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

Taking Your Interview Virtual

Need to take your interviews online? Try using Zoom!

The following options outline how to transition in-person interview days/weeks into an online format. This is from the perspective of the interview coordinator. Please review the following to find out what format may best suit your needs.

Prerequisites

Pros & Cons

Option Pros Cons
Option 1: Create a Meeting Per Candidate
  • Less setup needed
  • Not as big of a learning curve
  • More meetings to manage
  • Interviewer(s) more likely to mix up meeting links
Option 2: Create a Meeting Per Interviewer
  • Less meetings to manage for the Interviewer(s)
  • Less confusion
  • Smoother transition moving from one candidate to the next
  • More setup for each meeting
  • More of a learning curve
Option 3: Using Breakout Rooms
  • Great for a smaller number of candidates
  • Gives flexibility but also ultimate control (for us micromanagers)
  • Works well when you have faculty who prefer differing interview lengths
  • Overwhelming for a large number of interviewees
  • More of a learning curve for managing the breakout rooms

Set Up Steps

Step 1: Map out your interview day, EVERY aspect.

Organize every aspect using a spreadsheet. This should include breaks, discussion time, group activities, and any opening/closing sessions. Here’s a sample!

Step 2: Create the Meetings

Option 1: Create a Meeting Per Candidate
Create a separate Meetings for each candidate. So if you have 50 candidates, you will require 50 Meeting IDs.
Option 2: Create a Meeting Per Interviewer
Create one meeting per interviewer. You’ll keep these meetings running ALL DAY, and use the Waiting Room to control the flow of candidates, admitting one candidate at a time.

Steps to running your Zoom interviews with Waiting Room option. Make sure to set up a series of mock interviews to try it!

Customize Your Waiting Room
Try Customizing the Waiting Room to help your candidates know what to expect, or at least, help them to know they’re in the right place.
Option 3: Using Breakout Rooms
Create a single meeting for the interview event… yes, just one!

Step 3: Send out meeting info.

Set your both your Interviewers & Candidates up for success:

Step 4: Practice makes perfect!

Set up a few practice sessions with your team, and have enough participants to make it seem “realistic”.

At the very least, if you cannot find a time to practice that works for all the the interviewers, ensure the interviews know how to log in, get to their meeting, and can operate the Waiting Room (if you go with Option 2).

Step 5: Execute with ease.

With enough practice, the event should go off without any issues.

Need to check in on the interview while they're going on?
You can join multiple meetings from your browser by using this URL pattern: https://zoom.us/wc/join/Meeting ID, then entering your name and clicking “join”. Make sure to insert the correct Meeting ID – the 9, 10, or 11 digit number after the last “/” at the end of a the meeting URL. Please ensure you’re opening a new tab, window, or browser for each meeting you’re looking to join.

For Example: The meeting you are joining has a Meeting ID of 6672087529, you would enter a URL https://zoom.us/wc/join/6672087529.

Recorded Training

You can review the recorded training at your convenience.

Have any questions? Reach out to your JH Zoom Team.

Zoom and MyCloud Desktop/VDI

The Virtual Desktop (VDI), also known as Hopkins MyCloud, is a virtual desktop (Citrix) thin-client implementation that lets you access pre-installed JH software from your Mac or PC. Zoom, one of the installed applications, offers similar features and functionality when compared to both the desktop and web clients.

Accessing Zoom Application in MyCloud

    1. For getting started with the MyCloud Desktop, please refer to the IT Services documentation on Getting connected to Hopkins MyCloud Desktop.
    2. Once you have logged into the virtual desktop, click the Hopkins Applications folder.

Hopkins Applications Folder

  1. Then select Zoom VDI.

Logging into Zoom VDI

    1. Once the Zoom VDI has opened, you will need to sign into your account. Click Sign In.

Zoom Sign In

    1. Then select Sign In with SSO.

Sign In with SSO

  1. Enter jh for the company domain (no quotes, spaces, etc.) and click Continue.
    JH Company Domain
  2. A new web browser will open and you will be redirected to the enterprise authentication page. Please login using your JHED credentials to finish signing in.
  3. Upon successful authentication, the Zoom VDI client will load the Home screen.
    Zoom home screen

Audio and Video Setup

To ensure that you can properly present your video and hear and speak to your participants, you must allow the Citrix receiver to access your local devices and configure them accordingly.

Windows

Allowing Citrix Receiver to Access your Local Devices (Windows)

  1. Click the Preferences button on the Citrix toolbar located at the top of your screen.
    Citrix Toolbar
  2. Under the Connections tab, you will see options for Microphones and Webcams; here you can select whether you want to connect automatically or “Ask Me”, so that anytime an external device is being used, you can give permission to the application/VDI to access it.
  3. Citrix Preferences

Configuring Audio and Microphones from Windows Home Screen

    1. Right click the Speaker/Volume icon in the lower right corner of the screen.

Speaker/Volume Icon

    1. Select Open Sound Settings.

Open Sound Settings option

    1. If you are prompted with the screen below (which you should be if you selected “Ask Me” in the previous step), ensure that you select Permit use of these devices.

