Zoom Rooms

What is a Zoom Room?

Zoom Rooms are software-based room systems that provide an integrated experience for audio conferencing, wireless screen sharing and video conferencing. Zoom Rooms can be used for room only attendees or remote attendees joining from another room, from their desktop, or from their mobile device. Each room requires, at minimum, a Mac or Windows computer that runs the Zoom Rooms software, and an iPad, Android or Windows 10 tablet that runs the Zoom Rooms app. This resource is available on a limited basis for licensed Zoom hosts.

To get started, first ensure you have the proper equipment:

Provisioning Zoom Room

Please Note:

  • If you’re in a school subaccount, please contact your account admin.
  • You can only provision one room at a time, i.e if you need 10 Zoom Rooms, you’ll have to create 10 separate submissions (one for each Zoom Room).
  1. Go to the Resource request form: https://t.jh.edu/ZoomSignUp
  2. Select Zoom Rooms
    Select Zoom Rooms
  3. Enter the Point of Contact (POC) – this is the person that is responsible for the Zoom Room
    Please Note:
    The Zoom Room Administrator and the POC MUST be in the same Zoom account!
    Fill out POC.
  4. Zoom Room Location
    • Check the dropdown to see if your location already exists:
      Selecting an already Existing Campus
    • If the campus, building, etc. doesn’t exist, check the box to create it:Selecting a New Campus
  5. Zoom Room Administration
    Adding Room Admins
  6. Calendar Integration for Zoom Rooms
    Calendar Integration for Zoom Rooms
    Please Note:
    For Zoom Room Calendar Integration instruction please visit the following link: https://uis.jhu.edu/zoom/zoom-room-calendaring
  7. Zoom Room Cost Center
    Cost Center
  8. Click “Order Now”

What’s next?

Once you place the order for the Zoom Room, you will receive an email from the IT Service Desk with the details of your submission. after recieiving the order confirmation, allow the JH Zoom Team one business day to process the request.

For any questions, please contact the JH Zoom Team at zoom@jhu.edu.

Zoom Events Guide

General Info About Zoom Events

  • General Notes/Suggestions About Zoom Events
  • Helpful Zoom Resources About Zoom Events
  • Assigning a Zoom Events License
  • Hub

  • What is a Hub?
  • Create a Hub
  • Edit a Hub
  • General Notes/Suggestions on Hubs
  • Conferences & Events

  • About Conferences & Events
  • Conferences
  • Events
  • Frequently Asked Questions

    General Info About Zoom Events

    General Notes/Suggestions

    • Zoom events capacity is 500 participants
    • You can create “Test” Events – which will not appear on your Hub
    • To manage the event, the user will need to log in to https://events.zoom.us/
    • Zoom Events meetings and webinars will show up for the host in their list of upcoming meetings and webinars

    Helpful Zoom Resources About Zoom Events

    Assigning a Zoom Events License

    While the Zoom Events provisioning form is in progress, please email zoom@jhu.edu regarding a Zoom Events License.

    Please Note:

  • It’s not possible to remove an Events license when a user has a published Event.
  • A user’s Event setup and history will be deleted when the license is removed from their account.
    • Only the main host needs the Zoom Event License
    • Users MUST have a Licensed account to add on a Zoom Events License
    • All attendees must have a Zoom account – this can cause some confusion with attendees – the Zoom email has to match with the email provided from the user during the registration process

    Hub

    What is a Hub?

    A Hub is a collection of upcoming, current, and past events that were created by a group of Hosts… basically, your events directory! Hubs are ideal to separate events related to a specific subject. As a Zoom Events license holder, you can create Hubs.

    • A Hub is a workspace where your events can be created, published, managed, and shared
    • You can invite hosts to join a Hub where they can create events
    • You can invite managers to join a Hub where they can help manage events, users, and settings
    • You can customize a Hub’s visibility setting (public or internal)
    • You can share a Hub with a shareable link
    • You can allow attendees to follow a Hub
    • You can show upcoming and past events on a Hub’s public profile page
    • Hubs can be based by topic/audience – i.e. cardiology hub, oncology hub, pediatrics hub

    Create a Hub

    1. Create a hub
    2. Sign in to Zoom Events
    3. In the top-right corner of the page, click Manage
    4. On the left side of the page, click ‘+’
    5. Enter the name of the Hub
    6. Click Create

    Edit a Hub

    Go to the “Manage” tab:
    Go to the “Manage” tab.

