There are a couple of options for working with offline files with Google Drive and Google shared drives.
Resources
Comparisons
Before selecting a tool to host your next webinar, find out what you need to consider.
Good Practices
Instructors often use classroom discussions to promote sharing and ideas about a subject matter. Sometimes, discussions can become rote and tedious, or engage only one or a few students and the instructor.
ChallengeOver time, the digital files we collect can become overwhelming.
Creating videos for courses is time intensive and the process of creating, publishing and sharing your media with students can be overwhelming. Kaltura integrates with Canvas and allows instructors to easily upload and share video content.
Use of Third Party BotsZoom Meetings can contain sensitive information. As a University community, the security of your data and your colleagues data is a shared goal.
This guidance was developed by Teaching Support, a collaborative network of support connecting those who teach to resources across the UofM system.
Challenge
When using pre-assigned breakout rooms, specific guidelines must be followed to ensure students are routed to their designated Zoom breakout rooms.
This guide provides some tips to get the most out of your Zoom meeting experience.
Uploading a large video file is cumbersome, and navigating a video recording of a 50-minute (or longer) class is challenging for students. By chunking your lecture, you can create smaller files. This is easy to do in Zoom and will benefit both you and your students.
How-Tos
This article is intended for migrating large amounts of data from Google Drive into Box Secure Storage using the Box web interface.
Your instructor or TA may provide office hour appointments that you can sign up for within your Canvas course site using Zoom Appointment Scheduler in Canvas.
Kaltura is a media management system that can be used to upload media files as well as to create webcam recordings. Videos in Kaltura can be viewed from phones, tablets, and computers.
As a part of Kaltura in Canvas, users in Canvas courses can use the Rich Content Editor's Add Media
Audience: Canvas course teachers, designers, and teaching assistants (TAs)
Audience: Faculty, Staff and Students
Kaltura is a media management system that can be used to upload video files as well as to create webcam recordings.
Instructors using the Zoom tool inside Canvas to schedule virtual meetings for their classes and using cloud recording to save the meetings should consider deleting the recordings at the conclusion of the class.&
You may see the following error while trying to access Kaltura via your Canvas course site:
The Zoom for Canvas Integration allows you to start and join Zoom meetings from within Canvas. This article is for UMN faculty and staff who would like to use Zoom together with Canvas.
Audience: Faculty and Staff
The most common issue people experience when using Google Drive in Canvas is an authorization error or authentication failure.
The My Media tool in Canvas shows your personal library of all media that you own or manage in Kaltura.
A Kaltura Video Quiz can be used in a Canvas assignment so that students' scores are passed back to the Canvas Gradebook.
Kaltura is a media management system that can be used to upload video files as well as to create webcam recordings. Videos in Kaltura can be viewed on phones, tablets, and computers.
Zoom Appointment Scheduler in Canvas allows instructors to create bookable appointment slots in Canvas. This feature may be helpful with scheduling common course events (e.g., office hours, exams).
As part of Kaltura in Canvas, the Media Gallery is a tool to publish, view, and search media (video and audi
Compare the features of Zoom (umn.zoom.us) and Google Meet (meet.google.com) to help you decide which tool is best for your needs.
This article applies to Drupal Lite.
A YouTube video can be added to a page using a custom block. The embedded video will be the width of the region it is in and the height will scale appropriately.
The old office hours sign-up sheet on your office door can now be done with Google Calendar's feature: appointment scheduling.
Description
Here's how to ensure video and audio connectivity in Google Hangouts using the Mac Mini and Logitech BCC950 "eye stalk" webcam in the 202 Johnston Hall conference room.
The Android Device Policy App is required to use Google Apps on Android mobile devices for accounts that are a part of the
Faculty, staff, and students who leave the University may lose access to University Google Workspace accounts.
Audience: Kaltura MediaSpace users wishing to share content with others.
Not all user accounts at the University of Minnesota are present in Kaltura MediaSpace.
Media owners and co-editors have the ability to download their own media files to any device. They also can decide what media files can be downloaded by others who have access to the videos.
This article explains how to add media into Kaltura MediaSpace. You can upload media individually into Kaltura MediaSpace.
Kaltura MediaSpace allows you to create Channels, which are collections of related media/videos. Use channels to:
Kaltura is a media management system that can be used to create webcam recordings, upload video files, and share videos with others. Videos in Kaltura can be viewed on phones, tablets, and computers.
As of February 2018, videos uploaded to Kaltura in Canvas or MediaSpace receive closed captions using automatic speech recognition (ASR).