Permit use of devices screen

    1. From here, you can select your preferred sound and microphone options.

Input and Output settings

Configuring Audio and Microphone from Zoom Settings

    1. Once signed into the Zoom VDI, click the Settings icon in the top right corner.

Zoom Settings

    1. Then, select Video.
    2. Select Citrix HDX Web Camera or the applicable web camera.

Zoom Video Settings

      • If you are prompted with the screen below (which you should be if you selected “Ask Me” in the previous step), ensure that you select Permit use of these devices.

Permit use of devices screen

    1. To configure audio, select the Audio tab.

Windows audio settings within Zoom

  1. From here, you will have the ability to select your speaker output and microphone, as well as test them.

Mac OS X

Allowing Citrix Receiver to Access your Local Devices (Mac)

    1. Go to Citrix > Preferences > Mic & Webcam.
    2. Select Use my microphone and webcam.

Mac Mic and Webcam settings

Please note: For OS X 10.14 or later, you also need to ensure Citrix Viewer has permissions to access your Camera and Microphone.

    1. Go to System Preferences > Security and Privacy > Privacy.
    2. Choose Camera, and make sure the Citrix Viewer application is allowed to access your camera.

Mac Camera Settings

    1. Choose Microphone, and make sure the Citrix Viewer application is allowed to access your microphone.

Mac Microphone Settings

Limitations

There are known functionality limitations between the Zoom desktop client and the version available within MyCloud Desktop. For example, blurred or background pictures are not supported.

For a list of MyCloud Desktop Zoom limitations, check out the knowledge base article Audio and Video Best Practices (note: link requires JH Authentication). Within the article, there are resources available that outline the limitations.

Still Need Help?

If you are still unable to successfully set up your audio and video for Zoom after viewing this guide, please contact the VDI team by visiting Support Assistance for Hopkins MyCloud Desktop.

Zoom Webinar Feature

About Webinars

Zoom Video Webinar allows you to broadcast a Zoom meeting to up to 3,000 view-only attendees, depending on the size of your webinar license. Webinar licenses are offered at capacities of 1,000 and 3,000 participants. As the host or a panelist, you can share your screen, video, and audio in a webinar and attendees can use the chat and/or Q&A features to interact with the host and panelists.

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

Requesting a Webinar License

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

  1. Select Zoom Webinar Add-on from the drop down menu.
    Which Zoom resource are you requesting? Zoom Webinar Add-on

  2. Select the Webinar Audience Size.
    Webinar audience size selection

  3. Select the Webinar 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 webinar host (for user accounts) or the email address of the service account (for service accounts). Please Note: The user account must be Licensed.
    Webinar host

  5. For the Webinar[1,000] license, please proceed to Step #7.
  6. For the Webinar[3,000] license, 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 Webinar[3,000], a list of unavailable dates will be displayed, similar to those on the banner displayed below, if all of the webinar 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 webinar license, Webinar[1,000], 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 webinar pricing, see our product page in ServiceNow.

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

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

Webinar Features

Host Controls & Participant Management in a Webinar

There are multiple roles available for a webinar: host, co-host, panelist, and attendee. The role that you have in the webinar will be designated by the host.

The host of the webinar is the user who the webinar is scheduled under. They have full permissions to manage the webinar, panelists, and attendees. There can only be one host of a webinar. The host has various in-session controls, such as stopping and starting the webinar, muting panelists, disabling panelists’ video, removing attendees from the webinar, and more.

Co-hosts share many of the controls that hosts have, allowing the co-host to manage the administrative side of the webinar, such as managing attendees or starting/stopping the recording. The host must assign a co-host. Co-hosts cannot start a webinar. If the host needs another Zoom user to start the webinar, they can assign this person as an alternative host.

Panelists are full participants in a webinar. They can view and share video, screen share, annotate, speak to the attendees, and more. You must be assigned panelist permissions by the webinar host. The host can also disable some features for panelists, including starting video, sharing your screen, and recording. Panelists can be invited to participate in the webinar using only their name and an email address, a Zoom account is not required.

Attendees are view-only participants who can be un-muted if the host chooses. Their view of the webinar is controlled by the host. They can interact with the host and the panelists through the Q&A and chat features. Learn about joining a webinar as an attendee by visiting Joining and Participating in a Webinar (attendee).

For more on how to manage attendees and panelists, please see Zoom’s support page on Managing attendees and panelists in a webinar.

Webinar Registration & Scheduling

Webinars 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 Webinar with registration requires your registrants to complete a brief form before receiving the link to join your webinar. This allows you to collect the names, email addresses, and other information from the registrants. You can choose to automatically approve anyone who registers or manually approve attendees.

With Webinar registration, registrants can be imported via CSV and automatically approved. Once they have successfully been imported, a confirmation email will be sent to the registrants.

You can customize the registration for webinars, by approving attendees, enabling email notifications for registrations, adding registration questions, and more.

Scheduling a webinar without registration will allow attendees to join without needing to sign up in advance. Attendees will be required to enter their name and email address upon joining.

