How to Automatically Transfer your Account (Sign In and Sign Out)

1. Sign out of your email sign on Zoom account

2. Sign in via SSO

If you are logged in to other UNSW SSO enabled services, you should be automatically logged in. If not, you will be asked to sign in with your zID@ad.unsw.edu.au and zPass.

3.  Once signed in, check that your recordings and meetings are transferred.  If you experience any issues log a ticket with the IT Service Centre.

IMPORTANT NOTE:

If you are managing a Zoom account using a shared mailbox OR have multiple email accounts (UNSW email aliases), these will not automatically transfer to your personal SSO enabled Zoom account. 

Signing in via SSO means that your Zoom account will be linked only to you and cannot be shared. If it is critical for you to keep this functionality, please raise a ticket to the AV Team to discuss your options before November 8.

Alternatively, you can check if Zoom Scheduling Privilege will apply to your business need.

You must utilise one of the following settings when hosting a UNSW Zoom meeting: meeting passcode, waiting room or “only authenticated users can join”.

If you do not utilise one of these security methods when setting up your UNSW Zoom meeting, your meeting will default to have the waiting room enabled. See the Zoom security best practice guide for more information on how to best secure your meetings.

If you have created a Zoom account using your UNSW email address prior to UNSW procuring Zoom licenses, you will receive and email from Zoom

You will be offered the choice to change your Zoom account email address, or to join your account to UNSW Zoom.

If you change your email address to your personal non-UNSW email address you will retain your existing personal subscription.

You should read this Zoom help article before proceeding.

Always sign into the UNSW Zoom service using the Single Sign On (SSO) method and using your UNSW zID and zPass

1. Launch the Zoom application

2. Click Sign in

3. Click SSO

4. If prompted add "unsw" in the company domain field and click "Continue"

5. Enter your UNSW zID in the format zID@ad.unsw.edu.au

6. Click Open Zoom Meetings

UNSW IT will soon phase out the email sign in method and will be removing email only sign in accounts as part of ongoing security improvements for the UNSW Zoom service.  

For this reason, it is important to always use the single sign on (SSO) method to access the UNSW Zoom service. If you are already signed into the application, and are unsure what sign in method you used, we suggest signing out and signing back in again using the SSO method.

If you do not sign in via SSO, your UNSW Zoom account meetings, recordings and other account data will be lost.
If you need assistance to sign in via SSO, or need any additional information, please contact the UNSW Multimedia and AV team.

UNSW Zoom accounts default so that only the meeting host can record the Zoom meeting.  However, if required, the host can also assign an attendee the ability to record the meeting locally

How to assign the ability to record a meeting locally to an attendee:

1. In the participants menu, navigate to the participant who will be granted recording privlidges and click More next to their name.

We recommend that you limit the use of Zoom meeting recording where possible, and only ever assign known authorised end users the ability to record your meeting.

It is your responsibility to ensure that meeting recording is carried out in accordance with university privacy and data handling guidelines.  You should read the UNSW Privacy and Security Guide before recording any meetings.  

It is also your responsibility to ensure that your use of UNSW supplied software is in line with UNSW acceptable use of UNSW ICT Resources policy.

Zoom has also published a guide for securing your meetings with helpful tips to make your meeting more secure, such as requiring a passcode, using the waiting room or using the “only authenticated users can join” function, and then locking your meeting once all attendees are present.

See UNSW Cyber Security tips

Always ensure that you only share your meeting recording with known meeting participants.

 
Always check that recipients/attendees are known and are authorised to view the meeting before distributing your recording.

Never publicly share your meeting invite details via social media. This will help to avoid rogue attendees joining you meeting and accessing meeting data.

How to view a list of meeting participants:

1. Click Participants in the host controls to display the participants list.

2. (Optional) Click the drop-down menu located at the top left corner and click Pop Out to separate the participants list from the meeting window

We recommend utilising the waiting room and the “only authenticated users can join” security settings.  You should only ever admit known attendees to your meeting.

Hosts must always utilise at least one of the following security methods; passcode protection, the waiting room function, or the “only authenticated users can connect” option for meetings.  If none of the above security settings are selected, UNSW Zoom meetings will default to have the waiting room function enabled.  

