Zoom Information

Sign up for Zoom

• Navigate to the Zoom Sign In page
• Your browser will redirect to the myCCC Portal
• Sign in using the Comet ID and password
• A Free Zoom Account will be automatically built for using the CCC Credentials
• After a successful login, the browser will redirect to the profile page on Zoom's website
   

If advanced features including longer meeting times for instructing a class or holding longer meetings are needed, contact the ITS Help Desk for assistance.

Join a meeting/class

Through a Canvas Course:

• Open the meeting URL on the Canvas course
• The browser will redirect to a Zoom page to download a Zoom Meeting Launcher
• Save the launcher to a location that can be easily navigated to
• Open the Launcher
• Confirm the Name, Audio, and Camera settings before the meeting starts
• Select Join

Through an Email Link:

• In the Zoom Meeting email open the meeting URL
  • NOTE: Never click on a link that was not expected, or without first inspecting the URL to make sure it is legitimate. Contact ITS if a random Zoom meeting email was received that was not expected or the legitimacy of the email is unknown
• The browser will open and redirect to a Zoom Meeting Launcher download
  • If Zoom is installed, Zoom may automatically open depending on browser settings
• Save the launcher to a location can easily be navigated to
• Open the Launcher
• Confirm the Name, Audio, and Camera settings before the meeting starts
• Select Join

Through the Website:

• Navigate to the CCC Zoom website
• Select "Join"
• Type in the Meeting ID given by the host (10 digit number)
• If Zoom is not installed, a browser will open to download a Zoom Meeting Launcher
• The browser will open and redirect to a Zoom Meeting Launcher download
  • If Zoom is installed, Zoom may automatically open depending on browser settings
• Save the launcher to a location that can easily be navigated to
• Open the Launcher
• Confirm the Name, Audio, and Camera settings before the meeting starts
• Select Join

Through the Client:

• Open the Zoom Client and sign in
• If signing in with a Coconino account choose "Sign In with SSO" or "Login with SSO"
  • Enter "coconino" as the domain and click Continue/OK
  • A window with myCCC will pop-up
  • Sign in with a Comet ID and Password
  • If a screen appears to "Open Zoom" click Yes/Accept
• Within the client select "Join"
• Type in the Meeting ID given to by the host (10 digit number)
• Confirm the name, audio, and camera settings before teh meeting starts
• Select Join

Scheduling a meeting

Through the Website:

• Navigate to the Zoom Sign In page
• The browser will redirect to the myCCC Portal
• Sign in using a Comet ID and password
• On the top of the page select "Schedule a Meeting"
• On the Schedule a Meeting Page, fill in the details of the meeting making sure to include:
  • Topic, When, Duration, Time Zone, Meeting ID, Video/Audio Settings, and Meeting Options
  • Include Alternate Hosts if others are co-hosting the meeting with someone else
• Click Save
  • Within the Zoom Client there will now be a scheduled meeting

Through the Client:

• Open the Zoom Client and sign in
• If signing in with a Coconino account choose "Sign In with SSO" or "Login with SSO"
• Enter "coconino" as the domain and click Continue/OK
• Within the client select "Schedule"
• On the Schedule a Meeting area, fill in the details of the meeting making sure to include:
  • Topic, Start, Duration, Time Zone, Recurring, Video/Audio Settings, and Calendar settings for Outlook
  • Select advanced settings to include Alternate Hosts if others are co-hosting the meeting with someone else
• Click Save
  • Within the Zoom Client there will now be a scheduled meeting

Invite participants to my meeting

After the meeting has started:

• Once a meeting has started a host can invite additional participants by navigating to "Manage Participants" and "Invite"
• Within the Invite window a host can choose to copy the URL for the meeting, copy the invitation, select a contact or email.