Similar to a meeting, Zoom allows you to schedule recurring webinars during specific dates and times. You can schedule a webinar to occur daily, weekly, or monthly.

Webinar Branding, Emails, & Streaming

You can customize your webinar registration page with a color scheme, title, banner, logo, and speaker information, including descriptions and profile pictures for up to three speakers. Users can customize these settings when you schedule a webinar that requires registration. Customizable settings for webinars include:

  • Title
  • Banner
  • Logo
  • Speaker information
  • Theme
  • Post attendee URL
  • Post webinar survey
  • Social media description

With webinar branding, you can customize the emails sent out to the panelists, registrants, attendees, and absentees of the webinar.

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

Q&A vs. Chat

The Question & Answer (Q&A) feature allows attendees to ask questions during the webinar and for the panelists, co-hosts, and host to answer their questions. Answers can be provided by typing in the answers or choosing to “answer live”. With the public Q&A feature enabled, attendees can answer each other’s questions and also up-vote each other’s questions.

The Chat feature allows webinar attendees, the host, co-hosts, and panelists to communicate for the duration of the webinar. Whether attendees can chat with everyone or only the host will depend on the settings that the host has selected.

Q&A vs. Chat
With higher volume webinars, Q&A is suggested as a better way to keep inquiries organized.

Webinar Reporting

Webinar Reports allows users to generate different metric and information reports including:

  • Registration: Displays a list of registrants and their registration details.
  • Attendee: Displays details about each attendee.
  • Performance: Displays engagement statistics on registration, attendance, and feedback.
  • Q&A: Displays questions and answers from the webinar.
  • Polling: Displays each attendee’s poll result.

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 Webinar Reporting.

Webinar Best Practices

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

A Webinar Practice Session allows you and your panelists to get set up and acquainted with Zoom webinar controls before starting your webinar. The practice session can only be started by the host or alternative host. Attendees do not partake in the practice session.

Webinar FAQ

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

Securing your Zoom Meetings

Background

In recent times, there have been numerous reported cases of “Zoombombing” during class sessions and other online meetings. “Zoombombing” refers to an uninvited guest or guests gaining access to a session, in which they typically share racist, misogynistic, and/or vulgar content via Zoom’s in-meeting features such as screen sharing and chat. To help prevent these scenarios, please refer to the settings and in-meeting host controls listed below to further secure your online sessions.

Desktop Client and Release Notes

To access and utilize the newest settings and security features provided by Zoom, it is important to have the latest version of their desktop client. Additionally, please take the time to review Zoom’s release notes as they contain important updates, setting changes, and other feature/enhancement announcements.

Checking your Desktop Client’s Version

  1. Open your Zoom desktop client.
  2. Click on your profile picture (or initials if you do not have a profile picture set).
  3. Select Check for Updates.
    Check for Updates button in the desktop client's menu
  4. If your desktop client is up to date, no further action is needed. If your client is out of date, you will be able to download and install the most recent version from here. You can also view the most recent release notes by clicking on the Release Notes hyperlink.
    Check for Updates dialogue
  5. The latest Zoom desktop client can also be downloaded by visiting the Zoom Download Center.
    Please Note: If you are unable to download and install the update due to the lack of administrative privileges on your machine, please contact your LAN Administrator or Desktop Support team.

Release Notes

Zoom’s most recent release notes can be viewed by visiting their Release Notes page.

In-Meeting Security Options

The new security icon found in your meeting controls allows both the host and co-host to enable and disable features during the meeting to further secure the session and minimize potential disruption. While most of these features can be controlled from your user settings (which applies to all meetings by default), the security icon combines them all in one place for easy access during your online sessions.

Security icon and features

Lock Meeting

  • What does it do?
    • This feature allows the host and co-host to prevent anyone else from joining the meeting, even if they have the meeting ID and passcode.
  • How do you set it up?
    • Simply click the Lock Meeting button and new participants will not be able to join your meeting. To unlock, click Lock Meeting again. You can also refer to Zoom’s In-Meeting Security Options (Zoom Desktop Client 4.6.10 or later)
  • How secure is it?
    • New participants will not be able to join the meeting.
  • JHU’s Recommendation
    • Lock Meeting: This feature is ideal for meetings where the host wants to prevent interruptions or where sensitive information may be shared.

Waiting Room

  • What does it do?
    • The Waiting Room feature allows the host to control when a participant joins the meeting. As the meeting host, you can admit attendees one by one or hold all attendees in the waiting room and admit them all at once. When this feature is enabled, you will have a “Waiting Room” section under your participants list. From there, you can admit the participants into your meeting.
  • How do you set it up?
    • First, you will need to click Enable Waiting Room to activate it.
    • Once selected, you will have to manage the Waiting Room throughout the duration of the meeting in case of late comers or drops needing re-entry. You can find the Waiting Room under the participant list.
    • Please refer to Zoom Waiting Room for more information.
  • How secure is it?
    • The Waiting Room feature does give more control to the host as it allows them to decide who to admit into the session.
  • JHU’s Recommendation
    • If you use Waiting Room, screen your attendees.