    General Notes/Suggestions on Hubs

    • The host can edit when lobby closes after event
    • Recordings are available to registered attendees in the lobby while it is open. The Event host will have access to all the cloud recordings to share or download as needed.
    • Attendees cannot download recordings – host would need to send them out
    • Hubs can be based by topic/audience, i.e. cardiology Hub, oncology Hub, pediatrics Hub, IT Hub
    • Lobbies can be open for up to 365 days
    • Chat is persistent, meaning if I register for the Event a few days after registration opens, I have the ability to review all chat messages in the lobby from the beginning

    Conferences & Events

    Once you have created a Hub, you can create a Conference or an Event:

    • When in the Hub, click hover over “Create” to see your event type options:Zoom Events Hierarchy
      Please Note:
      Don’t bother with summit, it will be disappearing because there are feature gaps between the conference and summit.
    • Conferences: Multi-track sessions across multiple day
    • Events: Single session meeting or webinar, basically same thing as a webinar

    General Notes/Suggestions on Conferences & Events

    General

    • Conference sessions can be meetings AND webinars
    • Conference is most complete – summit will roll up into conference (which is why we’re not listing it as an option)
    • Conferences can only last 5 days

    Recording

    • Recordings are only available while the lobby’s open
    • Attendees cannot download recordings – host would need to send them out

    Registration

    • There are custom registration options (user information and custom questions)
    • Registration works similarly as webinars
    • Can pre-populate questions for that session
    • Can edit when lobby closes after event
    • Lobbies can only be open for 365 days

    Ticketing

    • Special Role tickets take away from the total number – so your alternative host, and speakers count as tickets – i.e. if you have 5 alternative hosts and 5 speakers, you’ll only have 490 tickets available for your attendees.
    • Can separate tix into General admission and VIP (using guest lists)

    Conferences

  • Zoom Event Conference Articles:
  • Creating a Zoom Events Conference
  • Editing a Zoom Events Conference
  • Roles:
    • Co-Editor:
      • Co-editors can make changes to the event details. Co-editors cannot add or remove other co-editors. Co-editors will not be provided with their own tickets to the event but they can add their email as an alternate host, panelists, etc.
      • Will not see Zoom Events Webinars/Meetings on their profile
      • Being added as a co-editor doesn’t give you a speaker privilege – just allows editing, setup and management of the actual event
      • Does not need an events License – can be internal or external
      • Similar to your delegated scheduler
    • Alternative Host:
      • Alternative Hosts for sessions can start the session associated to them on the Host’s behalf; an Alternative Host ticket will be auto-assigned to Alternative Hosts.
      • Same rules as alternative host has currently: https://uis.jhu.edu/2021/07/15/new-feature-alternative-hosting-and-designated-scheduling-across-the-enterprise
      • Needs a ticket
      • Don’t need an events license
    • Speakers:
      • All need tickets (which are auto-generated)
      • Basically, same idea as a panelist
      • Primary Speaker for a session will have host capabilities
      • Conference Scheduling:
        • Entering CSV file information for Zoom Events
        • Agendas have to be in CSV format
        • If you already have an agenda uploaded and realize there’s a mistake you can export the current CSV, change the CSV, and re-upload the CSV, OR you can edit each event to make any changes
        • Zoom suggests uploading the sample CSV and making edits on the GUI
    • General Notes/Suggestions on Conferences:
      • “Conferences” support Events up to 5 days long and up to 13 concurrent sessions (meetings or webinars). This provides the broadest capabilities and is recommended as the event type.
      • Build up speaker list THEN add agenda, easier to delete than add when building out an agenda
      • Conferences can only last 5 days
      • Co-editors can’t join until they have a ticket.
      • Can’t join an event until it’s published and the lobby is open
      • Alt hosts/ primary speaker manage sessions
      • You can have a co-editor be anyone with a Zoom account
      • There’s no limit to the number of tracks a conference can hold (tested with 15 tracks)
      • There’s no limit to the number of meetings/webinars a conference can hold

