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Guide to Getting Started with Zoom at Yale Library

This page describes a service provided by the Yale Library that is intended solely for Yale Library staff. 

All other members of the Yale community should visit the Yale Audio & Video Conferencing service listing from Yale ITS.

Table of Contents

Getting Started:

Before you can host a meeting with Zoom, you must install the Zoom Desktop Client software for your computer/device.

Sign In and Set Up for Yale Library Staff

Zoom Web Portal:

Highlights of this page are:

  • Setting your avatar (persists through all Zoom Applications).
  • Edit your Personal Meeting ID/Personal Vanity URL
    • This is your personal dedicated virtual room.  You can use it at any time or schedule it for future use.

Zoom Desktop Client: 

  1. Once the Zoom Client for Meetings is installed, click the Sign In button
  2. Enter in your User Name and password on the login screen

You now have the Zoom client for Meetings installed. Best practice is to have Zoom start when your computer boots up. About Settings

  • On Windows, go to the Zoom client and click on “Settings” at the top right. Click on General and then check the box that says “Start Zoom when I start Windows”.
  • On Mac, right-click the Zoom app in the Dock, select Options > Open at Login.

Scheduling a Zoom Meeting

Zoom offers you several ways to schedule your meetings.Scheduling with Zoom

Web Portal:

  1. Log in to https://yalelibrary.zoom.us
  2. Click “Schedule a Meeting” in the top navigation bar
  3. Input details for the meeting and click “Save”
  4. You can then copy the URL or Invitation or add to your calendar with available plug in

Zoom Desktop Client:

  1. Click “Schedule” button on the Zoom App
  2. Input details for the meeting and click “Save”
  3. You can then copy the URL or Invitation or add to your calendar with available plug in

Outlook Plugin:

  1. Download the Zoom Outlook plugin from zoom.us/downloads
  2. Create a New Meeting in Outlook
  3. Click “Add Zoom Meeting”
  4. Input Zoom Details for the meeting and click “Continue”
  5. Update invitation details and hit “Send”

Google Plugin:

  1. Download the Google plugin from zoom.us/downloads
  2. Create a new meeting in Google Calendar
  3. Click “Make it a Zoom Meeting”
  4. Update invitation details and hit “Save”

Details on additional features for scheduled meetings can be found here:

Meeting Controls


When starting/joining a meeting, you can join the audio by phone or computer.

  • Choose “Join Audio by Computer” to connect your computers mic and speakers to the Zoom Meeting.You can test your Audio sources by using the “Test Computer Audio” link when joining.
  • Choose “Phone Call” and dial the number provided.Enter the Meeting ID and make sure to input the “Participant ID”

*Tip: Clicking on the Mic icon will let you mute and unmute your audio once connected


Access Video settings before or during a meeting by clicking on the “Settings” icon on your Zoom Desktop Application.On the Video tab you can preview and change your camera source via the down arrow

Clicking on the Video icon will let you start and stop your video feed


During a meeting, click “Invite” to send meeting information to more participants by email, Zoom chat, phone, or room system.

Manage Participants:

When hosting a Zoom meeting, you have additional controls available to help manage your participants. Attendees can only view the other participants.

Screen Share:

  1. Click Share Screen
  2. Choose to share your; desktop, specific application, whiteboard, camera feed
  3. All participants in your meeting can share their screen
  4. During screen sharing you and your attendees can use the Annotation tools for drawing, pointing, highlighting, etc.


  1. Click “Chat” to start an in meeting message with participants in the meeting
  2. The dropdown on the chat window will allow you to message Everyone, or a specific participant


As host, you can record the meeting to either the Zoom cloud or your local machine.

  1. Click on the “Record” icon in the toolbar
  2. Choose to record to the Cloud or Local machine
  3. Recording will process once the meeting ends

A Few Last Things

Before the Meeting:

  • Test your Audio and Video
    • Make sure to choose the correct audio and video sources
  • Have the content you intend to share prepared ahead of time
  • Close applications that have pop ups

Hosting A Meeting:

  • Mute your mic if others are presenting/speaking
  • Use “Gallery View” for smaller group/team meetings
  • Share your screen
    • Share specific Applications to control displayed content
    • Use “New Share” to seamlessly transition between shared applications.
  • Use the Annotation tools to grab and direct attention

Turn the camera on!

  • Put your webcam at eye level or higher – experiment for best angles
  • Use the gestures and mannerisms that you would typically use in person
  • Make Eye Contact - Try to look at your webcam versus the screen

Some Resources

Here are some great resources from Zoom’s Knowledge Base to take a deeper dive into using Zoom:

Link to Zoom’s Help Center page with all sorts of training materials: https://support.zoom.us/hc/en-us/categories/200101697-Getting-Started

Or, view this PDF for a more detailed training document: https://yale.box.com/s/sbbr3we2zmjb6lhkiiu9dg0v5tg2abe1

If you require technical assistance or have a question, please use this Report a Problem link and someone from YUL Workstation Report will get back to you.