Hosts should always passcode protect Zoom meetings in which sensitive data will be discussed or shared.  Meetings that involve sensitive information, or in which sensitive data is shared, should not be recorded.

Never utilise personally identifying information in the title of your Zoom meeting.  Click here for more information about the UNSW Data Classification Standard.

Unauthenticated users should be held in a waiting room so the organiser can check their identity upon admitting them to the call.

This is especially important where an attendee is dialling from a phone number and no email id/name is displayed to identify the user.  The meeting host should always monitor the participants list and ensure that no unknown participants join.

How to enable the waiting room, passcode or "only authenticated users can join" option:

1. Choose "Schedule" within your desktop zoom client

2. Under the security options select at least one of the three security options.

Important note: to effectively secure a meeting using the "Passcode" option, the host must use an automatically generated meeting ID and supply only this and the passcode as the means to join.

You should know and understand your obligations regarding privacy and data security before utilising any video conferencing platforms.  The Working from Home Privacy and Data Security Guide is a useful reference as a starting point.

Consider utilising Microsoft Teams for enhanced security, especially meetings that involve sensitive information, or in which sensitive data will be shared.

Cloud based Zoom recordings are encrypted.  However, if you choose to record your Zoom meeting to your local device then the recording is not automatically encrypted.  

To encrypt future locally saved recordings, select end-to-end encryption within the meeting settings when recording sensitive meetings.

Please also note that a minimum Zoom client version of 5.5.0 is required by all participants to support features in end-to-end encryption.

Please be aware that Zoom end-to-end encryption is still in development.   Therefore, selecting end-to-end encryption in Zoom will disable several features.  For more information see the Zoom documentation here: https://support.zoom.us/hc/en-us/articles/360048660871.

How to use end to end encryption for your Zoom meeting:

1. Select schedule a meeting

2. Select end to end encryption and save

Zoom screen sharing capability is a useful tool but also presents a risk.  Be aware that it is easy to accidentally disclose sensitive information by using this feature.  Always be careful to only share information that is meant for your Zoom meeting attendees.  

Please note that for security reasons file sharing has been disabled for participants on UNSW Zoom meetings.  Only the meeting host or hosts can share their screen.

See UNSW Cyber Security tips

UNSW IT enforces a minimum acceptable Zoom application version for UNSW Zoom users.

To ensure cyber security compliance at UNSW, you may be prompted to update the Zoom application on your device when logging in via UNSW SSO prior to commencing your Zoom meeting.

Always utilise the “check for updates” feature within the Zoom application if you need to check the latest version of the application.

How to check your Zoom version or for Zoom updates:

1. Click you profile logo on the top right in the desktop Zoom application

2. Select check for updates

3. The Zoom application version will be shown

4. Zoom will automatically download the latest version of the Zoom application if there is one available

You should never share your UNSW Zoom credentials with another person or use a shared mailbox to set up and UNSW Zoom account.

UNSW Zoom accounts that were set up using a shared mailbox will soon be phased out. Please migrate your shared mailbox to a personal UNSW Zoom account using the SSO method.

Instead of sharing your credentials, you should use the Zoom scheduling privilege function. The delegate who has been assigned scheduling privilege is able to schedule, manage and act as an alternative host for your meetings.  Note that, the delegate and the main account holder must have a licensed UNSW Zoom account to use scheduling privilege.

If both account holders have a webinar license, then delegate will also be able schedule webinars on behalf of the main account holder.

How to assign scheduling privileges in Zoom:

1. Log in to the UNSW Zoom web portal to see your advanced meeting click "Settings" and then click "Other"

2. click the + next to "Assign scheduling privilege to"

3. Type in the email address of the account holder(s) that you want to assign scheduling privilege to. Use commas to separate multiple email addresses.

Note:  If scheduling privilege cannot be assigned because the user does not have a licensed UNSW Zoom account you will receive an error message: "Can't find user [their email]"

4. Click Assign

How to schedule a meeting for someone else:

1. Once an UNSW Zoom account holder has given you scheduling privileges, logout of the Zoom application and login again to activate your scheduling privilege

2. Click on the Schedule icon

3. Choose the user you want to schedule for from the "Schedule for" drop down menu

4. Click save

5. This will generate a meeting invite from your email application including the Zoom meeting link.  Enter any additional details into the meeting invite as required and send it out to the intended recipients.  Note, always retain the Zoom meeting link in your invite.

