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Zoom: Enabling Screen Sharing for Participants | Information Technology | University of Pittsburgh.

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We recently added the option for meeting participants to self-select which video Breakout Room they would like to join. Previously, the meeting host had to assign a participant to a Breakout Room. Now, when the Self-Select Breakout Rooms option is enabled by the host and when the host and participants are on Zoom 5. Zoom natively allows you to create as many as 50 separate breakout sessions for close collaboration and small-group discussion.

Go to zoom. If you cannot access the option to enable Breakout Rooms, contact your system admin and request that they enable it.

The meeting host can be allowed to pre-assign Breakout Rooms when scheduling a meeting. This option is great for hosts who already know how they want to group their participants. In the meeting toolbar, the host or co-host can click on the Breakout Rooms icon and access the following options to manage Breakout Rooms:. Inside the Breakout Room panel there is an Options menu with features to help you shape the Breakout Room experience.

These options include:. Once all your participants are in their Breakout Rooms, these features can help you manage the pace and flow of the sessions:. It is also important to remember that if the virtual meeting is being recorded to the cloud, it will only record the main room, regardless of what room the meeting host is in. If local recording is being used, it will record the room the participant who is recording is in. Multiple participants can record locally.

The maximum number of participants in a single Breakout Room depends on the meeting capacity, number of Breakout Rooms created, and whether participants are assigned during the meeting or before the meeting. As a participant in a Breakout Room, you have similar capabilities as you would in a regular meeting. These include:. While Zoom Rooms cannot initiate Breakout Room sessions, they can be added as Breakout Rooms participants when a host starts a breakout session.

Zoom Rooms participants can join and leave the session and see who else is in their breakout. This is especially helpful for educators using Zoom Rooms-enabled classrooms and want to leverage the Breakout Rooms feature for group activities.

Organizations seeking additional Breakout Rooms capacity should contact their Zoom account representative to access Breakout Rooms with room capacity in a meeting and the ability to assign up to 1, people between those rooms.

To learn more about how to use Breakout Rooms, please visit our support page , or check out our on-demand webinar on how to use Breakout Rooms.

 
 

 

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On the Meeting Toolbar , click the Breakout Rooms button. Figure 4 Figure 4: Select the number of rooms you would like to create, and how you would like to assign your participants to those rooms. You can add and remove users at any time. After you have assigned users to rooms and have created those settings, click Create Rooms.

Figure 5 Figure 5: Your rooms will be created, but will not start automatically. You can Manage the Rooms prior to starting them by following the instructions below. Assigning Participants to Rooms To assign participants to your rooms, click Assign next to the room you wish to assign participants to and select participants you want to assign to that room. Repeat this for each room. Figure 6 Figure 6: Once a participant has been assigned manually or automatically to a room, the number of participants will replace the Assign button.

The host will stay in the main meeting until joining a session manually. If a participant has not joined the session yet, it will be noted by not joined next to their name. To end the rooms, click Close All Rooms. If all questions are turned on there are also settings for attendees to upvote or comment, both can be turned on or off. The chat settings in a meeting are no chat, chat to host, chat to everyone publicly, chat to everyone publicly and privately.

Participants by default can have their camera on or off. The host cannot turn on participant video but can ask them to turn on video via the participant window.

The host can turn off participant video and the participant will not be able to turn it back on unless given permission by the host. Meetings have breakout rooms.

This feature is not available in Webinar. Breakout rooms allow the host to break users into groups, this can be for collaboration, information sessions think of a job fair or information fair with vendors. When setting up breakout room manually, you have a few option settings.

You can move participants into breakout rooms automatically, creating random groups of a specified number. The host can, allow or not, for participants to return to the main session at any time. The host can set the breakout rooms to end automatically after a specified time and be notified when time is up. The host can have a countdown timer when closing the room, and adjust the countdown from 10, 15, 30, 60, and seconds. While breakout rooms are in session, the host can broadcast to all participants.

The participants can ask for help. In meetings the host can, allow or not, participants to share screen. Annotations can be turned off in meeting after the share has started. This can present a Zoom bombing issue when hosting a public meeting.

Annotations can be turned off in the user settings of the host creating the meeting. Note that this affects all of the meetings so if you use annotations for other meetings you would want to turn it back on in settings. You can require registration in both meetings and webinar. There are two approval methods automatically and manually.

You can also select the information you would like to gather from registrants such as first name, last name, email, along with other details like address, organization, etc. There is also a text field for questions and comments. You can also create custom questions for registrants to answer during registration.

You can make any of the field required or optional except for First name and Email Address, they are always required. You can always decide to record your meeting. Recording to the cloud is the preferred method because it takes the processing load off your computer and is the only way to record on devices. Cloud recording can also save the chat and will be displayed in the playback link along with transcripts.

The host can edit the transcripts and chat before sharing the playback link. Local recording records to the hosts computer and processes the file that does not have the chat or transcript options.

