Video: Getting Started with Zoom
Unknown: Alright, well, good morning, everybody. We are going to be talking about zoom today. This is kind of meant to be a basic introductory webinar to getting started with zoom. I will say an announcement that was made last week at OSU is big innovate conference is this, the entire university is going to be getting zoom, which is really, really awesome, because now we can use it across the entire university and connect in with some of our colleagues who might be outside of CFA. Yes. So I don't know what that process is going to look like yet. I'm not 100% sure if that means that we will all have default webinar licenses, which we'll talk a little bit about that today, too. And I'm not sure what the timeline is for that process. But that's great news.
That means the entire university is moving away from Adobe Connect to to zoom, and we're going to hopefully get you up and started using zoom for both meetings and webinars here today. So let's just dive right in the first thing that I want wanted to show is how to log into zoom from the CFA Yes, zoom portal. And if you would like you can follow right along with me and go to just open up a web browser and you can go to the easiest way that I remember it is go osu.edu slash zoom. There is another URL that you can that you can use. It's the OSU dash, the f8 yes.zoom.us. I think Goto issue.edu slash Danae was a little bit easier to remember. So once you're in the zoom portal, you have a ton of different options for you can access different trainings, you can request a webinar license. For now we're going to start with just the basics, we're going to go ahead and click Sign In.
And you can sign in with your single sign on login. So you're going to sign in with your same Ohio State username and credentials that you use for everything else. Notice how I was already signed in so I didn't have to put those back in. The first thing I'm going to recommend everybody do is upload a photo of yourself. So if you go over to the left hand side where it says profile, click that Profile tab. And then right here, you will have the option of uploading a photo. The reason why I like this option is because if you don't have a photo of yourself, if you are in a zoom meeting, and you don't have your video feed on, it's just going to be a big square box with your name in white text. If you upload a photo of yourself, and it'll show the photo of you, which is just kind of a nice thing to have. The other thing I'll show you here is everybody has a personal meeting ID.
This is a Zoom Room that everybody has, by default, their own Zoom Room, and it's a zoom meeting room, it is always open. So let's say you're talking to a colleague via email, and you say you know what, let's just hop into a zoom meeting room because it will make it easier. We can share documents and share screen so you can see this a little bit easier. You can just send them the link to your zoom meeting room instead of having to actually schedule row one and then get a link. It just it's as easy as that. I do see Sherry, you raised your hand. Did you have a question? And if so you can type it in the chat box or the q&a. Again, everybody who has recently joined us feel free to type into the chat box, any questions that you have, as we go through, I'll try to make sure I cover those. So again, your personal meeting room is always open, you can always send that link to somebody, and they'll just be able to access it right away. Everybody, by default has a meeting room for up to 100 people.
Now, if you are trying to have a meeting with 100 people, in the same way that having a meeting with 100 people face to face would be kind of a lot of people. It'll be a lot of people in a zoom call as well. So I like to keep meetings usually like 25 to 30 people or less. We'll talk a little bit about webinars here in a minute. Jerry's question how do you get to the photo again, the photo is under profile. So if you log into zoom on a web browser, and go over to the tab where it says profile, so it's highlighted in red right now, because that's what I'm clicked on. I think by default, everybody is logged in on the meeting tab. So just click profile. And then this first option up here, you'll have, you should have the option of adding a photo of yourself. basic simple instructions for volunteers who have not used zoom that you can share. So for David's question, if you have a volunteer who's just trying to log into a zoom meeting, all you do is send them the link and they click it and it should pull them directly into that meeting.
So it should be as simple as that. That's one of the huge advantages of using zoom versus Adobe Connect as Adobe Connect you would typically have to like download plugins with zoom, you may have to download something like sometimes it'll say like download this quick thing, but it's like super fast and easy and will take you right through it. But there's no like fancy stuff. So this this getting started with zoom is pretty much for those of you who have a zoom pro license and want to know how do you create a meeting? How do you send people the registration if you're doing registration required, that's some of the stuff that will get into so you know exactly from an administrative perspective, how to handle some of those meetings, how to report and then what to do with those recordings. You'll notice in my zoom account, if I scroll down, I have a webinar license for up to 100 people.
What we're doing right now, this is a zoom webinar. We do not have webinar licenses by default, we have a select number of different sized webinar licenses that are what we call floating licenses through the college, you do have to request one of those, and the college will assign you a license, in which case, when you go to your webinars tab over on the left hand side, you click that webinars tab. Now you have the option to schedule a webinar. If you do not have that webinars a license and Your account then this will say contact your system administrator about getting access to one of those licenses. So because I have a license assigned to me, I can show you some of the features of actually scheduling a webinar versus just scheduling a meeting. So if you go back to that Profile tab and scroll down, this just gives you some basic information about your account.
Everybody should have a pro account although I have run into situations before with newer CFA Yes, employees, where it still said basic account here they didn't have the pro account. If that's the case, just contact it and they should be able to upgrade your account to one of our pro accounts. The next tab that I want to show you over on the left hand side is the meetings tab. And this is where you can schedule a new meeting so when says your your license as basic you will have to contact it. I'm not sure why that is but I'm running into more and more people who say that their account hasn't been upgraded to pro just submit a ticket through CFA is it and and they should be able to upgrade your account. No problem. So I don't know why that doesn't. If you have any trouble with that, just let me know. And I can, I can try to help with that as well. So if you want to schedule a new meeting, all you do is go to your meetings tab, hit schedule a new meeting, you can name it.
So whatever topic you can add a description that's optional, choose your date, your time, you can also select whether it is a recurring meeting. And if you select that, then you give a little bit more details about how often when to repeat and then if there's going to be an end date. So let's say you have a team meetings like extension or you know, whatever, whatever position you're in, if you have like a recurring meeting every Tuesday morning from, you know, 10 to 11am. This is the meeting, you can go ahead and schedule that in zoom so you don't have to go in every single week and create that meeting brand new. It just it's a recurring meeting and you always use the same link. This is where you would add registration. If you want registration to be required for that meeting, you would click this button, in which case once you save that meeting, you'll get a registration link that you will send to participants Register for that meeting. Most meetings that I've done, I do not do registration required for webinars however I do, because then you get a lot of really good data to know who participated, who registered versus who actually attended.