      Events

    • Zoom Event Event Articles:
    • Multiple Webinars treated as one event
    • General Notes/Suggestions on Events:
      • Events – more of a one off-repetitive event
      • Pure one-off event… stick with webinar (less work)
    • Frequently Asked Questions

      Q: How is the Zoom Events max capacity determined for Meetings and Webinars?
      A: Capacity is determined as follows:

      • The Meeting capacity is determined by the users’ Zoom Meetings license capacity (300, 500 & 1,000)
      • The Webinar capacity is determined by the users’ Zoom Events license capacity (1,000, 3,000,)

      Q: What version of the Zoom client is needed for Zoom Events?
      A:Version v5.7.6 or higher is required to use Zoom Events.Please make sure you’re using the latest version of the Zoom client available.

      Q: What is the max number of Speakers you can list with Headshots/Bios?
      A: 100 Speakers

      Q: What Zoom email is used to send out emails for Zoom Events?
      A: Emails are sent from noreply-zoomevents@zoom.us

      Q: Can a Zoom Events host assign themselves as a speaker?
      A: Not directly, they will need to add themselves as the speaker by using a pseudo email. This will allow them to be featured as a speaker for the session. The host will not receive the speaker ticket, which technically is not needed since they have Host access to the event.

      Q: Why is the event lobby blank/empty when users join?
      A: Remove any apostrophes from the event name

      Q: Why is there a Default Hub?
      A: The default hub is created as the first hub in every account.

      • This allows Zoom Events license users a place to post events and end users (attendees) to have a place to land when they login
      • Every event license holder (for an account) is added as hub owner to this default hub
      • Event license holders can create their own hubs
      • The default hub is just the first hub for an account and cannot be deleted

      Q: Are Attendee Reports Available for Zoom Events too?
      A: Reports are available after the session and are largely like webinar reports separate for each session within the event.

      • You can see join and leave but if they didn’t opt-in then emails are masked
      • Each session shows up as a separate meeting/webinar within reports/dashboards

      Q: Can you pre-register participants?
      A: No, all attendees must register themselves

      Q: Can an event session have more registrants than the Zoom Events capacity purchased?
      A: No, the total number of tickets you can sell is based on the capacity of the license you purchased

      Q: Which payment method options are available?
      A: PayPal, Stripe, Non-profit, or free are options for the tickets

      Q: Does Zoom Events require attendees to have a Zoom account?
      A: Yes, attendees will need a Zoom account to register and attend events. All that is needed is a [free] Basic Meetings accounts

      Q: Do events have a meeting ID and or passcode?
      A: No, Zoom Events do not share a meeting ID or passcode. Ticketing is tied to their Zoom account and generates a unique link for each ticket

      Q: Does everyone joining the event need to log into their Zoom account?
      A: Yes, Zoom Events link is generated uniquely for each Zoom account (email)

      • To join an event the user must be logged into Zoom with the same account they used to register for the event
      • Users can see all their Event tickets via the Zoom Events portal
  • Zoom Room Calendaring

    Reference

  • Setting Up Zoom Rooms with Office 365
  • Prerequisites

    • A Zoom room which will use an Office 365 / Exchange Online calendar
    • A calendar to link to the Zoom Room (room calendar)
    • An Exchange Service Account (dedicated user)

    Creating the Calendar Accounts

    1. Create a dedicated user for Zoom to access Office 365 calendars (see Request Group Account (O365/Exchange Online)), e.g., atazoomcal@jh.edu.
    2. If you don’t already have an account, you’ll need to request an account from your LAN Administrator.
    3. Create or locate a calendar resource for each room e.g., ataroomtest@jh.edu.
    4. Delegate rooms to the dedicated user, or simply sign into both accounts (dedicated user, room calendar).
    5. Enable the dedicated user to edit the Zoom Rooms calendars.
    6. Email zoom@jhu.edu when the above steps have been completed, and a Zoom Account Administrator will set up the calendar integration. The Zoom Account Administrator will let you know when you’re able to proceed with the below steps.