6. Recipients will receive the invite from the delegate’s email address.  The Zoom meeting will be hosted from the main account holder’s Zoom account.

UNSW Zoom SSO Log in portal  https://unsw.zoom.us

UNSW policy and guidelines

UNSW Cyber security End User Guides

UNSW Data Handling Guidelines

IT Security Policy

UNSW Cyber Security Data Loss Prevention Policy

UNSW Data Classification Standard

Students will be able to log in to Zoom via Single Sign On (SSO) using your zID and zPass at UNSW Zoom Video Conferencing or via the Zoom application.

What can I do with the UNSW Zoom basic student account?

• Securely authenticate via single sign on with your UNSW identity when joining meetings and teaching sessions
• Join meetings and teaching sessions hosted from licensed accounts with no limitation
• Host meetings with up to 100 participants
• Host one-to-one meetings (30-hour time limit per meeting)
• Host group meetings with a 40-minute time limit per meeting

What can't I do with the UNSW Zoom basic student account?

• Recordings are not supported by a basic student account
• No Personal Meeting ID is available
• No Live streaming of meetings is possible

All meetings hosted from student accounts must be secured with one security option. See Locking and Passcode protecting meetings in the Best Practice Guides above for more information.

Consolidation of accounts

If you are a current UNSW student (not staff) who had a zoom account using a UNSW email address, you will have received an email from Zoom requesting that you either consolidate your account or change your email address.

If so, did you take any action yet?  Your choices are as follows.

Option 1:  Change your email address.

If you would like to continue using your Zoom account under your own personal email address with your current personal Zoom subscription then select “Update Account Information” in the email from Zoom and choose to “change email address”.

Option 2: Choose to continue to use student.unsw.edu.au address

With this option your account will join the UNSW Zoom enterprise account.  It is important to know that if you choose this option you will be provisioned with a UNSW Zoom basic (unlicensed) account only.  A Zoom basic account has no recording functionality, group meetings are limited to 40 minutes, and Zoom security settings are as mandated by UNSW. 

With this option it is possible to get you a refund for unused portion of your personal Zoom subscription.  See the guide here under the heading “consolidating accounts”:   Account consolidation with associated domains – Zoom Help Center

You should be prompted to get a refund on your current subscription if you choose this option.

1.    Launch your Zoom client and then select “Sign In”

2.    Click on “Sign in with SSO”.  

(Please note that UNSW Zoom accounts are currently only available for UNSW Staff. Students will need to use a personal Zoom account.)

3.    Enter “unsw” and then select “Continue”

 
4.    Enter your UNSW zID@ad.unsw.edu.au and Password, then click on “Sign in”

5.    You are now signed in to your UNSW Zoom account

Zoom Meetings can run on either your computer (PC or Mac) and Mobile device (Tablet or smartphone) using Apple IOS or Android OS.

You will need to download the Zoom application on a computer or laptop or Zoom Meeting app on a mobile device.

To setup a Zoom Meeting on your computer or Mobile device:

1. Download Zoom application for Meetings for your computer

   • Microsoft Windows PC: ( https://zoom.us/client/latest/ZoomInstaller.exe )

   • Apple Mac OSX: ( https://zoom.us/client/latest/zoomusInstaller.pkg )

2. Or for mobile devices, download Zoom Mobile App for:

   • AppStore for iPhone 

   • PlayStore for Android 

If you already have an invitation link to the meeting, just use the link.

To join a session/meeting from your Zoom Meeting client directly:

1. Start the Zoom Client on your device

2. Click on ‘Join a Meeting’

3, Enter your scheduled meeting ID to start the meeting.  Note: The meeting ID is the 9digit number at the end of the URL link

4. If the meeting is open or in progress, you will see the following:

5. Select “Join Audio Conference by Computer”

You can test your microphone and speakers by selecting “Test Computer Mic & Speakers”.

