Learn how to participate in Zoom polls, join and leave breakout rooms. 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. Participating in Zoom Polls The meeting host or instructor may use polls in Zoom as icebreakers, or to check understanding, gather feedback, or ask questions. Your responses to polls may be saved, or polls may be anonymous. Step 1: A pop-up will appear with the Zoom poll question(s) Step 2: Select your answer(s) Step 3: Select Submit The host may choose to share the poll results with participants. Participating in Breakout Rooms The Zoom meeting host or instructor may choose to place participants into breakout rooms for collaboration and discussion during your Zoom session. Breakout rooms are sessions that are split off from the main Zoom meeting. They allow the participants to meet in smaller groups, and are completely isolated in terms of audio and video from the main session. Joining a Breakout Room Step 1: The host will invite you to join the breakout room Step 2: Select Join Step 3: If you choose Later, you can join by selecting the Breakout Rooms option in your meeting controls Step 4: Click Join Breakout Room Asking for Help in a Breakout Room If you select Ask for Help, it will notify the host that you need assistance and they will be asked to join your breakout room. Step 1: Select Ask for Help in the meeting controls Step 2: Confirm that you would like assistance by clicking Invite Host Leaving the Breakout Room You can leave the breakout room and return to the main Zoom session at any time, or you can leave the Zoom session entirely from the breakout room. Step 1: Select Leave Room Step 2: Choose if you want to leave the breakout room or the entire Zoom meeting When the host ends the breakout rooms, you will be notified and given the option to return to the main room immediately, or in 60 seconds you will be automatically returned to the main room. 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 share your screen, desktop, or other content during a Zoom meeting, and how to use annotation tools for collaboration. Before you start To prepare to use Zoom, access your Stevens Zoom account and install the Zoom desktop client, which offers the best available Zoom experience. Sharing Your Desktop, Screen or Content Step 1: Select Share Screen in your Zoom meeting controls. Step 2: Select one of these screen share options: Basic: Share your entire desktop, specific application windows, whiteboard, or iPhone/iPad screen. Best practice: If you are sharing your entire desktop, be sure to close any applications or files that may include confidential information and turn off any notifications. When you share your entire desktop, meeting participants will see everything on your desktop. Advanced: Share one of the following: Slides / PowerPoint as Virtual Background: Utilize a slideshow presentation as your virtual background Portion of Screen: Share a portion of your screen represented by a green border Computer Audio: Share only your computer's audio (your selected speaker in your audio settings) Video: Share locally stored video content through Zoom's native video player. Content from 2nd Camera: Share a secondary camera connected to your computer; for example, a document camera or the integrated camera on your laptop. Files: Share a file from a third-party sharing service like Google Drive or Microsoft OneDrive. Follow the on-screen prompts to sign in to the third-party service and grant Zoom access. Step 3: If you share a video clip or other media with sound, check the Share sound option. Any sound played by your computer will be shared in the meeting. If you do not check this option, participants will be not be able to hear the audio. Step 4: If you are sharing a video clip in full screen mode, check Optimize for video clip. Do not check this otherwise, as it may cause the shared screen to be blurry. Step 5: Click Share. When the sharing process is started and 80% of devices acknowledge receiving the shared screen, you will see a notification banner stating Participants can now see your shared screen, or whatever you have chosen to share. Using Annotation Tools How to annotate if you are screen sharing Step 1: Share your screen or whiteboard. Annotation controls will display. Step 2: If you don't see the annotation tools, click Annotate (if you are sharing your screen) or Whiteboard (if you are sharing a whiteboard). How to annotate if you are viewing shared content While viewing a shared screen or shared whiteboard, Step 1: Click View Options Step 2: Click Annotate at the top Using annotation tools Note: The Select, Spotlight, and Save options are only available if you started the shared screen or whiteboard. Mouse: Deactivate annotation tools and switch to your mouse pointer Select (only available if you started the shared screen or whiteboard): Select, move, or resize your annotations Text: Insert text Draw: Insert lines, arrows, and shapes Stamp: Insert predefined icons like a check mark or star Spotlight / Arrow / Vanishing Pen: Turn your cursor into a spotlight or arrow Eraser: Click and drag to erase parts of your annotation Format: Change the formatting options of annotations tools like color, line width, and font Undo: Undo your latest annotation Redo: Redo your latest annotation that you undid Clear: Delete all annotations Save: Save shared screen / whiteboard and annotations as a PNG or PDF. The files are saved to the local recording location. Annotation settings If you started the shared screen or whiteboard, click More in the screen share controls for these annotation settings: Enable/Disable Annotation for Others: Allow or prevent the participants from annotating on your shared screen. Show/Hide Names of Annotators: Show or hide the participants' names when they are annotating. If set to show, the participant's name will briefly display beside their annotation. Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