    Add the Calendar Resource

    As a Zoom Room Admin, once the integration has ben set up, you can add the the calendar resource as follows:

    1. Go to Zoom Admin > Room Management > Zoom Rooms
    2. Find your room, e.g., DTEN
    3. Click on ‘Add a Calendar’
    4. Click on 'Add a Calendar'

    5. In the “Add a calendar resource” screen, you should see at least one Calendar integration, e.g., atazoomcal@jh.edu
      In the
    6. In “Select a calendar resource”, you should be able to select the ROOM’s calendar, e.g., ataroomtest
      In
    7. Click ‘Save’
    8. The Zoom Room listing should now show the calendar associated with the room
      The Zoom Room listing should now show the calendar associated with the room.

    Calendar Integration Validation

    Outlook

    1. In Outlook set up a meeting with the Zoom Room (e.g., ataroomtest) and add a Zoom meeting to it.
    2. Meeting should then appear on the Zoom Room (note: DTEN isn’t as fancy, doesn’t display all upcoming meetings).

    iOS Display Scheduler (see Zoom Rooms Scheduling Display)

    1. If you have an iPad w/ Zoom Room App for iPad installed, you can add is a Display Scheduler for the Zoom Room.
    2. Use the Display Scheduler to book a meeting with the Zoom Room
      Meeting should then appear on the Zoom Room.

    Uninstall and Reinstall Zoom (PC)

    Zoom has a utility called CleanZoom (PC only) that does the following:

    • remove all existing Zoom client and plugin on the local machine (Zoom client (exe/msi), VDI client, outlook plugin)
    • remove all regkeys associated with Zoom

    Note: you will require administrative privileges on your PC.

    Download: https://support.zoom.us/hc/en-us/article_attachments/360084068792/CleanZoom.zip

    Typical Steps

    1. Run CleanZoom to uninstall Zoom completely.

      Note: Use of the clean uninstaller will completely remove the Zoom client, as well as the Zoom plugin for Outlook. The Outlook add-in, Chrome/Firefox extensions, and GSuite add-on are unaffected.

    2. In the download center, download and install the appropriate Zoom client for meetings.

    3. Once installed, open the Zoom desktop client, start a meeting with screen share, and test to see if the issue persists.

    Zoom Training

    Vendor-Provided Trainings

    Support Guides

    Zoom Large Meeting Feature

    About Large Meeting

    Large Meetings are your standard Zoom meetings, where everyone meets with video, audio, screen sharing, and a plethora of collaboration features, but on a larger scale. Regular Zoom meetings can have up to 300 video participants, where the Large Meeting license allows for an expanded capacity of up to 500 or 1,000 participants per meeting (based on license size). When would you want to host a Large Meeting over a Webinar? A Large Meeting is recommended when you want to provide your participants with a more collaborative and collective virtual experience, allowing them to interact with not only the hosts, but also other participants. Video Breakout Rooms also make Large Meetings ideal for teaching and training.

    For any outlying questions regarding Large Meetings, please see Zoom’s Meeting Page.

    Meeting vs. Webinar
    Meetings yield a more collaborative and interactive environment, whereas webinars are better for presentation and lecture. Take a look at the differences between meetings and webinars on Zoom’s support page.

    For more on Webinars, please see our Webinar Page.

    Requesting a Large Meeting License

    To add a Large Meeting license to your account, you can request the add-on through the IT Services Catalog.

    1. Select Zoom Large Meeting Add-on from the drop down menu.

      Which Zoom resource are you requesting? Zoom Large Meeting Add-on

    2. Select the Large Meeting Audience Size.
      Audience size

    3. Select the Large Meeting Host Type.
      • Select User for JHED-authenticated, individual user accounts.
      • Select Service Account for shared/service accounts.
        Host Type

    4. Enter the JHED ID of the Large Meeting host (for user accounts) or the email address of the service account (for service accounts). Please Note: The user account must be Licensed.
      JHED ID or service account search box

    5. For the Large Meeting[500] license, please proceed to Step #7.
    6. For the Large Meeting[1,000] licenses, you will need to enter additional information about the event and the duration of time which you will need the license for.
      • Enter the Event Name, Event Description, Event Type, Event Date, and Event Length. Please Note: You will have access to the license one day before the event date. Access remains until the duration plus one day has passed from the event date.
        Event Information