Hide Profile Pictures

The host or co-host has the ability to hide all profile pictures of the participants in the session by enabling this feature. This may reduce distractions during the meeting.

Allow Participants to… (when selected)

Share Screen – Allows your participants to share their computer screens.
Chat – Allows your participants to use the built-in chat window.
Rename Themselves – Allows your participants to rename themselves from the Participants panel.
Unmute Themselves – Allows your participants to unmute themselves during the meeting.
Annotate on Shared Content (only available when sharing content) – Allows your participants to annotate on your shared screen. Attendees can draw, add text, stamps, and more. For more information on the annotation tools, please refer to using annotation tools.

For a video tutorial of the new in-meeting security icon features or for additional information on this enhancement, please refer to Zoom’s In-Meeting Security Options.

Remove Participant

With the Remove Participant feature, the host or co-host can dismiss a participant from the meeting. The user(s) removed will not be able to rejoin unless you have the “Allow removed participants to rejoin” setting enabled. Once you select “Remove Participant…”, a red Remove button will be displayed next to each participant in the list. Click this button to dismiss that particular attendee.

Suspend Participants Activities

Clicking “Suspend Participants Activities” will stop all video, audio, in-meeting chat, annotation, screen sharing, and recording during that time, and Breakout Rooms will end. You will then have the option to report a participant, should you need to.

Report a Participant

As part of Zoom’s new in-meeting security features, the host and/or co-host can now report a particular participant during a meeting. The meeting host/co-host will be able to select which participants they’d like to report, including any written details on why they are being reported, as well as any applicable attachments. The report will then be sent to the Zoom Trust and Safety team to evaluate any misuse of the platform and block the user if deemed necessary.

  1. During your session, click the Security icon in the meeting controls bar.
  2. Select Report… from the available options.
  3. You will then be prompted to fill out the Report Form, where you will include the name of the participant, the problem you were facing, and any additional comments and information. You can also include attachments and a screenshot of your desktop.
  4. Click Send when you have finished completing the report.
    Report a participant form

Please refer to Zoom’s support page for Reporting Participants for more information on reporting a participant during a meeting.

To report a participant after the meeting has concluded, please report the incident to Johns Hopkins corporate security, zoom@jhu.edu, and Zoom’s Trust and Safety team by completing the steps provided at reporting abusive behavior.

To report a matter involving discrimination, harassment or sexual misconduct to the University, please contact the Office of Institutional Equity (OIE), Wyman Park Building, Suite 515, 3400 North Charles Street, Baltimore, Maryland 21218; Telephone: (410) 516‐8075, (TTY): 711, MD Relay; E-mail: oie@jhu.edu. To learn more about OIE, the Sexual Misconduct Policy and Procedures, or the Discrimination and Harassment Policy and Procedures, please visit https://oie.jhu.edu/.

Other Host Controls During a Meeting

These settings are configured via the Host and Co-Host controls during a meeting.

Mute All and Unmute All

  • What does it do?
    • You can mute all participants that are already in the meeting as well as new participants joining the meeting.
  • How do you set it up?
    • Please refer to Zoom’s support page for Mute All and Unmute All.
    • When you mute all participants, you can also choose whether to allow them to unmute themselves. The default option is to “Allow participants to unmute themselves”.
      Mute All participants dialogue
  • How secure is it?
    • By default, participants can unmute themselves.
    • If you choose not to “Allow participants to unmute themselves”, then when participants try to unmute, they will get prompted “You cannot unmute yourself as host has muted all attendees”.
  • JHU’s Recommendation
    • Mute participants upon entry: Participants can unmute themselves when it is time for them to talk.

Screen Sharing

  • What does it do?
    • Zoom allows for screen sharing on desktop, tablet, and mobile devices running Zoom.
    • The host and attendee can screen share by clicking the Share Screen icon.
    • The host does not need to grant screen share access for another participant to share their screen.
    • The host can prevent participants from accessing screen share.
  • How do you set it up?
    • During a meeting, the host can enforce Host Only sharing or allow All Participants.
    • Please refer to Zoom’s support page for Host and Co-Host Controls in a Meeting
    • During a meeting, scroll down to the Screen Share section.
    • Screen Share controls (click the ^ next to Share Screen): Select who can share in your meeting and if you want only the host or any participant to be able to start a new share when someone is sharing.
  • How secure is it?
    • This change would only affect the running meeting.
    • Participants, on trying to share, will be told “Only the host can share in this meeting”.
    • Hosts/Co-Hosts can still automatically share.
    • You could promote a participant to Co-Host temporarily during the meeting to allow them to share.
  • JHU’s Recommendation
    • Restrict sharing to host/co-host only: Allow participants to share as needed.

Meeting Settings

These settings are typically configured during the creation of a meeting or under your user settings.

