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The Æthelmearc Gazette

~ Covering the Kingdom of Æthelmearc of the SCA

The Æthelmearc Gazette

Tag Archives: Zoom Room

Changes to Zoom Meetings

19 Tuesday May 2020

Posted by aethgazette in AELive, Officer Announcements, SCA @ Home

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Tags

Covid-19, Zoom Room

webministerFrom Baroness Amalie Reinhardt, Kingdom Webminister:

We are making some changes to our Zoom setup and policies to help step up security and to help prevent any further Zoom bombing.

Starting today, we will be turning on passwords for all Zoom Meeting Rooms. When the host/organizer is sent credentials for the Zoom meeting, it is essential that the password-embedded link and the password are not posted on social media or websites. This includes Facebook, Twitter, and even group web pages and blogs.

Please distribute Zoom password-embedded links and/or passwords through private Facebook groups, private messages, or through email (direct or listservs/Google groups, etc.).

Additionally, all Zoom Meetings will have the waiting room turned on by default. This means that the host/organizer (or any co-hosts) will need to admit each person into the room. This will help protect you from admitting people you do not recognize.

Please note that hosts and co-hosts are able to remove unruly people during a Zoom Meeting. Please be careful that you only remove people you do not wish to reenter in this fashion as they will not be allowed reentry. Also know that you hosts and co-hosts can set the room to have participants muted when they join and not allow participants to unmute themselves. Also, meeting rooms can be locked once all attendees are present, which disallows access for anyone else to join a room. More information about managing Zoom Meeting Rooms can be found here.

All meetings that have been scheduled to this point will have passwords turned on, if they were not already, and will have the waiting room feature enabled. If the password was not on, you will be receiving a new email with meeting credentials. Again, the passwords *should not* be posted publicly to help ensure protection of your meeting attendees.

Lastly, if you have had the unfortunate circumstance that someone Zoom bombed your room, please follow the instructions found here.

If you have any questions or additional concerns, please let Master Illadore, THL Sumayya, or Baroness Amalie know.

Thank you for your continued support of our online conferencing platform.

In service,

THL Sumayya and Baroness Amalie
Æ Zoom Team

ZoomRooms

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Kingdom Zoom Q&A

27 Friday Mar 2020

Posted by Krista in Officer Announcements

≈ 2 Comments

Tags

AEtherial Court, FAQs, Zoom FAQs, Zoom Q&A, Zoom Room

The Kingdom now has Zoom, online conferencing software that anyone can use! Read more about it in our article here.

Have more questions?
About Ætherial Court logistics?
About Download and Login?
About Audio and Visual Setup and Troubleshooting?

About Participant Options and Troubleshooting?
About Host Options and Troubleshooting?

Our Kingdom Social Media Officer, THL Sumayya, and Kingdom Webminister, Baroness Amalie, have the answers in the Q&A below, and at this link.

Ætherial Court Logistics

Q: How will TRM Timothy and Gabrielle’s Virtual Court work?
A: Starting at 12:45 PM on Saturday, March 28, you can join the Zoom Meeting with this link: https://zoom.us/j/835274613

If you want to type the Meeting ID into a phone or browser window instead, please use this Meeting ID: 835 274 613

Please note, if you try to join early, you will be held in a waiting room until the host allows everyone in to the Zoom meeting.

Q. How will communication work during Court?
A. The meeting room will have all participants muted an video off upon entry. These options will not be available to participants during Court. However, the chat window will be available for you to type any congratulatory messages you may have for award recipients. Reactions (clap and thumbs-up) are also available. When you enter, if it is before Court starts, there will be music playing in the background from AETube.

The Royalty and Heralds will all have video on so people can see them. TRM and Snorri will be heard speaking on screen.

Q. How can I make sure to see the Silent Herald, Mistress Gytha, at all times?
You can pin her video to the screen by going to her video feed, clicking on the 3 horizontal dots in the blue box, and clicking “Pin Video”.

Q. What are my options if the Zoom Room limit (300) is reached?
The Zoom meeting will hold 300 participants. Court will be streamed to the SCA Æthelmearc Kingdom Page on Facebook, as well. However, if you need “up-to-the-second updates”, you will need to join us in the Zoom meeting. Facebook will have a 20-second delay.

Court will also be uploaded to the Kingdom YouTube channel, AEtube, after it is complete.