6. If you do not have microphone or having trouble with your computer audio, you can also dial in.

• Select “Phone Call” Tab to get the details

• Use your mobile or landline to dial into a phone conference call to participate

  • In Australia +61 (0) 2 8015 2088

• When prompted, use Meeting ID from the meeting invite, which is listed in the meeting invitation. Note: The Meeting ID is also the last 9 digits of the link used to join the Zoom Meeting

When you are in the meeting, you can reveal the controls by hovering the mouse over the lower edge or select “ALT”.

Your audio should be on mute and your video stopped by defaulted on when you join the meeting.
1. Audio – During the meeting you can turn on and off your audio

• In the lower left is the Audio control, where you can click to Unmute or Mute your audio:

Note: You should leave your microphone on mute unless you are talking

2. Video – During the meeting you can turn on and off your video

• In the lower left is the Video control, which you can click to stop or start the video:

What can you do once in the meeting, includes:

1. Participants – You can list all the Participants in the meeting

• Start by clicking on Chat:

• See Participants list on the right

• Options you have at the bottom is:

• Select Unmute Me to turn on your microphone

• Select Raise Hand to turn get attention of the Host

Note: Select Lower Hand if you no longer need attention of the Host

2. Chat – You can chat (type into a chat area)

• Start by clicking on Chat:

• See Chat box on the right

• By default, the chat will be to “Everyone” in the meeting by typing in text:

         i. Typing in text and then enter:

        ii. Then see what you typed at top of the chat box:

• You can also choose to have a private chat with the Host or anyone else in the meeting

         i. By selecting from dropdown of list of all participants

         ii. Select “Everyone” to chat to everyone (all participants)

         iii. Select an individual from dropdown to chat privately with the Host or another Participant

3. Share Screen to share any App screen running or your desktop/home screen with others in the meeting:

• Click on Share Screen when the Host has enabled you to share or made you the Host of the meeting:

• Select an application to share:

• Select “Share Screen” to share

• To end screen share, move mouse to top of screen and select “Stop Share”:

4. Leave Meeting when you are done with meeting and :

• Select “Leave Meeting”

• You have now left the meeting

The recording function is only available for UNSW staff Zoom accounts.  Students do not have acess to record from their basic UNSW Zoom account.

Zoom recordings can only be enabled by the host who has 2 options, Cloud and local PC. Local recordings are not encrypted by default so the user is required to provide encryption for sensitive material.

Cloud recordings are encrypted AND copied directly to the Hosts Echo360 library ready to upload to Moodle or other platforms.

Never include the host participants' names, email or other personally identifiable data on the meeting subject line.

Never post meeting links on social media platforms.

The following links provide more information on ‘Hybrid Meetings Best Practice Guide’. and UNSW Digital Privacy Policy

Zoom allows guests to easily join meetings. It also allows guest speakers and lecturers to talk to students. For teaching and learning, the guests speakers must have a Zoom account to participate, but they can sign-up for a free Zoom account if they are not UNSW staff or students.

Video transcripts and captions can be a great resource to enhance learning and bring teams together. They support individuals with hearing impairments, non-native English speakers and those that are slower with the processing of information (such as people with learning difficulties, neurodiversity and other conditions).

To support equity and accessibility, it is important that hosts of webinars, meetings and live events always ensure that live transcripts are available for attendees.  

A free live transcript service is available for Microsoft Teams and Zoom webinars, meetings, and live events.   

For Zoom, the host of the webinar must always enable the live transcript function first so that it is available for attendees to turn on.

View instructions for activating video transcripts and captions for Teams and Zoom.

Zoom third party captioning services

As an alternative to the free Zoom live transcript service, a paid closed captioning service can be managed by third party software or manually.

Third party captioning services should be paid for by the Zoom account holder.
The following link provides step by step guides for third party closed captioning

More information can be found at Zoom Closed Captioning support page

1.Start the meeting or Webinar first

2. click Closed Captions

3. Choose the Live Transcript option

Enable Auto-Transcription: Allows the system to start providing live transcription. Participants will be notified that this service is available.

Using closed captioning in breakout rooms

If you're the meeting host, we recommend using a third-party closed captioning service if you want closed captions in breakout rooms enabled via API token.

If you want a participant to type closed captions, make sure you assign them permission to type closed caption before starting the breakout room sessions:

After you start breakout room sessions, participants can click Closed Caption in the meeting controls to view closed captions.

