Thursday, March 26, 2020

ICYMI: Work Remotely Tips!

In Case You Missed It! Here are the tips from the Mac Daily.


Update to Zoom 5.0 by May 30 [May 21 2020]
You have 10 days to update to Zoom to version 5.0. After May 30, all older versions of Zoom will be required to upgrade before joining meetings as encryption will be fully enabled for all Zoom meetings. Review check for Zoom updates (gdoc) and install the latest version on any device you use. For best results, quit the Zoom.us app before downloading and installing the latest version of Zoom.

Don’t Share Zoom Links Publicly on the Web; Unwanted Guests May Interrupt Your Online Gathering [May 14 & 15 2020]
You really don't want a celebration for graduates to be interrupted by uninvited and unwanted guests.
Zoombombing refers to the unwanted intrusion of an individual in a video conference call. Zoom hosts can follow these tips to avoid unwanted Zoombombing:
   3. Don't share links publicly.
   2. Always use a password.
   1. Don't enable screen sharing or annotation unless needed.
Locking the Zoom meeting is also an option. Click Security icon > Lock Meeting. When you lock the meeting, no new participants can join, even if they have the meeting ID and password.


Add Make It a Zoom Meeting Button to Google Calendar [May 12 & 14 2020}
Use Google Calendar to easily make it a Zoom meeting by adding Zoom Scheduler to Chrome or Firefox. Follow the links to add it to one or both of your favorite browsers:
How to Get Google Calendar's Make It a Zoom Meeting Button Back [April 29 & 30 2020]
Zoom released version 5 this week which disabled Zoom Scheduler, the Chrome extension and Firefox Add-on. The fix could be as easy as clicking Chrome’s “Something needs your attention” alert button located at the top right. Firefox is more direct. Click the Zoom icon or Make it a Zoom meeting button, and this error appears: "Your Zoom Chrome extension session has expired. Please login again." Learn what to do if the Zoom update disabled Google Calendar’s Zoom Scheduler.

Check for Zoom Updates and Update Zoom [April 17 2020]
Be sure to check for Zoom updates (gdoc) and install the latest version. On April 12, Zoom released version 4.6.11, just days after releasing its last update. Included in this version are minor bug fixes and enhancements. If auto updates are disabled, contact the ITS Help Desk at helpdesk@macalester.edu for assistance.

Zoom update has new features and security enhancements [April 10 2020]
Zoom added a Security icon in the host's meeting controls. It combines all of Zoom’s existing in-meeting security controls into one place, including: lock the meeting, add a waiting room, toggle on and off the participants’ abilities to screen share, chat, and rename themselves. Be sure to check for Zoom updates (gdoc) and install the latest version to take advantage of Zoom’s new and enhanced features.

Update Zoom on your personal devices [April 7 2020]
Zoom has been busy working to resolve software defects, security, and privacy issues over the past few weeks and will continue to do so for the foreseeable future. Please check periodically to make sure you have the most up-to-date Zoom client on your devices. You may be prompted to update while using the Zoom app. To find out if your version is up to date, sign into the Zoom app, click on your profile picture, select Check for Updates.

Specific information about what is changing in each application update are listed on Zoom Release Notes. Just follow the link to any operating system you are using to learn more. ITS is aware of, and closely monitoring, news related to Zoom security and privacy issues.

How to change your display name in a Zoom meeting [April 2 2020]
Zoom meeting participants have the option to change their display name. You have to be in a meeting to change your display name. Just hover over the video box of your yourself, click the 3 dots menu, and then click Rename > Enter new name here > type the name you’d like to be called. You can also add your personal pronouns.

Macalester-themed Zoom Backgrounds available for download [April 1 2020]
Communications and Marketing has created Macalester-themed Zoom backgrounds and added these to the Communications Toolkit. Refer to the ITS Zoom guide for information about using virtual backgrounds.

Add a profile picture to your Zoom profile [April 1 2020]

It’s a good idea to have a profile photo for your Zoom account. When you’re not using your webcam, your profile picture will appear instead of your name or email address. Just go to https://macalester.zoom.us/profile, sign in with SSO, and look for the “shadow person” image. Click Change. Follow the prompts to upload your picture! Your host and others in the Zoom space will be grateful.

Top 3 Tips to Avoid Zoombombing :-) [March 31 2020]
Zoombombing refers to the unwanted intrusion of an individual in a video conference call. Zoom hosts can follow these tips to avoid unwanted Zoombombing:

3. Don't share links publicly
2. Always use a password
1. Don't enable screen sharing or annotation unless needed

Locking the Zoom meeting is also an option. Click Participants > Lock Meeting. When you lock the meeting, no new participants can join, even if they have the meeting ID and password.

Visit the Newly Launched Remote Teaching, Learning, and Working Website [March 27 2020]
Information Technology Services, the Serie Center, the DeWitt Wallace Library, and other departments from around campus have developed a website focused on teaching, learning, and working remotely located at https://www.macalester.edu/remote-teaching-and-learning/. This newly launched site will grow and change as we continue to assess remote tools and technologies to share with the community. Feel free to reach out via our Remote Site Suggestion Form at any point with things you’d like to see the website address.

Muted Zoom Mic? Push to Talk [March 24 2020]
The “Push to Talk” feature allows you to remain muted throughout your Zoom meeting and hold down the spacebar when you want to be unmuted and talk. Learn how to enable and use push to talk in Zoom.

VPN Is Required When off Campus to Access Some Services [March 22 2020]
Decide if you need Macalester’s Virtual Private Network (VPN). Using VPN extends Macalester’s secure network beyond campus. Connect your device to VPN when off campus to use services that can only be accessed on campus. VPN & Duo Mobile install guide (gdoc)
Requires VPN: Advance/Matrix, Argos, Banner, Citrix, Student 360, G & H Drives, iLLiad, OnBase
Does not require VPN: Gmail, Google Calendar, Google Drive, Moodle, WordPress editor, Zoom

Make It a Zoom Meeting [March 18 2020]
Use Google Calendar to easily make it a Zoom meeting by adding Zoom Scheduler to Chrome or Firefox. Follow the links to add it to one or both of your favorite browsers:

Zoom Scheduler for Chrome
Zoom Scheduler for Firefox

Set up Your Macalester Zoom Account and Sign in with SSO [March 17 2020]
Make sure you are signing in to Macalester’s Zoom service so you can take advantage of full features of this video conferencing tool.
Here is how to create a Zoom account that links with single sign-on (SSO) and your Macalester account:

1. Go to: https://macalester.zoom.us.
2. Click the blue "Sign in" button.
3. Macalester's Single Sign-on appears. Enter your Macalester User Name and Password.

Watch this Zoom Sign-in demo video (Vimeo).

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