Zoom is an easy-to-use video conferencing tool that lets users quickly and reliably schedule, manage and record meetings. Learn how to view Zoom cloud recordings shared with you, both inside and outside of Canvas. Before you start Must be a Stevens student, faculty or staff member 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. Viewing Zoom Class Session Recordings in Canvas If your instructor makes cloud recordings of your class sessions available via your course in Canvas, you can access these from inside your Canvas course. Step 1: In your Canvas course navigation menu, select Zoom Step 2: Select the Cloud Recordings tab Step 3: Select the class session name (Topic) Image Caption Step 4: Select the play button to play the video recording If the recording is not available, please contact your instructor. Viewing Zoom Cloud Recordings Outside of Canvas To learn how to view, manage and share your own Zoom cloud recordings, please see the Managing and sharing cloud recordings article from Zoom. Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

When hosting a Zoom meeting, take these steps to ensure maximum security.  Before you start 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. Designate co-host(s)  We recommend designating a co-host to help you manage the meeting, monitor participants, and help remove any disruptive participants if necessary. Co-host(s) are participants who share most of the controls that hosts have.  Step 1: Click on Participants to open the Participants panel.  Step 2: Right click on a participant and select Make Co-Host to make a participant a co-host.   Does your meeting have panelists, speakers, and/or presenters? Making them co-host(s) is the easiest way to allow them to unmute their microphones, share their screen, and or/start their video, even when other participants cannot.    Enable the waiting room Step 1: You can enable the waiting room anytime during the meeting by selecting Security > Enable Waiting Room in the host controls.  Any participant who is not a host or alternative host will be placed in the waiting room.  Step 2: When you are ready to admit participants to the Zoom meeting, admit attendees from the waiting room one by one selecting the Admit button next to the attendee’s name, or admit them all at once by using the Admit All button.  Remove any attendees whom you do not want to admit using the Remove button. Disable participant screen share  For maximum security, we recommend disabling screen sharing.  Step 1: Select Security in the host controls Step 2: Uncheck Share Screen   Does your meeting have panelists, speakers, and/or presenters? Making them co-host(s) is the easiest way to allow them to share their screen, even if participants cannot. Co-host(s) can share screen at any time regardless of settings. Do you need to allow participants to share screen?   Step 1: Just before allowing a participant to share screen, select Security > Share Screen.  Step 2: When participant(s) have finished sharing their screen(s), select Security and uncheck Share Screen to disable screen sharing for participants for the remainder of the meeting.  Disable the ability for participants to chat  For maximum security, we recommend disabling chat.  Step 1: Select Security in the host controls Step 2: Uncheck Chat. Participants will not be able to chat with the host, co-host(s) or other participants.    Do you need to allow participants to chat with hosts/co-hosts?   Step 1: In the host controls, click Chat to open the chat window.  Step 2: Click the three dots on the right in the chat window.  Step 3: Select Participant Can Chat with: Host and co-hosts to allow participants to send chats to meeting host and co-host(s) only.    If necessary, you can also allow participants to chat with Everyone or Everyone and anyone directly. However, this is recommended only if necessary and if the meeting has been secured.  Disable the ability for participants to rename themselves  For maximum security, we recommend disabling the ability for participants to rename themselves.  Step 1: Select Security in the host controls  Step 2: Uncheck Rename Themselves. Participants will not be able to change their name as it appears in the meeting.    Disable the ability for participants to unmute themselves  For maximum security, we recommend disabling the ability for participants to unmute themselves if participants do not need to actively participate in the session via audio. Step 1: Select Security in the host controls Step 2: Uncheck Unmute Themselves. Participants will not be able to unmute their microphones during the meeting.  Co-host(s) can unmute themselves at any time regardless of settings.  