ARCHIVE: Getting Started: Zoom Communication
Zoom unifies cloud audio and video conferencing, simple online meetings, group messaging, and a software-defined conference room solution into one easy-to-use platform. This solution offers audio, video, and screen-sharing experience across many platforms.
Note: Faculty, staff, graduate students and undergraduate students have Zoom License accounts (formerly called Pro accounts). Google Meet is the recommended backup tool for virtual meetings accessible through the GSuite platform.
Login to Zoom
Login through Application
Step 1: Download Zoom.
Step 2: Launch the application, select Sign in
Step 3: Select option: "or sign in with", choose SSO
Step 4: Authenticate your identity by entering your NetID username and password.
Step 5: Follow the instructions on the browser, enter (if needed) riceuniversity.zoom.us, and select Open Zoom.
For more information regarding the features of the Zoom application, go to the Zoom website.
Through Application:
To host a meeting: In the Meetings screen, select Copy Invitation and send it to the people you want to invite. If the participants of the meeting already have your invitation code, select Start to initiate the meeting.
To join a meeting: Select Join on the Home screen.
Login to Zoom using a web browser
- To Join, Host, or Sign in to Zoom, open the browser to: https://riceuniversity.zoom.us/
- Sign in - netid and netid password
Best Practices for Video Conferencing
The suggestions below will promote successful online video conferencing experiences.
Technical Recommendations
- Run a system check prior to your first meeting each week to ensure you have an up-to-date browser and conference software. Update Zoom software frequently.
- Reboot your computer regularly to ensure your computer is up-to-date and to minimize technical issues.
- Minimize the number of programs running during a meeting, especially those that use internet connectivity or notifications.
- Disconnect other devices (such as printers) from the internet while you are on a video conference.
- Use a computer, instead of a smartphone, so you have a larger screen to see your peers, instructors, and shared materials.
Setting Up
- Allow yourself enough time before the start of class or meeting to connect to the live session, both by audio and video.
- Test your microphone and speakers/headset prior to joining a meeting.
- If possible, use a headset or earbuds since computer speakers can cause static or an echo for other people in the conference.
- Position yourself so that the main source of light (window, ceiling light, lamp) is in front or above you. If you are not in shadow, other participants can see you better, which will facilitate better group interactions.
- To avoid excessive feedback noises in online meetings, mute your microphone when you join a meeting and unmute it only when you want to speak.
Etiquette During the Conference
- Speak as if you are face-to-face with the participants and look at the camera to create eye contact.
- Eliminate distractions (social media, texting) during live meetings so you can be fully present and focused on the other participants.
- Please dress appropriately.
- Manage your physical surroundings before video conferencing. Notify people in your immediate surroundings that you are participating in a video conference so they can avoid disrupting you.
- Often conferences are recorded so take steps to prevent violating the privacy of people in your area by warning them. Remove private information from the view of the camera.
Technical Difficulties During the Conference
- If your video is not working, make sure other programs that utilize the camera are not using the camera and are closed then restart your computer.
- If your audio has problems, turn off the camera to improve connectivity.
- If you are using Zoom and have not updated your software recently, you may need to install the latest version. See also Zoom Meeting Privacy and Security.
- For assistance, call the OIT Help Desk during working hours (M-F: 9 am - 5 pm) at 713-348-HELP (4357).
For more resources, see the following information:
- Zoom Mobile Application: Tips and Instructions about using Zoom on a phone or tablet
- Zoom Meeting Privacy & Security: Suggested settings for creating private and secure Zoom sessions
- Getting Started: Desktop, Mobile, Training, FAQ, Installation
- Zoom Video Tutorials: Register for upcoming live training or access recent Zoom Videos (Zoom Meetings, Webinars {Note: For use in China, use Zoom in China).
- Support: Zoom Help Center
- Training: Weekly Zoom Training webinars; Zoom Video Tutorials
- Zoom In-Meeting Chat: Send private and public messages during a Zoom call
- Academic class recordings stored in the Zoom cloud will be deleted 60 days from the official last day of each semester.
- Non-academic recordings stored in the Zoom cloud will be deleted 9 months after the recording date.
- Deleted recordings will be stored in the Zoom trash for 30 days and can only be retrieved and downloaded by the meeting host.
- After 30 days, the recordings are permanently removed and will no longer be accessible. The meeting host will receive a notification 7 days prior to the recording being permanently deleted. This is the meeting host’s final opportunity to download and store the recording in an alternative location.
Please note it is the responsibility of the meeting host to ensure all recordings are retained in accordance with university guidelines and compliance requirements, including FERPA: https://registrar.rice.edu/ferpa.