Meeting Passcode

  • What does it do?
    • In November 2019, we configured our Zoom instances to require a meeting passcode (New Setting: Waiting Room and Passcode Requirement for Meetings)
    • All newly scheduled Zoom meetings, instant Zoom meetings, and Personal Meeting ID (PMI) meetings (where Join Before Host is enabled) will require a passcode by default.
    • The meeting passcode must meet these requirements:
      • 10 characters maximum
      • Passcodes are case-sensitive
      • We recommend using alphanumeric characters and these special characters: @ * _ –
      • The Zoom desktop client allows alphanumeric characters and these special characters: @ * _ –
  • How do you set it up?
    • For scheduled meetings, the meeting passcode will be in the invitation. For instant meetings, the passcode will be displayed in the Zoom Client or on the Zoom Rooms Controller. The passcode is also included in the meeting join URL. For more information, please see Zoom’s Support page on using meeting passcodes.
  • How secure is it?
    • The (encrypted or hashed) passcode is included in the meeting join URL
    • Example: https://jhjhm.zoom.us/j/123456789?pwd=cUpYWGRHY0JicEFrTWc0L2p3aXJ5UT09
    • If participants are given that meeting join URL, they can join without needing to enter the meeting passcode.
    • Note, that pwd string in the URL (e.g., cUp…) is not the actual meeting passcode. This can cause confusion.
    • If participants are only provided with the meeting ID (e.g., https://jhjhm.zoom.us/j/123456789 or 123-456-789), then they would be prompted to enter the meeting passcode.
  • JHU’s Recommendation
    • Require a passcode: For increased security to reduce the threat of “Zoombombing”, consider requiring a passcode for students to join the meeting.
    • Do not share your Invitation link publicly: You can either email the link to your students or post it in your Blackboard course.

JHU SSO Authentication

  • What does it do?
    • JHU SSO Authentication requires that participants joining your meeting/webinar are authenticated using their JHED credentials. This will prevent unwanted guests from gaining access to your session and will further ensure that only Hopkins colleagues are joining. A Zoom account is not required for those joining.
  • How do you set it up?
    • When scheduling a meeting, select the Only authenticated users can join option. Then, select Johns Hopkins SSO from the drop down.
    • Web Client:
      Web client SSO configuration

      Desktop Client:
      Desktop client SSO configuration

  • How secure is it?
    • This is set per meeting, not across all meetings, so you can have different options for different meetings depending on your use case.
    • JHU SSO Authentication will prevent unwanted guests from joining. This feature will limit your meeting participants to only those who have JHED credentials.
    • Without a JHED ID and password, they will not be able to enter the session.
  • Allowing Exceptions
    • When requiring authentication (Johns Hopkins SSO) to join a meeting, hosts can allow exceptions for guests to bypass authentication to join meetings.
    • To add an exception to your meeting:
      1. Go to “Schedule a Meeting”
      2. Scroll down to “Security”
      3. Select “Require authentication to join”
        Require Authentication to Join
      4. From the drop down menu, select “Johns Hopkins SSO”
        Selecting Johns Hopkins SSO
      5. To add an exception, click “Add”
        Adding User to the Exception List
      6. A box will pop-up to allow the host to populate the user’s information, then click “Save”
        You can add multiple users by clicking “Add Participant”.
        Adding User(s) to the Exception List and Saving
      7. The host will see the user exception listed under “Authentication Exception”
        User Added to Exception List
  • JHU’s Recommendation
    • Determine per meeting whether you want to utilize JHU SSO Authentication.
    • If your meeting is comprised of only Hopkins employees, we would recommend enabling this setting.
    • If your meeting is comprised of guests from outside of the enterprise, we would recommend not enabling this feature and securing your meeting using another setting.

Join Before Host vs Waiting Room

  • What does it do?
    • Join Before Host – Allows attendees to join the meeting before the host joins or when the host cannot attend the meeting. If you select join before host, then the participants can join the meeting before the host joins or without the host.
    • Waiting Room – Allows the host to control when a participant joins the meeting. As the meeting host, you can admit attendees one by one or hold all attendees in the waiting room and admit them all at once. You can choose to send all participants to the waiting room when joining your meeting, or choose to send only guests (participants who are not on your Zoom account or are not signed in).
  • How do you set it up?
    • Please refer to Zoom’s support pages for Join Before Host and Waiting Room.
    • Note: Join Before Host does not work if Waiting Room is also enabled.
  • How secure is it?
    • This is set per meeting, not across all meetings, so you can have different options for different meetings depending on your use case.
    • Join Before Host would not be very secure, as it is meant to let participants into a meeting without a host.
    • The Waiting Room feature does give more control to the host as it allows them to decide who to admit into the session.
  • JHU’s Recommendation
    • Determine per meeting whether you want to utilize Join Before Host or Waiting Room.
    • If you use Join Before Host, require a meeting passcode. 
    • If you use Waiting Room, screen your attendees. 

