Zoom conferencing

Check if the meeting has a passcode

1. Sign into Zoom with your Monash credentials
2. Navigate to Meetings then Upcoming Meetings
3. Click on the name of the meeting in blue, then click Edit this Meeting
4. Zoom will automatically apply a passcode to the meeting. You can edit this to a new six-digit numerical value or just save the meeting
5. The meeting has been updated with a new Invite Link with the embedded passcode.

The invitation for any existing scheduled meetings, once a passcode is added, must be re-distributed to all attendees as the URL will change.

Updating Google Calendar invites

1. Copy the invite link from Zoom
2. Open Google Calendar and replace the existing link with the new link including the embedded passcode string
3. To update the calendar body, click Copy Meeting Invitation from the Monash Zoom Portal
4. Paste it into the calendar body to update all details, then save and send an invitation update to guests

For a guide with screenshots see check for a passcode and update calendar invites (pdf, 0.74 mb).

Using the Zoom Scheduler browser extension

1. Delete the existing Zoom invite details by clicking the trash can icon
2. Recreate the Zoom Invite with passcode enabled by clicking Make it a Zoom Meeting
3. The invite will now display the meeting link with the passcode
4. Click Save
5. Apply changes to This and following events

Select whether you would like to send guests an automatic email update - guests calendars will automatically populate with the new meeting ID and passcode even if you choose not to email them.

Using Zoom for GSuite

1. Select the X icon next to Zoom Meeting to delete the current meeting
2. Select Add video conferencing and then Zoom Meeting
3. The invite will now display the meeting ID and passcode
4. Click Save
5. Apply changes to This and following events

Select whether you would like to send guests an automatic email update - guests calendars will automatically populate with the new meeting ID and passcode even if you choose not to email them.

For a guide with screenshots, see enable passcodes from Google Calendar (pdf, 0.44 mb).

One of the best ways to keep your discussions and shared content private is to enable meeting passwords:

• Meeting passwords help prevent unwanted participants from joining your meetings and inappropriately eavesdropping on discussions.
• Participants will be asked for the password before they can join the meeting.

Learn more about meeting and webinar passwords.

You can use the meeting host and co-host features to help keep your meetings safe. They allow you to:

• manage participants through the use of a waiting room or by removing unwanted attendees
• moderate meetings and participants, including by muting and controlling screen-sharing
• delegate and use co-hosts to help moderate larger meetings
• lock a meeting room after it has started to prevent unwanted participants from joining.

Learn more about host and co-host controls.

• If you need to use the meeting recording features, ensure all meeting participants are aware that those features are being used (e.g. announce this at the start of the meeting).
• Participants will be able to see a Recording visual indicator in the Zoom meeting (although this won’t be available for participants who join by telephone).
• Also be aware that, when recording a meeting, any chat, video or audio content may be recorded.

Watch out for fake or scam phishing Zoom messages or invites. These can be used for identity theft or to access your account.

• Be alert for suspicious messages or invites, including links appearing from unknown or unexpected Zoom meetings or senders.
• All Monash-based Zoom links use https://monash.zoom.us/.
• Where possible, join Zoom meetings through your calendar or the Zoom application.

Learn more about dealing with scams and phishing.

Make sure you always have the latest version of Zoom so that you receive any important enhancements. This helps keep Zoom secure.

Using Zoom on a Monash laptop or computer

Zoom updates are automatically managed for you.

Using Zoom on a smartphone or tablet

You'll need to manage the updates for Zoom yourself.

More information

Learn more about managing updates.

Zoom implements a wide variety of security features to protect communications, including:

• protections by Monash single sign-on (including multi-factor authentication (MFA))
• secure meetings with encryption (including audio and video content)
• tools and methods to protect meetings by managing who can join and what can be shared.

Learn more about Zoom security.

How do I join a Zoom meeting? (pdf, 1.13 mb)

How do I create a Zoom meeting? (pdf, 0.8 mb)

Concurrent meetings allow you to schedule multiple meetings at the same time, on behalf of other people.

To schedule concurrent meetings, you’ll need to be granted Scheduling Privilege by the person you’re scheduling meetings for. Find out how to grant Scheduling Privileges.

