Zoom Logo

Zoom is a cloud based service which provides simple online meetings, content sharing, and video conferencing capability. You do not need a Zoom account to attend a Zoom meeting and only the host is required to have an account to enable the scheduling of meetings. All staff and students can use their EdUHK accounts to log into Zoom.

This service is accessible in Hong Kong, overseas as well as Mainland China. Each meeting supports up to 300 participants. Zoom supports platforms like iPhones, iPads, Androids, PC and Mac.

Note:  Users in mainland China must download the Zoom app and sign in with EdUHK’s Single-Sign-On (SSO) system to join or host meetings. VPN is not required. To download the app, please see "Download Zoom desktop client or Zoom mobile app".

 


The meeting host will need a PC, Notebook or MacBook with a web camera and microphone. It is recommended that users should wear a headset with microphone for better audio quality.


  1. How to access and signup for a Zoom account?
  2. Schedule a meeting and share the Link
  3. Start a scheduled meeting
  4. Join Meeting using the link or Meeting ID (For Participants)
  5. How to share the Desktop or a Program?
  6. How to grant Co-host Role to a participant during the meeting?
  7. How to retrieve the attendance list for a Zoom meeting?
  8. How to enable virtual background?
  9. Retention Period for Zoom Recordings on the Cloud
  10. Zoom FAQs and Resources
  11. Zoom Online Help Center


How to access and signup for a Zoom account

Zoom allows you to access your account in multiple ways. The most common are through:

 


Sign in from website

  1. Open any web browser and visit https://eduhk.zoom.us.
  2. Click "Sign In".
    Zoom login page

  3. Login with your EdUHK username and password.
    Zoom SSO login page

  4. The system landing page will be displayed after successful login.
    Zoom user logged in page


Sign in from Zoom app

  1. Launch the Zoom app.
  2. Click "Sign In".
    Zoom login page

  3. From the "Sign In with" session, choose "SSO".
    Zoom login page

  4. Enter "eduhk" for the company domain and click Continue.
    Zoom SSO login page

  5. Login with your EdUHK username and password.
    Zoom login page

  6. Click "Open Zoom Meeting" when your browser prompts for it.
    Zoom login page

  7. The system landing page will be displayed after successful login.
    Zoom login page



Schedule a meeting and share the Link


To schedule a meeting on the Zoom website

  1. Log into the Zoom website with your EdUHK account.
  2. From the left panel, click Meetings and Schedule a New Meeting on the right hand side.
    The image illustrate the schedule a meeting button

  3. Complete the details of your meeting. (Note: All scheduled meetings can be started by the host at any time, regardless of the date and time settings.)
    The image illustrate the schedule a meeting button

  4. Click "Save".
  5. The meeting summary page will be shown. You can add the meeting schedule to your calendar (Google / Outlook / Yahoo calendar).
    The image illustrate the schedule summary

  6. Under the "Join URL:" session, click the "Copy the invitation". Then the invitation template will be shown. You can copy the message by clicking "Copy the invitation" and paste it on an email to your participants. (Note: You can notify participants either with the full URL (e.g. https://eduhk.zoom.us/j/xxxxxxxxx) or just the "Meeting ID" (the 9-digit number)).
    The image illustrate how to copy the invitation


To schedule a meeting on the Zoom app

You must have the Zoom client installed on your computer. If not, please download and install the Zoom client at https://eduhk.zoom.us/download#client_4meeting.

  1. Open the desktop app and log in with your EdUHK account.
  2. Click the Schedule icon.
    The image illustrate the schedule a meeting button

  3. Complete the details of your meeting. (Note: All scheduled meetings can be started by the host at any time, regardless of the date and time settings.)
    The image illustrate the schedule details

  4. Click Schedule.
  5. The meeting request will be opened in Outlook and you can manually add your participants. Click "Send" to send out the meeting appointment. (Outlook will add the appointment to your calendar as well.)
    The image illustrate the invitation email



Start a scheduled meeting

To start a scheduled meeting that you created:

  1. Open the Zoom app on your desktop computer or mobile device .
  2. Click Meetings.
  3. Hover over the meeting and click Start.
    The image illustrate how to edit a meeting

  4. You can manage participants, send IMs, turn on video, mute the mic, present content, leave the meeting, start a recording, change font size and color, end a meeting and invite others. The image below illustrates all the features available.
    The image illustrate the meeting interface



Join Meeting using the link or Meeting ID (For Participants)

To join a scheduled meeting that you have been invited to:

  1. Using the invitation link:
    1. Click the link in your invitation.
      The image illustrate the join meeting url

  2. Using the Meeting ID via Zoom client:

    You must have the Zoom client installed on your computer. If not, please download and install the Zoom client at https://eduhk.zoom.us/download#client_4meeting.

