Using Zoom in UB Learns

1. On the navbar, click Content.
2. Navigate to the desired module.
3. Click Existing Activities and select External Learning Tools.
4. Click Zoom.
5. The window will close, and the Zoom link will appear in the module.
6. To rename the link, click the chevron icon next to the name, select Edit Properties in Place, click the link name and type a new one.

1. Log into UB Learns and open a course.
2. Navigate to the Zoom module
3. Click the Zoom link within the module. The Upcoming Meetings window will open.
4. Click Schedule a Meeting. 
5. Scroll down to set meeting options (see tips below)
6. Click Save
7. The meeting details appear.
8. Click Home to get back the list of upcoming meetings

TIPS for MEETING OPTIONS:

• Topic: Use your course name / number
  • This will help you keep track of meetings in the Zoom app or web portal.
• Recurring Meeting - Regular: Even if you don’t need to meet every single week, it may be easier to schedule weekly anyway, and then delete individual occurrences
• Recurring Meeting - Irregular choose No fixed time in the Recurrence field and use this meeting link at any time to meet with your students.
  • Be sure to add the waiting room option if you will use this link for office hours or student appointments
• Security: You must have at least one security option selected, passcode, waiting room, or only authenticated users can join meetings
  • Only authenticated users can join: We recommend this setting for course meetings, so you know who is joining.
    • Choose UB Only (the default) for class sessions. This setting limits attendees to people who sign into the Zoom app, using SSO, with a UBIT name and password.
    • Invite non-UB guests: use the Authentication Exception tool to invite any non-UB person to join the meeting. Zoom will send each person added a unique link to join the meeting; this link bypasses the UB authentication requirement.

• Enable Join before host: uncheck this box if you plan to record automatically or use pre-assigned breakout rooms.
• Allow host to save video order: you can re-order the gallery view of your class. When this option is selected, you will be able to save a custom arrangement.
• Breakout Room pre-assign: select and then follow the instructions to manually add rooms and participants or use a csv file to upload breakout room assignments in bulk.
• Enable focus mode when meeting starts: in focus mode students will hear anyone that is un-muted, but they will only see video of the host, co-hosts, and anyone you spotlight. They will not see other students’ video, only their names and nonverbal reactions.
• Record the meeting automatically: Check this box if you want the class to be automatically recorded. Choose In the cloud
  • Recording to the cloud will automatically add captions to the recordings and post them to the Cloud Recording tab in UB Learns.
  • Zoom cloud recordings are not visible to students by default. You must publish individual recordings or enable Publish All Recordings in UB Learns. 

• Learn more about Zoom security settings

Import meetings scheduled in Zoom web portal or app

1. Log into UB Learns and open a course.
2. Navigate to the Zoom module
3. Click the Zoom link within the module. The Upcoming meeting window will open.
4. Click the three-dot menu (next to Schedule a Meeting) and choose Import meeting
5. Enter the Meeting ID for the meeting you wish to import from the Zoom web portal

Faculty:

1. Open the Zoom desktop or mobile application and sign in with SSO
2. Log into UB Learns and open the course.
3. Navigate to the Zoom module
4. Click the Zoom link
5. Locate the desired class under Upcoming Meetings and click Start.
6. Click Open zoom.us.app if prompted

Students:

1. Open the Zoom desktop or mobile application and sign in with SSO
2. Log into UB Learns and open the course.
3. Navigate to the Zoom module
4. Click the Zoom link
5. Locate the desired class under Upcoming Meetings and click Join.
6. Click Open zoom.us.app if prompted

Guests:

Click on the Meeting Invitation link received from the meeting host.

Share meeting join links with other attendees:

1. Navigate to the Zoom module
2. Click the Zoom link
3. Click the title of the desired meeting
4. Find Invite Attendees and click Copy Meeting Invitation
5. At the bottom of the pop-up window click Copy Meeting Invitation
6. Paste this information in an email, calendar invite, or announcement

If you made Authentication Exceptions for guests

If you used the Authentication Exception tool you can re-send the invitation email to your guests. This email has their unique link to join the meeting and bypass the authentication requirement.

1. Look at the meeting details on UB Learns or the Zoom web portal
2. Go to the Security section
   • For Authentication Exception, click Edit
   • Next to the individual name/email click the envelope icon to re-send the meeting invitation.

TIPS:

• Restart your computer before joining a Zoom meeting – it will take care of almost all problems.  Be sure to tell your students the same.
• Sign into the Zoom desktop or mobile app before you join any meeting
• Join your class early to make sure you are ready to go.

Log into your UB Panopto account at least once before starting a Zoom cloud recording. Any new Zoom cloud recordings will then be copied to UB Panopto > My Folder > Meeting Recordings or the folder of your choosing if you setup routing rules in Panopto.

You will receive email from Zoom when the meeting recording has been processed and a separate email from Panopto when that recording has been copied and processed in Panopto.

Cloud recordings in Zoom are deleted after 180 days. You may prefer to share your Zoom recordings through Panopto, where they are archived after 18 months and can be restored.

Find Zoom Recordings in Panopto

Zoom cloud recordings are saved under My Folder in the Meeting Recordings subfolder by default. Log into the Panopto web portal to find and share them.

Change the Folder for Zoom Meeting Recordings

You can choose to save Zoom cloud recordings in a different Panopto folder. For instance, class recordings can be saved directly to a course folder and department meetings can be saved to a shared folder.

Follow these steps to change your Panopto user settings.

1. Login to Panopto web portal
2. Click on the icon with your initials in the upper-right corner
3. Select User Settings
4. Scroll to Meeting Import Settings
5. Select Add New to create a folder mapping for an individual or recurring meeting
6. Enter the Meeting ID (without spaces) in the blank field
7. Choose a folder from the dropdown menu (You must have creator rights to select a folder)
8. Click Save

Change the default folder where Zoom recordings are saved

1. Login to Panopto web portal
2. Click on the icon with your initials in the upper-right corner
3. Select User Settings
4. Scroll to Meeting Import Settings
5. Find Default Folder and click Edit
6. Choose a folder from the dropdown menu (You must have creator rights to select a folder)
7. Click Save

See also: How to use the Zoom integration.