And that's really good to know. So if you want some of that data, it's good to do registration required. This is also where you'll get to select whether you want your host and participant video to be defaulted on or off. I always default my own host video off, and I always default my participant video off as well. And I'll just say a few more words about this. If you are going to turn your participant video feed on by default, it is important to let them know I cannot tell you how many meetings I've been on where people click that join zoom meeting link. It opens up zoom for them. It turns on their video feed and they have no idea that their video feed is on for whatever we like there's a little light on my webcam on my laptop that shows me when my kids cameras on. I don't know what other computers look like. But I can't tell you how many times I've seen people who have no idea that they're on camera live for everyone to see.
And they're, they're working in their office, they're eating, they're blowing their nose, they're doing all kinds of stuff. And then all of a sudden, they realize that I was in a meeting one time where a lady was like just walking back and forth in our office filing stuff. She had no idea she was on camera. She finally sat down with a tissue in her hand and she goes up like this to blow her nose. And that's the very moment that she realized she was on camera. And it was like a complete deer in headlights like oh my gosh, I had no idea. So she like as quickly as possible. She found a post it note and she put it over her camera, it's a blocker, and I was so embarrassed for her. So if you're going to default participant video feed on please just let them know that that is going to do so for setting up a web webinar is the system administrator.
Also it out? Jane, I will let you know exactly how to I'll take you through the process of requesting a webinar license. It's through the zoom portal. And I'll show you that in just a second once we get through meetings. Um, the other options that you have here, you can require a meeting password, if that makes sense. You can also enable people to join the meeting before you. So if you know you're not going to be able to join that 10am meeting until like 958, because you're coming from another meeting. Sometimes it's a good idea to let your participants join ahead of time, that way they can all be in that room, they can start the conversation they can get to know one another. And then when you join, everybody's already kind of in and, and sort of oriented to the room and oriented to one another. I always keep that defaulted on, but it might be up to you whether or not you want to do that.
The last option here that I'll go over is alternative hosts. If you think that there might be a meeting that you won't be able to be on or that you know you're going to be late. It's a good idea to add an alternative host that way, and the only the host I think has privileges to actually record a meeting usually So if you know you're going to be late, and that meeting needs to be recorded, give somebody else hosts privileges. That way they can log on, they can record the meeting, they're there to kind of start it, they have more options than just a participant. But also know that if that alternative host joins before you, they will be the host. So you when you join, if you end up joining that meeting, you might not have some of those privileges. And that host will have to give you some of those privileges for things like meeting recording. So then you would hit save, and now your meeting is saved, and then you get a link. So actually, let's just I'm going to do registration required just to show you what this looks like.
I'm going to hit the Save button. And now I have a registration link right here. This is the link that I would send to people to register. Also, if you scroll down to the bottom of the page and you go to email settings, you should have a couple different options like here it says confirmation email, so it'll send upon registration. It doesn't look like you can sell reminder email. So with a webinar, you can actually send reminder emails that will include the link. But for a meeting, it doesn't look like that's the case. This is also the place where you would add any poll questions. So if you knew that you wanted to launch a poll, at some point in your meeting, you would have to go in ahead of time, and add that poll here by just clicking the Add question. You can add a number of different polls, and then each poll that you do can have multiple questions.
So let's say you want to launch a poll at the very beginning of your meeting. And this is same for webinar at the beginning of your meeting or webinar, you would say like add a poll, this is poll number one. And then within that poll, you might have three separate questions. And as your participants answer those questions, they just get one after the other until they're done with those three, they click Submit, and then you as the administrator can go in and click and pull for everybody. And then you can also showcase all of those answers to your participants during that meeting. Those are some good options to do. Polling is a great feature for engagements. Um, any questions about sort of the general, like how to schedule a meeting before we go on to webinars? Again, as you have those, just type them into the chat box, I am going to go on to webinars. So again, on the left hand side of your screen, if you're logged into a web browser, you have Can you go over again when the poll shows up? So Kim, what you mean when the poll shows up like in your meeting, to create to create it.
So the poll shows up after you schedule the meeting. So once you hit save, you would go into that meeting now. And you scroll all the way to the bottom of that page, and then hit poll. And then there's a little button over here on the right hand side that says Add and that's when you can add so you would add your first poll how whatever questions you have in it, you would hit save. If you wanted to add a whole second poll, then once you save that, you would click another add down here and you can add a whole second poll. And then once you're actually in your zoom meeting, there's a little option that says polling. And that's where you can actually launch the different polls that you have. So polling is only available when registration is required. It shouldn't be you should be able to add polls whenever.
So even if you if you create, create and save your meeting without registration, you should be able to scroll down and it will still give you that option. So as I said, I have the zoom shortcut on your computer that doesn't have all those features. That is ok to use. I will talk a little bit about the the desktop client, you have fewer options using the desktop client. Then you have using the web browser. And I can show you some of those those features and the desktop client I like to show them in the web browser just because it's like you have all of the options. And some of those options just don't exist like you can't create A webinar, even if you have a webinar license assigned to you, you can't schedule a webinar in the desktop client that's only for meetings. How do you know who actually attend webinars? If there is no sign in, you would not, you would not know who you would have no record of.
Sherry asked if other universities don't have zoom, you can still access the link and join a meeting yet. That's the great thing about zoom is even if you don't have zoom, you're not using it as long as you have that that link to send people to join the meeting. Anybody can join. Again, keep those questions coming in. I'm happy to answer these as as we go. So on the left hand side, if you click webinars, again, if you don't have a webinar license, then this will say contact your system administrator. Can you go over the registration? Questions? Yes, we'll do that in just a second. And so if you need to request a webinar license, this is where you log into the Zoom, I'm sorry, the CFP is a zoom portal.
