Instructions
INSTALLATION ON AAU-PC AND AAU-MAC (employees):
- Open the Software center
- Find zoom
- Run installation
INSTALLATION ON OTHER THAN AAU-PC AND AAU-MAC:
- Download Zoom desktop client
- Enter the domain name: aaudk.zoom.us
INSTALLATION FOR TABLETS AND SMARTPHONES:
- Find Zoom Client for Meetings
- Enter the domain name: aaudk.zoom.us
Be aware that during installation on Android, an extensive note on confidentiality will appear before you can click install.
INSTALLATION FOR LINUX:
In an AAU Zoom meeting, external participants are given "Guest" status.
Please note that an AAU user may be granted a "Guest" status as well if the user is not properly logged into the Zoom app.
Externals can:
- Invite to a Zoom meeting but without an AAU Zoom host status.
- Be selected as Host by the original host.
- Be selected as Co-host by the original host.
- Invite other participants during a meeting if the host has enabled the feature before the meeting.
- Use chat, video, and file sharing if the host has enabled the feature before the meeting.
Externals cannot:
- Access the AAU Zoom portal aaudk.zoom.us.
- Be selected as Alternative host
- Start an AAU Zoom meeting created by the host.
The above has been tested, but stay informed here: Roles in a meeting – Zoom Help Center
Changes in roles in Zoom often occur.
- Login to AAU Zoom portal to set up your meetings in Settings.
- Login to Zoom app to retrive your Settings inside your meetings.
1. Login to AAU Zoom portal:
- Start your Zoom app
- Click on the gear icon upper right to open the Settings window
- Click on View more Settings in the bottom of Settings window
- Login with your AAU Username and password
2. Login to Zoom app:
- Start your Zoom app
- Log in to the app to retrieve your Settings inside the meeting
- Click Sign in
- Click Sign In with SSO and you must be able to see "aaudk.zoom.us" otherwise type in "aaudk.zoom.us".
- Click Continue and your default browser now opens a website
- Login with your AAU Username and password
It is important that your Outlook is open while you create the meeting.
- Start your Zoom app
- Click on Schedule box
- Enter the topic, starting time and duration
- Mark the Require meeting password box
- Select Outlook as calendar
- Click on the down-facing arrow at Advanced Option
- Mark Enable join before host if anyone is attending from a room with videoconference
- Mark Mute participants upon entry if it is necessary for your meeting
- Assign an Alternative host if you are not attending the meeting yourself. It is important that you enter the e-mail of one or more participants, separated by semicolon.
The first alternative host who joins the meeting becomes host. An alternative host must be an AAU-user and must have logged in at AAU Zoom at least once before the meeting creation. - Make sure that your Outlook is open and click Schedule
The meeting has now been created in Outlook and you can enter the participants and send the invitation.
All users with an AAU mail can create meetings on behalf of each other. The user who the meeting is created on behalf of must give permission. You can use the guide ”Log in on Zoom app and on AAU ZOOM portal”.
Go to Settings in your portal (See the guide: Log in to AAU Zoom app and portal)
- Click Settings
- Click Other
- Click +
- Enter e-mail in the text box
- Click the Assign button
- Open the Zoom app
- Click Schedule
- Select who to schedule the meeting for.
- Adjust other options and click the Save button
- Enter the name/e-mail of the participants.
- Click the button Send update
This guide explains how to organize an AAU Zoom meeting as a webinar after the meeting has started and before the participants log in.
The host must log in well in advance.
- Click Security in the menu bar at the bottom of your Zoom screen
- Click Enable Waiting Room to mark it
- Click Security and then Share Screen to deactivate
- Click Security and then Chat to deactivate (if wanted)
- Click Security and then Unmute Themselves to deactivate
- Click Security and click Start Video to deactivate
- Click on the arrow next to Share Screen in the menu at the bottom of your Zoom screen and click Advanced Sharing Option and then under the who can share section, select only host. This will also apply to the co-host.
Inside waiting room:
- Click Participants in the menu bar at the bottom of your zoom screen
- Hover the mouse on a participant and click Admit. The participant is now in the meeting.
