The basics on getting you up and running with the University's Zoom meeting service. 1. Read the security & privacy guidelinesSecurity & privacy guidelines for using ZoomWith video-conferencing services coming under close scrutiny recently, Information Services has worked closely with Zoom to make available an enterprise version of their service that complies with strict University security and privacy policies.Meeting hosts must still, however, make sure participants adhere to the following guidelines:Before joining a meetingTo protect their personal IP address details, University members are recommended to connect to the Virtual Private Network (VPN) before using Zoom.Where possible, meetings should be instigated by a University member rather than an external participant.The meeting password MUST be sent separately from the meeting invitation.The meeting password MUST NEVER be shared via public social media.Set meeting appointments you create (e.g. in an Outlook calendar) to be private.Limit who you share the meeting link with.Where possible, ensure everyone is using the most up-to-date version of the Zoom desktop or mobile app.During a meetingUse the Waiting Room feature to verify all attendees one-by-one before granting access.Recording of meetings to the cloud (the Uni Zoom service) is enabled, but to the local computer is disabled.Participants should not screen-capture during meetings. University staff or students should not use personal email addresses when registering for, or using, Zoom. No confidential, sensitive, or personally-identifiable University information should be discussed or displayed. ----------------------------------------------------------------------------------2. Connect to the VPN serviceTo protect personal IP address details, we recommend you connect to the University's Virtual Private Network (VPN) service when using Zoom:https://www.ed.ac.uk/is/vpn----------------------------------------------------------------------------------3. Migrate an existing @ed.ac.uk Zoom accountIf you used your @ed.ac.uk email address to sign up for a Zoom account prior to the University's Zoom service being available, please use these steps to migrate it to the new service. Accounts that use personal email addresses are unaffected.Migrate an existing @ed.ac.uk account-----------------------------------------------MigratingNavigate to the following sitr:https://ed-ac-uk.zoom.us/signin You will be redirected to the University login page. Enter your usual University username and password.Click the "Confirm your email address" box and an email will be sent to your University address.In the email, click the "Switch to the new account" box or paste the link in the email into a browser.A new browser window will ask you to acknowledge the account migration.Click the "I Acknowledge and Switch" box, and a confirmation should be displayed or emailed to you once complete.The confirmation email may mention the email address of the Uni's Zoom service owner. Please ignore this, as this is being addressed with Zoom.Your personal @ed.ac.uk Zoom account should now have been migrated over to the University's corporate account.-----------------------------------------------Known issues when migrating a Zoom accountThere is a known issue that can occur with the message "Something went wrong when you tried signing in with SSO" and a code (WEB_aab29b8daa2cf20107f2d88893269f56) displayed. Potential Solution 1: Access your existing account by signing in to https://www.zoom.us/signin, via your web browserThen, navigate to your profile page, click "edit" beside your email address and change your email addressNext, activate your account using that email address and your University password on the University's SSO at: https://ed-ac-uk.zoom.us Potential Solution 2:This solution involves terminating your already existing Zoom account as a last resort solution. Do not attempt this solution if your account has access to webinars, large meetings or room licenses. This solution may not be possible if you are a licensed member of someone else's Zoom account. You may have to speak to the owner of the Zoom account first. Access your existing account by signing in to Zoom via your web browserDownload any recordings, meeting details, or other data that you needClick "Account Management"Click "Account Profile"Click "Terminate my account"Finally, sign in below to activate your account:https://ed-ac-uk.zoom.us----------------------------------------------------------------------------------4. Access ZoomTo install the appropriate Zoom software for your device and access the service, please visit:Accessing Zoom----------------------------------------------------------------------------------5. Check your setup and get to know ZoomUse the following website to test your microphone, camera, and preferences to get a feel for the Zoom interface:Test your ZoomAlternatively, the following video tutorial may prove helpful:Getting started with Zoom meetings ----------------------------------------------------------------------------------6. Meeting HostsImportant guidance on hosting a meeting and ensuring it takes place in a safe, secure and efficient manner - PLEASE READMeeting Hosts ----------------------------------------------------------------------------------7. Meeting participantsJoin a meeting now Configuring your Zoom preferences Attendee controls during a meeting ----------------------------------------------------------------------------------Need any help?Please initially see the link below:Zoom Help and SupportIf you still need assistance: HTML Contact the IS Helpline This article was published on 2024-10-08