Mute Participants Upon Entry

  • What does it do?
    • This meeting setting will automatically mute all participants when they join the meeting. The host controls whether participants can unmute themselves.
  • How do you set it up?
    • Please refer to Zoom’s support page for Changing your meeting settings.
    • Under Personal > Settings > Meeting tab, scroll down to Mute Participants Upon Entry.
      Mute participants upon entry setting disabled
    • Toggle the option from off (default) to on.
      Mute participants upon entry setting enabled
    • For existing meetings, please visit Zoom’s support page for managing your meetings.
  • How secure is it?
    • This is set per meeting, not across all meetings, so you can have different options for different meetings depending on your use case.
    • While this feature mutes participants when they initially enter the meeting, it does not prevent them from unmuting. If you want to prevent participants from unmuting, you will have to do that via in-meeting controls.
  • JHU’s Recommendation
    • Mute participants upon entry: Participants can unmute themselves when it is time for them to talk.

Screen Sharing – Who can Share?

  • What does it do?
    • Zoom allows for screen sharing on desktop, tablet, and mobile devices running Zoom.
    • The host and attendee can screen share by clicking the Share Screen icon.
    • The host does not need to grant screen share access for another participant to share their screen.
    • The host can prevent participants from accessing screen share.
    • Sharing of screen, by default, is given to All Participants upon entry into the meeting. Sharing includes Annotation and Whiteboard functionality. However, you can change this meeting default.
  • How do you set it up?
    • Please refer to Zoom’s support page for Changing your meeting settings.
    • Under Personal > Settings > Meeting tab, scroll down to Screen Sharing.
      Screen sharing settings
    • Change Who can share? from “All Participants” (default) to “Host Only”.
      Who can share? setting changed to Host Only
    • Save the change.
  • How secure is it?
    • This change would affect all your existing meetings.
    • Participants, on trying to share, will be told “Only the host can share in this meeting”.
    • Hosts/Co-Hosts can still automatically share.
    • You can change this during a meeting (see In-Meeting Screen Sharing) if you want All Participants to share.
    • Or you could promote a participant to Co-Host temporarily during the meeting.
  • JHU’s Recommendation
    • Restrict sharing to host/co-host only: Allow participants to share as needed.

Webinar Feature

The Zoom webinar feature allows you to broadcast a Zoom session meeting with up to 3,000 view-only attendees, depending on your license size. Since the attendees are view-only, they cannot share video, audio, or interact with any of the other participants, reducing the possibility for a distraction or disruption from an unwanted guest. Participants can only interact with the hosts, co-hosts, and panelists through the Q&A and Chat features (if enabled). Only the host, co-hosts, and panelists are able to share audio, video, screens, and more during the session.

The meeting platform typically yields a more interactive and collaborative session where attendees may need to participate and engage in the dialogue. The webinar platform is better suited for presentation-style sessions, such as lectures.

To learn more about the webinar feature, how to request a license, as well as other related information, please visit the Zoom Webinar Feature page.

Faculty and Staff Zoom Support by School/Division

Please use the following table to contact the applicable help email for any support needs based on your school or division.

Students and/or faculty/staff not affiliated with one of the divisions below should direct their questions to zoom@jhu.edu.

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

Premium Audio Settings

What is Premium Audio?

Zoom’s Premium Audio add-on feature allows a licensed user to provide toll-free numbers, dial-in numbers for additional countries, call-out numbers, and dedicated dial-in numbers to participants in the meeting, all with no additional costs to the users who are dialing-in. Meeting participants do not need the feature enabled to access the toll-free numbers. To learn more about the different audio options Zoom currently supports, please visit the Audio Options page.

Premium Audio Rates

To view Johns Hopkins’ pricing for Premium Audio, please visit the Premium Audio rates page. In addition, please note the following:

  • For each country, two rates are provided. The rates are listed as (landline | mobile). These charges are per minute, per participant when they are dialed-in and the charges will be billed back to the host (when using Premium Audio).

    Zoomtopia | 0.141 $ | 0.305 $ | Y

  • The “Callout” column provides the rates for each country when the participants or host choose to dial other participants or themselves into the meeting.
  • E.g. – Users dialing into the meeting from Zoomtopia (by landline or mobile) without Premium Audio enabled (Toll-Free column) will be charged $0.946 for each minute they are on the line. If Premium Audio is enabled, the host will be charged $0.062 per minute, per participant dialing-in. If the Call-Out feature is used for a landline, the host will be charged $0.155 per minute for each user who calls themselves or another participant ($0.153 for mobile).

    Toll-free, premium, and callout pricing for Zoomtopia

Accessing Premium Audio

The Premium Audio feature is only available for licensed Zoom users. You can request the feature add-on by visiting the Zoom Resource Request form.

  1. Select the Premium Audio option under the Which Zoom resource are you requesting? drop down.

    Premium audio option

  2. Select the Premium Audio Host Type.
    • Select User for JHED-authenticated, individual user accounts.
    • Select Service Account for shared/service accounts.
      Premium Audio Host Type

  3. Enter the JHED ID of the Premium Audio host (for user accounts) or the email address of the service account (for service accounts). Please Note: The user account must be Licensed.
    Premium Audio Host

  4. Enter a valid SAP Cost Center Number which the Premium Audio add-on will be billed to.

    Please note: the Fund Number will populate automatically.