        Unavailable Webinar Dates
        For the Large Meeting[1,000], a list of unavailable dates will be displayed, similar to those on the banner displayed below, if all of the large meeting licenses for the specified capacity have been already reserved for that date:
        Event Information
      • You will also have the option to keep a reduced capacity Large Meeting license, Large Meeting[500], on the account once the event has concluded if you wish to do so. This access is Ongoing.
        Retain access

    7. Enter the Cost Center for the license charges. Please Note: If cost center is valid, the Fund Number populates automatically.
      Cost Center

    8. Click Order Now once you are complete.

    For Large Meeting pricing, see our product page in ServiceNow.

    To cancel a Large Meeting add-on or change a cost center, please visit the Zoom Resource Management Portal.

    Multiple Large Meetings in a Division/School
    If multiple users are looking to host Large Meetings in your division, we’d suggest setting up a service account to link your Large Meetings. This way the access can be shared among multiple users. For more information about this process, please contact zoom@jhu.edu.

    Large Meeting Features

    300+ participants all talking and sharing sounds a bit unwieldy at first, but there are tools available to help manage such a large sized group.

    You can find most of these features by clicking Manage Participants at the bottom of your Zoom meeting window:
    Host Controls

    Host Controls & Participant Management in a Large Meeting

    There are multiple roles available for a Large Meeting: host, co-host, alternative host, and participant. The role that you have in the Large Meeting will be designated by the host.

    The host is the user that scheduled the meeting. They have full permissions to manage the meeting. There can only be one host of a meeting.

    Co-Hosts share most of the controls that hosts have, allowing the co-host to manage the administrative side of the meeting, such as managing participants. The host must assign a co-host during the meeting. Co-hosts cannot start a meeting. If a host needs someone else to start the meeting, they can assign an alternative host.

    Note
    Co-hosts cannot start meetings scheduled by the host. Co-hosts cannot be assigned ahead of time. The host has to promote a participant to co-host. Alternatively, the host can assign a user as an alternative host.

    Alternative hosts share the same controls as co-hosts, but can also start the meeting. Hosts can assign alternative hosts when they schedule a meeting.

    Note
    Alternative hosts can start the meeting by using the meeting ID or the meeting link in the invitation email directly from Zoom. The meeting will not display in the upcoming meetings list in the desktop client or mobile app for alternative hosts.

    Participants can share their video, screen, and audio. Learn about managing participants in a meeting by visiting the Managing Participants in a Meeting page.

    Large Meeting Registration & Scheduling

    Large Meetings can require pre-registration before the event. The host can either automatically approve all registrants or manually approve each one. The host can add custom registration questions and generate reports on these registrations as well.

    Scheduling a Large Meeting with registration will allow participants register with their e-mail, name, other questions, and custom questions, allowing you to capture more information about your participants.

    You can customize the registration for Large Meetings through an array of registration options and branding.

    Scheduling a Large Meeting without registration will allow participants to join without needing to sign up in advance. Participants will be required to enter their name and email address upon joining.

    Zoom also allows you to schedule recurring Large Meetings with multiple occurrences, so that each occurrence uses the same meeting ID and settings. You can schedule these meetings in daily, weekly, and monthly increments. You can also set a recurring meeting to be used at any time. Meeting IDs for recurring meetings expire 365 days after the meeting was last started.

    Large Meeting Branding, Emails, & Streaming

    You can customize your Large Meeting registration page with a banner, logo, and event description. Users can customize these settings when you schedule a Large Meeting that requires registration.

    If configured, you can live stream a Large Meeting to a custom platform. If you configure this before the Large Meeting, you can begin streaming with one click after your Large Meeting begins.

    Large Meeting Reporting

    Large Meeting Reports allows users to generate different metrics and information reports including:

    • Registration: Displays a list of registrants and their registration details.
    • Polling: Displays each participant’s poll result.
    • Usage: Provides meetings, participant information, participant counts, and meeting minutes within a specified time range.

    These reports can be exported in a .CSV format for further analysis.

    For step-by-step instructions on how to extract reporting data, please see Zoom’s page on Large Meeting Reporting.

