Tools to continue our work remotely
March 16, 2020 Our Toolbox
cradlecincinnati.org 1 Our Toolbox
• Skype for Business
• Zoom
• Shared drive
• CenterLink
• Phone
cradlecincinnati.org 2 Skype for Business
cradlecincinnati.org 3 Skype for Business Should already be on CCHMC laptops
• Can also be downloaded and used on smartphones and tablets
To locate on Windows PC
• Search function should be next to Start button ⟶ “Skype for Business”
• Windows key + S ⟶ “Skype for Business”
To locate on Mac
• ⌘ Command + Space bar ⟶ “Skype for Business”
Log in with your CCHMC email and password
cradlecincinnati.org 4 Skype for Business Best used for 1-on-1 instant messaging and voice calls
Can also be used on smartphones and tablets
What it looks like on a Mac. May not look exactly like this on your computer.
cradlecincinnati.org 5 Skype for Business Best used for 1-on-1 instant messaging and voice calls
Can also be used on smartphones and tablets
Search for a team member by clicking on Contacts
What it looks like on a Mac. May not look exactly like this on your computer.
cradlecincinnati.org 6 Skype for Business Best used for 1-on-1 instant messaging and voice calls
Can also be used on smartphones and tablets
Search for a team member by clicking on Contacts
What it looks like on a Mac. May not look exactly like this on your computer.
What you can do
• Send an Instant Message
cradlecincinnati.org 7 Skype for Business Best used for 1-on-1 instant messaging and voice calls
Can also be used on smartphones and tablets
Search for a team member by clicking on Contacts
What it looks like on a Mac. May not look exactly like this on your computer.
What you can do
• Send an Instant Message
• Start a Video Call
cradlecincinnati.org 8 Skype for Business Best used for 1-on-1 instant messaging and voice calls
Can also be used on smartphones and tablets
Search for a team member by clicking on Contacts
What it looks like on a Mac. May not look exactly like this on your computer.
What you can do
• Send an Instant Message
• Start a Video Call
• Start a Call (voice) cradlecincinnati.org 9 Zoom
cradlecincinnati.org 10 What we will cover
• On what devices can you use Zoom?
• How to download Zoom
• Zoom account
• Suggested Zoom settings on your devices
• How to create a meeting
• How to join a meeting
• How to start a meeting you created (i.e. you are hosting the meeting)
• Tips when in a Zoom meeting
cradlecincinnati.org 11 Devices You can host or join a meeting via
• Smartphone and Tablet applications — have we considered virtual home visits?!
• Web browser on computer (Chrome is best)
• Computer application — best functionality
cradlecincinnati.org 12 Download Zoom To download Zoom on a computer
1. Go to zoom.us/download
2. Click on the Download button under Zoom Client for Meetings
If you cannot install the application on your CCHMC laptop, please call the Help Desk 513.636.4100.
To download on smartphone or tablet, search Do not download the Microsoft Outlook Add-in as we do not know if for Zoom in the App Store or Google Play there are any security risks
cradlecincinnati.org 13 Setting up Zoom account Do not already have a Zoom account using your CCHMC email
1. Click on the “Activate the Request” button in your invitation email
cradlecincinnati.org 14 Setting up Zoom account Do not already have a Zoom account using your CCHMC email
1. Click on the “Activate the Request” button in your invitation email
2. Click on “Sign Up with a Password”
cradlecincinnati.org 15 Setting up Zoom account Do not already have a Zoom account using your CCHMC email
1. Click on the “Activate the Request” button in your invitation email
2. Click on “Sign Up with a Password”
3. Complete the form and click “Continue”
4. You will now be able to use your CCHMC email and the password you created to sign into your Zoom account.
cradlecincinnati.org 16 Setting up Zoom account Already have a Zoom account using your CCHMC email
1. Click on the “Approve the Request” button in your invitation email.
cradlecincinnati.org 17 Setting up Zoom account Already have a Zoom account using your CCHMC email
1. Click on the “Approve the Request” button in your invitation email.
2. Click on “I Acknowledge and Switch” button
3. You will now be able to use your CCHMC email and the password you created to sign into your Zoom account.
cradlecincinnati.org 18 Settings Settings button is on the Home screen when you open the application
No matter what settings you choose, always double check your mute and video buttons when you join a meeting to ensure it is set to your preference. Technology is not perfect.
