option is selected the user who creates the Zoom meeting does not need to join the meeting. Step 15: Select Save Step 16: Select Copy Invitation and Copy Meeting Invitation Step 17: Paste the meeting information into your email or calendar invite for participants Step 18: Delete all other meeting instructions from the invite except the following. Share ONLY the following information with meeting participants: Topic Time Meeting ID Passcode (if using a passcode for the meeting) Dial by your location phone numbers Find your local number link Step 19: Send the meeting information to participants. Best practice: Notify users that the meeting is a phone-only conference call. At the meeting time, participants will Join the meeting via phone only by dialing the meeting phone number Enter the Meeting ID followed by # Be asked to enter their participant ID or just press #; participants should just press # If a passcode is required, enter the meeting passcode followed by # If enabled in the meeting host’s settings, record their name followed by # Join the meeting Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599