Notes:

    Only one participant can be assigned to type closed captions in a meeting, thus it is only possible to have one breakout session with closed captioning.
    Live transcription is currently not supported in breakout rooms.

Live transcript limitations

The accuracy of Zoom's live transcription feature depends on many variables, such as but not limited to:

    Background noise
    Volume and clarity of the speaker's voice
    Speaker's proficiency with the English language
    Lexicons and dialects specific to a geography or community

Because of these limitations, if you are required to use speech-to-text support for any compliance needs in your meetings and webinars, Zoom recommend using a third part provider who may be able to guarantee a specific accuracy via API token

The desktop client can be manually updated and best practice is to check you have the current version in advance of your meeting. The web app will always be current.

Log into the client and on the top right click on your profile icon the select "Check for Updates" towards the bottom of the drop down list.

Zoom desktop client update process

If updates are available follow the prompts, this will only take 1-2minutes.

Zoom desktop client upgrading

This UNSW guide has been developed to keep your UNSW Zoom recordings to a manageable size. If you have any further questions please see the Zoom frequently asked questions page in the first instance, or contact UNSW Multimedia and AV team.

Monitor resolution determines the file size of your Zoom recording, the higher the resolution the larger the recorded file size. There will be some instances where a higher resolution is required but for most Zoom meetings and classes a lower resolution will be enough.

The main reasons file sizes should be kept small are:
1.    Reduces storage space on PC if Local recordings is selected
2.    Cloud recordings greater than 5Gb will not be auto loaded to your Echo360 library and requires manual uploading
3.    Some users may encounter difficulties in downloading larger files
4.    Editing of larger files is more time consuming

Reduce the resolution of your display before you start the session and begin recording.

Note: Lowering screen resolution makes text and objects larger in the recording. Make a test recording to see if important content fits comfortably in the viewable area.

Lowering Screen resolution on Windows 10

1.    Click the start menu then select Settings OR click the magnifying glass and type in Settings
2.    Select system then Display

3. Scroll down to display resolution and select 1440 x 900

4.    Close the settings window, then start or record your Zoom session with your new selection

Lowering Screen Resolution on a Mac

1.    From the Apple menu, select System Preferences

2.    Select Displays then the Display tab

3.    Next to Resolution, select Scaled.
4.    Choose a setting that results in larger text

5.    Close System Preferences, then start or record your Zoom session with your new selection.

If you need assistance to sign in via SSO, or need any additional information, please contact the UNSW Multimedia and AV team.

Further Reading and Helpful Links

UNSW Zoom access portal

UNSW Zoom Video Conferencing

Zoom Help Centre

Zoom Help Center

Adding the Zoom Outlook Add-in makes setting and calendarising UNSW Zoom meetings much easier.  

1. In Outlook, click Home > Get Add-ins on the ribbon.

 2. On the Add-Ins for Outlook page, type Zoom in the Search box, select Zoom for Outlook and click Add.

3. In Outlook, switch to calendar view and click Home > New Meeting on the ribbon. You should now see two new Zoom icons in the ribbon, "Add a Zoom Meeting" and "Settings".  If not, restart your Outlook application.

4. Click "Add a Zoom Meeting" to add Zoom join details to the meeting. If prompted, sign in with SSO.

5. Type unsw as the domain name, then if prompted, enter your zID and password.

6. In the "Required" field add your desired participants. You can also invite a Teams meeting room and join the meeting using the Teams meeting room touch panel and use the in room conferencing system. Click Send to send your meeting invitation.

See the guide below for more information on how to invite and use a UNSW Teams meeting room for your Zoom meeting.

Please contact the Multimedia and AV Technologies team at av@unsw.edu.au or 9385 4888 for assistance or to book a training session.

Staff can now invite a UNSW Teams meeting room to their UNSW Zoom meetings. 

This can be done from the Zoom applicaation itself, or from within Outlook once the Zoom Outlook Add-in is installed. 

See this guide for how to install the Outlook Add-in.

Scheduling a meeting from Outlook

1. Ensure you have the Zoom Add-in for Outlook installed. See here to find out how. 

2. In Outlook, switch to calendar view and click "Home" and then "New Meeting" on the ribbon. You should now see two new Zoom icons in the ribbon -  "Add a Zoom Meeting" and "Settings" as shown below.