Again, go osu.edu. I'm going to type this in. So don't you don't EDU slash zoom, scroll all the way to the bottom. In the bottom right hand corner, there's a request a webinar feature, or link, click that. And here is where you put in the basic information for your webinar, the title, contact name, what department you're in, of course, the dates and the start time finish time. Those are all really imperative questions. You also have to know the general number of participants. So how many people are you expecting? We have several 100 capacity webinar licenses. I think we have a handful of 500 people think we have like one or two 1000 and then I thought I heard somebody say we have like a 10,000 person capacity. I could have just made that up. The reason why this is important is because the webinar license that they assign you will be based on the number People you're expecting. Here's where zoom gets a little bit weird. Let's say you're expecting 80 people. So you request the 100 person license, they give you a 100 person license, you end up having 120 people who register, zoom will allow you to go over that number of registrations.
They will not, however, allow more than 100 people into the webinar the day of the event. So the first 100 people to click that link or the first 100 people to get in the other 20 people are going to get kicked out they're not going to be able to join. So it is really important for you to have a good idea of how many people you're expecting. Do you require host support? I have never required host support support before, I think see if it yes, it will try to assign somebody to provide help. If you feel like you need somebody on the call to help you. The room connector is a connection that they that they do. To a physical location on one of our campuses, so you can request access to that. You can also request access to cloud recording. When you record a zoom meeting or a zoom webinar, it will save locally to your computer's hard drive by default, we do have a list of priorities let me go back to this page. Whoops, that's not what I wanted. Can you all still see? Let's see what you're saying.
You should still see this. Okay. Um, if you go to the zoom portal, it will show you there's a little box down here that says cloud recording, and then it says priority will be assigned in the following order. So resident instruction college administrative session seminars and special events. If your session does not fall in one of those four things, then they might not be able to assign you cloud recording. In which case again, that recording will save locally on your hard drive. Both meetings and webinars. And I'm going to show you I'm going to show you my whole desktop so you should be able to see everything now. Can you all see everything that I'm doing? You can see like my Documents folder that's coming up. You just want to type into the chat box. Just want to make sure you can see it.
Yes, yes, yes. Okay, perfect. Alright, so zoom by default will create a zoom folder for you. And this is how it names it it names it by basically date. So I have like, you know, meetings that go back to 2017 2019. So may 20. Is that today, getting started with zoom. So this is my recording that's going to be saved here today. It creates a just a default folder that's dated the day that you record that meeting and again, it saves to your documents, zoom creates that automatically. There is a way, if you log into your settings on zoom, there is a way that you can change that path. And you can also tell zoom. So if you go into this is going to be weird cuz I'm already in a webinar. That's all. I don't want to mess with zoom on the back end.
So I don't want to lose all of you on our webinar here. So I thought I would be able to open a meeting room, it doesn't look like I'm going to be able to do that to actually show you the zoom interface from a meeting, but we can talk about some of those features. And then at a later date, if you guys have questions about some of those, like the zoom interface, we can log into a meeting and I can show you some of those engagement features like the whiteboard and stuff, it doesn't look like we're going to be able to show you some of that stuff here today. There is a way though in settings where you can change the path to where files get saved. So that is an option if you if you want more information. Otherwise I would say just it's going to save to to your documents.
So Even if you don't hit record, it saves to your documents. I think only if you hit record and it will save your documents. I'm recording this session, so it automatically created that pathway means it automatically created that folder for me. Other questions I'm getting. So that's how you request a webinar. And if you then go to webinar and click schedule, a webinar, this interface is going to look very similar to scheduling a zoom meeting you title it, you give your description. You can do registration required, I would recommend you do registration required. And the reason for that is because I'm going to go through here you can do enable practice session if you have panelists. I'm going to go ahead and click schedule. When I scroll all the way down, I have all of these different options for a webinar. Now. One of the things that you'll want to to be mindful of is you have the invite panelists option so let's Say you are going to be the webinar host, but you have one or two or three other people who will actually be the primary speakers, you will invite them as a panelist and you will put their their email address and name and then they will get a specific link to join that webinar.
That webinar link will join them as a panelist which gives them way more privileged privileges than joining just as a participant. If they do happen to click the participant link and they join the webinar as a participant, you as host will be able to assign them panelist privileges during the webinar, so that's okay too. But just know that it's a good idea to invite those panelists ahead of time. email settings is really important. So upon registration, confirmation will be sent to every register, letting them know here's the registration. Here's the link to join. Notice how by default, I do not have reminders going out. I always recommend going into this edit button down here where it says no reminder email to attendees and panelists, click Edit. And I usually send a reminder email one hour before and one day before.
So this means that 24 hours ahead of time, they will get that reminder that says, hey, don't forget, you have a webinar tomorrow, and then one hour before they'll they'll get that as well. The reason why that's best practice is because Have you ever like registered for a webinar a month ago, and that registration link is like sitting in your email inbox from 30 days ago, and you can't find it. By sending this reminder email one hour ahead of time, it's like fresh in your email inbox, and you can find it again. Now hopefully, you've saved it to your Outlook calendar. So if there any way, but just having it in your email inbox is a good reminder. You can also change you can change any of those default tasks. So if you wanted to say something different, I've never changed the default text because it's good enough for what I need. So I would do that.
This is also where you can follow up with email to everybody who attended and say hey, thanks You so much for attending. This is also where you would send a follow up email to people who registered, but who were not able to attend. That is a great idea to do. So once your webinar ends, if you've recorded it, you upload that recording to wherever it's going to live online, you can upload it to box, you can upload it to YouTube, you can do whatever you want without recording, you get that URL, that link, you log back in here to the zoom interface, click Edit. And now you can send an email, follow up to absentees, where you say, here's the link to the recording for those of you who weren't able to make it during the session, and click Save. Notice how you can choose to send it up to one day, or as little as one day after all the way up to seven days after. So you have some time to give yourself to make sure you get that recording up online wherever it's going to live. But that's kind of nice because then everybody who wasn't able to be there still gets the URL to watch it under branding.