Through Zoom's site:

• Create a meeting on the Meeting Page within Zoom's website
• A host can share the Join URL, or add to a calendar where the event can be shared with participants

Through Outlook's Plug-In:

• When scheduling a meeting in Outlook, a host can use the Zoom Plug-In to automatically schedule a meeting. Sharing the Outlook calendar event with other users will send the Meeting Information including the Zoom URL to the participants.

Meeting ID

From the Zoom profile page:

• Navigate to the Zoom Sign In page
• The browser will redirect to the myCCC Portal
• Sign in with a Comet ID and password
• Navigate to the "Meetings" button on the left menu
• Under "Upcoming Meetings" there will be all meetings scheduled with the Meeting ID

From within a Zoom Meeting:

Once a meeting has started participants can click the small Info Icon in the top left the meeting to display the Meeting ID along with additional information

The meeting ID can also be found after a meeting has started by navigating to "Participants" and clicking "invite"

Meeting Password

As of April 5th 2020, all new CCC Zoom Meetings require a password when the meeting is scheduled.
 

All newly scheduled meetings have a 6-digit password generated. Newly scheduled meetings using the Personal Meeting ID will use the password found on the Zoom Settings Page.

When scheduling or editing a meeting through the Zoom website, Outlook Plug-in, or a Zoom client there will be the option to change the meeting password.

For more information visit the Zoom Meeting Passwords page.

Personal Meeting ID

A Personal Meeting ID (PMI) is by default a 10 digital assigned code to each Zoom account. This Personal Meeting ID can be found on the Zoom Profile Page.

When scheduling a meeting a host has two options: using a randomly generated meeting ID, or using a Personal Meeting ID.

Pro (licensed) users can change the Personal Meeting ID to another number, or add a Persona Link.

Personal Meeting ID password

All users have a Personal Meeting ID Password that can be found on their Zoom Settings Page found on the option "Require a password for Personal Meeting ID (PMI)"

This password is required when a user creates a meeting using their PMI instead of a randomly generated one.

This password can be changed to allow the hosts to have an easier to remember password to share to participants to join their meeting.

Host Key

When the host joins a meeting through a link by email, the host may not be properly signed in to control the meeting. The host can claim the role by navigating to "Participants" and "Claim Host".
 

To find the Host Key:

• Navigate to the Zoom Sign In page
• The browser will redirect to the myCCC Portal
• Sign in using the Comet ID and password
• On the Profile page scroll down to "Host Key"
• Next to Host Key choose "Show" or choose "Edit" to enter a custom 6 digit code

This Key can be typed into a meeting to claim host as long as the host was the original user that created the meeting.

Zoom Waiting Rooms

A host can enable waiting rooms when scheduling a meeting, or on their Zoom Settings Page. for every meeting this host. After a meeting has started a waiting room can be enabled from the "security" option in the toolbar within the Zoom client.

When a participant joins a meeting, they will appear in the participant list waiting for the host to approve or deny them access.

With the setting enabled, hosts are given two options, place all participants in waiting room, or place only guests in waiting rooms.

• If participants are placed in a waiting room the host must approve everyone before they are able to join.
• If only guests are placed in a waiting room, CCC staff and Students that have signed into Zoom will not have to be approved.

Mute participants on entry

By default anyone that joins a Zoom meeting can turn on a microphone and start talking immediately. By enabling mute participants on entry, a host must un-mute a participant before they can speak. This allows greater control of potential interruptions.
 

• Navigate to the Zoom Sign In page
• The browser will redirect to the myCCC Portal
• Sign in using the Comet ID and password
• On the left side menu navigate to the Meeting Settings page
• Scroll down to "Mute participants upon entry"

Allow participants to share their screen

By default only the Host and any co-hosts can share their screen. To enable all participants to share their video during a meeting, a host can change their settings on their Zoom meeting settings page.
 

• Navigate to the Zoom Sign In page
• The browser will redirect to the myCCC Portal
• Sign in using the Comet ID and password
• On the left side menu navigate to the Meeting settings page
• Scroll down to "Screen Sharing"
• Enable the option "All Participants" under "Who can Share?"

