Zoom - How-To

All Highline faculty can get access to Zoom accounts. Full-time faculty automatically have full Zoom licenses. For part-time faculty, your coordinator can request a pro license when they ask for your other system needs. To access all Zoom features and to host meetings longer than 45 minutes, you must have a licensed account. 

Once you have your account, it's time to customize it. Click on "My Account" in the top right corner, and click on Profile on the left side of the page. Add an image to your profile, add your pronouns, and adjust your name if needed. 

Set up your Personal Meeting ID and Personal Link

You'll typically use your personal meeting ID for office hours and meetings with students and colleagues. When people are joining your room, they're going to need a web address. If they are joining from the Android or iOS app, they will need either your 10-digit "personal meeting ID" or your "personal link" name. Both of these can be customized.

Personal meeting ID. While Zoom gives you a 10-digit number by default. You can customize this to, for example, your office phone number. Click "Edit" to change it. 

Personal link. Click "Customize" to add, say, your name to create an easier-to-remember Zoom URL. For instance, some people uses their first name, others use first initial last name.

Reaction Skin Tone

Adjust the skin tone of the hands that display if you select “applause” or “thumbs up” reactions on the toolbar in Zoom. In the Settings, General, look for “Reaction Skin Tone.”

The easiest path to posting recordings of your Zoom sessions is to use the integration between Canvas, Zoom, and Panopto.

IMPORTANT: You must make a recurring meeting for each class, and you must set up that meeting from inside Canvas.

Set up Canvas, Zoom, and Panopto

You only have to do this part once for each course. 

1. Go into your Canvas course and add both Zoom and Panopto Recordings to your course's left navigation menu. 

   1. • • Open your course, select the settings option from the left side menu. 

        • At the top, select the navigation tab. 

        • Move Zoom and Panopto from the bottom of the menu [the inactive space] into the active space.

2. Click on the newly added link, and you'll be asked to authorize Zoom. 

   1. • • Click Authorize.

        • If you're asked to log in, do so with your usual MyHighline information. 

3. In your course navigation, click on Panopto Recordings and authorize. 

Inform Students

4. In your syllabus, let students know that you plan to record classes. 

5. In each meeting, let participants know you are recording and what you plan to do with this recording. Zoom will also prompt students that they are consenting to recording.

6. In your zoom settings in your zoom account, --> Settings --> Recording tab --> Cloud recording section. (While this is in the cloud recording section, this setting applies to all recordings.) --> uncheck the box "display participants' names in the recording" 

Create A Class Meeting

To join a meeting, people will need the meeting URL. It'll look something like https://highline.zoom.us/j/wholebunchofnumbers. Once you have made the class meeting, you can post this as a link in your Canvas course, send it in an email, or include it in a calendar invitation. 

We recommend the following settings when scheduling meetings:

• The times are guidelines. You can open a meeting before the time indicated, and end it anytime. 

• Enable to waiting room and passcode. 

• Select Video off for participants when they join. 

• Disable "Join before host" for classes and office hours. No one will be able to start the meeting without you. 

• Mute participants on entry.

• Do not select "Only authenticated users can join." This will require students to have to log in; our experience is that it's not worth the trouble students will have unless you've had disruptive behavior in the class. 

Schedule a Recurring Meeting

1. Make sure you have completed the Set-Up steps above to enable and authorize Zoom and Panopto.

2. From your Canvas Course, select the Zoom tab on the left

3. Click on the Schedule a New Meeting button

4. Fill out the meeting information  - select that it is a recurring meeting, check waiting room (but nothing else in security) and check record meeting automatically, if you would like to use that setting. 

5. Select to record to the cloud

Starting the Meeting

1. From Canvas, open your course and then the Zoom tab on the left side

2. Locate the Recurring Meeting you set for your course

3. Click Start to start the meeting

4. If you did not enable immediately start recording, make sure to select Cloud Recording [it will be stored in Panopto this way]

When you end the meeting, the video from the meeting will be available in Panopto to edit and share. 

Record Each Class

1. Enter the class through the Zoom link in your Canvas Course

   • In your course left navigation menu, click on Zoom. While you'll be able to see all of your Zoom meetings, your students will only be able to see the Zoom meetings for their course. (If you only want to see your Zoom meetings for that course, check the box next to "Show my course meetings only."