While the scenarios outlined below work successfully as at August 2020, Zoom cannot guarantee that these methods will continue to function in future. Concurrent meetings aren’t officially supported in the Zoom platform.

Scenarios for current meetings

1. Limit of joining two concurrent sessions simultaneously
   If you schedule three concurrent meetings, you can only join two meetings simultaneously. When you (as the host scheduler) join the third meeting, the first meeting will end.
   
   Example
   Person A schedules three meetings for 9am, and Person B and Person C are invited as alternative hosts for their respective meetings.
   • Person B joins the meeting scheduled for them at 8.50am
   • Person C joins the meeting scheduled for them at 8.55am
   • Person A tries to join their own meeting at 9am, they will see a message advising they have to end a current meeting before joining another:
     
   • When Person A clicks End Other Meeting, they can then join their own meeting and Person B’s meeting will end.
2. Scheduling more than two concurrent sessions
   You can schedule sessions for many users at the same time as long as you don’t join any Zoom meetings for that duration.
   
   Example
   A unit coordinator needs to schedule 10 simultaneous meetings on behalf of 10 academic tutors for their 9-10am classes. The unit
   coordinator uses their own account to schedule these meetings and each tutor is invited as an alternative host for their respective classes:
   • Tutors one through to 10 can start their meetings and will see a message advising they have to end a current meeting before joining another:
     
   • Each tutor needs to click End Other Meeting to progress with their Zoom session. This will not end any of the other nine meetings currently running.
   • The unit coordinator should not join other Zoom meetings while the 10 meetings are still running. If they do, several class sessions will end or may not be able to start and students may not be able to join the sessions successfully.

Zoom recording

Audio and/or visual recordings may occur during Zoom sessions and your image and voice may be included in such recordings. If your Zoom session is being recorded, a pop-up box to let you know will appear before the session starts, and you'll also be informed by your meeting host of any recording at the start of a Zoom session.

Recorded Zoom sessions may be used for learning and teaching purposes and research purposes. For some Zoom sessions, you may be able to turn off your video and microphone, depending on the level of interaction required. For further information on how to use Zoom, including configuring your settings, please see this Library guide.

Recorded Zoom sessions may be published online and made available to Monash University staff and students.

All Monash Zoom accounts are protected by Monash Single Sign On (including multi-factor authentication by Okta) and secured with strong encryption (including audio, video and content). Your use of Zoom is subject to Monash University's Information Technology Acceptable Use Policy (pdf, 0.17 mb). Details of Zoom sessions must not be shared with anyone who is not on the participant list.

For information relating to the handling of your personal information please refer to Monash University’s Data Protection and Privacy Procedure (pdf, 0.13 mb) and the Employee Data Protection and Privacy Collection Statement (pdf, 0.11 mb) and/or the Student Data Protection and Privacy Collection Statement (pdf, 0.16 mb) (depending on the nature of your interaction with Monash). If you have any questions about how Monash University is collecting and handling your personal information, please contact our Data Protection and Privacy Office at dataprotectionofficer@monash.edu.

Screen sharing

When sharing your desktop, other meeting participants can see the content on your desktop, including any private material, email and message notifications which may display in the background or pop-ups.

• Click Share Screen in your in-meeting tool bar, to share your desktop or an individual application/window.

Desktop remote control

While screen sharing in a zoom meeting, you can Give mouse/Keyboard control to another participant. Participants can also request this. This allows them to completely control and manage your desktop until you opt to regain control.

• To do this, the host or participant selects Share Screen.
• The person sharing their screen, selects Give mouse/keyboard control to and then selects the participant.
• Alternatively during a screen share another participant can Request remote control right. This sends a sharing request to the host.
• To regain control over their mouse and keyboard, the party sharing their screen simply clicks anywhere on their screen.

Looking for another AV self-help tutorial? Take a look at the full playlist:

• Getting started
• Lectern features
• Choosing displays
• Hearing assistance
• Microphones
• Lighting
• Audio
• Lectern PC
• Connecting your laptop
• Document camera
• Wireless presentations
• Conference calls
• Smart tools
• Inking