Also settings are specific to the device used. If you plan to use multiple devices, make sure you check the settings on each device.
What Zoom looks like on a smartphone. You do not need to sign into your Zoom account to alter settings on a smartphone
cradlecincinnati.org 19 Settings To edit settings on your computer, you need to sign into your Zoom account
1. Launch the Zoom application you installed
2. To locate on Windows PC • Search function should be next to Start button ⟶ “Zoom” • Windows key + S ⟶ “Zoom”
3. To locate on Mac • ⌘ Command + Space bar ⟶ “Zoom”
4. Sign In with your Zoom account information
cradlecincinnati.org 20 Settings Settings button is on the Home screen when you open the application
No matter what settings you choose, always double check your mute and video buttons when you join a meeting to ensure it is set to your preference. Technology is not perfect.
Also settings are specific to the device used. If you plan to use multiple devices, make sure you check the settings on each device.
What Zoom looks like on a computer. You need to sign into your Zoom account to alter settings on a computer cradlecincinnati.org 21 Settings Settings button is on the Home screen when you open the application
No matter what settings you choose, always double check your mute and video buttons when you join a meeting to ensure it is set to your preference. Technology is not perfect.
Also settings are specific to the device used. If you plan to use multiple devices, make sure you check the settings on each device.
The settings layout and options are different for different devices What Zoom looks like on a computer. You need to sign into your Zoom account to alter settings on a computer cradlecincinnati.org 22 Settings – General Change the theme of the application and reaction skin tone to your preference.
The settings layout and options are different for different devices
cradlecincinnati.org 23 Settings – Video Suggested Video settings
• “Always display participant name on their videos” — More important when you are meeting with people you are not familiar with and may accidentally forget their name.
• “Turn off my video when joining a meeting” — Not everyone likes to join a meeting by video. If you prefer to join a meeting only by voice, this is a good setting to select. You can always turn on video later.
The settings layout and options are different for different devices
cradlecincinnati.org 24 Settings – Audio Suggested Audio settings
• Speaker and Microphone set to “Same as System” — This is important when using headphones, especially Bluetooth headphones.
• “Join audio by computer when joining a meeting” — If you do not select this option, it will always ask you whether you want to join a meeting by phone or computer audio.
• “Mute microphone when joining a meeting” — This is great for both the host and participants of meetings. You can unmute yourself with a click of a button.
The settings layout and options are different for different devices
cradlecincinnati.org 25 Settings – Share Screen Suggested Share Screen settings
• To maintain control of your screen • “Enter full screen when a participant share screen” — Unchecked • “Maximize Zoom window when a participant share screen” — Unchecked
• “Scale to fit shared content to Zoom window” — If you decrease or increase the If you do not have a Share Screen tab, these settings may size of the Zoom window, the shared be in the General tab. content will proportionally get smaller or bigger to fit within the Zoom window.
• “Show Zoom windows during screen share” – Allows you to get support remotely if any
issues arise by sharing your screen. The settings layout and options are different for different devices
cradlecincinnati.org 26 Settings – Virtual Background Suggested Virtual Background settings
• “Mirror my video” — Helpful when using the video function. What you see on the left side of the screen, is on the left side of the speaker. Left side of my headphones • Choose Virtual Background — This is a fun feature. You can add your own picture by clicking on the + button • You do need a green screen or a white/beige wall in the background • If you add your own background, you may want to flip the picture horizontally if you have your video mirrored.
The settings layout and options are different for different devices
cradlecincinnati.org 27 Settings – Recording Suggested Recording settings
• “Add a timestamp to the record” — Helpful when re-watching or sharing recordings
• “Record video during screen sharing” and “Place video next to the shared screen in the recording” — Applicable when hosting a meeting and activating video feature.