2. Click the record option, and choose "Record to the cloud." (if you did not set the meeting to automatically record)

3. At the end of the class session, your recording will be automatically added to the Panopto Recordings link for your course.

Be patient. It takes time for the recording to be saved to the Zoom servers and then some more time for Zoom to send it over to Panopto and a bit more time for Panopto to process the recording and make it available.  The longer your recording, the longer it will take.

Read the full guide

Caption the recording

Once the recording has posted in Panopto, you can also caption it. 

1. Click on the Panopto Recordings link in your course. 

2. Click the Edit button [it looks like a movie clapboard and pencil]

3. On the left side of the Panopto Edit Screen, click captions. 

4. Review the captions and edit them, as needed. While the captions are pretty for automatically generated captions, they will have trouble with highly technical content, such as compound names in Chemistry. 

5. Click the Apply button at the top of the screen. 

To join a meeting, people will need the meeting URL. It'll look something like https://highline.zoom.us/j/wholebunchofnumbers. Your account has a personal meeting room that you can customize the meeting address for.  It will look something like this https://highline.zoom.us/j/yourMeetingID  You can post this as a link in your Canvas syllabus, send it in an email, place it in your email signature, or include it in a calendar invitation. 

We recommend the following settings when scheduling meetings:

• The times are guidelines. You can open a meeting before the time indicated, and end it anytime. 

• Enable to waiting room.

• Select Video off for participants when they join. 

• Disable "Join before host" for classes and office hours. No one will be able to start the meeting without you. 

• Mute participants on entry for classes, but not for meetings. 

• Do not select "Only authenticated users can join." This will require students to have to log in; our experience is that it's not worth the trouble students will have unless you've had disruptive behavior in the class. 

Starting a Meeting

You can start a meeting in many different ways. Always make sure you are logged into your Highline Zoom account. 

• If you have the link already available (in your outlook, on your Canvas page, or in an email), click on the link. It will open the Zoom meeting. Follow the prompts from Zoom. 

• You can also log into Zoom and select your meetings from the Zoom interface. 

• You can also start a meeting quickly by opening the Zoom app. Click "New" and click the little arrow to the right of the New button to make sure that "Use my Personal Meeting ID (PMI is checked)

• In your syllabus, let students know that you plan to record classes. 

• In each meeting, let participants know you are recording and what you plan to do with this recording. Zoom will also prompt students that they are consenting to recording 

• In your zoom settings in your zoom account, --> Settings --> Recording tab --> Cloud recording section. (While this is in the cloud recording section, this setting applies to all recordings.) --> uncheck the box "display participants' names in the recording" 

• If you are NOT using the Zoom - Panopto - Canvas integration, when you select the record button, choose to record locally. Cloud recording on Zoom deletes after 30 days.  When you close your Zoom room, Zoom will automatically download the recording to your computer. You can find it in a new folder called Zoom. All of the files associated with the recording will be stored in a new folder named with the date and time of the recording and the name of the meeting room. 

What to do with the local recording

The video recording file will be an mp4.

Add the video to Panopto  

1. Connect Panopto to Canvas (in your Canvas course, in settings, move Panopoto to the active section of navigation) 

2. In either Panopto or in Panopto Recordings in Canvas, click the +Create button and select upload media. 

3. Select the mp4 file you want (and change the name if you would like)

4. Edit the file and captions 

5. Embed the recording to any Canvas page. 

6. Click the Create button, and select Upload media.

7. Add your mp4 file. 

8. You can embed the recording in any Canvas page, discussion, assignment, announcement, etc. by clicking on the Panopto icon.

• It will take time for your video to process from Zoom  to your computer,  from  your computer to  Panopto, and from editing to being fully saved. 
  
  

Save the video to Google Drive 

1. Go to https://drive.highline.edu.

2. Log in with your regular Highline email and password.

3. Create a new folder for your class. 

4. On your computer, rename the file by clicking once on the file name. Change it to the date of the class. 

5. Copy it to the folder in Google Drive. On most computers, you can drag the recording file onto the web page for your Google Drive. 

6. Share the file so that anyone can access the file. 

7. Get the sharing link. Place it in your Canvas course, in the module for the week of that class. 

Once you have added the video to Panopto or saved it to Google Drive, you can delete it from your computer.