Videos are presumed to be in English and captions are processed based on the audio track.
Various groups at the University occasionally ask for a way to charge for access to video content. There are many ways to do this, but not many ways to do it that are centrally supported at the University.
Use this page to find topics related to managing closed captions on your videos using Kaltura in Canvas and MediaSpace.
Using Kaltura in Canvas or
Using Kaltura in Canvas or
Kaltura is a media management platform for teaching, learning, and outreach purposes. This cloud-based system automatically optimizes video files for viewing on any device.
As a media owner, you may wish to download captioned Kaltura recordings for use offline:
In this article:
When videos are uploaded to Kaltura in Canvas or in MediaSpace, they are automatically captioned using automatic speech recognition (ASR).
When videos are uploaded to Kaltura in Canvas and MediaSpace, they are automatically captioned. This is done through the use of automatic speech recognition (ASR), which scans the audio track for spoken English.
Each video uploaded to Kaltura through Canvas has an owner. As the media owner, use video permissions to determine individual levels of access to videos for collaboration.
When videos are uploaded to Kaltura in Canvas and MediaSpace, they are automatically captioned.
At the University of Minnesota, media (video and audio recordings) uploaded to Kaltura in Canvas and Kaltura MediaSpace receive auto-generated captions.
Kaltura media owners and co-editors can set a publishing schedule so that viewers can only access media recordings within
Media Mill content was copied to Kaltura in early 2019 and the Media Mill application was retired on Decembe
In this article:
When attempting to access a Kaltura MediaSpace video, you may get an error stating "Access Denied: Sorry, you cannot access this page."
This article addresses troubleshooting issues with uploading recordings and recording the desired source with KalturaCapture.
In this article:
This article is for owners and co-editors of media in Kaltura.
When videos are uploaded to Kaltura in Canvas, they are automatically captioned by using automatic speech recognition (ASR).
When specific media (video/audio) recordings in Kaltura are set up to include chapters, viewers can view and search the chapter menu (like a table of contents) to find and jump to specific points in that recording.
In this article:
Kaltura Analytics allows media owners and co-editors to better understand how people are watching media recordings (
You can use Kaltura's analytics tools to see who has taken a quiz, and how they responded, their score, and whether the score was successfully passed to the Canvas gradebook (if applicable).
Audience: Media owners and co-editors in
On October 26, 2021 Google will be retiring the Google Device Policy App.
Google Meet may be a good option for alternative instruction. However, there are a few considerations to be aware of when evaluating Google Meet.
Audience: Faculty and Staff
Audience: Faculty and Staff
YouTube is not part of the University of Minnesota Google Core Apps Suite. This means:
Learn how to play, download, or delete voicemail messages in Zoom Phone.
You can enable location sharing or add or update your personal current address to help emergency services locate you when you
Zoom Phone automatically adds all other users within the University to your contact list.
In Zoom Phone, you can change your voicemail greeting by uploading an audio file or recording a new greeting in the application.
You can make calls to individuals within and outside of the University using Zoom Phone by entering their number or searching for them in the contact list.
Table of Contents
Add three or more people to a conference call in Zoom Phone.
While you're in a Zoom meeting, you can make, answer, or merge Zoom Phone calls at the same time.
The Mitel 6863i phone is compatible with Zoom phone numbers. This guide is a quick reference for using this phone model with a Zoom phone number.
The Mitel 6867i phone is compatible with Zoom phone numbers. This guide is a quick reference for using this phone model with a Zoom phone number.
The Mitel 6869i phone is compatible with Zoom phone numbers. This guide is a quick reference for using this phone model with a Zoom phone number.
Let others in Zoom know if you're available, in a meeting, or currently unavailable for other reasons by setting your presen
You can transfer an ongoing Zoom Phone call to another Zoom Phone user or to a voicemail number that you specify.
A Zoom Room is a device in a room that can capture video, audio, and make recordings without any prior set-up or can join and host meetings already set-up in the same organization as the host.
This article walks you through some issues to consider when purchasing conferencing devices for a Zoom Room.
In this article:
When entering into a contract with Zoom, the University's Office of Information Technology ensured full review of the contract terms and conditions and Zoom's privacy policy.
You can share scheduling and in-event hosting privileges with other people in your Zoom events.
