Zoom

Zoom

Zoom is a Virtual Meeting Room (VMR) and video conferencing system used at JCU to enhance your collaboration and communication.  Zoom accounts are provided by to all current staff and students, all you need to do is log in with your JCU Username and password.  If you need any help in getting Zoom up and running, please contact the ICT HelpDesk.

Top Zoom Questions

1. How do I install Zoom on a JCU computer?

  1. Go to the Software Center (Win) or the Parallels Application Portal (located under the Applications folder on a Mac) and install Zoom client with Outlook Plugin.
  2. Launch Zoom and click Sign in with SSO.
  3. Leave the company domain as the default (jcu) and click Continue.
  4. Login with JCU Username and Password, once logged in the home screen is displayed.  
    A privacy information screen may be displayed, select the appropriate option and click ok or continue.
  5. Start or restart Outlook and confirm the Zoom Plugin is visible on the top menu.

Please refer to the Zoom for JCU Computers Guide for detailed instructions or the Zoom Online Support page.

2. How do I install Zoom on a personal device?

  1. Go to https://jcu.zoom.us/download and select Zoom Client for Meetings for your device and click Download.
  2. Log in with your JCU Username and Password and accept ‘page may open in another application’ message if on a mobile device.
  3. Follow the installation prompts specific to your operating system.
  4. Launch Zoom and select Sign In or Sign In with SSO.
  5. Type jcu as the Domain.
  6. Log in with your JCU Username and password.

We recommend also downloading the Zoom Plug-in for Microsoft Outlook available for both Outlook desktop and web, to schedule Zoom meetings in Outlook.
Please refer to the Zoom for Personal Computers Guide for detailed instructions or the Zoom Video Tutorials page.

3. How do I invite people to a Zoom meeting using Outlook?

The Zoom plug-in for Outlook enables you to schedule Zoom meetings directly from Outlook (desktop and web).

  1. Ensure Zoom and the Outlook plugin have been installed on your JCU computer, available from the Software Center (Win) or the Parallels Application Portal (located under the Applications folder on a Mac).
  2. Open Outlook on your Desktop, and click Schedule a Meeting.
  3. Set required meeting options in the popup window and click Continue.   
  4. The meeting details and links will be added automatically to the Calendar invite, schedule the meeting as usual and add recipients using the To field.
  5. Click Send when complete.
  6. Refer to the Zoom for JCU Computers Guide for detailed instructions, refer to the Zoom Outlook page or view the following video.

For more information about PMI's refer to the Zoom Support PMI page or watch What is a Meeting ID & PMI Explained video.

4. I'm a PA how do I schedule a Zoom meeting for someone else?

If you need to schedule a Zoom meeting on behalf of a senior staff member (JCU Director, PVC, Dean, etc), please schedule using their role-based email address eg: directorteaching@jcu.edu.au (which is essentially a shared mailbox).  

To schedule a meeting on behalf of senior staff:

  1. Go to the Software Center (Win) or the Parallels Application Portal (located under the Applications folder on a Mac) and install Zoom client with Outlook Plugin.  Zoom must be installed on your computer as well as the senior staff members computer.
  2. Launch Zoom on both computers and log in with the respective JCU Usernames and passwords. 
    (Please refer to the Zoom at JCU: Quick Guide for detailed instructions).
  3. Log request for assistance via ServiceNow Portal and ask for Zoom delegate account access permissions to be confirmed for the senior staff member's email address (shared mailbox address).
  4. Once permissions have been confirmed, Launch Outlook and open shared mailbox calendar.
  5. Schedule an event in Outlook and Click Schedule a Meeting - Zoom
  6. Choose meeting settings and click Continue. This will automatically insert the Zoom meeting information into the notes section.
  7. Add a recurrence for the event (if required) and add location and other information as necessary.
  8. Send invite.

5. What is a Zoom Room?

A Zoom Room is a software-based video conference system installed in a physical space, suitable for small meetings with up to 6-8 participants.

Zoom Rooms cannot be automatically connected to a scheduled video conference. There are however provisions for the host to add a Zoom Room manually to a meeting. Alternatively, the participants in the Zoom Room can manually join the meeting using the Zoom client on the NUC.  Visit Zoom Rooms for more information.

6. How do I request Zoom in a Video Conference Room?

There are a few steps required to request a Zoom connection in a Centrally Booked Video Conference Room at JCU.  
Begin by checking that Zoom and the Zoom Outlook Plugin are installed on your computer.