    Large Meeting Best Practices

    See the Large Meeting Best Practices and Resources for great tips and tricks to set up and run your Large Meeting with ease.

    Large Meeting FAQ

    Please see our Zoom FAQ page for common questions about Zoom’s Large Meeting feature.

    Granting and Managing Blue Jays Cloud Recording

    Requesting TA Cloud Recording Access

    Before you can begin using the Zoom Student Cloud Recording Request form, please contact your divisional Zoom support team so they can request form access for you. Once you have been granted access, please complete the following:

    1. Access the form by visiting Zoom Student Cloud Recording Request
    2. Enter the JHED IDs of the students you are requesting Cloud Recording access for. You can enter up to ten users at a time.
    3. Select the division requesting access for the student from the Sponsoring Division drop-down menu.
    4. Enter the Access Start Date and Access End Date for Cloud Recording. Click the calendar icon to open a date selector.
    5. Request form

    6. Once you have populated all fields, click Order Now on the right side of the screen. You as well as the student will receive an email from the IT Service Desk with confirmation.
    7. Order now button

    Managing Cloud Recording Access

    All changes and updates needed for Cloud Recording access will be made using the Zoom Student Cloud Recording Management Portal. In the portal, you are able to:

    • Revoke Cloud Recording access
    • Edit access start and end dates
    • Update a user’s sponsoring division

    You are also able to filter the Management Portal results table by the Student’s JHED ID, Sponsoring Division, or the JHED ID of the Requestor.

    Student Cloud Recording Management Portal

    Please see below for Management Portal table column definitions/explanations.

    IMPORTANT: You must click the blue Save Changes button at the top of the portal for all changes to applied. Any changes made will trigger an email notification both to you and the student that you modified.

    Management Portal Column Definition/Explanation How to Modify
    Remove Access Immediately remove Cloud Recording access, despite the Access Start and End Dates. Click the X on the for the student you wish to inactivate. Once finished, click Save Changes to save this update.
    Student Student’s name. N/A
    JHED JHED ID of the student. N/A
    Status Status reflects the current state of the student’s access.

    • Active indicates the student has access.
    • Scheduled indicates the student has upcoming access, specifically on the Access Start Date
    Status changes based on Access Start and End dates.
    Access Start The date which Cloud Recording access is granted. Click the pencil for the Access Start Date you wish to change. Click the calendar icon to select a new date and click the green check mark to apply. Once finished, click Save Changes to save this update.
    Access End The date which Cloud Recording access is removed. Click the pencil for the Access End Date you wish to change. Click the calendar icon to select a new date and click the green check mark to apply. Once finished, click Save Changes to save this update.
    Sponsoring Division Division which the student is apart of. Click the pencil for the Sponsoring Division you wish to change. Select the appropriate divisions and click the green check mark to apply. Once finished, click Save Changes to save this update.
    Requested by Staff who requested access. N/A

    Please Note: Student cloud recordings will continue to remain in the Blue Jays Student instance once their access has expired. However, if the student needs to view or download the recordings after access expiration, the school/division will need to re-provision access to the student.

    Cloud Recording Guide for Students

    Support documentation for using Cloud Recording as a student is available. Please visit Guide to Cloud Recording for Students.

    Cloud Recording FAQ

    Please refer to our Cloud Recording for Students FAQ.

    Guide to Cloud Recording for Students

    Requesting Access

    Please refer to the table below for the appropriate divisional contact to request Cloud Recording access. If you are a TA, please first contact your instructor. In your request, you should include your name, role within the division, and reason for needing Cloud Recording access. A staff member within the division will then contact you stating that you have been granted or denied access.