Do you need to allow individual participants to unmute their microphones?  Step 1: As host or co-host, you can roll your cursor over a participant’s name in the Participant window and select Ask to Unmute.  Step 2: The participant will see a pop-up that says The host would like you to unmute and they can select Stay Muted or Unmute.  Disable the ability for participants to start their video For maximum security, we recommend disabling the ability for participants to start their video.  Step 1: Select Security in the host controls Step 2: Uncheck Start Video. Participants will not be able to start their video during the meeting.  Co-host(s) can start their video at any time regardless of settings.    Do you need to allow individual participants to start their video?  Step 1: Just before allowing a participant to start their video, select Security > Start Video.  Step 2: When participant(s) have finished sharing their video(s), select Security and uncheck Start Video to disable video for participants for the remainder of the meeting.  Disable the ability for participants to annotate  For maximum security, we recommend disabling the ability for participants to annotate. Step 1: Click Share Screen  Step 2: Select a screen to share and click Share  Step 3: Select More > Disable Annotation for Others    Do you need to allow individual participants to annotate?  Step 1: Click Share Screen  Step 2: Select a screen to share and click Share  Step 3: Select More > Enable Annotation for Others  Step 4: When participant(s) have finished annotation, select More > Disable Annotation for Others    Lock the meeting  If all of the participants have joined the meeting, for additional security you can lock the meeting to keep any additional participants from joining.  Step 1: Select Security in the host controls  Step 2: Check Lock Meeting. No participants will be able to join the meeting.    IMPORTANT NOTE: If you lock your meeting, be sure that participants have an alternative way of contacting you or your co-hosts during the session. This way if a participant drops out of the meeting or has been inadvertently locked out, they will have a way to let you know so that you can unlock the meeting to let them in.  Remove unwanted participants  In case of meeting disruptions, the host and co-hosts can remove unwanted participants and/or suspend all participant activities.  If a participant behaves inappropriately and needs to be removed, you can remove the participant and they will not be allowed back into the meeting.  Step 1: Select Security in the host controls  Step 2: Select Remove Participant Step 3: A Remove Participant panel opens containing the participant’s name. Select Remove to permanently remove the participant from the meeting.      Suspend participant activities  If multiple participants are disrupting the meeting in various ways, you can turn off all participants’ video, audio, and ability to share their screen. Also lock the meeting to prevent participants from joining.  To suspend all participant activities,  Step 1: Select Security in the host controls  Step 2: Select Suspend Participant Activities A pop-up appears asking Suspend all participant activities? Select Suspend.  Please see this video for more information about Zoom Security Basics. Experiencing an issue or need additional support? Contact our OneIT Team by  Opening a support ticket or  Calling us at 201-380-6599 

On Monday, October 3 2022, Stevens will begin requiring that all Zoom account integrations with Office 365 calendars use the more secure OAuth 2.0 standard. This change is being made in anticipation of Microsoft’s upcoming deprecation of Basic Authentication (“Basic Auth”) on all Office 365 accounts. Basic Auth was a simpler method of connecting to email and was significantly more vulnerable to malicious attacks. Microsoft is phasing out Basic Auth on October 1, 2022, to significantly improve the security of all email systems and accounts. Functionalities and Tools Affected  Please note that this change specifically affects the Calendar and Contacts Integration in your Stevens Zoom profile. This integration, when enabled, allows a user’s Zoom desktop client to display meetings and contacts from their Outlook calendar. The upcoming change will not affect the Microsoft add-in for Zoom, which users may have installed in Outlook to allow them to easily add Zoom meetings while scheduling Outlook calendar events. What Users Can Expect Users who have not enabled Calendar and Contact Information in their Zoom profile will not be affected by this change. Most users who have enabled Calendar and Contact Information should already be using the modern OAuth 2.0 method, which has been the default option for some time. These users can expect no effects when the change takes place on October 3, 2022. Long-time Stevens Zoom users whose Zoom accounts predate OAuth 2.0, or users who deliberately opted not to use OAuth 2.0 when they enabled a Calendar and Contact Integration, will need to reauthorize all integrations to be sure they are using OAuth 2.0. To do this, follow the instructions below.  