Simple Connection (room to room or single room and external participants)
* External participants = anyone needing to connect via Zoom from a location other than the physical meeting space

  1. Simple connections are booked as normal via the Web Room Booker (WRB).  
    Refer to the WRBooker Guide for more information.
  2. Wait to receive a confirmation email from Timetabling confirming the booking.
  3. Schedule an event in Outlook and Click Schedule a Meeting - Zoom.
  4. Choose meeting settings and click Continue.
    This will automatically insert the Zoom meeting information into the notes section.
    DO NOT edit the invite before sending.
  5. Add a recurrence for the event (if required) and add location and other information as required.
  6. Add the Booking Reference Number (Host Key) and/or the rooms booked into the Location field.
    Alternatively, include the rooms booked in the invite.
  7. Invite event participants and include videoconferencing@jcu.edu.au
  8. Send invite.

    Please forward any changes made to an existing Zoom meeting to videoconferencing@jcu.edu.au

Advanced Connection (more than two rooms and external participants)
* External participants = anyone needing to connect via Zoom from a location other than the physical meeting space

  1. Request a multi-room connection or connection with external-participants by emailing  videoconferencing@jcu.edu.au
  2. Wait to receive a confirmation email from VAVS
  3. Schedule an event in Outlook and Click Schedule a Meeting - Zoom
  4. Choose meeting settings and click Continue.
    This will automatically insert the Zoom meeting information into the notes section.

    DO NOT edit the invite before sending.
  5. Add a recurrence for the event (if required) and add location and other information as required.
  6. Add the Booking Reference Number (Host Key) and/or the rooms booked into the Location field.
    Alternatively, include the rooms booked in the invite.
  7. Invite event participants and include videoconferencing@jcu.edu.au
  8. Send invite.
  9. Please forward any changes made to an existing Zoom meeting to videoconferencing@jcu.edu.au

The Zoom Video Conference will begin automatically at the scheduled time and locations.

Please Note: if a recording of teaching content is required please use MediaSite, the University's centrally supported enterprise recording system.

7. I have a personal Cisco office system, how do I use this with Zoom?

  1. Ensure Zoom and the Outlook plugin have been installed on your JCU computer.
  2. Launch and log in to Zoom (please refer to the Zoom for JCU Computers Guide for detailed instructions).
  3. Schedule a new event in Outlook.
  4. Click Schedule a Meeting - Zoom from the top menu.
  5. Choose meeting settings and click Continue.
    Note the Zoom Meeting ID - a random 10 digit number (also displayed in the meeting invite as Meeting ID)
  6. Add participants and location if required and Send meeting invite.
  7. At the time of Zoom meeting, select Join Zoom Meeting shortcut from the options on video conference system in room and type in the 10 digit Meeting ID to connect.

8. How do I use Zoom for meetings on campus?

  1. Ensure Zoom and the Outlook plugin have been installed on your JCU computer.
  2. Launch and log in to Zoom (Please refer to the Zoom for JCU Computers Guide for detailed instructions).
  3. Schedule a new event in Outlook.
  4. Click Schedule a Meeting - Zoom from the top menu.
  5. Choose meeting settings, including Personal Meeting ID or random Zoom ID and click Continue.
    Note the Zoom Meeting ID - a random 10 digit number (also displayed in the meeting invite as Meeting ID).
  6. Add participants and location if required and Send meeting invite.
  7. From any zoom enabled JCU room, select Join Zoom Meeting shortcut from the options on video conference system and type in the 10 digit Meeting ID using the remote control.

9. How do I record a Zoom Meeting and distribute the recording?

MediaSite is the University's centrally supported enterprise recording system and is the preferred option for recording teaching content, only record non-teaching content using Zoom.  

To record a meeting using AARNET Cloudstor:

  1. The Meeting Host must Log in to AARNET Cloudstor account.
  2. Select Record in the Zoom client to start or stop recording at any time OR
    Select Record the meeting automatically when choosing meeting settings.
  3. After the meeting is finished, the recording will then be ‘prepared’, and the meeting Host will receive an email with a link to the recording available from Cloudstor.
  4. The Host should forward the link to participants.

Please Note that the recording is only available from Cloudstor for four months and will need to be downloaded by host if a permanent record is required.