Zoom

As of 17th March 2018, Zoom has replaced Pexip at JCU. Zoom is a video conferencing system designed to enhance your collaboration and communication and provide Virtual Meeting Rooms (VMRs) across JCU.

Top 10 Zoom Questions

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

  1. Go to the App Catalog/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 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?

  1. Ensure Zoom and the Outlook plugin have been installed on your JCU computer.
  2. Open Outlook on your Desktop, and click Schedule a Meeting.
  3. Set required meeting options and click Continue.  
  4. The meeting details and links will be added automatically to the Calendar invite, schedule meeting as usual and add recipients using the To field.
  5. Click Send when complete.

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

Please refer to the Zoom for JCU Computers Guide for detailed instructions or for more information refer to the Zoom Outlook page.

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 App Catalog/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. I have a Pexip meeting scheduled in Outlook, how do I convert to Zoom?

The meeting organiser must:

  1. Ensure Zoom and the Outlook plugin have been installed on their JCU computer.
  2. Open the previously scheduled meeting using the Outlook Calendar.
  3. Click Schedule a Meeting - Zoom from the top menu.
  4. Choose meeting settings and click Continue.
    This will automatically insert the Zoom meeting information into the notes section.
  5. Remove any Pexip information or links from the meeting notes.
  6. Send update.

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).
  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. Copy and paste the Booking Reference Number (Host Key) into the event Notes.
    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. Copy and paste the Booking Reference Number (Host Key) into the event Notes.
    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 Room Booking with a Pexip connection, how do I change this to Zoom?

To convert a Central Room Booking with a Pexip connection to a Zoom connection:

  1. Ensure Zoom and the Outlook plugin have been installed on your JCU computer.
  2. Locate the Booking Reference Number (Host Key) in the original email confirmation from Timetabling.
  3. Schedule a new event in Outlook.
  4. Click Schedule a Meeting - Zoom from the top menu.
  5. Choose meeting settings and click Continue.
    This will automatically insert the Zoom meeting information into the meeting notes.
  6. Remove any Pexip information from the meeting notes or location sections.
  7. Add videoconferencing@jcu.edu.au as a participant in either the To or CC field.
  8. Send meeting update.

8. 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.

9. I have a Pexip VMR, how do I use Zoom for meetings?

Staff who previously had a VMR would have used a unique link (eg: your.name@vmr.jcu.edu.au) to schedule meetings.  
As of 17th March, this will no longer be active and you will need to use 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, 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.

10. 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.