This is kind of a weird place for this to live. But the one thing under the branding tab that I wanted to show you, if you scroll down, you can choose to include a post webinar survey, the work that we do for the university, we always have to be showing that impact, right? So let's say you host a great webinar 100 people show up, what did people learn what did people get out of it, you can send them a follow up email that includes a link to a survey or evaluation. And you can also have everybody directed automatically to the evaluation as soon as they leave that webinar. So all of you here today, you should accept it correctly. When you leave today's webinar, you should automatically be directed to an evaluation for today's webinar. Please fill that out because it helps me know what I did well and what I did not do well. So you would click that on you would toggle that on, and then you would enter your survey URL here. I use quadrants because that's our university questionnaire account.
If you are, that's our evaluation tool or survey tool. If you need help with cold drinks, we did a webinar on that a couple of months ago. So I can send that link to you, if you have questions about that, but then you would just put your survey URL here and everybody's going to be defaulted automatically to that when they leave the meeting. This is also where you would create your poles. You can have some q amp a stuff. Here's where you would allow people to ask questions anonymously. So sometimes if you're doing a webinar, people don't want their name to be associated with a question that they asked because maybe it's sensitive. So you can allow participants to ask questions anonymously, not using their real name, or you can shut that feature off. Um, integration we're not going to talk about because I don't know that we have integration. But here's another cool thing that I've been meaning to try. And I haven't it's live streaming.
When you host A zoom webinar, you can live stream that webinar to your Facebook page or to your YouTube channel. So I know especially for those an extension I know many of you are streaming or many of you are managing Facebook pages like your OSU Extension County, you can actually live stream a webinar directly to Facebook and live streamed videos are the single highest prioritized content on Facebook. So if you go live on Facebook, all of your your page followers are going to get a notification saying, you know, Medina County Extension is live right now. They click that and they're going to be connected into your webinar, but via the Facebook interface, so they don't even have to be in zoom. They're going to be watching it on Facebook, which is a really awesome thing. So if anybody's interested in trying that out, and you you're like I'm not really sure what to do or how this works, let me know and we can figure it out together because I really want to try this.
So Sherry asked what tab are these settings under these settings in particular are under The webinar once you create a webinar, so by default, you will not have access to these right now until you request the webinar license and then get assigned a webinar license and then actually log in and create a webinar. If that makes sense, can we send meeting reminders to I did not see that option in here to send a reminder so under email settings doing you just can send a confirmation upon registering, but I don't see the email reminders as an option in here. I'm not sure why that is. Seems kind of weird to me. But that option doesn't look like it exists. So that is like the very, very basics of how to set up a meeting how to set up a webinar on your recordings, again, will save locally on your computer under the Documents folder. You can also access time if you log into your web browser and go to recordings.
Here's kind of a cool thing. All of my local recordings, I can see exactly where they save on my computer. So it's telling me Here it is. So it's kind of showing me the path, right, like users will 540 under documents under my zoom folder. Here's the date. And it shows me exactly where that saved on my computer. So, but again, none of these are cloud recordings. Those are just the, in the assignment of a webinar license temporary, no, it is temporary. So we have a limited number of licenses that are assigned to that license for a temporary amount of time. I have because I do a monthly webinar for as part of this program. And I have asked if I could have a webinar license all year and they've allowed me to have one. But I also think that that's in large part because we don't have a ton of people requesting licenses right now, if we had tons of people requesting those licenses, it becomes kind of a puzzle piece to kind of figure out who gets which license on what day. How long do they get to keep it.
They've been wonderful to work with us. CFA, zoom it folks, they've been so wonderful. They've been very helpful. The other thing I'll mention here is at the beginning of the session, I mentioned that the entire university is moving to zoom. I have to wonder if in that change, if we will all get default webinar licenses. I don't know like I'm that's pure speculation. But I partly wonder if that might be an option as the university moves to zoom. I kind of hope it will be because I'd be really nice, but I don't know. So talk to them. If you know, you're going to need a license for like an extended period of time for a bunch of webinars or webinar series. Under the Settings tab here on the default browser, in the web browser, that is if you're logged in to zoom, if you go to Settings I'm not going to go through all of these because there's so many different settings here. But here's where you can, you can just do like a set some default settings for yourself. So notice how like by default, my host video is always shut off. The reason for that is Because when I log into a meeting, I like to know, okay, now I'm ready to be like camera ready, right? Like I don't want to be like logging in and have my camera automatically turn on if I'm not ready for it.
We also mentioned some of the downsides of having participant videos by default on, let your participants know that they're going to be on video if they Well, if you only do quarterly national meetings what I need to request the license for each one probably yes, Sherry, Jude request a license for each one. And see this is where I'm a little bit unclear that you would have to work with the f8 Yes, it to figure this out, because I don't think you'd be able to get a license like at the beginning of the year, and then schedule all four of your meetings for the entire year. And then have them revoke that license to assign it to somebody else temporarily. I think you would lose all of the meetings that you are all the webinars that you've scheduled for the rest of the year. So if you know you're going to have something I would just work with them to be sure that you're not like scheduling stuff, and then you're going to You're going to lose it.
Under my profile, it says user does not exist. Well, that's a new one. So Karen, you're logged into zoom. And you're in profile. Could you be logged in and it says user doesn't exist? That's a new one. That's going to be a question again, for worse the f8. Yes, it. There has been, I think some of the issues that have arisen with different profiles is like I had a, I had a zoom account the basic free account, before we as a college switch to zoom. So there are times that if I log into zoom, just by going to zoom.us, and a web browser that it logged me into my basic account and not my pro account. That's why I always go to goto issue.edu slash zoom, and I log in via this, this button right here that says sign in because this will sign you in via single sign on login or user and log out and log Back in and Okay, so David says you logged out and log back in and it it fixed. Again, these are issues I haven't run up against before.
