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Cloud Recording Expiration
Zoom has a finite shared quota for storage of cloud recordings, and we are rapidly approaching full on our storage.
Starting on February 1st, 2021, we will be setting recordings stored in the cloud to go away after they have reached one year of age. This will be an ongoing process: from that point on, whenever a recording reaches one-year-old it will disappear from your cloud storage. As of February 1st, any recordings that are already older than one year will go away. We will send out warnings shortly before February 1st to remind you of this change, but after the change is made you will not receive any warning when a recording is going to expire.
If you have recordings that you want to keep, we suggest downloading them from Zoom and uploading them to a purpose-built storage system, like Box. Note: meeting recordings that contain protected health information should only be downloaded to University-owned computers and only uploaded to HIPAA Box Folders.
Also, please keep in mind that if you cease to be a student or employee of Pacific, your Zoom account will be downgraded from a paid host account to a free account during our periodic license cleanups, and any cloud recordings you have will be immediately lost at that time.
Alternate Host and Scheduling Delegation Between Zoom Instances
Previously, a member of our Protected Data Zoom instance couldn't make a member of our regular Zoom instance an alternate host on a meeting, or vice versa. Nor could a member of one instance give scheduling delegation (the ability to schedule meetings on behalf of another user) to a member in another instance. Now, we have enabled a new option to allow both alternate hosts and scheduling delegation across Zoom instances, but with one important caveat:
If you are a Protected Data Zoom user, do not give alternate host or scheduling delegation privileges to a non-Protected Data Zoom user unless you have verified that they have completed at least one Pacific University HIPAA training course. The HIPAA training done by any member of our clinic workforce counts, or any Pacific person can elect to take the Healthcare-Medical HIPAA Compliance for Covered Entities course in BlueVolt.
Hide Self View
Many students are reluctant to turn on their cameras during classes because they don't like seeing live video of themselves on their screen. Any meeting participant can hide their own view of themselves by moving their mouse over their video of themselves, clicking on the "..." that appears and choosing "Hide Self View." Letting students know that this is an option may reduce their reluctance to turn on their video. Full instructions.
Pronoun Sharing
Zoom now lets users automatically share their pronouns when joining a meeting. Just go to the Zoom webpage (pacificu.zoom.us or pacificuprotecteddata.zoom.us) then "Profile" -> "Edit" to the right of your name. Enter your pronouns and then choose whether to have your pronouns shared automatically when you join a meeting, or whether you want to be prompted every time you join a meeting to share your pronouns or not. When you do share your pronouns, meeting participants will see them listed after your name (e.g. "Brian King (he/him)"). Full instructions.
Muting The Entering/Leaving Chime
To turn off the chime that plays when someone joins or leaves a meeting, just go to the live meeting controls, go to "Participants" -> "..." -> uncheck "Play sound when someone joins or leaves."
Improvements to Live Transcription
We've gotten great feedback about the live transcription feature. It can help meeting participants with hearing problems, who speak English as a second language, or who are attending meetings from noisy environments. We strongly suggest turning on live transcription for every meeting (in the meeting go to "Live Transcript" (sometimes hidden under "More") then "Enable Auto Transcription").
Previously, when you enabled Live Transcription, it would show up automatically for all participants. Now, participants are informed that "Live Transcription (Closed Captioning) has been enabled" but they will not see the transcription text until they choose to view it via the Live Transcript button.
Participants in your meetings can now request that you turn on live automatic transcription. All they have to do is click "Live Transcript" at the bottom of their Zoom interface, and click Request. There's a checkbox that will allow them to make the request anonymously. As a host, you'll then receive a pop-up allowing you to Enable or Decline. Full instructions.
Customize Your Waiting Room
If you use the waiting room feature, you can customize your waiting room, adding text and even a logo for people to see when waiting to join your meeting. Just go to the Zoom webpage (pacificu.zoom.us or pacificuprotecteddata.zoom.us) then Settings -> Meeting -> Waiting Room -> Customize Waiting Room. Full instructions.
