Online Meeting Tool - Zoom | Office of the Chief Information Officer

Zoom is a cloud-based service which provides simple online meetings, content sharing, and video conferencing capabilities. 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 in Chinese Mainland. Staff can host Zoom meetings and Webinars with up to 500 participants. Students and functional account users can host Zoom meetings for up to 300 participants. Zoom supports platforms like iPhones, iPads, Androids, PCs and Mac.

Note: Users in Chinese Mainland must download the Zoom app and sign in through Microsoft’s single sign-on (SSO) service to join or host meetings. SSL 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 a microphone for better audio quality. OCIO distributed some USB cameras and headsets for departments for shared use as well.

Updates

Effective from Jan 2024, staff can host Zoom meetings and Webinars with a capacity of up to 500 participants. For Webinars of up to 1,000 attendees, users should contact OCIO to make a reservation, as licences are available on a first-come-first-serve basis. For details about Webinar, please click here.

Advice to Zoom Users at EdUHK

Note:

For better use of University resources, all Zoom recordings created on the cloud from 1 Jan 2021 are retained for 180 days only and they will be removed automatically afterwards. Cloud recordings created on or before 31 Dec 2020 were kept until 1 Jul 2021. Users are recommended to back up the recordings and download them to their local drive if needed.
Starting from 18 Apr 2020, Zoom users can customise which data center regions they use for the real-time traffic for meetings and Webinars they host. You can opt in or out of each specific data center region. For details, please visit FAQ: Selecting data center regions for hosted Zoom meetings and webinars.
Always keep the software updated.
A note to Zoom users on personal data protection

Users are recommended to do the following:

Create a Zoom meeting for EdUHK members only
- FAQ: Can I create a Zoom meeting for EdUHK members only?
Make use of the new "Security button (Video Guide) (video, opens in new tab)" with the recommended settings below:
- Enable waiting room so the host can control whether to allow and when a participant joins the meeting
  - support.zoom.us/hc/en-us/articles/115000332726-Waiting-Room (external site, opens in new tab)
- Manage the screen sharing option and change screen sharing to “Host Only".
  - support.zoom.us/hc/en-us/articles/360041591671-March-2020-Update-to-sharing-settings-for-Education-accounts (external site, opens in new tab)
- Enable lock meeting to prevent other participants from joining the meeting in progress.
  - support.zoom.us/hc/en-us/articles/115005759423-Managing-participants-in-a-meeting (external site, opens in new tab)

General features of Zoom

During the online meeting, users can:

Manage Participants ‐‐‐ you can choose to mute individual participants or all of them.
Share --- you can share a particular window on your desktop, a white board or a file on cloud storage like Google Drive, Dropbox or OneDrive.
Chat ‐‐‐ you can send text messages to the participant(s) with this function.
Record ‐‐‐ you can record the video and audio of the session by clicking on this button. The recording and audio transcript will be available after the meeting ends.
End Meeting ‐‐‐ click this button to end the meeting.

How to Access, Schedule and Start the online meeting?

For details on how to Schedule, Start and Join the online meeting, please visit - "Hosting online meetings with Zoom".

Download Zoom desktop client or Zoom mobile app

Users can download and install the Zoom desktop client on their Windows PC or Mac. You can download the app and login with your EdUHK account to access Zoom.

For desktop computers: (Windows and Mac)

Please visit zoom.usdownload (external site, opens in new tab)

Apart from the desktop version of Zoom desktop client, there are native mobile apps available. You can download the app and log in with your EdUHK account to access the Zoom service.

Zoom Mobile Apps - Start, join and schedule meetings; send group text, images and push-to-talk messages on mobile devices.

Available on:
For iOS -
(external site, opens in new tab)
For Android -
(external site, opens in new tab)

Zoom FAQ

Please also see Zoom FAQ for more information.

Notes

For functional accounts, users must enable the email feature in order to access the Zoom system.
Zoom Reports can be retrieved for the last 12 months, with a search range of up to one month at a time. If a meeting is not started in 30 days and is batch deleted by Zoom, the reports for the meeting are also deleted. For details, please visit "Getting started with reports (external site, opens in new tab)".
Cloud recordings: Starting from 14 Apr 2020, password protection for shared cloud recordings is now on by default for all accounts. Zoom also enhanced the complexity of passwords on your cloud recordings. For details, please visit blog.zoom.us/wordpress/2020/04/14/enhanced-password-capabilities-for-zoom-meetings-webinars-cloud-recordings/ (external site, opens in new tab).
Audio transcriptions: Once you choose to record a Zoom meeting on the cloud, an audio transcript is generated automatically in VTT format. Users can download the VTT file and open it with a text editor or word processing application (e.g. Notepad). Alternatively, users can view and edit the audio transcript directly in the Zoom Web Portal (EdUHK system, opens in new tab). For details, please visit support.zoom.com/hc/en/article?id=zm_kb&sysparm_article=KB0064927 (external site, opens in new tab).

Online Meeting Tool - Zoom