But if you continue to have issues, I would submit a ticket to see if as it or just give them a call, and they should be able to fix it right away. So under Settings, I know there were a couple of things I wanted to show you. Those, there's all kinds you can do like virtual backgrounds. In zoom, which is kind of fun, you can actually like upload your own photo and it kind of you don't even need a green screen anymore, just like upload. And it's pretty smart. Like it's pretty intelligent the way that it adds that picture behind you. So you can do virtual backgrounds. Again, I'm not going to go through each of these individually, but there was a ton of different settings in here. I would recommend just skimming those and making sure that they they're kind of the way you think they should be under email notification. So one of the things that I always do, I think I mentioned this is I allow attendees to join the meeting before I join, just so that they don't have to, like if if I know I can't join until like 10 o'clock, they can still join ahead of time.
And if you don't have that turned on and they just kind of like Captain little holdings are holding space and it says like, the host hasn't started this meeting yet wait for them to start it by allowing them to join ahead of time. It just allows those participants to kind of get in the meeting get oriented with one another. You can also choose to get an email. So when I email me a notification when attendees join the meeting before me, I like to have that turned on. I have run into situations before where like my meeting starts at 10. But somebody joins it like 915 and I kind of think like, oh shoot that I scheduled a meeting for the wrong time. Sometimes people will just join the meeting ahead of time and just kind of sit in there in the you know, let it sit in the background just as they don't forget to join. But it's kind of nice to know like, Oh, hey, a whole bunch of people join the meeting and I'm not there yet. Did you mention the one that optimizes one of the I did not mention that that's a really really good one.
So under Can you see? I think I'm sharing my entire desktop so I think that you should be able to see my bar my zoom bar that says like mute stop video participants can everybody see all of that? And I like open video settings now you should see a second video of me. Can you type yes into the chat box if you're seeing them? Yes, Okay, perfect. Okay, so there is an option here for touch up my appearance. So if you go into your video settings, you'll be able to touch up your appearance. This gives you like a nice like smooth, like look to your skin. Notice how I have that on it just it kind of like smooths out your skin a little bit. I'm not going to do you the service of on checking that and showing you the difference. Maybe if I were more confident I would do that. But you can log into zoom and do this yourself and toggle that on and off and just see the difference that it creates in your video. It's really not. It's not that huge of a difference, but it is nice to have.
And while we're in here, oh, this is actually where if you go to recording in the settings, this is actually where you can choose where your recordings live to. So again, by default, they're going to save to your documents folder. Notice how here, store my recordings in this default folder. You can also choose a location to save the recording after every single meeting. So when you log out of your zoom meeting, and I'll pop up a little window that says Where do you want this to save, and you can show it so meeting by meeting you can do that. You can also choose to record a separate audio file for every participant. So let's say you have a meeting with 30 participants and everybody's talking it would save a completely separate audio file for every single person. You can add timestamps to the recording video recording, I'm not sure why that would be important record video during screen sharing place video.
So there's a couple different options that you can do here. I will say when you are, and this is this is really important for accessibility and accessibility issues. And I'm going to go back to my Documents folder and go to zoom, and just open up any given folder here, when you save a zoom meeting with exotic here, notice how it'll save an audio only file. And you might say, Well, why do I need an audio only file? That's actually a really, really great and useful file to use if you are trying to transcribe that video. So if you're going to host a big webinar or a meeting, and then you're going to post that recording online for other people to view because of accessibility standards, because we are the Ohio State University we are obligated to provide captioning for that video. And we don't have currently a university enterprise tool that allows us to do that.
I will share with you that my favorite tool to use for captioning is a tool called otter.ai. And you can sign up for a free account, and you get a limited number of like transcription minutes that you can do. I think it's like 600 minutes. That right to kind of minutes, which ends up being like 10 webinars at like 60 minutes apiece, which is kind of really good. This is the single best transcription service that I've ever used. YouTube has a default transcription service. If you're uploading anything to YouTube, they will transcribe it for free. But it's not that great. Like you have to go through like word by word and change things and do spellings because it's it's just not great. otter.ai is a fantastic tool. Now you can upload an entire video recording with audio attached to it or you can just upload that audio file It's a heck of a lot faster because you're not uploading an entire video, which is just a very, very large file, typically, you just upload that audio only file and it transcribes it. And everything's on my way, my zoom windows blocking way.
So if I log in here, I'll show you what it looks like. So it's going to transcribe the entire thing from you. And it does it by timestamp. So this is the thing that you need. Like if you're uploading that video recording to YouTube, you have to have the audio transcription file timestamp so that it knows when to play which caption At what point in the video recording. So notice how you know speaker number one and you could go in and change the speaker number one to whoever was speaking if you feel like it. You don't have to, but notice how this is just a beautiful transcription. You would then download that file And you will upload it into YouTube. If you have questions about that, I'd be happy to walk through that with you. This is a tool that once you hit your max capacity, you can start paying, I think it's a monthly fee. It's incredibly reasonable.
Please know that with our new SEO transformation, if you're going to pay for anything like this, any technology tools, you do have to go through, oh, cio to do that. So you are not allowed to just pay like with a p card for any sort of tools. That would include things like Canada for social media graphics, or picked a chart, which we're going to be going over on our next webinar in July. You're not allowed to pay for that stuff, without going through OCI. So don't just use a p card and pay for this. Make sure you're you're talking to OCI about how that works. So in order, then how do we attach the audio to videos we already have on YouTube you have a couple of different options with that day and if you have the original video file, you can import that video file to otter.ai otherwise, you can go into YouTube and just do the automatic transcription.
It's if your audio is really really high quality for those videos, YouTube will do an OK enough job, which, so that is Yeah, so that's, that's closed captioning, it will, YouTube will do closed captioning, but you have to like tell it to you have to go through that process and tell it to do closed captioning. And it'll do it automatically. It just tends to not be super great. If you're interested, I can take you through that process another time, we can hop on a zoom and I can work that through with you. It'll be easier to kind of be able to show you that on the back end of YouTube. So that brings us to another good question. Some people ask, what do you do with your zoom recordings. Once you have them? Well, you have a couple different options here.
