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  • Division facilities are closed Monday, May 27.

Alaska Online With Libraries (OWL) Program

Zoom offers articles and video tutorials that you can find with a keyword search on your topic. Zoom also offers a set of video trainings that cover the basics.

Here are some general tips for optimizing your Zoom experience:

  • Use the desktop version of Zoom over the browser or mobile clients.
  • Close all unnecessary applications during a Zoom meeting. If your internet bandwidth is low, try turning off your camera when you are not speaking.
  • If you are presenting, you can create the best experience for your attendees by using a USB headset for clear audio and placing a light source directly in front of you for a clear video picture. 
  • Information about the differences between meeting and webinar types.
  • Information about the roles in a meeting.
  • Information about the roles in a webinar.

Scheduling and Setup

  • Use the Microsoft Outlook plugin to schedule Zoom meetings directly from the Outlook app. 
  • Use the Chrome or Firefox extensions to schedule Zoom meetings directly from Google Calendar.
  • List the email addresses of alternative hosts with registered Zoom accounts in the scheduling setup in case you are not able to start a meeting. 
  • You can schedule a recurring meeting or a recurring webinar.
  • If scheduling a webinar, click "Enable Practice Session" under "Webinar Options." This will create a setup area that only the host and panelists can access before the start of the webinar. When you are finished with setup, click "Start Webinar" to broadcast to the rest of the attendees. Zoom has more information about webinar practice sessions
  • If scheduling a webinar, send invitations to panelists beforehand for logistical ease and to access the practice session before the broadcast time. After submitting the initial schedule form, go to the information page under "My Webinars." Under the "Invitations" tab at the bottom of the page, click on the button that says "Edit" next to "Invite Panelists." You can also import a .csv file with the name and email addresses of the panelists. Zoom has more information about inviting panelists.

Security

  • To increase security protections, Zoom requires you to choose either the waiting room or passcode features. Creating a registration page can also aid security. Requiring authenticated profiles to join can further limit attendance as needed.
    • If you use the waiting room feature, you must admit each attendee manually as they enter the meeting. Learn more about waiting rooms.
    • You can set a passcode for authorized attendees to enter. Learn more about passcodes.
    • Creating a registration page will allow only registered attendees to join the meeting. The meeting link could be widely distributed, for example, but only email addresses associated with the registration form will be allowed admission. Learn more about registration pages.
    • Authentication profiles allow you to restrict meeting participants and webinar attendees to signed-in users only and even further restrict it to Zoom users whose email addresses match a certain domain. Learn more about authentication profiles and restricting Zoom attendees to a particular domain.

For programs at the ASL, we often enable the waiting room and create a registration page, and admit attendees based on that data.

Host Controls and Screen Sharing

  • Host controls in a meeting include participant management, chat, screen share, polling, recording, and more. Zoom has more information about host controls.
  • Assigning a co-host role can help with meeting administration. Zoom has more information about assigning a co-host role and the limitations of that role.
  • Explore Zoom's screen sharing functions.
  • If you are hosting a webinar or meeting that features an active discussion or Q&A, it can help to team up with a colleague with one person focusing on presentation and sharing the screen, and the other monitoring the chat boxes.

Reports

  • Access reports by logging into your Zoom account on zoom.us. Under "Admin," find the drop-down menu that says, "Account Management." The "Reports" button is on this list. Zoom has more information on getting started with reports.  
  • Meeting reports provide data on registration and polls. Webinar reports provide data on registration, attendees, performance, Q&A, and polls.
  • For more statistics, explore the Dashboard, under "Admin." Use the Dashboard to track audio, video, and CPU usage statistics by user for each meeting. This can be useful for tracking how your library's equipment is performing during a meeting and diagnosing potential issues. Zoom has more information about getting started with the Dashboard

Recordings

  • Cloud Recordings are deleted after three months. If you want your recording to be posted longer, download it and upload it YouTube, Facebook, or some other video platform. If you have special requests, contact a member of the OWL staff and we'll see what we can do.
  • Access cloud recordings by logging into your Zoom account on zoom.us. Under "Personal," click on "Recordings."
  • Learn about cloud recordings.
  • Learn about local recordings.
  • Cloud recordings of meetings or webinars can be made on-demand and require viewers to register before receiving access. Zoom has more information about on-demand recordings.
  • Zoom offers recordings in several different layouts, much like you are able to change your personal layout during a meeting. Learn about recording layouts.