- Click Admit all at the top left in Waiting Room. All participants are now inside meeting.
Inside the meeting:
- Click Participants in the menu bar at the bottom of your Zoom screen
- Hover your mouse on a key person and click More and then Click Make Co-host
Key people can now enable audio and video and share screen. They can also use the chat. Participants cannot reply in the chat.
In AAU Zoom you can record in 2 different ways:
- Record on this computer, where your recording is saved on the drive you specified in your setup.
- Record to the cloud, where your recording is saved on your Panopto server. With an AAU login, you can access your Panopto server here: https://Panopto.aau.dk or read more about Panopto for lectures here
Read about recording in Zoom here:
Creating 3 different Breakout rooms
- Assign Automatically
- Assign Manually
- Let participants choose room
Only the host can create a breakout room. The Host can assign a co-host in a room. The co-cost can then go from one room to another and have a meeting with the participants in every room. E.g., a group supervisor.
All breakout rooms are created, opened, and closed in the same way.
Important:
Enable Allow host to split meeting participants in to separate, smaller rooms in AAU Zoom portal.
When the meeting starts, you can create a breakout room.
1: Assign Automatically
- Click the Breakout Rooms in the menu bar at the bottom of your Zoom screen
- Click Assign Automatically and "1" breakout room is pre-selected.
Click the arrow to create more rooms
Zoom assigns participants into breakout rooms automatically.
- Click Create
The participants have now been assigned a breakout room, but the rooms are not open.
- Place your mouse on Room 1 to get the options “Rename” and “Delete”
- Place your mouse on a User to get the options “Move to” or “Exchange”
- Click Option and set the duration in minutes, or change other settings if needed.
- Click Open All Rooms
- As a host you can join any rooms
- Click Join
- Click Yes
- Click Broadcast Message to All to send a message to all rooms simultaneously
- Click Leave Room when you want to leave a breakout room
If a new participant joins the meeting after breakout rooms are open or if a participant leaves the meeting and joins again they will be found under the section "Unassigned"
- Place the mouse on a participant under "Unassigned" and click Assign to. Then assign a room for the participant.
- Click Close All Rooms to have all participants back to the main meeting.
2: Assign Manually
- Click the Breakout Rooms in the menu bar at the bottom of your Zoom screen
- Click Assign Automatically and "1" breakout room is pre-selected
- Click the arrow to create more rooms
- Click Create
Place your mouse on "Room" and assign participants.
The participants have now been assigned a breakout room, but the rooms are not open.
- Place your mouse on a Room to get the options “Rename” and “Delete”
- Place your mouse on a User to get the options “Move to” or “Exchange”
- Click Option and set the duration in minutes, or change other settings if needed.
- Click Open All Rooms
As a host you can join any rooms.
- Click Join
- Click Yes
- Click Broadcast Message to All to send a message to all rooms simultaneously
- Click Leave Room when you want to leave a breakout room
If a new participant joins the meeting after breakout rooms are open or if a participant leaves the meeting and joins again they will be found under the section "Unassigned"
- Place your mouse on a participant under "Unassigned" and click Assign to. Then assign a room for the participant.
- Click Close All Rooms to have all participants back to the main meeting
3: Let participants choose room
- Click the Breakout Rooms in the menu bar at the bottom of your Zoom screen
- Click Let participants choose room and select number of rooms
- Click Open All Rooms
The participants can now see the icon "Choose Breakout Room":
- As a participant you can click Choose Breakout Room and choose a room
As a host:
- Place your mouse on a Room to get the options “Rename” and “Delete”
- Place your mouse on a User to get the options “Move to” or “Exchange”
- Click Option and set the duration in minutes, or change other settings if needed
- Click Open All Rooms
- Click Join to join any rooms
- Click Yes
- Click Broadcast Message to All to send a message to all rooms simultaneously
- Click Leave Room when you want to leave a breakout room
If a new participant joins the meeting after breakout rooms are open or if a participant leaves the meeting and joins again they will be found under the section "Unassigned"
- Place your mouse on a participant under "Unassigned" and click Assign to. Then assign a room for the participant
- Click Close All Rooms to have all participants back to the main meeting.