    SAP (Cost Center/IO/WBSE) Number text box

Premium Audio Settings and Configurations

Premium Audio settings can be configured one of two ways: for all future meetings (not already scheduled) or per meeting.

Configure for All Future Meetings

  1. Log in to Zoom and navigate to Settings > Audio Conferencing.
    Audio conferencing settings
  2. Under the Global Dial-in Countries/Regions, click the pencil icon next to the countries listed.
  3. global dial in countries

  4. Check the boxes next to the countries you would like include in your Zoom meeting email invitation.
  5. To ensure that your meeting participants are accessing the toll-free dials-in numbers provided by Premium Audio, select the checkbox Include toll-free numbers. If you do not want to provide Premium Audio/toll-free dial-ins for future meetings by default, deselect this check box.

    Include toll-free numbers checkbox

Please Note: Once these selections have been made and saved, all future meetings will use these settings by default. This does not affect previously scheduled meetings.

Configure Per Meeting

  1. To adjust Premium Audio settings for a new meeting, click Meetings and then Schedule a New Meeting. For a previously scheduled meeting, click on the meeting’s topic.

    Schedule new meeting or edit pre-existing meeting

  2. Under the Schedule a Meeting page, navigate to the Audio section and click Edit next to the list of countries following Dial from. If you are editing a previously scheduled meeting, click Edit this Meeting and follow the same steps.
  3. Check the boxes next to the countries you would like include in your Zoom meeting email invitation.
  4. To ensure that your meeting participants are accessing the toll-free dials-ins provided by Premium Audio, select the checkbox Include toll-free numbers.

    Include toll-free numbers checkbox

Please Note: Once these selections have been made and saved, only this meeting will use these settings. Other future meetings and previously scheduled meetings will not be included.

Call Me and Call Out Features

These features are automatically included with the Premium Audio add-on.

Please Note: Any charges incurred from using these features will be billed back to the Premium Audio host, not the meeting participants. To learn more about pricing and billing, please refer to Premium Audio Rates.

Call Me

The Call Me feature allows the host as well as other meeting participants to dial their own phone device into the meeting via the Join Audio tab. The participant will enter their phone number and Zoom will call that number so they can join the meeting. To use Call Me, please follow the steps below:

  1. Join a meeting.
  2. When you are prompted for what type of audio option you would like to use to join the meeting, select Call Me.
  3. Change the Country dial-in number by clicking the flag icon if necessary. Otherwise, enter the number and click Call Me.

    The 'Call Me' page, with a textbox to enter your phone number

  4. You should then receive a call from Zoom which will allow you to join the meeting.

Call Out

The Call Out feature is similar to Call Me and allows a meeting participant to invite others into the meeting by dialing-out to their phone instead of the users dialing-in. If you are not the host, you can only call out to international numbers after the host has joined the meeting. To use Call Out, please follow the steps below:

  1. Join a meeting.
  2. Click the Invite button at the bottom of your meeting screen. Then select Invite by Phone.
  3. Enter the Invitee Name.
  4. Change the country dial-in number by clicking the flag icon if necessary. Otherwise, enter the number and click Invite.

    The 'Invite by Phone' page, with a textbox to enter the invitee's name, and another textbox to enter their phone number

  5. The invitee will then receive a call from Zoom allowing them to join the meeting.

Desktop Client Calendar Integration

By default, the Zoom desktop client only shows Zoom meetings that you host. By integrating with your Outlook (Exchange) calendar, it will also display your other meetings, including a join button and host information if they are Zoom meetings.

Office 365/Microsoft Exchange Online Accounts

To set up the integration, start by following the steps in this article, selecting Office 365 as your calendar service: Calendar Integration for the Desktop Client. Then enter the below information.

  1. Select Authorize with OAuth 2.0
  2. OAuth 2.0

  3. Sign in using JHEDID@jh.edu.
  4. Click Accept for the Zoom permissions requested.
  5. Zoom permissions

  6. Once accepted, the calendar will be linked and you will need to sign out and back into the desktop client before your other meetings will appear.

Audio Options

Zoom meetings include VoIP and an integrated toll-based PSTN conference line which may negate the need for a separate conference line. The following describes ways to connect audio with a Zoom meeting:

Audio Type Audio Type Defined Fee Incurred
VoIP Join a Zoom meeting via computer-based audio. Requires an attached or built in microphone and speakers/headset.
  • Included in service for all users at no additional charge
Toll-Based Dial-In Join a Zoom meeting via teleconferencing/audio conferencing (using a traditional phone)
  • Included in service for all users at no additional charge
  • Users may incur long distance charges when dialing in
Toll-Free / Premium Audio Add-on Subscription for toll-free numbers, premium dial-in numbers for additional countries, call-out numbers, and dedicated dial-in numbers.