The settings layout and options are different for different devices
cradlecincinnati.org 28 How to create a meeting – Zoom.us
1. Go to zoom.us
2. Sign in
3. Click on Meetings
cradlecincinnati.org 29 How to create a meeting – Zoom.us
1. Go to zoom.us
2. Sign in
3. Click on Meetings
4. Click on Schedule a New Meeting
cradlecincinnati.org 30 How to create a meeting – Zoom app
1. Launch Zoom on your computer
2. Sign in
3. Home or Meetings tab • Home
cradlecincinnati.org 31 How to create a meeting – Zoom app
1. Launch Zoom on your computer
2. Sign in
3. Home or Meetings tab • Home ⟶ Click on Schedule
cradlecincinnati.org 32 How to create a meeting – Zoom app
1. Launch Zoom on your computer
2. Sign in
3. Home or Meetings tab • Home ⟶ Click on Schedule • Meetings
cradlecincinnati.org 33 How to create a meeting – Zoom app
1. Launch Zoom on your computer
2. Sign in
3. Home or Meetings tab • Home ⟶ Click on Schedule • Meetings ⟶ Click on + button
cradlecincinnati.org 34 How to create a meeting – Zoom app
1. Launch Zoom on your smartphone or tablet
2. Sign in
cradlecincinnati.org 35 How to create a meeting – Zoom app
1. Launch Zoom on your smartphone or tablet
2. Sign in
3. Meet & Chat tab
cradlecincinnati.org 36 How to create a meeting – Zoom app
1. Launch Zoom on your smartphone or tablet
2. Sign in
3. Meet & Chat tab
4. Click on Schedule
cradlecincinnati.org 37 How to join a meeting – Zoom.us
1. Go to zoom.us
2. Click on Join a Meeting • You do not need to log in or have a Zoom account
cradlecincinnati.org 38 How to join a meeting – Zoom.us
1. Go to zoom.us
2. Click on Join a Meeting • You do not need to log in or have a Zoom account
3. Enter Meeting ID • You can join the meeting with your browser (Chrome works best) or launch the Zoom application on your computer.
cradlecincinnati.org 39 How to join a meeting – Zoom.us
1. Go to zoom.us
2. Click on Join a Meeting • You do not need to log in or have a Zoom account
3. Enter Meeting ID • You can join the meeting with your browser (Chrome works best) or launch the Zoom application on your computer.
4. If installed, the computer will try to launch Zoom or you can join via web browser
cradlecincinnati.org 40 How to join a meeting – Zoom app
1. Launch Zoom on your computer
2. Click on Join a Meeting • You do not need to login or have a Zoom account
cradlecincinnati.org 41 How to join a meeting – Zoom app
1. Launch Zoom on your computer
2. Click on Join a Meeting • You do not need to login or have a Zoom account
3. Enter Meeting ID (and password)
cradlecincinnati.org 42 How to join a meeting – Zoom app
1. Launch Zoom on your computer
2. Sign in
3. Home or Meetings tab • Home
cradlecincinnati.org 43 How to join a meeting – Zoom app
1. Launch Zoom on your computer
2. Sign in
3. Home or Meetings tab • Home ⟶ Click on join
cradlecincinnati.org 44 How to join a meeting – Zoom app
1. Launch Zoom on your smartphone or tablet
2. Click on Join Meeting
cradlecincinnati.org 45 How to join a meeting – Zoom app
1. Launch Zoom on your smartphone or tablet
2. Click on Join Meeting
3. Enter Meeting ID (and password)
4. Enter your name
5. Click Join
cradlecincinnati.org 46 How to join a meeting – Zoom app
1. Launch Zoom on your smartphone or tablet
2. Sign in
cradlecincinnati.org 47 How to join a meeting – Zoom app
1. Launch Zoom on your smartphone or tablet
2. Sign in
3. Meet & Chat tab
4. Click on Join
5. Enter Meeting ID (and password)
cradlecincinnati.org 48 How to join a meeting – Zoom link A Zoom link can be sent to you via
• Email or Calendar invite
• Text, instant message or GroupMe
• and more
What to do with a Zoom link
1. Click on the link
2. If you have Zoom downloaded, your device will launch Zoom
3. Or, if you are on a computer, you can join via your web browser
cradlecincinnati.org 49 How to start a meeting you created – Zoom.us
You can start meetings you created by 5. browswer following the same steps for joining a meeting. The next few slides are additional ways to start meetings you created.