Sours: https://web.library.yale.edu/lit/zoom-get-started-library

Zoom Guide for Yale Students

Zoom is an online video conferencing and recording tool that can be used within Canvas. Yale ITS provides Zoom Pro accounts for all students. Read the guide below if you need to use Zoom to attend an participate in class:

Create an account and test your settings:

  1. Navigate to Zoom 
  2. Select the “Sign In” button 
  3. Enter your Yale NetID and password 
  4. Download and install the Zoom Client for Meetings 
  5. Edit your profile and customize your personal meeting ID, this will help professors and teaching fellows identify you in a Zoom session (e.g. your desired name, optional profile photo, etc.) 
  6. After installing the Zoom app, open it and sign in using the “Sign in with SSO” button 
  7. You may join or host meetings by navigating to the Zoom website or launching the app 
  8. Join a Test Meeting to ensure your software and audio are properly set up 

Find your class session’s Zoom link:

  • If your professor has scheduled class via Zoom in Canvas, the Zoom meeting link is in your Canvas course site under the Zoom navigation heading or in the Canvas calendar, as an event. If your professor is not using Canvas, they might send you a Zoom link by email.
  • Some professors and teaching fellows may adopt teaching approaches other than Zoom. Ask your professor what their plan is for your seminar, lecture, lab, section, or office hours.

Join your class session: 

  • Click the Zoom meeting link before class starts
  • You may receive a prompt to download Zoom to your computer, tablet, or phone
  • Follow the instructions to join with computer audio and mute your computer’s microphone; this prevents sound feedback throughout the Zoom session — or use your phone and mute your audio
  • Unmute your microphone when you want to contribute to class
  • Some faculty members might mute all participants by default in large classes; others may restrict participation to the Chat function — each class will vary

Helpful tips: 

The following tips are meant to replicate a classroom experience. However, Yale leaders have asked professors and teaching fellows across the University to recognize that some students will not have equal access to quiet or private spaces, housing security, or reliable technology. You are not alone!

  • If your WiFi is not stable or you have other technical issues, you can join Zoom meetings by phone with audio only
  • If you can use your computer or phone’s camera, use lighting pointed toward your face so your peers and instructors can see you
  • Look at your camera when speaking: this will replicate eye contact with your peers
  • If possible, choose an environment free from distractions
  • If possible, sit at a table during Zoom class sessions to replicate the experience of sitting at a desk in class
  • Learn how to share your screen 
  • Explore Zoom’s “Attendee Controls” guide to learn how you can mute/unmute your audio, stop/start your video, join a Chat within a session, and use the “Raise Hand” feature
  • Note that the Chat feature is visible to everyone else in the class, including your professor and the host of a meeting has the ability to save the chat.

Additional guidelines:

  • If you have concerns, please reach out to your professor or residential college dean for support
  • Reach out to your professors if you don’t think you can participate during scheduled class times due to time zone differences or technical issues
  • To support students who cannot participate live, professors and teaching fellows will record lecture sessions
  • Like your classmates, professors and teaching fellows will have varied levels of comfort with Zoom and will count on your consideration

We recognize this situation is out of your control and we are all adjusting to this experience. Our community will work together to understand how the learning experience changes when we spend more time online and less time in person. 

Seek technical support with Yale ITS: 

Visit the Yale ITS website or call 203-432-9000. If possible, please troubleshoot your internet connection in advance. 

Please download the PDF version of this guide by clicking this link.

Sours: https://academiccontinuity.yale.edu/students/how-guides/zoom-guide-yale-students
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Yale audio video conferencing is an on-demand, audio and video conference service that is available 24/7. Access for both the host and participants is available via a local Yale number, as well as via the Zoom application.


  • Small group conferencing software

  • Supports screen sharing

  • One-on-one conferences

Who can use it?

This service is available to the entire SOM community with an active NetID.

How much does it cost?

This service is available at no charge to the Yale School of Management community.   

How do I get it?

  1. To get started, visithttps://yale.zoom.us
  2. Click Sign In button <configure your account>
  3. Enter NetID and Password
  4. Download and Install ZOOM Client for meetings
  5. Edit your profile and customize your personal meeting ID  - Dial in 2-ZOOM or 203-432-9666 to collaborate with anyone, anywhere
  6. Once the ZOOM application is installed on your computer, you may host meetings from https://yale.zoom.us

Related Policy and Procedures

Related Knowledge Articles

How to Remote Control using Zoom on Mac
How to Remote Control using Zoom on Windows
How to remotely use Zoom within Canvas (Not in Evans Hall Classroom)
How To Schedule Recurring Zoom Meetings
How to Update your Zoom client on a Mac
How to Update your Zoom client on a Windows PC
How To Use The Microsoft Outlook Plugin
How to Use Zoom on a Mac
How to Use Zoom on an Android Device
How to Use Zoom on an iOS Device
How to Use Zoom on a Windows PC
How to use Zoom Polling
How to use Zoom within Canvas at an Evans Hall Classroom Podium
Using document with the Zoom hybrid classroom setup
Yale SOM zoom background
Zoom: Scheduling Privileges & How to Schedule a Meeting for Someone Else
Zoom Conference Room controller
Zoom Microsoft Outlook Plugin
Zoom Room Control Instructions
Zoom Room instructions
Zoom Support

Sours: https://confluence.som.yale.edu/display/SC/Yale+Audio+and+Video+Conferencing+-+Zoom
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Faculty: How to Use Zoom (Video Conferencing)

Zoom allows you to set up a virtual classroom where you and your students can see and speak with each other in real time. Resources on this page help you Log into Zoom for the first time.