You can upload them to YouTube, which is what I tend to do because we have a YouTube ad tech channel for all of the stuff that I do. And then I am able just to send out those URLs to people. You can also Send out those videos via box. So you would upload it to box and then you would have to send that link out to whoever needs it. When you are uploading video files online, it tends to because they're such large files, that is a pretty time consuming process. You can talk to it about getting cloud recording, but I don't know by default, if they will know by default, they won't. It's not assigned to you. But again, if you don't fall within those four priority areas, I don't know if they will allow you to have recording, the benefit of cloud recording is because then it's already saved online. So there's no like uploading, downloading, there's no process involved in that. So just a little bit quicker.
But again, by default, we don't have immediate access to that. And I don't know that we can unless you fall within those priority areas. So your options and what we've always done is either uploading that to a box folder, and then creating a share link and then sending that share link to those who need it. That's a really good option for internal stuff. So if you're going to be uploading something that only supposed to go to a limited audience? That's where that works really well. If you're going to be uploading, like a big educational program, then you can post that on YouTube. And you might have to talk with do you need to do audio transcriptions for online courses will come back to that question, because that's a really, really good question. As it relates to YouTube. The university just rolled out new social media guidelines a couple of weeks ago, maybe about a month ago now. Our college is kind of working through deciphering what those guidelines mean for us and extension and CFA, yes.
I don't have sort of the deciphering of those guidelines. So I can't tell you like go just start your own YouTube channel. What I would say is Mitch Mosher is our social media sort of specialist for the college I would say contact match and just kind of ask him, we also have a couple of YouTube channels that he manages at the college level for, I think the college and for extension, what he has been telling people with their An extension professionals YouTube channel that for anything that we make that's sort of not professional. We are able to send those links to him, he can upload the content to the YouTube channel, and then he can give us the share link. I don't know moving forward if that's if that's how this is going to work or if we're going to be allowed to create our own YouTube channels. But that would be a conversation to have with Mitch. So do we need audio transcriptions for online courses? And who is the online course for that would be the first question. And then my response to that is, I believe PR accessibility guidelines. We tactically need audio transcriptions, for any type of video content that we produce, whether it's for like an internal student course, or whether it's for an external facing audience.
So we have we should be having an accessibility point person assigned for our college coming up. So higher watershed Academy through extension, I would say By default, everything that we do needs to have audio transcriptions. Yeah. And we're hoping I've been talking to our online learning team, or distance ed team for the college. And we are hoping especially with the whole college moving towards zoom, that we will have a transcription service that is accessible to all of us. And it will be a university enterprise tool that we can use to transcribe video content but currently that doesn't exist for us. So we're kind of working through other tools that we have access to like otter.ai or YouTube, the default transcription stuff if you're on YouTube. So Kim asked other recordings ready to be viewed, where you have to do something Sam after you have the recording to make them viewable. They should save automatically as a an mp4, which means all of my zoom windows are they save as an mp4 so they're automatically playable.
You can play them on your computer. Where again, you can upload them to a service like boxer or YouTube. So you shouldn't have to do anything. Once you exit out of a zoom meeting or webinar, it'll say like it saving the video. So it might take a few minutes for actually save that video. And then it'll save to that folder that you've determined or your default Documents folder. And then it'll be available for for viewing right after that. So we haven't even touched the PowerPoint, all the stuff that I wanted to go over profile navigating. Again, I didn't realize that I would not be able to actually log into a zoom meeting with you all today because I'm already in a zoom webinar. So I was hoping to be able to share you show you things like screen share some of these things I can show you though, because again, you should be able to see this bar up here that says like mute stop video participants.
You have a QA so I've been opening the q amp a box. And as you answer some of these questions, you could say like oh, it says the bars hidden. Do you see the q&a box when I brought up the boxes are bringing on? No. Just you don't see the q amp a box, maybe zoom is hiding everything from you. Well, that's sneaky. And we might have to we can hop on to a zoom. If you guys have questions about some of the engagement features, the Q and A's have a bottom. You guys, are you seeing the actual questions that people are typing in? If not, that's super unhelpful for you. Okay. So there's a whole bunch of different options. One is the q amp a box. So with Q and A's, I typically tell people, you know, use that for questions. If you have comments or other things, then use the chat box that helps you just to kind of keep those separate. You also have the polling option.
Are you seeing the poll prior and seeing the poll show up either Aereo. So you can add questions directly in here, okay, so you're not seeing that either. So I apologize again, because I am logged into a zoom webinar, I'm not going to be able to open up a zoom meeting and show you some of those features, you can create polls directly in a meeting, I would probably not suggest you wait until the last second until you're in a live session to create your polls, I would do that through your web browser ahead of time. You also have a whiteboard option if you are in a meeting. So if you're in a zoom meeting, you can open up a whiteboard, and this gives everybody access to be able to like write and share and do things like that, which is kind of just a cool feature because then everybody can kind of collaborate on you know, drawing stick figures.
I don't know I've never actually used that term meeting but you it's an option that exists there. I would like to do lecture capture and a zoom enabled room, document camera video and probably test us out last week of spring semester activity on what's working So you wanted to be able to move okay that's a loaded question so Michael your your question about being able to manipulate kind of where you're open after the fact I believe in settings you can manipulate this but I think it's just like an honor off. So if you go into video and then video settings I'm always display participant now there was a setting here in recording I think, place video next to the shared screen and the recording I'm not sure if that's what you're looking at, but the only option for that is either you see yourself on screen or you don't. So if you see yourself at places that video like next to the recording, and then it creates sort of a weird like, oh, long video. Or you can select that in which case your video feed.
I don't believe records with it. I don't know if that answers your question, but it is pretty limited in what you can do as far as where the video feed gets placed. Some other questions that came in, can you go over the engagement tool that another time? Yes, yeah, we can go over the engagement tools, it would be best if we could just hop on to probably a zoom meeting, and I can show you some of those things. So if you're interested, just contact me. And we can either do a small group or I can just do one on one with you, Kim, that would be that would be a good option as well. So whiteboard chat box you've all had experience with you also have the option of doing breakout rooms. But again, that's only for meeting that's not for a webinar. breakout rooms are great because you can just like have people especially if you're like in a classroom kind of setting. You can have people break out into smaller rooms.