To learn more about Premium Audio, please visit Premium Audio Settings page.
  • Usage Based (per minute price varies by connection)
  • Host is responsible for usage fees
3rd Party Audio Uses a non-Zoom conference line for all meeting audio connections. When enabled, VOIP and audio connection types are disabled.
  • This audio type is not recommended as it limits the use of many Zoom features (i.e. VOIP disabled, Recordings won’t include audio)
  • Subject to any fees associated with the 3rd party conference line

Transitioning from Adobe Connect

Retirement of Adobe Connect

Johns Hopkins has retired Adobe Connect as of December 2, 2019.

Zoom has replaced Adobe Connect as a Johns Hopkins Enterprise-preferred tool. Find out more about Zoom through the Zoom support page.

You may have been redirected to this page from attempting to access content in Adobe Connect (connect.johnshopkins.edu). Contact your course/content provider to update their content.

Please direct any questions to zoom@jhu.edu.

Where is it in Zoom?

Welcome to “Where is it in Zoom?”, a resource for faculty and staff making the transition from Adobe Connect to Zoom Meeting. As you get started with Zoom, there will be times when you can’t find a specific tool or feature because it has a different name or location than in Adobe Connect. This gives you a list of some commonly used high-level features, how they compare between the two products (how to access these features), and links to available documentation.

Task/Feature In Adobe Connect In Zoom Zoom Resources
Joining a Meeting
Joining a Meeting via Computer Click the meeting link or copy/paste the link to join from a web browser.

Install the Adobe Connect Add-in for screen sharing.

Click the meeting link or copy/paste the link to join from a web browser.

Install the Zoom application to join from the Zoom client on the desktop.

How do I join a meeting?

[Faculty & Staff] Zoom’s Desktop Application

[Students] Zoom’s Desktop Application

Joining a Meeting via Mobile Device Use the Connect app. Use the Zoom mobile app. Getting Started with iOS, Android & BlackBerry

Zoom’s Mobile Application

Joining a Meeting via Videoconferencing Room Adobe Connect will not connect directly to videoconferencing equipment. Dial the IP address (found in the meeting invitation or on your Cloud Room Connector page) from the H.323 or SIP device to reach the splash screen. Connect to Zoom via Videoconferencing Room
Scheduling Meetings & Inviting Participants
Creating & Scheduling a New Meeting Schedule a meeting on the Adobe Connect website. Schedule a one-time or recurring meeting on the Zoom website, through the desktop client, or in the mobile app. Get started with Zoom

How do I schedule meetings?

Zoom’s Outlook Plug-In

Inviting Participants Send email with a link to the meeting room, or invite participants through Adobe Connect. Send email or IM with a link to the meeting room, or invite participants from a live Zoom meeting. How do I invite others to join a meeting?
Adding a Telephone Connection Create a universal voice audio profile, apply the audio profile to your Adobe Connect meeting, and start universal voice in your Connect meeting. Call into a Zoom meeting using the dial-in information in the meeting invitation. How do I join a meeting?
Hosting a Meeting or Webinar
Setting Up Audio & Video Use the Audio Setup Wizard. Use the meeting controls in the rollover menu at the bottom of the Zoom window. How do I test my video?

How do I test my computer audio?

Sharing a Document or File in a Meeting Use the File Pod. Use in-meeting file transfer. In-Meeting File Transfer
Breaking Up Participants into Groups Use breakout rooms from the Attendees Pod to split meeting participants into separate sessions. Use breakout rooms to split meeting participants into separate sessions. Getting Started with Video Breakout Rooms

Managing Video Breakout Rooms

Polling Use the Poll Pod to create questions or polls for participants and to view the results. Activate polling in your meeting settings. You can create polls in advance or during a live meeting. Polling for Meetings
Sharing a Presentation or Desktop Upload a presentation or share a specific window or your desktop. Share a presentation, a specific window, or your desktop. How do I share my screen?
Managing Attendees Use the Attendees Pod. Manage up to 300 attendees in a meeting from the rollover menu at the bottom of the Zoom window. What Are the Host Controls?
Recording & Storing Meetings Record a meeting to the Adobe Connect server. Record a meeting to your desktop or cloud, and then upload it. Create and store recordings of Zoom meetings

How do I find my recording?

Local Recording

Meeting Features
Whiteboard Share a whiteboard from a Share Pod. Share a whiteboard from the “Share Screen”. How Do I Use Whiteboard?
Annotation Collaboratively annotate during screen sharing with permission from the meeting host. Collaboratively annotate during screen sharing, the meeting host can disable this feature. How do I share my screen?
Chat Use the Chat pod to communicate with other attendees while a meeting is in progress. Use the Chat feature to communicate with other attendees while a meeting is in progress. In-Meeting Chat
Posting & Taking Notes Use the Notes pod to share notes with participants. Use a shared drive for designated participants to view, comment, or edit. Store, share & collaborate on documents
Sharing a Link Post a link in the Web Links pod. Post a link in the Zoom in-meeting chat. In-Meeting Chat
Setting Up Room Layouts Set up room layout templates for different activities or meeting types. Set up your desktop layout and share your desktop; you can position Zoom windows as necessary on the desktop using a meeting setting. Use Screen Layouts with Zoom

The above chart was inspired by that created from Indiana University: https://kb.iu.edu/d/aoei.