What To Do When You Receive a "Your Calendar Service Has Been Disconnected" Error in Zoom Desktop Client After the change takes place on October 3, failure to re-configure an integration still using Basic Auth will result an error in the Zoom desktop app when the integration cannot connect with Microsoft Exchange to get calendar information. Below is an example of a typical expected error (with personal information redacted for privacy), reading Your calendar service has been disconnected from your account.  If you receive this error,  Step 1: Select the Configure Your Settings link Step 2: This will take you to your Zoom profile to properly configure the integration Step 3: Click Profile in the left-side menu Step 4: Scroll down to the Others section Step 5: Check under the heading Calendar and Contacts Integration Step 6: Select Office 365 Step 7: Select Next Step 8: Check Authorize with OAuth 2.0 Step 9: Select Authorize Step 10: Sign in with your Stevens credentials Step 11: If prompted, accept permissions requested by Zoom to access your calendar after authenticating Step 12: Select Accept to proceed Step 13: After authentication is complete, you will be returned to your Zoom profile Experiencing an issue or need additional support? Contact our OneIT Team by  Opening a support ticket or Calling us at 201-380-6599

Zoom requires that all users update their Zoom desktop client or Zoom mobile app in accordance with the Zoom Software Quarterly Lifecycle Policy. Zoom requires a new minimum version every 3 months:  the first weekend of February the first weekend of May  the first weekend of August the first weekend of November For each new enforced minimum version, the Division of IT will notify users of the next version Zoom will be enforcing and the exact date of that enforcement.  This change is in line with industry practices and designed to help ensure that Zoom users receive the latest Zoom features, as well as any privacy and security enhancements Zoom makes to the platform. Actions Users Should Take   Users should update the Zoom desktop client as soon as possible, following the instructions in the Updating Zoom Desktop Client article. Zoom mobile app users should update mobile app by following the instructions in the Updating the Zoom Mobile App article. Functionalities and Tools Affected This change affects the Zoom desktop client, which is the Zoom application installed on the user's computer. This change also affects the Zoom mobile app installed on the user's iOS or Android device. What Users Can Expect Users who do not update their Zoom desktop client or mobile app will be prompted to update the Zoom client to the current minimum version before they can sign in or join a meeting/webinar.  For more information about the Zoom quarterly minimum version schedule, 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  

Learn how to update to the latest version of the Zoom Workplace mobile app 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 or mobile app in accordance with the Zoom Software Quarterly Lifecycle Policy. Updating Zoom Workplace on an iOS device Step 1: Open the Apple App Store on your iPad or iPhone Step 2: Select Search Step 3: Type Zoom into the search bar Step 4: Select Search Step 5: If an update of the Zoom Workplace mobile app is available, an Update button is available, select Update. If you are using the latest version of the Zoom Workplace mobile app, an Open button will appear, indicating that you are already using the latest version and you do not need to update your Zoom Workplace mobile app. Step 6: A progress indicator will appear to show that the Zoom update is loading. Step 7: Repeat this process regularly (once a week is recommended) to ensure that you are always using the latest version of the Zoom Workplace client. Updating Zoom Workplace on an Android device Step 1: Open the Google Play Store on your Android device Step 2: Select Search Step 3: Type Zoom into the search bar Step 4: Select Search Step 5: If an update of the Zoom Workplace mobile app is available, an Update button is available, select Update. If you are using the latest version of the Zoom Workplace mobile app, an Open button will appear, indicating that you are already using the latest version and you do not need to update your Zoom Workplace mobile app. Step 6: A progress indicator will appear to show that the Zoom update is loading Step 7: Repeat this process regularly (once a week is recommended) to ensure that you are always using the latest version of the Zoom Workplace 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 best practices for scheduling recurring meetings in Zoom using No Fixed Time recurring meetings. Before you start To prepare to use Zoom, access your Stevens Zoom account and install the Zoom desktop client, which offers the best available Zoom experience. Note that an issue has been identified with recurring meetings created in Outlook calendar. Please see details below. Meeting IDs for recurring meetings expire 365 days after the meeting was last started. Scheduling Recurring Zoom Meetings using Outlook Calendar Note: An issue has been identified with recurring meetings created in Outlook calendar. In some cases, recurring meetings are not recognized by Zoom as recurring, therefore the Zoom link created is invalid. We recommend creating the recurring meeting as a No Fixed Time recurring meeting in either the Zoom desktop client or the Zoom web portal using the instructions