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Please note: This tutorial assumes that you have updated your Zoom account as detailed in the Adding Zoom to your Course Navigation Menu article that can be accessed by following the link.
Scheduling a meeting within your course allows you to create a virtual meeting space that all of the users in your course are automatically invited to. This tutorial gives an overview of scheduling and accessing meetings via the Zoom link added to the course menu.
When you are ready to schedule a Zoom meeting in your course, click on the Zoom link in the left-side navigation menu, and then click on "Schedule a New Meeting."
Meeting scheduling settings
- Topic/Description: Enter a topic or description
- When/Duration: Set a time and duration for the meeting. These are primarily informational for the participants. Zoom will not end a meeting when the duration is reached. The meeting date and time determines the Tab where a meeting link will be found. (Upcoming or Previous meetings).
- Time Zone: the default is Central time.
- Recurring meeting: (see tips below)
- Video/audio: best practice is to start with video off and let participants turn on video (the default). This keeps background noise to a minimum as people enter the meeting.
- Meeting options:
- Require meeting password: use this to create a password to join. This can be useful if you use your personal meeting ID and want to make sure that only people in this course join the meeting.
- Enable join before host: this allows participants to enter early and set up their video/mics and talk with each other before the teacher joins.
- Mute participants upon entry: similar to the video setting but affects audio as well.
- Use personal meeting ID: You have a choice of using your permanent personal meeting ID or letting Zoom create a unique meeting ID for each meeting. In alignment with Zoom best practices (found here), we recommend that you do NOT use your personal meeting room unless it is with a trusted colleague, friend, or family member. This being said, it is best to let Zoom generate a unique meeting ID for most meetings scheduled within Canvas courses. For your first meeting, the link will be in the “Upcoming Meetings” tab. Every meeting after this can be entered by selecting the “Previous Meetings” tab and selecting the link there.
- By letting Zoom generate a unique meeting ID, his is like being in a different room for each class, and only that link will get you into the current meeting. This is fine if you only use Zoom a few times in a course and is the most secure way to hold meetings.
- Please take the time to review Zoom Best Practices to ensure your meetings are safe and secure.
- Enable waiting room: If you select “Enable waiting room” participants can join the meeting in a holding area and must be let into, or dismissed from the meeting by the teacher. This is good for office hour management.
- Record the meeting automatically: selecting this allows you to record on your computer or to the cloud. All video recorded to the cloud will be automatically deleted 120 days after it is recorded. There will be no message that this has been done, so users need to download recordings to their computers and store on a hard drive or in their Google drive to archive these. Cloud recordings have two advantages. Only cloud recordings can use auto-captioning, and cloud recordings will be accessible to students in the “Cloud Recordings” tab. Cloud recordings can be easily downloaded and stored on your computer or Google drive.
Tutorial on setting up and creating auto-captioning in cloud recordings: https://support.zoom.us/hc/en-us/articles/115004794983-Automatically-Transcribe-Cloud-Recordings-
- Alternative hosts: this allows you to assign someone else as a host or co-host for this meeting.
Other:
- If you select “Recurring Meeting” you will create a separate meeting link for every course meeting. Each link will have the same ID. Some teachers will prefer this, as participants will be aware of the dates and times when the meetings will be held, and the ID will only be available in this course. You can also use your personal ID for setting up a recurring meeting.
- If a participant knows the meeting ID they can join the meeting outside of Canvas by logging into the SSO (https://murraystate.zoom.us) and selecting “Join”.
Note: Our security settings do not allow you to push invitations to the Google calendars of students. You will receive an error message that access is restricted.
Joining a meeting in a course
When a meeting is scheduled in your course, all users in the course will be invited. When students join a Zoom meeting in a course they will click on the Zoom link in the course menu at the appropriate time, then click on the “Join” button in the appropriate tab (Upcoming meeting, or Previous meeting) for the meeting and follow the prompts. They do not need a Zoom account to join a meeting.
Note: The meeting date and time determines the Tab where a meeting link will be found.
Getting Started and Support
Getting Started on Windows or Mac with Zoom:
https://support.zoom.us/hc/en-us/articles/201362033-Getting-Started-on-Windows-and-Mac
For help with all things Zoom, please see Zoom's video tutorials at https://support.zoom.us/hc/en-us/articles/206618765-Zoom-Video-Tutorials
For additional assistance or questions not answered in our Getting Started with Zoom article, please use our Zoom Support service request.