    1. Open the Zoom app on your desktop.
    2. Click Join
      The image illustrate the join meeting with ID

    3. Enter the Meeting ID (this is located in the calendar invitation). And your display name.
    4. Click Join.
      The image illustrate the join meeting url

  3. Using the Meeting ID via Zoom website:
    1. Visit the Zoom website at https://zoom.us/
    2. Click "Join a Meeting".
      The image illustrate the join meeting url

    3. Enter the Meeting ID and click Join.
      The image illustrate the join meeting url

    4. Follow the instructions to download and install the browser add-in.


How to share the Desktop or an Application?

The meeting host can share the Desktop or any application screen (e.g. PowerPoint) to the participants.

  1. Firstly, open the application you want to share (e.g. PowerPoint).
  2. Click the "Share Screen" button from the control bar.
    The image illustrate the share button
  3. Choose the application you want (e.g. PowerPoint) and click the Share button.
    The image illustrate the join meeting url

  4. Then you can start your PowerPoint in slide show mode (Press F5).
  5. To stop sharing, move your mouse pointer to the top of the screen. Click the "Stop Share". (Note: you can click Pause Share to freeze the screen too.


How to grant Co-host Role to a participant during the meeting?

Organizers can grant the "Co-host" role to any participant. The Co-host feature allows you to share hosting privileges with another user in a meeting. This can be useful to allow another user to manage the administrative side of the meeting, such as muting participants or starting/stopping the recording.

  • During the meeting, open the participants panel. Hover and people and click "More".
  • Choose Make Co-host.
    The image illustrate the join meeting url

  • Click Ok to confirm the permission assignment.
    The image illustrate the join meeting url

  • From now on, that participant will have the "Co-host" role.
  • To revert the role, Hover and people and click "More".
  • Choose Withdraw Co-Host Permission.
    The image illustrate the join meeting url

There is only one host for a meeting. You can transfer the Host role to any participant. Once the role is transferred to a particular participant, you will lose control of the meeting.

How to make someone else the presenter in a Zoom meeting?
There is no need to “pass the ball” in Zoom. All participants can present at any time by sharing their screen. For details, please visit "How Do I Share My Screen?".

On the contrary, if you don't want to allow participants to share their screen, you can change the setting to allow only the host to share. Please follow the steps below:

  • Click the "Security" button.
  • Then un-tick the option “Share Screen” under “Allow participants to:"
    The image illustrate the Who can share screen options

 



How to enable Virtual Background?

The virtual background feature allows you to display an image or video as your background during a Zoom Meeting. This feature works best with a green screen and uniform lighting, to allow Zoom to detect the difference between you and your background.

You can also upload your own images or videos as a virtual background. There are no size restrictions when adding your own virtual backgrounds, but we recommend cropping the image to match the aspect ratio of your camera before uploading it.

For details, please visit "FAQ: How to enable Virtual Background for the Zoom meeting?" on the system requirements and procedures.


EdUHK Zoom Virtual Background Templates

The Communication Office has prepared 4 Zoom virtual background templates for use. EdUHK members are welcome to use it. These 4 templates are preloaded into the Zoom app. If you cannot find it or accidentally delete it, you can download it from the links below. (Note: Virtual background is not supported on Android devices.)

EdUHK Zoom Virtual background version A & B EdUHK Zoom Virtual background version C & D



Retention Period for Zoom Recordings on the Cloud

For better use of University resources, all Zoom recordings created on the cloud from 1 Jan 2021 will be retained for 180 days only and they will be removed automatically afterwards. Cloud recordings created on or before 31 Dec 2020 will be kept until 1 Jul 2021. Users are recommended to back up the recordings and download them to their local drive if needed.

Please refer to the FAQ: How to download the recording from ZOOM cloud? for details.



Zoom FAQs and Resources

Please also see Zoom FAQ for more related information.

There are user guides prepared by the Center for Learning, Teaching and Technology (LTTC) for staff and students on using Zoom:

 



Zoom Online Help Center

There are more information and instructions on the Zoom Online Help Center webpage too.