1. Go to zoom.us and sign in
2. Go to Meetings • You do not need to sign in or have a Zoom account • You can join the meeting with your browser (Chrome works best) or launch the Zoom application on your computer
3. Find your meeting and slick Start
4. If installed, the computer will try to launch Zoom or you can join via web browser cradlecincinnati.org 50 How to start a meeting you created – Zoom app You can start meetings you created by following the same steps for joining a meeting. The next few slides are additional ways to start meetings you created.
1. Launch Zoom on your computer
2. Sign in
3. Go to Meetings tab
4. Locate the meeting and click Start
cradlecincinnati.org 51 How to start a meeting you created – Zoom app You can start meetings you created by following the same steps for joining a meeting. The next few slides are additional ways to start meetings you created.
1. Launch Zoom on your smartphone or tablet
2. Sign in
3. Go to Meetings tab
4. Locate meeting and click Start
cradlecincinnati.org 52 Tips when in a Zoom meeting Muting yourself
Particularly if you are in a larger meeting, presentation or webinar, If you are not speaking, it is best to mute yourself. In the app, look on the bottom left corner for the microphone button. Whether you want to start your webcam or not is usually up to you.
If activated in your settings, you can hold down the SPACE bar to speak and let go of the SPACE bar to be muted again.
cradlecincinnati.org 53 Tips when in a Zoom meeting Chatting with Host and other participants
You may also be able to communicate with the Host or other participants by typing into the chat box. You can send it to everyone or privately to someone in the meeting
Messages in the chat box may not be addressed right away.
cradlecincinnati.org 54 Tips when in a Zoom meeting Nonverbal feedback — Click on the Reactions button on the toolbar Participants button in the Zoom toolbar • Change Reaction Skin Tone in Settings • non-Host participants can “raise” their hand to get the Host or Co-Host’s attention
• Make sure to clear feedback
cradlecincinnati.org 55 Shared Drive
cradlecincinnati.org 56 Shared Drive
• VPN (virtual private network) access is required to use the shared drive away from CCHMC offices. • You will need to have the Cisco AnyConnect Secure Mobility Client installed on your computer. • To download the Cisco AnyConnect Secure Mobility Client, go to connect.cchmc.org
• MFA (Multi-Factor Authentication) is required to verify your identity.
• Your computer needs to be mapped to the shared drive. Directions can be emailed to you.
For assistance with items above, please email [email protected].
cradlecincinnati.org 57 Connect to VPN
1. Establish internet connection
2. Open Cisco AnyConnect Secure Mobility Client • To download Cisco AnyConnect Secure Mobility Client, go to connect.cchmc.org
3. VPN: connect.cchmc.org
4. Click Connect
5. Group: CCHMC-Internal • Is not always there
6. Enter your CCHMC username and password
7. Click OK
8. Confirm your identity using Multi-Factor Authentication
9. Click Accept and OK cradlecincinnati.org 58 Connect to VPN
1. Establish internet connection
2. Open Cisco AnyConnect Secure Mobility Client • To download Cisco AnyConnect Secure Mobility Client, go to connect.cchmc.org
3. VPN: connect.cchmc.org
4. Click Connect
5. Group: CCHMC-Internal • Is not always there
6. Enter your CCHMC username and password
7. Click OK
8. Confirm your identity using Multi-Factor Authentication
9. Click Accept and OK cradlecincinnati.org 59 CenterLink
cradlecincinnati.org 60 CenterLink You can access CenterLink via
• VPN
• Extranet — extranet.cchmc.org
Both above require MFA (Multi-Factor Authentication)
cradlecincinnati.org 61 Email
cradlecincinnati.org 62 Email Reminder, If you are sending an email with protected health information (PHI) or sensitive data— in the body of the email or as attachments—include #secure in your email subject line to encrypt the email. In the past, you may have used the word Zix in the subject line to send encrypted emails. This was changed on November 19, 2019. P
cradlecincinnati.org 63 Phone
cradlecincinnati.org 64 Phone If you have an office phone, you can check your voicemail by following these steps
1. Call 513.636.8686
2. Enter your mailbox number (i.e. your office phone number)
3. Enter your voicemail password
If you need assistance accessing your office phone voicemail, call the Help Desk 513.636.4100.
cradlecincinnati.org 65