I've done this before it works really well. You can have a little sort of a limited conversation in your group in that breakout session. And then you as the host would bring everybody back together. And then you can have like a big conversation about what happened in those those breakout conversation. So it's a great, great option. We talked a little bit about recording where to post where to edit. If you have to edit your videos, it's best if you don't have to edit them because then you just you kind of have your entire recorded video you don't have to like add an intro or add an intro. Everything that you do for the college has to be branded. So I always try to just brand my PowerPoint slide back so that I don't have to actually go in and add like a branded slide on top of the video because that's just sometimes just a headache to do. So make sure that your branded you have the CFA yes tag, which is the red box with the tag, you have the logo.
And then if you are in a certain department unit like oh I already see or extension that you're somehow branding extension in there as well or whatever unit that you work for. If you need more help with a branding, we can lead you to our CFA as brand teams for specifics, the last thing that I wanted to mention here was just some tips for success. The first one is, make sure I'm going to just share my PowerPoint here. Make sure that you are not leaving the planning and the preparation for the last second, go into zoom on the back end and make sure you're familiar with the settings. Hop on to a zoom with some of your panelists and do a practice session if you're going to be doing like a huge webinar for 500 people. Don't make the live session the first time that you're using zoom, go in and make sure that you're familiar with some of those settings ahead of time, so you don't find yourself completely unprepared.
User use a headset, notice how I am using wireless headphones to talk right now. I'm using a headset is key because you're not getting some of that feedback that sometimes happens when audio is coming out of your computer and it's being picked back up by your computer microphone and sometimes you get that weird echo. That's what that that's what happens with that echo. So that's why using a headset is a really really wonderful thing. Hopefully the audio quality Here today is good for you all. One of the tips that I'm not following one of my own tips that I'm not following here today is having a moderator in place. If you are having a big webinar or a big meeting with a lot of people, it's a good idea to have a third party moderator who's checking the chat box, checking the q amp a, and just sort of keeping you on track. Otherwise, you as the host, if you happen to be the speaker, and the host and your own moderator, you're trying to figure out all those things on your own. So if you have technical difficulties, you have to figure that out. And you might get started a little bit later than you hope.
If you have a ton of questions coming in, it might be difficult to manage all of that yourself plus be the primary presenter for a webinar. So having that third party on is always key. This one I cannot stress enough, especially if you are doing meetings with small groups of people use a webcam the more that we start using zoom across the university, especially if you're using it for small groups and meetings. If you're logging in to a zoom meeting, and you are not using a webcam, I always tell them People it's like showing up to a face to face meeting with a paper bag over your head. We all know you're there, but we can't see you. Right. So have a webcam and place a lot of laptops have a webcam built in, if you don't, our zoom portal, I think still offers a couple of recommendations for external webcams that you can purchase and use those are USB webcams. So check out those as well. I showed you a little bit about how to create create an evaluation if I didn't show you how to create an evaluation but I showed you where to put it so that when you exit out of a webinar, your participants are automatically directed to that evaluation. I always recommend doing that especially for those big public facing programs.
And if you need help with portraits, I can lead you in the right direction for where to get that help to the very last thing that I wanted to show you was the zoom chat and this we are right at 11 o'clock but I wanted to show you show you my desktop Has anybody used zoom chat before and again if you have to get going you can go ahead and get going. We're a little bit late here this is gonna make me sign and hopefully I'm not going to lose you all as I do that was what I want. Alright, so we all have zoom chat. Can everybody see the zoom chat here? Big? No, you cannot see that one person side Yes, everybody else I just hit desktop for the queue can have some things on zoom chat is not showing up. I don't know why it's showing up on my desktop and I'm sharing my whole desktop. So it's not showing. So again, I don't know why zoom is not letting me show Everything in here, zoom chat is a really, really great feature. That's basically it's like an instant, instant message that you can do.
So if anybody's familiar with Slack, it's like Slack, but it's all built into the zoom interface. And we all have access to it. So you can create a zoom chat with an individual, you can also create a zoom channel. So if you have a team of people that you are regularly communicating with, instead of communicating via email, you can take that whole conversation to zoom, and just have like a thread of comments. And you can also see when people are on it shows you if they're on, if they're connected via a mobile device, if they're on active, if they are on but they're not active, it shows you all of that stuff. And it's a really, really great option. So if you're interested in that, I can walk you through another time. Again, because we're on a webinar right now. Some of the features of logging into zoom are not playing for you all so I apologize for that. So a question about can you show how to open a recording? Yeah, opening a recording is very easy. You would just go to your documents folder.
Choose Any of the recordings, documents, zoom, just choose any of those. Some of these I've already pulled and posted online, and then I've deleted them. So if I wanted to just open this, and I would just click that, I don't know what this meeting is for. Um, so good morning, everybody, I am DNA Wolfe at text, you would just open it in any way that you would open like any other video file or file on your computer. So it's as simple as that. And if you wanted to find that, and again, upload it to YouTube or box, you would just take that zoom link, you might want to rename it because like zoom, underscore zero doesn't mean much to me. So I'd probably rename that file, whatever it was, like whatever I taught that day, that way, I can find it more easily. Then having no idea what that meant. So I am happy to stay on. And we can continue chatting about zoom for those of you who have specific questions.
Otherwise, thank you for those of you who participated If you feel like you want to get into zoom on the back end and look at some of those engagement features, please let me know. And I would be more than happy to, to log into a zoom meeting with you and actually show you step by step some of those zoom features. How do I make and save a video on zoom? Karen, I'm not sure I understand your question. Not sure what you mean by make a video on zoom. Again, you can either type it in the q amp a you can type it in the chat and I can help you through that. And if anybody else has questions, please feel free to just type them into the chat box. And if you want to chat, I might even be able to promote you to a panelist And then we can chat via audio, if you're interested in that. Is there a good source for green screens, um, I have never used a green screen, but we do have some folks in it who are using them. Eric, I'm not sure when you logged on, we, you don't actually need a green screen to have a sort of a green screen background.