3. Click Settings. The Zoom sidebar will open. Select your desired video, audio, security, and other meeting settings.

Important:

Please only use the "passcode" security option if you are inviting a Teams room.  The other security option selections may impact Teams room Zoom functionality.  

You must also select "allow participants to join at any time" in the "Advanced Options" section.  Otherwise, the meeting host will need to join the meeting from the Zoom application first to start the meeting. 

4. Click "Add Zoom Meeting" to add the Zoom meeting details to the Outlook meeting invite.

5. In the "Required" field add your desired participants. This can also include your UNSW Teams meeting room.  Click "Send" to send the meeting invitation.

6. Viewing and editing meetings:

• 6.1 Open the Outlook desktop app and switch to calendar view.
• 6.2 Double-click a Zoom meeting to display the meeting details.
• 6.3 Under the Zoom icons in the ribbon, click Settings.
• 6.4 The Zoom sidebar will open.
• 6.5 Change your meeting options and click "Update" to apply the changes.

If you have invited a UNSW Teams meeting room to your Zoom meeting, please see the guide below for how to Join and manage your Zoom meeting from the room touch panel.

Please contact the Multimedia and AV Technologies team at av@unsw.edu.au or 9385 4888 for assistance or to book a training session.

If you have scheduled your UNSW Zoom meeting, and have invited a UNSW Teams meeting room, you can join and control your meeting from the Teams meeting room touch panel.

Before you start please see the Inviting a Teams meeting room to a UNSW Zoom meeting guide above.

1. Once you have invited a UNSW Teams meeting room to a UNSW Zoom meeting, the Zoom meeting will appear on the home screen of the Teams meeting room touch panel.  The host's name and the time of the meeting will be displayed.

 2.To begin the meeting, click "Join" on the Teams meeting room touch panel.

The room camera and microphone can now be used for your Zoom meeting.  

The Teams meeting room touch panel will show controls on the bottom bar as shown in the image below.

 3. Select the Camera icon to toggle the room camera on/off

 4. Select the Microphone icon to toggle the microphone on/off

 5. Select the +/- icons to turn the room volume up or down

 6. At the conclusion of your meeting select "Leave" to leave the meeting

Advanced Options

7. Select "Show meeting on this device" to replicate the main monitor's content to the touch panel

The touch panel will replicate the main monitor, allowing for additional functionality.  This selection enables touch functionality without a touch enabled main monitor

8. The local camera will be displayed on the top area of the screen as default (Speaker View) 
 
The online participant(s) will be displayed on the main area of the screen

Speaker View (default)

9. Select "View" to toggle between "Speaker View" and "Gallery View"

10. In Gallery View, the local camera and all participants will be evenly distributed in a grid

Gallery View
 

11. Select "Participants" to display the participants on the right-hand pane

12. Select "Chat" to display the active chat window on the right-hand pane.  

Touch the "Type message here" section to type a message directly from the touch panel

13. Select "Reactions" to raise your hand or select other reactions

Please contact the Multimedia and AV Technologies team at av@unsw.edu.au or 9385 4888 for assistance or to book a training session.

1. Identify the "Meeting ID" and password in the Zoom calendar invitation and keep it on hand.
   
   It will most likely look like this:
   
2. Tap "New Meeting" on the touch panel in the meeting room
    
3. Then tap the blue "enter URL" button
    
4. Enter the following URL: meeting ID @lync.zoom.us   eg. 107195110@lync.zoom.us
    
5. Tap the blue "invite" button to complete the call

PLEASE NOTE: The meeting organiser will need to select passcode as the Zoom meeting security setting, selecting "Waiting Room" or "Authenticated Users" will mean the Teams room cannot joint.

If you are unable to login, please check:

• If you have the right zID and zPass, please check the How to log into Zoom Conferencing guide above in the self help section.
• Ensure that you are accessing UNSW Zoom via Single Sign On (SSO) using your zID and zPass at unsw.zoom.us or via the Zoom application on your device.
• If you continue to have issues please call the IT Service Desk on Ext51333 ot email servicedesk@unsw.edu.au

If you are unable to join a meeting, make sure:

• The link is valid

• The meeting is still happening

• You got the right Room ID

• You have access to the meeting room