Security is very important, but some settings can limit what you can and cannot do in a meeting. Decide how you will be sharing your link.

Is it a private event or public event? Will you need a webinar or meeting? For a more secure registration, use the manually approve option. While more time consuming, can avoid potential disruptors by not giving them the information automatically.

This will prevent all participants from sharing their screens. This can be done using the security button. The host can also set this in the share screen advanced button in the meeting. In a meeting you can turn off annotations only after the sharing has started, this can expose the meeting to potential disruptions. You can turn off annotations by going to the Zoom controls in at the top of the screen and select more.

Visit Zoom’s Join Before Host help page for more information. It’s strongly recommended that hosts also activate Only authenticated users can join when using this option. The Join Before Host option can be convenient for allowing others to continue with a meeting if you are not available to start it, but with this option enabled, the first person who joins the meeting will automatically be made the host and will have full control over the meeting.

Another option is to assign an Alternative Host. It’s still possible for a meeting to start without you the host even if Join Before Host is disabled. If you have given someone Scheduling Privilege , which allows them to schedule meetings on your behalf, then when that person joins a meeting before you, the meeting will begin and they will be made the host. After you join, the role of Host can be reassigned to you. Meeting passcodes previously called passwords are now required.

Passcodes are encrypted within the join meeting link and participants can join without entering it. Attendees who only have the meeting number and not the full link that includes the passcode will need to enter this passcode to enter the meeting. You’ll need to communicate your passcode to those attendees or use a passcode known by them already. By default, screen sharing in Zoom meetings is limited to the host.

You can change this if necessary to allow other attendees to share their screens. If you do make this change and decide to return to having screen sharing be limited to the host, while in your meeting:. This won’t be appropriate when multiple participants will need to share and collaborate, but this restriction prevents unwanted attendees from interrupting the meeting with intrusive sharing.

If you add a Zoom meeting to your calendar using the Outlook Zoom add-in, the appointment text may include the full Zoom link including the encrypted Zoom meeting passcode. If you have set up your calendar so that it is open for all colleagues to view the details of your meetings , this can expose the ability to enter the meeting to anyone who views your calendar.

You can protect the passcode by making the calendar entry private. When this option has been used to stop all video, audio, chat, screen sharing, annotation, and recording in a session, Zoom will prompt the host or co-host whether they would like to report a specific individual from the participant list, share details about the disruption, or include a screen capture of the disruption or abuse.

Please report abuse during Cornell Zoom meetings to zoomsecurity cornell. The host or co-cost can resume the meeting by going to the host menu Security icon and re-activating features listed in the Allow Participants to: section—for example, allow video, audio, chat, and sharing from participants once again. The Security icon menu lets hosts quickly and easily lock a meeting by clicking Lock Meeting.

Be aware that when a meeting is locked, no one else can join and you the host or co-host will NOT be alerted if anyone tries to join—so don’t lock the meeting until everyone has joined. Be aware of the emotional impact that online abuse can have. Imagery that shows the violation of basic human rights of adults or children or targets a community is deeply troubling and can be traumatizing.

Retraumatization of victims of sexual violence, assault, or discrimination is also possible. There is also a risk of inappropriate exposure to children who are in the home environment of the remote worker.

If an event is intended for a child audience, consider recording the program instead of having it live. If online abuse does occur regardless of the audience , do not pretend that it did not happen and power through the meeting—and never just advise participants to simply look away. Rather, end the meeting swiftly and report the incident as soon as possible to Cornell Zoom Security at zoomsecurity cornell.

Alternatively, hosts can report abuse by clicking the Meeting Information icon green shield at the upper left corner of the meeting window, then Report red link with a flag icon. Please report any incidents of abuse occurring in Cornell Zoom meetings to zoomsecurity cornell.

How can we help? Search IT Cornell Go. Update to the Latest Version Always keep your Zoom client application updated to the latest version. For users with Cornell-managed devices , the latest version is available through Self Service for Macs and Software Center for Windows devices.

Completing installation may require restarting your computer. Users with personally owned or non-managed computers should update Zoom by opening their profile settings click your profile picture in the top-right corner , then clicking Check for Updates. If you activate both, only the Waiting Room will be activated.

Be aware that anyone who has the full link that contains the encrypted passcode can join your meeting—so do not share a meeting link publicly, particularly on social media. See also Zoom Articles see all. Host a Zoom Meeting. Install Zoom Software. You will need to install the Zoom software before you can attend participate in a Zoom meeting or webinar.

A variety of free license upgrades are available to users with a business need. Schedule a Zoom Meeting. Links to plan, host, or schedule a Zoom meeting. Includes links to the vendor’s instructions and information about Zoom Webinars. Web and Video Conferencing Comparison Chart. Zoom Rooms at Cornell. You can add Zoom Session information to your meetings scheduled in Outlook.

The steps listed below assume you have already scheduled the Outlook meeting and are going back to add the Zoom info,

 
 

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