If you go to video settings, you're able to upload whatever video you want, and it uses some sort of magical smart technology to actually create that background for you. In fact, I uploaded one of my spider photos in the background of me just to see what that might look like if I had like a giant spider behind me. And it worked pretty darn well. So you don't actually have to have that green screen. So I would I would try that out and if you want help, I can Walk through that with you on a zoom meeting whenever it's convenient for you to try it out with like a giant bug or plant or something behind you and see what it looks like. Anybody else have hydrangea Oh, you have like hydrangea school or Yeah, you can do something like that it would work it would work quite well. There's some default photos in there like I can't can't remember what they were I think there's like a space on there was a grass one and it works pretty well. So try it out.
What other questions do you have everybody still see we have about 18 people on 19 people on and like I said includes me. Um, feel free to just type those in. Thank you signed up uploaded a pic Awesome. Awesome. If you have any, any struggle with that just let me know. Three files one is playback. Yeah. Okay. See if I can I would be M three you, I would ignore that one. And I'm not really sure what that is. But I see that that that's popping up as a playback, and it's just a weird file type that I would ignore. I don't have an answer for exactly what it is, but it's probably not something that you need. It's not something I've ever used. Can you include attachments on email conversations? Ooh, that I don't know, Sandy. I don't think you can actually. I think you would have to include a link like upload the PowerPoints like a box folder, and then include the link I will have to check on that but I'm not 100% sure. Oh, Karen. Yeah. Okay, so you want to narrate a PowerPoint and save it as a video? Yes, you can absolutely do that. You would basically just open up your Like a zoom personal meeting room, you could share your screen.
So you would share your PowerPoint presentation, you would hit the record button, you would narrate over it again try to make sure you're using a headset or a high quality microphone input that way that the audio is going to be a good audio feed for you it's going to be higher quality than just using your belt in computer speakers or microphone. You will just record that whole thing and then when you're done pit stop recording it's going to save that on your desktop and now you have a whole like narrated PowerPoint presentation. So you would just use your personal meeting room to do that. Okay, that makes zoom seem Xiaomi really kind of recording somehow. Yeah, so you want me to walk through uploading an audio file right now to otter.ai I can do that for anybody who wants to hang around? Yeah, I definitely have time. I just got here with all my my zoom windows are preventing me from seeing everything else. Alright, so I'm going to share just otter.
ai with you, hopefully you can all see this. This is such a wonderful tool. I just learned about it a couple of months ago and I used it once and I was like, this is so much better than using YouTube's built in. Okay, I need myself to go away here. Alright, so my conversations, I guess you would just yeah, import audio video and then you would import. You can drag and drop that right into there. And it's gonna, it's going to import that audio only it will take a while so it'll import the entire file. And then it might take, especially depending on the length of that if it's like a quick five minute video, it won't take very long to transcribe it. But if it's like a full like 60 minute webinar that you're trying to transcribe, it may actually take like an hour to it says my internet connection is unstable because of uploading right now. Even after you get that audio only file or The entire video and audio file uploaded it could take several hours to actually transcribe and it will do that in the background. So you can upload it you can leave it I think you can even actually exit out of otter.ai like you don't have to keep the web browser up it'll do it like just on its own once it's once the the audio file has been uploaded, and then it'll just start to transcribe it.
And then I would recommend like when I when I uploaded the the audio only file for our bull tricks webinar that I did I think two or three months ago, for every instance when culture X was spoken, it's it miss set it Miss Miss transcribed it, it was like call. tricks I think is what it did like ca Ll as a word and then tricks I had to go through and I just did like control fine and it found every instance of where it said call tricks. And I was able to replace that with Paul tricks. So you can do some of that to notice how my audio file is now in here. It's Gonna take a few minutes for it to actually recognize that a file has been uploaded, and then it's going to start to transcribe it in here. It should. So notice how now here's my file. If I click that it's going to save processing conversation, I would rename this.
And again, you're limited to kind of try to see where the prices are. Create team Account Settings maybe. So I'm a power user, it says I still have 512 minutes. Oh, that's actually nice. I didn't realize that that the the free plan today's until the next refill, so you actually get a refill of those 600 minutes. So you might be able to, to never have to upgrade. The thing that I will I will alert you to here is it's important to recognize that everybody should go through our the CIO training on security. What do we call it? It's like the security training where We look at types of data, the types of data that we might be sharing across different cloud services. And we have specific platforms that we are allowed to share certain types of data. So for everything that I'm doing, as an educator, and somebody who's working in professional development, this is all like public facing stuff.
So I am not dealing with any sort of secure data. If you are having a zoom meeting with like another professor, or a student and you're sharing like personally identifiable information, or other information that is secure and you're not allowed to like just, you know, publish that openly, you might not be able to actually use that data with this software. So I would prefer that you contact Oh, cio ahead of time for everything that I'm doing. Again, it's public facing, there's no, I'm not breaching any security issues on behalf of the university. So do be aware that depending on what kind of information you're putting into this you're putting into this program, you might have some limitations there. Contact OCR, if you have questions about that make sense.
I go back here it should start. hasn't actually started transcribing anything yet, but it will I promise you, it just might take some time. So that's how you can do. Any other questions? All right. I am always here as a resource for you. If you have specific questions. We've covered a lot of information here today. If you do have any questions, please feel free to just follow up via email. And I'd be happy to help you to start honor. Yeah, so you do have to sign up for an account Amy. So go to otter.ai and sign up for a free account. Yeah, sure thing. I'm going to go ahead and end the recording now. Thank you all for hopping on with me. here today, and hopefully if you have questions, just let me know and hopefully you'll get started using zoom and it'll just be awesome for you because it's an awesome tool, very intuitive and fun to use. So thanks everybody and I will see you all soon..