A host can also make another participant the host using the "Manage Participants" window, however only pass the host to another participant that can be trusted.

Sharing a Whiteboard during Meeting

During a meeting a host or participant can share a whiteboard. The whiteboard is a blank canvas that is able to be edited using a mouse, tablet, or other hardware.

Sharing a whiteboard

• During a meeting select "Share Screen"
• Choose the "Whiteboard" option
• Select "Share" on the bottom
• A whiteboard will appear with a toolbar allowing the user to annotate

Allowing/denying access to share a whiteboard

• Navigate to the Zoom Sign In page
• The browser will redirect to the myCCC Portal
• Sign in using the Comet ID and password
• On the left side menu navigate to the Meeting settings page
• Scroll down to "Whiteboard"
• Enable or Disable this option based on preference
  • An additional setting is available when enabled: Auto save whiteboard content when sharing is stopped

For additional information view Zoom's Sharing a Whiteboard page.

Require registration for my meetings

A host can schedule a meeting with the option of a required registration. When a participant joins a meeting they will be required to answer a set of questions including their name, email and additional custom questions before they are allowed to join the meeting.

To enable registration, when scheduling the meeting using the Zoom website, Outlook Plug-in or Zoom Client choose Registration Required.

For more information view the Zoom Registration for Meetings page.

Restrict meeting to only users with Zoom accounts

By default anyone with the Meeting ID and password can access a Zoom meeting.
Hosts can enable their meetings to only allow participants that have signed in with a Zoom account for better authentication.

• Navigate to the Zoom Sign In page
• The browser will redirect to the myCCC Portal
• Sign in using the Comet ID and password
• On the left side menu navigate to the Meeting Settings page
• Scroll down to and enable "Only authenticated users can join meetings"

Zoom Calendar Integration

Hosts and participants can connect Zoom directly to their email account for integration of Calendars and Contacts.

CCC Employees:

Employees can integrate their employee email account with Zoom.

• Navigate to the Zoom Sign In page
• The browser will redirect to the myCCC Portal
• Sign in using the Comet ID and password
• On the profile page scroll down to "Calendar and Contact Integration"
• Choose "Connect to Calendar and Contact Service"
• Choose "Exchange"
  • Pick at least one: Calendar, Contacts
• Exchange login username:
  • COCO2K\CometID (example: COCO2K\AB123)
• Exchange login password
  • Comet ID password used to Sign-In to myCCC
• Exchange Version
  • 2013/2016 both will work
• EWS URL
  • Should be pre-filled, if not contact the ITS Help Desk

CCC Students:

Students can integrate their Student Email (Google) account with Zoom.

• Navigate to the Zoom Sign In page
• The browser will redirect to the myCCC Portal
• Sign in using the Comet ID and password
• On the profile page scroll down to "Calendar and Contact Integration"
• Choose "Connect to Calendar and Contact Service"
• Choose "Google"
  • Pick at least one: Calendar, Contacts
• A Google account pop-up will appear, if the browser is already signed into a google account there may have three options:
  • Prompt to sign in with a Google account
  • Choose an already signed in Google account
  • Use another account
• Choosing a Student Email will redirect the browser to the myCCC Portal
• Sign in again using the Comet ID and password
• The browser will redirect asking to Grant Zoom Permissions, approve or deny based on needs
  • For Zoom to work properly with Calendars, the Calendars permissions must be enabled
  • For Zoom to work properly with Contacts, the Contact permission must be enabled
• The browser will redirect to confirm choices and make additional permission choices
• Choosing allow will proceed and redirect back to the Zoom Profile page
• Scroll down to the "Calendar and Contact Integration"
• The Calendar added will now appear

For services other than Exchange and Google, view Zoom's Integration Page.