    School/Division Support Contact
    Advanced Academic Programs (AAP) aaphelp@jhu.edu
    Carey Business School carey.zoom@jhu.edu
    Center for Talented Youth (CTY) ctyhelpdesk@jhu.edu
    Krieger School of Arts and Sciences (KSAS) ksaszoom@jhu.edu
    Peabody Institute Peabody Help Desk
    School of Advanced International Studies (SAIS) sais.odl@jhu.edu
    School of Education (SOE) SOE-IT@jhu.edu
    School of Medicine (SOM) oachelpdesk@jhmi.edu
    School of Nursing (SON) SON-HelpDesk@jhu.edu
    School of Public Health (SPH) JHSPH Virtual Conferencing
    Whiting School of Engineering (WSE)
    Engineering for Professionals (EP)
    ep-help-desk@jhu.edu

    Using Cloud Recording

    1. If you have been granted access to use Cloud Recording, this setting will automatically be enabled in your Recording settings. To confirm that the feature is available to you, please complete the following:
      • To ensure that the changes are properly reflected in your account, please first logout of your Zoom account.
      • Then, login into your Zoom account at jhubluejays.zoom.us using your JHED credentials.
      • Navigate to Settings > Recording > Cloud Recording. You should see that Cloud Recording is toggled on.
      • Cloud recording toggled on in settings
        Please Note: If you are supposed to have Cloud Recording access and the feature is not toggled on for your account, please contact zoom@jhu.edu.

    2. To Cloud Record a meeting, complete the following:
      • Start your meeting (as the host).
      • Click the Record button from your Zoom In-meeting controls and settings. Then select Record to the Cloud.
      • Record to the Cloud button

      • Click Continue on the Record this meeting to the cloud? pop-up screen.
      • Record to the cloud pop up screen

      • When Cloud Recording is active, you will see a status icon in the top left corner of your screen.
      • Cloud recording notification

      • You can Pause or Stop the recording at anytime using the stop and pause buttons in the meeting controls.
      • Pause or stop cloud recording buttons

      • Cloud Recording will automatically stop if you end the meeting.

    You can also visit Zoom’s support site for more on how to use Cloud Recording.

    Accessing the Cloud Recordings

    1. Login into your Zoom account at jhubluejays.zoom.us using your JHED credentials.
    2. Navigate to Recordings > Cloud Recordings to see a list of all cloud recordings. Note: Zoom will send you an email once the recording becomes available.
    3. Cloud recording location when signed in the web

    4. Click the recording’s blue topic hyperlink. From here, you can…
      • Watch the recording.
      • Download the recording and other related files.
      • Rename the recording.
      • Share the recording.
      • View the recording’s audio transcript.
      • Cloud recording options

    5. Please Note: Cloud Recordings are automatically deleted after 180 days. You will need to download them locally before they are automatically deleted if you wish to retain a copy. Zoom will send you a reminder email before the deletion occurs.

    When Cloud Recording Access Expires

    Cloud Recording access will automatically expire based on the access end date set by your school/division. Before your access ends, you should download all of your recordings locally to your machine. See below for instructions on uploading the recordings to Panopto.

    Please Note: Your cloud recordings will continue to remain in the Blue Jays Student instance once your access has expired. However, if you need to view or download the recordings after access expiration, you will need to re-request access from your school/division.

    Uploading Cloud Recordings to Panopto

    To upload your cloud recordings to Panopto, follow the CER’s guide, Using Panopto for Zoom Recordings.

    For any questions regarding Panopto, contact the CER directly.

    FAQ for Students

    Please refer to our Cloud Recording FAQs.

    Zoom Live Transcription

    Zoom’s Live Transcription feature automatically transcribes the audio and speech from a Zoom meeting or webinar to text for participants to view during the session. This feature is enabled by the host once the meeting or webinar begins. Participants will not see the transcription if the host does not initiate the feature.

    Enabling/Disabling Live Transcription in User Settings

    1. Login to Zoom at the web.
      • From the desktop client, click the Settings icon > General > View More Settings, which will re-direct you to the web.
      • desktop client settings

    2. Navigate to Settings > Meeting > In Meeting (Advanced).

      In Meeting Advanced Settings

    3. Scroll to Closed captioning.
      • Enable Closed captioning by clicking the toggle so it is marked Blue. To disable Closed captioning, click the toggle again until it is marked Gray.
      • Review and enable the additional options below Closed Captioning as necessary. Enable closed captioning from web
    4. To save a copy of transcript as the host (without recording the session), or as a participant enable Save Captions.

      Save captions setting

      Please Note: If this setting is enabled, participants will also have the ability to save a copy of the transcript. This setting enables the saving functionality for both the host and participants.

