Zoom Room instructions for 303 Doe Library

Last reviewed January 13, 2020

  • Use the room reservation form to book 303 Doe Library.
  • Check out the 303 Doe Library key from the Doe south security desk.
    • The key to the lockbox in 303 Doe that houses the AV cords, adapters and remote controls for the room will be attached to the 303 Doe Library key.
  • Contact the Help Desk if there is a problem with the Zoom Room equipment (cameras, speakers, iPad).
  • Contact webman with corrections and suggestions for these instructions.

Zoom’s room and application interfaces are subject to change. Consult the Zoom Help Center if you need additional instructions:
Zoom Rooms
Audio, Video, Sharing, Recording

General information

  • The big screen and the iPad that controls a Zoom Room meeting are at the front of 303 Doe.
  • There are a camera and two microphones above the big screen in the front of the room.
    • The front camera is identified as MEI502
  • There is a camera in the rear of the room.
    • The rear camera is identified as CV610

Meeting Scenarios

Join a meeting without a laptop

Example use cases:

  • Interview a job candidate via a meeting that you’ve scheduled using the Zoom app on your computer.
  • Meet with an external group via a meeting that you’ve scheduled using the Zoom app on your computer, or the external group has scheduled and has sent you an invitation.
  • View a webinar hosted by an external group that has sent you an invitation.

STEP 1:

  1. Turn on the big screen using the remote control in the 303 Doe Library pack you’ve borrowed from Main Circulation.
  2. Use the remote to make sure the big screen is on HDMI1.

STEP 2:

On the iPad:

  1. Tap the Join icon on the left side menu bar.
  2. Use the number pad to enter the meeting ID number.
  3. The meeting ID number is the last 9 or 10 digits of the Join Zoom Meeting link in your bCal invitation: Example: Join Zoom Meeting https://berkeley.zoom.us/j/350849363
  4. Tap the Join icon on the bottom right of the keypad.

Zoom Room iPad screenshot - Join a Meeting

STEP 3:

Use the meeting controls on the iPad to customize the meeting experience.

Troubleshooting Tip: If the camera freezes, click on the Switch Camera icon and switch to the back camera which is CV610-U2, and then back to the front camera which is MEI CV502-U3

Zoom Room iPad screenshot - controls

Camera
By default, the camera at the front of the Zoom Room (MEI502) is activated. Click the Camera Control icon to switch to the rear camera.

Audio only meeting
Click the Stop Video icon to turn off the cameras.

Microphone
By default, the microphones in 303 Doe are not muted. Click the Mute Microphone icon to mute the microphones.

Volume
Use the volume slider to control the volume of remote meeting participants.

Record the meeting
By default, a meeting will not be recorded. Click the Start Recording icon to record a meeting.

Zoom’s Help Center:
Zoom Rooms
Audio, Video, Sharing, Recording

STEP 4:

When the meeting is over:

  1. Stop recording the meeting
    1. If you recorded the meeting, click the Stop Video icon to stop recording the meeting, enter your email address, and an email with a link to the video recording of the meeting will be sent to you.
  2. Leave the meeting
    1. Click on the red Leave icon to leave a Zoom meeting.
    2. Click on the red End meeting for all button.

Join a meeting and share your laptop screen

Example use case:

  • Off-site colleagues need to join a meeting that you’ve scheduled using the Zoom app on your computer, and they need to see a presentation on your laptop.

STEP 1:

  1. Turn on the big screen using the remote control in the 303 Doe Library pack that you’ve borrowed from Main Circulation.
  2. Use the remote to switch the big screen is on HDMI1.

STEP 2:

On the iPad:

  1. Swipe left or right until you reach the screen that includes the Zoom Rooms icon
    Zoom Rooms icon
  2. Tap the Zoom Rooms icon to open it.
  3. Tap the Join icon on the left side menu bar.
  4. Use the number pad to enter the meeting ID number.
    The meeting ID number is the last 9 or 10 digits of the Join Zoom Meeting link in your bCal invitation:
    Example:
    Join Zoom Meeting
    https://berkeley.zoom.us/j/350849363
  5. Tap the Join icon on the bottom right of the keypad.

Zoom Room iPad screenshot - Join a meeting

STEP 3:

  1. Join the meeting via the Zoom app on your laptop.
    1. Click on the Join Zoom meeting link in the bCal invitation.
    2. Join without Video.
  2. In the Zoom app meeting controls
    1. Make sure your microphone is muted.
    2. Click on the green Share button.
    3. Select the screen that you want to share.
  3. When you start sharing your screen, the meeting controls will move into a menu that you can drag around your screen.
  4. You should now see your laptop screen on the big screen, and it should be shared with the remote meeting participants.
  5. If you want to record the meeting
    1. As the meeting host, you can record the meeting via the Zoom app on your laptop by hovering over the More button and selecting one of the Record options.

Zoom’s Help Center:
Zoom Rooms
Audio, Video, Sharing, Recording

STEP 4:

When the meeting is over:

  1. Stop recording and sharing the meeting via the Zoom app on your laptop:
    1. Hover over the More button and select Stop recording.
    2. Click on the red Stop Share button.
    3. Click on the End Meeting button.
  2. On the Zoom room iPad
    1. Click on the red End Meeting for All icon.
  3. Turn off the big screen by clicking on the red button on the remote controller.
  4. Return the AV bag and room key to Main Circulation.