below, and then sending the meeting details via Outlook calendar. Scheduling Recurring Zoom Meetings in the Zoom Desktop Client Step 1: Open the Zoom desktop client. Step 2: If you are not already signed in, click Sign In. Step 3: On the Home tab, click Schedule. This will open the scheduler window. Step 4: Enter the meeting title in the Topic field Step 5: Below the Time Zone option, select the check box next to Recurring meeting Step 6: Select the remaining meeting options Step 7: Select Save Step 7: At the top of the desktop client, click Meetings. This will open the meetings window. Step 8: Find the meeting in the Recurring meeting list Step 9: Click on the meeting to open it Step 10: To share the meeting invitation information or create an Outlook calendar event or invite, click Copy Invitation Step 11: Paste the meeting invitation information into an email, message or wherever you would like to share the meeting information Step 12: To create an Outlook calendar event or invite, open Outlook calendar Step 13: Click New Meeting Step 14: Paste the meeting invitation information into the Outlook meeting Step 15: Enter the meeting title and attendees Step 16: Click Make Recurring and enter the Appointment Recurrence information Step 17: Paste the Zoom link into the Location Step 18: Edit the Zoom meeting information as desired Step 19: Send meeting invite Notes: Any changes or updates to the meeting date/time will be made in Outlook only. In Zoom, the meeting is a recurring meeting with No Fixed Time. Meeting IDs for recurring meetings expire 365 days after the meeting was last started. Scheduling Recurring Zoom Meeting in the Zoom Web Portal Step 1: Go to my.stevens.edu Step 2: If you are not already logged in, log in with your Stevens credentials Step 3: Click Zoom to open the Zoom web portal Step 4: Click Meetings Step 5: Click Schedule a Meeting Step 6: Enter the meeting title in the Topic field Step 7: Below the Time Zone option, select the check box next to Recurring meeting Step 8: In the Recurrence dropdown, select No Fixed Time Step 6: Select the remaining meeting options Step 7: Select Save Step 8: To share the meeting invitation information or create an Outlook calendar event or invite, click Copy Invitation Step 9: Click Copy Meeting Invitation and click Cancel to close the window Step 10: Paste the meeting invitation information into an email, message or wherever you would like to share the meeting information Step 11: To create an Outlook calendar event or invite, open Outlook calendar Step 12: Click New Meeting Step 13: Paste the meeting invitation information into the Outlook meeting Step 14: Enter the meeting title and attendees Step 16: Click Make Recurring and enter the Appointment Recurrence information Step 17: Paste the Zoom link into the Location Step 18: Edit the Zoom meeting information as desired Step 19: Send meeting invite Notes: Any changes or updates to the meeting date/time will be made in Outlook only. In Zoom, the meeting is a recurring meeting with No Fixed Time. Meeting IDs for recurring meetings expire 365 days after the meeting was last started. Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599

Zoom has ended support for the Zoom legacy Chrome OS App and is phasing it out during the start of 2023. Zoom is asking all customers to switch to the Zoom progressive web application (PWA) for the most up-to-date and feature-rich experience. As Zoom sunsets the Chrome OS App, these are some key dates to be aware of: January 6, 2023: OneIT migrates all Stevens users by enabling the “Auto-launch PWA when joining a meeting on Chrome OS” option at the account level. January 15, 2023: When Chrome OS users click Zoom links, the PWA will automatically launch if it’s installed. If PWA is not installed, the Chrome OS App will continue to launch as usual. This change will be made by Zoom. February 1, 2023: The Chrome OS App will be fully removed and no longer available. Zoom also strongly recommends that all users update to the most recent version of Chrome OS to maintain feature compatibility and continued improved performance. Visit Zoom's support pages for more information about Chrome OS App retirement or using the Zoom PWA for Chrome OS. 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 add Zoom meetings directly to your Canvas course. Before you start Instructors using Zoom in Canvas To prepare to use Zoom access your Stevens Zoom account and install the Zoom desktop client to ensure you have the best available Zoom experience. Zoom Meetings can be scheduled directly from within your Canvas course. If the Zoom link does not appear in your course navigation, please follow these instructions to add Zoom to your Canvas course: Step 1: In the course navigation, click Settings. Step 2: Select the Navigation tab. Step 3: Grab Zoom from the bottom section (under Drag items here to hide them from students) and drag it to where you would like to place it in the top section (under Drag and drop items to reorder them in the course navigation.) Step 4: Click Save to save the new navigation configuration. You will now be able to schedule your course Zoom meetings directly in Canvas. Experiencing an issue or need additional support? Contact our OneIT Team by Opening a support ticket or Calling us at 201-380-6599