    HIPAA Guidelines for JHM/JHUSON Users

    While you do have access to utilizing the built-in Live Transcription feature, there are a few restrictions to ensure HIPAA-compliance.

    The Save Captions setting will be disabled and locked by admin to ensure that meeting participants cannot save their own copy of the transcript:

    Save Caption setting disabled and locked

    Please Note: If you are recording the session locally (as the host or as a participant), a copy of the transcript (.txt file) will be included in the same folder as the recording. If there are no other participants in the session with you, no copy will be provided.

    Automatic Live Transcription is not a suitable replacement for medical transcription services. Please contact JHM Language Services for more information on real-time transcription service for medical discussions.

    Using Live Transcription

    As a Host:

    1. Start your Zoom meeting or webinar.
    2. Click Live Transcript from your Zoom toolbar at the bottom of the screen.
    3. Then select Enable Auto-Transcription.

      Enable live transcription

    4. With the Auto-Transcription enabled and running, you will see transcripts displayed as subtitles.

      Please Note: If you are recording the session locally, subtitles will not be included. If you are recording to the Cloud, subtitles will be included when viewing the recording at the web, but not with the downloaded recording.
      subtitle example

      • To disable the subtitles, click the caret (^) above Live Transcript and select Hide Subtitle.
        Disable subtitle setting
      • To adjust your subtitle settings, click the caret (^) above Live Transcript and select Subtitle Settings.
        Subtitle settings
    5. To view the full transcript, click the caret (^) above Live Transcript and select View Full Transcript.

      View full transcript            transcript

    6. To save a copy of the transcript without recording the session, you will need the Save Captions setting enabled above.
      • Click Save Transcript at the bottom of the transcript window.
      • save transcript
        Please Note: If you are recording the session (as the host or as a participant), a copy of the transcript (.txt file) will be included in the same folder as the recording. If there are no other participants in the session with you, no copy will be provided.

    7. To disable Live Transcription, click Live Transcript from your Zoom toolbar at the bottom of the screen and then click Disable Auto-Transcription

      disable live transcription

    As a Participant:

    1. If the host has Live Transcription enabled, you will see both subtitles and the full transcript.
      • Subtitles will automatically appear on your screen.

        subtitle example

      • To disable the subtitles, click click the caret (^) above Live Transcript and select Hide Subtitle.
        Disable subtitle setting

      • To adjust your subtitle settings, click the caret (^) above Live Transcript and select Subtitle Settings.
        Subtitle settings

      • Click Live Transcript from your Zoom toolbar at the bottom of the screen and select View Full Transcript. 

        View full transcript            transcript

    2. If the host is allowing participants to save a copy of the transcript, click Save Transcript at the bottom of the transcript window. If the Save Transcript option is not available, you will need to record the session to receive a copy of the transcript.

      save transcript

    Please Note: If you join the session after Live Transcription has already been enabled, you will only see the transcript from the point in which you joined (no prior transcript).

    Typed Closed Captioning

    In addition to Live Transcription, Zoom also offers the ability for the host to assign a designated “closed captioner”. This meeting attendee is then responsible for manually typing/entering the captions as the session progresses. For more details, please visit Zoom’s Managing and viewing closed captioning page.

    Please note the following:

    • When using both Live Transcription and manually-entered closed captions while recording locally, the transcript will include both in the same file.
    • When recording to the Cloud with manually-entered closed captions, these will be displayed as subtitles when viewing the recording from the web, but will not be included with the downloaded recording.

    FAQ for Live Transcription

    Please visit our Zoom FAQ page.

    Zoom Add-in for Microsoft Outlook

    Installing the Add-in

    See Zoom’s Outlook add-in documentation for how to install the add-in. Scroll down to the Outlook 2013 or 2016 (desktop app) section. This section also includes instructions on how to schedule a meeting and how to view or edit your meetings.

    Note: A side-by-side comparison of the Zoom Outlook Plugin and Zoom Outlook Add-in can be found on the following support page.

    Logging in

    To sign in, click the Sign in with SSO button. Then enter “jh” for the company domain, and click the Continue button.

    Click the Sign in with SSO button Enter jh for the company domain