Q. I’m having trouble with my audio. What is the dial-in information, if I need to call in with my phone (see also Audio and Visual Q&A below)

Choose one of these numbers to call:
+1 929 205 6099 US (New York)
+1 312 626 6799 US (Chicago)

Enter Meeting ID: 835 274 613 then #
Enter your Participant ID then #

Please use your Participant ID! Find this when you choose phone audio from the audio button (or up arrow by the mute button if you’re in the meeting).

You could also watch from the Kingdom Facebook Page, if you have Facebook.

Download and Login Questions, for Ætherial Court and all other Zoom meetings

Q: It is my first time using Zoom. Do I need to do anything?
A: Please check our documentation available here on installing and accessing Zoom for your first time.

Q: Do I need to download Zoom to my computer?
A: Yes, Zoom has a small downloadable file to install on your computer. The download site is here: https://zoom.us/download#client_4meeting. You want to download the Zoom Client for Meetings. We have documentation available here on installing and accessing Zoom for your first time.

Q: Do I need an app for my phone or tablet?
A: If you are using an Apple or Android device, you will need to download an app called Zoom Cloud Meetings. It is free.
Apple: https://apps.apple.com/us/app/zoom-cloud-meetings/id546505307
Android: https://play.google.com/store/apps/details?id=us.zoom.videomeetings&hl=en_US

Q: Do I need a log in to Zoom?
A: If you are a participant in a meeting, no you do not need your own log in.

If you are the host of a meeting, you will have information from the Kingdom on how to access your meeting.

Q: How do I dial in to Zoom?
A: When you are accessing the meeting room, Zoom will have a pop-up window with two tabs: Computer Audio and Phone Call. Click on the Join Audio by Phone Call and follow the instructions on the screen. Please make sure to use your Participant ID when prompted.

Audio and Visual Set-up Questions and Troubleshooting

Q: I am having issues with my computer audio. How do I switch my computer audio to phone audio?
A: If you started on computer audio and need to switch to phone audio, go to the lower left of the Zoom window. You will see an icon for a microphone. To the right of the microphone you will see a caret (^)/up arrow. Click on the caret/up arrow to access the menu and click Switch to Phone Audio. Follow the instructions to dial in to the Zoom meeting. Please make sure to use your Participant ID when prompted.

Q: Do I need to use the Participant ID when I dial in for phone audio?
A: You should use your Participant ID. This will connect your video and audio together as one participant in one user window.

Q: I do not have a microphone on my computer. Am I just able to listen through the computer’s speakers?
A: No, you will need to either have an internal microphone or external microphone (headset or standalone) on your computer to use computer audio. If you do not have either of these, you will need to use phone audio and dial in to the conference.

Q: What do I do if the computer selects the wrong microphone input on my computer?
A: Go to the microphone icon in the lower left. To the right of the microphone you will see a caret (^)/up arrow. Click on the caret/up arrow to access the menu and click on the correct microphone/audio input.

Q: What do I do if the computer selects the wrong video/webcam input on my computer?
A: Go to the video camera icon in the lower left. To the right of the video camera you will see a caret (^)/up arrow. Click on the caret/up arrow to access the menu and click on the correct video/webcam input.

Participant Options and Troubleshooting Questions

Q: How do I get the chat window to appear?
A: On a computer, move your mouse to the bottom of the zoom window. In the middle of the bottom menu bar, you should see an icon for Chat. Click the chat button and the chat box should appear to the right of the Zoom window.

On a phone/tablet, click on your screen for the menu to pop up. Click on More. Click on Chat.

Q: I see some cool, virtual backgrounds behind people in Zoom. How can I get that, too?
A: On a computer, go to the bottom left of the Zoom window, you will see icons for a microphone and a video camera. To the right of the video camera you will see a caret (^)/up arrow. Click the caret/up arrow and select Choose virtual background from the menu, and from the pop-up window, select your background, then click Done. (You do not need a green screen to use this feature.)

On an Apple device, tap More in the controls and tap Virtual Background. Tap your preferred background or tap + to upload a new image. Tap Close.

Unfortunately, Android devices do not support this feature.

Q: Everyone froze on my screen. What can I do to fix this?
A: Close your Zoom meeting window and reenter the meeting using the original provided link or meeting ID number.

Q: I accidentally swiped to the left a few times on my phone and now I am in a safe driving mode. How do I get out of safe driving mode?
A: Swipe right to go back to video mode.

Q: How do I leave a Zoom Meeting?
A: At the bottom of your screen, on the lower-right side, the words End Meeting (in red) are present. Click End Meeting.
If you are the sole Host, you will end the meeting for all attendees.