You can also send messages to people in your waiting room, just choose "Waiting Room Participants" from the pull-down menu of people you can chat to. Be aware, though, that they will not be able to respond.
Stop Incoming Video
To use this feature, you must enable it in your Zoom for Windows or Mac client. Click on the gear icon, then go to "Video" and make sure "Enable stop incoming video feature" is checked. Now, while in a meeting, you can click on "View" in the top-right and choose "Stop incoming video." This will make it so you don't see other participants' videos. You'll still see screen sharing, others can still see you, and other participants won't be notified that you are no longer seeing them. To undo, go to View and choose "Start incoming video." This is a handy feature if you have intermittent bandwidth problems at home and sometimes need to reduce your incoming bandwidth. Full instructions.
Switch Meetings Between Devices
If you're signed in to Zoom both on your computer and on the Zoom app on a mobile device, you can easily switch meetings between the two without leaving the meeting. On the device that is not connected to the meeting, go to either the Home screen (on your computer Zoom app) or the Meet & Chat screen (on your Mobile app), and choose the "Switch" to transfer the meeting from one device to another. This is a great way to stay connected to a meeting while on the go. Full instructions.
Watermark
When scheduling a meeting, if you select the "Require Authentication to Join" checkbox (only allowing attendees who are logged into Zoom to joint he meeting), you can then, in the "Options" section, choose "Add watermark that identifies the viewing participant." Doing so means that each participant, in their view of the Zoom meeting, sees their own email address superimposed upon the meeting content. This means that if a participant captures video or still images from a meeting and puts them online, that content can be traced back to that participant by their email address. This is a great feature if you are presenting sensitive material that you don't want shared elsewhere. Full instructions.
Focus Mode
Do the Zoom equivalent of "turning the house lights down" in a meeting by going to "More" -> "Start Focus Mode" in your meeting controls. When on, meeting participants won't see each other's videos and profile pics. Instead, they'll only see hosts and co-hosts, shared content and spotlighted participants. Turn this mode off by going to "More" -> "Stop Focus Mode." Full instructions.
Immersive View
This is a new view (found alongside the Speaker and Gallery modes in "View" at the top right of a meeting) which puts attendee's videos inside a scene, such as sitting together in a boardroom. Full instructions.
Advanced Polling & Quizzing
When creating a poll, you can now choose between "Poll" and "Advanced Polls and Quizzing." While regular Polls gave you access only to multiple choice (one answer or multiple answer) questions, an Advanced Poll allows you to add matching, rank order, short answer and long answer questions, as well as to mark questions as required. You can also set an Advanced Poll as a "Quiz", selecting a correct answer and allowing people who take the poll to see how many they got right. Full instructions.
You can also choose to save poll results when you record a meeting. Just go to the Zoom website, go to "Settings" -> "Recording" -> check "Save poll results shared during the meeting/webinar." This only records poll results that you choose to share with meeting participants will be saved. The poll results will show up as unique files (separate from the video recording of the meeting).
Partial Screen Sharing For PowerPoint Presenter View
School of Business student (and recent graduate) Taylor Clapp let us know about this cool trick:
Say you're on a computer with a single monitor, and want to share a PowerPoint, but also want to use PowerPoint's presenter mode. You want to be able to see your notes on your screen, but you want participants to only see your slides. Here's how you'd do it:
In PowerPoint, start the slide show, then click on the three dots in the bottom left and choose "Show Presenter View" so that you can now see your notes. Now, go to Zoom and choose "Share Screen" -> "Advanced" -> "Portion of Screen" -> "Share." A green box will show the portion of your screen you are sharing. Go back to PowerPoint and then move the green box (clicking and dragging from the top bar to move it, clicking and dragging from the corners to resize it) so that you are sharing only the current-slide portion of your presenter ,ode interface. (Note that your participants will see your slides in reduced resolution when using this trick, and that any other window that pops up within the green box will be visible to participants.)