Calendly Zoom Integration

When Zoom is attached to Calendly participants are able to select Zoom as an option when scheduling an appointment (as long as Zoom was setup as an option in the Event as a location)

If an advisor/host does not have a Zoom account they must first create a Zoom account following the "Sign Up for Zoom" above.

Attaching Zoom to Calendly

• Sign into Calendly
• Navigate to "Integrations" on the top of the page
• Select Zoom
• Choose "Connect Zoom"Authorise
  • If already signed into Zoom in the browser: Choose "Sign in with SSO" near the bottom of the screen
  • If already signed into Zoom in the browser: Scroll down to "Authorize"
• Type "coconino" in the domain field and press Continue
• The screen will redirect to myCCC
• Sign in with a Comet ID & Password
• Click "Authorize"
• Events scheduled with Zoom will automatically be assigned with the attached Zoom Account

Removing Zoom from Calendly

• Sign into Calendly
• Navigate to "Integrations" on the top of the page
• Select Zoom
• Click "Disconnect"

View up to 49 participants in Gallery View (on desktop)

Using the desktop client on Windows and MacOS the gallery view can show up to 49 participants.

To enable 49-participant view:

• Open the Zoom Desktop Client
• If not signed in, choose "Sign with SSO"
  • The browser will redirect to the myCCC Portal
  • Sign in using the Comet ID and password
  • A pop-up will appear asking you open in the Zoom Client
  • Choose "Accept/Yes"
• Navigate to the cog (settings) in the top right of the Home tab
• In the settings menu, choose "video"
• Enable the option "Display up to 49 participants per screen in Gallery view"
  • If the option is not available, view requirements on Zoom's information page

Secure & Protect Meetings from Interruptions

Hosts can protect their meetings in multiple ways found through the accordions on this page. Below is a combined set of settings:
 

• Set a Meeting Password - If possible always have a password set for meetings to ensure random participants cannot join by typing in Meeting ID numbers
  • Recurring meetings scheduled before April 2020 will not a password unless a host enabled it
  • Existing meetings before April 2020 can updated or rescheduled to include a password
• Keep Meeting ID Private - Do not share a Meeting ID in a publicly accessible location
  • Sharing the Meeting ID and password in Canvas or through email is the safest route
• Disable Participant Screen Share - Do not allow anyone but the host to share their screen (Unless the meeting requires it)
  • Hosts can create co-hosts to share their screen if a host does not want all participants to have this option
• Mute participants on entry
  • The host can un-mute participants as they raise their hand or as the meeting is open to the room to speak
• Enable the Waiting Room - Hosts can admit participants with a known name
  • With a meeting has a password, long meetings or recurring meetings can be breached if enough time is given for the password to be decoded
• Only allow Authenticated Participants - To join a meeting a participant must sign into Zoom, blocking anonymous users
• Require Registration - Hosts can require participants to fill out a survey before they join a meeting, this includes name and email to verify the joined participant
• Securing Account - Use the SSO option for Zoom when signing in, if the account was built using a Password, do not use the same password as the Comet ID password used for logging into CCC services (myCCC, etc)

Difference between Zoom Enabled and Zoom Room

A Zoom Enabled room is a standard meeting room or classroom with a microphone and webcam with the Zoom client allowing anyone to join or start a meeting manually.

Zoom Rooms are classrooms with additional technology including a scheduling tablet, secondary screens, and enhanced microphones and cameras allowing a more interactive environment. Zoom Rooms can be scheduled to automatically start a class/meeting and are for recurring or large meetings.

Difference between a Basic account and Pro account

If the class is taught in a Zoom Room, the host will not need a Pro license as the Zoom Room is the host.
 

To request a Pro License contact the ITS Help Desk at This email address is being protected from spambots. You need JavaScript enabled to view it. or 928-226-4357

Download Zoom and supported Zoom platforms

The full client can be downloaded from Zoom's Download Page.

Zoom is available on many platforms, including:
 

• Windows/MacOS
• Android
• iOS/iPadOS
• Linux
• ChromeOS