Host Options and Troubleshooting Questions

Q: Should I have a co-host in my Zoom Meeting?
A: That truly is up to you. However, know that if for some reason you are booted out of the room (bad Internet connection, Blue Screen of Death…) and you are the only host, your meeting will be terminated. You must have a host in the room for the meeting to take place.

Q: How do I share my screen?
A: If you go to the bottom of your Zoom window, you will see a green Share icon. Click this icon, then choose which screen you would like to share with your participants.

To stop sharing your screen, click the red Stop Share button at the top of your computer screen.

Q: Should my room be password protected?
A: When you schedule a room using our reservation form, we will set up other Order Meetings and meetings/sessions that are requested to be private with a password. This password will be shared with the Meeting Host to distribute to the appropriate people. Passwords should never be posted to any Kingdom public resources (calendars, Facebook, public listservs, etc.).

Q: Are there other reasons to password protect a Zoom Room?
A: If you are worried about potential Zoom Jacking, you can password protect your Zoom meeting. This prevents random people from entering your room and sharing screens or interrupting conversations.

Thanks again to the Zoom Project Team THL Summaya and Baroness Amalie!

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Æthelmearc Online – Kingdom Court Ætherial and More!

26 Thursday Mar 2020

Posted by Krista in Announcements, Arts & Sciences, Kingdom News, Officer Announcements

≈ 1 Comment

Tags

Court AEphemeral, eSCA, online A&S, Online Activities, online court, Zoom, Zoom Meeting, Zoom Room

In these strange times, the Kingdom’s people may not be able to enjoy one another’s presence, but many Æthelmearcers have been hard at work, ensuring that eSCA is alive and well! Below you’ll find information on:

  • Royal Court this Saturday online – the Court Ætherial
  • How to list your eSCA activity on the Kingdom Calendar
  • How to reserve your Zoom Room for your eSCA activity, courtesy of the Kingdom
  • Zoom connection testing times (today, tomorrow and Saturday) and instructions – for anyone attending any Zoom session
  • A list of eSCA A&S resources across the Knowne World

Their Majesties Timothy and Gabrielle will be hosting a Court Ætherial on Saturday, March 28th, at 1pm! They will be awarding all accolades for the remainder of Their Reign, except Peerages.

    • They have called forth all recipients to attend. Click here for the list of gentles.
    • See Court via Zoom, YouTube, or Facebook Live!
      • Zoom –  Here’s the link: https://zoom.us/j/835274613 . See also the Kingdom Zoom Calendar to add to your personal calendar
      • Facebook Live – Will stream on the Kingdom Facebook Page. But here’s a Facebook event for your Facebook calendar
      • YouTube – Court will be recorded and uploaded to AETube afterwards
    • More questions on Meeting ID, logistics, call-in options, troubleshooting and more?  Check out the Q&A.
    • See below for Zoom testing!

If you are hosting any SCA-related activity online (classes, meetings, demonstrations, socials), it can now be added to the Kingdom Calendar! This can be both personally-hosted or local-branch hosted.

    • http://ae.scaforms.org/view.php?id=53679
    • Or navigate from aethelmearc.org: Events (dropdown at top) > List of Online Activities (dropdown) > Online Activity Submission Form

If you need a virtual place to hold an SCA online activity, the Kingdom now has a Zoom account that you can use! There are 8 virtual rooms that can be used simultaneously, so don’t be shy! To request:

    • http://aethelmearc.org/zoom-room-availability-sign-ups/
    • Or navigate from aethelmearc.org: Events (dropdown at top) > List of Online Activities (dropdown) > Zoom Room Schedule and Sign-Ups

There will be several sessions for the Kingdom’s populace to try out and test their Zoom connections:

    • Log in anytime on Thurs 3/26, 6pm-10pm; Fri 3/27, 6pm-10pm; and Sat 3/28 9am-11am
    • Link: zoom.us/j/3329323101 (link not active until the host is present)
    • You’ll need to download the Zoom app, but you do not need to create an account. Here are some instructions on how to join a Zoom meeting.

The A&S Office has compiled a list of A&S online resources across the known world! See the Æthelmearc Gazette article here.

Let’s hear VIVANT to these gentles who are making our eSCA experience excellent!

  • THL Summaya al Gaziyyah – Kingdom Social Media Officer (Zoom Project, Social Media Moderating and Updates)
  • Baroness Amalie Reinhart – Kingdom Webminister (Online Activities Project, Zoom Project, Kingdom Website Updates, AEtube)
  • Baron Tassin Tresseaul – Kingdom Calendar Scheduler (Online Activities Project)
  • Mistress Elska a Farfjelli – Deputy A&S Minister (Compiled eSCA A&S)

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