Video conferencing from home

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Contents

Introduction

There are various applications available for remote (video) communication. Nikhef advises using the Zoom tool. This tool can be used under Windows, Mac OSX and various Unix distributions and is user-friendly. The free version of Zoom offers meetings for up to only 40 minutes, so Nikhef has purchased Business licenses with which meetings can be organized for longer. Getting your own license to act as a host requires an administrative action from the helpdesk. You do not need a license to join as a participant. If you need a license, send an email to helpdesk-at-nikhef.nl and we will look into it.

To manage your Nikhef Zoom account, use the Nikhef Zoom page, backed by our usual SSO login.

Read on the Intranet pages about Nikhef zoom – for your safety, comfort, and privacy (requires SSO login, being on-site, or eduVPN IA).

Windows installation and instructions

For Windows, as the organizer of a meeting, follow the steps below.

  • Click Resources at the top right and choose Download Zoom Client.


01.png


  • Click Download and install it afterwards. Installation is simple and requires no interaction.


02.jpg


  • After installation, the Zoom software opens automatically and a login screen appears. Participants of a meeting can participate with the link and the associated PIN code that the organizer shares, then the Zoom software that is needed is installed on the computer.


03login.jpg


  • If you want to start a meeting, or manage your settings, Choose "Sign in with SSO" at the top-right button.

Zoom-app-sso-login-button.png

  • In the dialog box, enter "nikhef", so that it says "nikhef.zoom.us" (our Nikhef organisational URL):

Zoom-app-sso-nikhef-company-name.png

  • You are now taken to the Nikhef SSO login page - this will normally open in your existing browser, where you can check for name of the website: sso.nikhef.nl. Login as usual with your Nikhef credentials, and continue after having reviewed the attributes released about to you to Zoom:

Zoom-app-sso-nikhef-sso-page.png followed by Zoom-app-sso-nikhef-sso-attributeinfo.png

  • Open the resulting page with the "Zoom Meetings" application, if it does not do so automatically:

Zoom-app-sso-open-link-with-zoom.png

  • By default, you are assigned to a basic account profile. Hosting a meeting that takes longer then 40 minutes requires a license, if you need one and need to host your own longer professional meetings, licenses are available from the helpdesk, and - after review - they can upgrade your account.
  • If you want to join a meeting, click on "Join a Meeting". Then enter the meeting ID and a name. You will receive the PIN code from the organizer.
  • After logging in you can also start a new meeting by clicking on "New meeting".
  • From here it is possible to invite participants by e-mail address or by sharing the link associated with the meeting you create.

Meetings.jpg

  • The pin code of the meeting that you created can be found in the bottom right corner, see image below.

Zoom-invite-people-to-join-password.png

Linux installation and manual

If you want to install Zoom on your Linux computer follow the next steps: https://support.zoom.us/hc/en-us/articles/204206269-Installing-Zoom-on-Linux

Mac OSX installation and manual

If you want to install Zoom on your Apple computer follow the next steps: https://support.zoom.us/hc/en-us/articles/203020795-How-To-Install-on-Mac


Meeting options

It is possible to create (recurring) meetings that can start without the organizer being present. That is useful for "coffee meeting rooms". Everybody can dial in without the host (organizer) being present - but such meetings must be protected with a PIN code, and the PIN changed regularly by the host (even more regularly than your toothbrush, please!). See our configuration hints

Recipe for (recurring) meetings without the organizer

  • Create a meeting. For a permanent room, either make it 'date-less', or let it start at 12AM and choose a duration of 24 hours.
  • Optionally choose for a recurring meeting. All meetings will have the same meeting-ID.
  • Set the PIN code to something reasonably complex, and something that has not been used anywhere else
  • Enable join before host (under Advanced Options) after setting the numeric PIN.
  • Disable waiting room only if you have a PIN set. Really. Otherwise your party will be spoiled beyond recognition...

The organizer (host) of the meeting should start the meeting! If that is not possible, an alternative host can be appointed. The alternative host must be another licensed user.

Zoom-meeting-without-host-with-pin.png

Other Tips

  • When many participants are expected, choose Mute participants on entry (under Advanced Options) to avoid a cacophony on start of the meeting. Participants can unmute when they want to speak.
  • Use a password for the meeting to keep uninvited participants away. Consider how you distribute the password to the participants - putting it on a publicly accessible web page (or Indico agenda page) defeats the purpose of a password.
  • For the password, use a (longish) series of numbers - otherwise phone and room users have no way to get in.
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