For information on the differences and how to manage Zoom vs. Zoom HIPAA please see this guide.

Log into Zoom

To log into Zoom for the first time, please follow these steps to create your account:

  1. Navigate to the Yale Zoom website. 
  2. Select the “Sign In” button. 
  3. Test your Zoom connection by joining a sample meeting. 
  4. Enter your Yale NetID and NetID Password. 
  5. Download and install the Zoom Client for Meetings software. 
  6. When the application launches, select the “Sign in with SSO” button (demonstrated in the video below). 

Best practices for using Zoom 

To help everyone get the most out of class sessions in a virtual classroom, we suggest the following practices for instructors and students: 

  1. Use earbuds or headphones to avoid feedback and echoes. 
  2. Mute yourself when you are not speaking. “Mute audio” is in the bottom left corner of your Zoom screen. 
  3. You can turn off your video temporarily using the “Stop video” feature in the bottom left corner of your Zoom screen. 
  4. Wireless networks can lose signal and result in Zoom temporarily freezing. For a more stable connection, consider using a wired internet connection with an ethernet cable. This involves plugging an Ethernet cable into your computer. In many cases an adapter may be required to connect. Please contact the ITS help desk if you need further assistance. 

Enable Zoom within a Canvas course 

Instructors need to take a few steps to enable Zoom within a Canvas course site. When Zoom is enabled, you can schedule and display class meetings within your Canvas course pages. Students can view upcoming Zoom sessions and join them directly from your course site. Learn how to enable Zoom within your Canvas course site. 

Schedule course meetings with Zoom in Canvas 

Now that Zoom is enabled in your Canvas course site, learn how to schedule course meetings.

Record your Zoom session 

You can use Zoom to record lectures and share recordings on Canvas or use Panopto (known as Media Library) to record lectures. The Poorvu Center recommends that faculty members record class sessions to ensure that students in distant time zones can access course materials asynchronously. 

Share your screen with Zoom 

Instructors can share their computer screen so every student can view the material (slides, documents, etc.). Learn more about screen sharing with Zoom. 

Enable the Closed Captions Feature

Enable the Closed Captions feature(link is external) on your account for any meetings that will require closed captions. Closed captioning CART (Communications Access Realtime Translation) services will be identified based on accommodation requests. In addition, please be familiar with how to assign a participant to type closed captions(link is external) should a request arise.

Automatic captions using Artificial Intelligence (AI) are also available in Zoom. These captions should be enabled for your account for use regardless of accommodation requests. Note that automatic captions do not meet ADA standards but are an important accessibility tool more generally. To enable Automatic captions:

  1. Log into the zoom web portal (https://yale.zoom.us) and access Settings–> In Meeting (Advanced)–> Closed captioning

  2. Click the toggle button to enable Closed captioning then check the box next to Enable live transcription service to show transcript on the side panel in-meeting

  3. At the start of a meeting, the host can click the Live Transcript button and Enable Auto-Transcription

Use the “Waiting Room” feature in Zoom

Use the “White Board” feature in Zoom

Use the “Breakout Rooms” feature in Zoom

The breakout room feature in Zoom allows you to split your Zoom meeting in to smaller groups, and allows the host and co-host to move between breakout rooms as desired. Breakout rooms can be created automatically (random room assignment), manually, or with the ability for participants to select which room they would like to join. Zoom also provides a feature to pre-assign participants to breakout rooms in advance by adding the breakout room information to your meeting.

Zoom Guides on using Breakout Rooms

Zoom Guide on Managing Breakout Rooms

This guide covers:

  • Creating breakout rooms
  • Option for breakout room behavior
  • Joining breakout rooms as a host or co-host
  • Broadcasting messages to breakout rooms
  • Responding to requests for help from participants in breakout rooms

Zoom Guide on Participating in Breakout Rooms

This guide covers:

  • Joining a breakout room as a participant
  • Requesting permission to record in a breakout room
  • Leaving a breakout room

Zoom Guide on Pre-assigning Participants to Breakout Rooms

This guide covers:

  • Pre-requisites and limitations for pre-assigning breakout rooms
  • Pre-assigning participants using the web portal
  • Starting a meeting with pre-assigned breakout rooms
  • Recovering to pre-assigned breakout rooms

User limit on Zoom 

Each of your individual live course sessions in Zoom can handle up to 300 simultaneous viewers. For courses with more than 250 students, we suggest including about half of your students in the live course session and asking the remaining students to view the recording of the session.  

Additional support for students 

Students with additional questions about Zoom should visit the support section on the Zoom website. 

Faculty support

To ask questions or consult with a Poorvu Center staff member, please contact us. You can submit a consultation request on the Poorvu Center website.

Sours: https://academiccontinuity.yale.edu/faculty/how-guides/faculty-how-use-zoom-video-conferencing

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