You can enroll in free Live Remote Training Sessions facilitated by Zoom Train
If you see a black screen when you attempt to share your screen, check Zoom's troubleshoo
Use Zoom's video layout instructions if you want to change your meeting view during a m
You can join a Zoom meeting's audio with your computer, or
At the University of Minnesota, Zoom meeting and webinar hosts in the main UMN Zoom account (umn.zoom.us) can opt
At the University of Minnesota, Zoom meeting and webinar hosts in the main UMN Zoom account (umn.zoom.us) can opt
Use Zoom's article comparing Zoom Meetings and Webinars to decide which tool is best for your needs. &nbs
Zoom can be used to set up a phone conference call where all meeting participants access a meeting via a phone. This option allows for the use of in-room conference calling speaker and microphone equipment.
Issue
Converting Meetings and Webinars
As a meeting host, you can split meeting participants into breakout rooms when scheduling the meeting.
Note: Pre-assigned breakout rooms are an advanced usage of Zoom
Zoom Webinar registration gives you a list of attendees for your event and allows you to brand your event. From the perspective of the participants, the registration page is the front door of this branding.
Use this feature if you want to let someone else host a meeting or webinar that you have scheduled. This may be helpful if you are out of the office or late to your meeting or webinar.
You do not need a webcam in order to join a Zoom meeting or webinar.
However, without a webcam, you will not be able to enable video. Things you will still be able to do include:
You can join a Zoom meeting using a desktop, web browser, or mobile client. When you join a meeting with the desktop or the mobile client; you login to your Zoom account at the same time.
The Family Education Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student education records and personally identifying information.
As a meeting host, you can view or download a roster of meeting participants.
There are two Zoom account types at the University of Minnesota:
Zoom can change the way you teach and interact with learners, by giving you the ability to hold online office hours with learners anywhere in the world on a one-time or recurring basis.
Zoom meetings can be a good remote option to host an interactive networking event for both the U of M community and non-UMN participants.
The host key is a 6-digit PIN tied to your Zoom account. It is not meeting-specific. You can use your host key to claim host privileges in the following circumstances:
If you cannot use your computer or smartphone to join a Zoom meeting, or if you do not have the bandwidth required for a video meeting, you can
Zoom has international dial-in numbers available for an extensive and growing list of countries throughout the world. Participants from abroad can join UMN-hosted Zoom meetings or webinars via telephone if they c
Use Zoom's instructions to join the meeting audio on an iPhone or iPad.
Use Zoom's iOS instructions to share your screen on an iPhone or iPad.
Intended Audience: Students or any user from the University of Minnesota joining Zoom meetings as a Participant or Attendee.
Use Zoom's instructions to join a meeting with the Zoom web client, but make sure you are
The HCC, or Health Care Component, is a group of faculty, students, or staff who work closely with private health information and are subject to a Business Associates Agreement (BAA) with Zoom to ensure Health Insuran
University of Minnesota students, staff, faculty, departmental, and sponsored accounts can livestream from Zoom meetings or webinars to Youtube Live and other streaming services.
The University of Minnesota's Zoom web conferencing includes a feature that uses automatic transcription to turn the spoken word into text, in real-time.
You can use the breakout rooms feature in a Zoom meeting to allow multiple simultaneous group di
The Meeting Settings page in your
As the host or co-host in a meeting, you can manage your participants, including muting and unmuting participants to manage background noise and distractions.
Your Profile page in your UMN Zoom account allows you to view and customize information about your user account in Zoom.
In this article:
Use Zoom's instructions to optimize your shared video in a meeting.
The polling feature for meetings and webinars allows you to ask polling questions.
If you are hosting a webinar and want attendees to take a survey or be taken to a specific webpage afterward, you can create a survey from within the Zoom Portal, or you can share a survey you create on another p
If you're hosting a Zoom Webinar, these steps will help you create the best experience for your panelists, co-hosts, and attendees.
As a Zoom host, you can record your meeting or webinar.
Use Zoom's instructions to rotate or change the orientation of your camera feed.
Becoming comfortable with Zoom's scheduling and invitation features will help you host successful meetings. In this article:
You can allow someone else to schedule meetings and webinars on your behalf in Zoom.
Zoom offers step-by-step instructions for using Microsoft Powerpoint presentations with screen sharing in their Help Center article
Follow the recommendations below to keep your Zoom Meetings secure and free from disruption.
Participants in a meeting who want to share audio that is not vocal need to make settings in their desktop client so it is audible. It doesn't require specific settings to be made to the meeting by the host.
This article details the options for creating short, convenient links to your Personal Meeting Room.
In this article:
Your University of Minnesota Zoom account uses a default display name based on your UMN Preferred Name.
You can set a playback range for a Zoom cloud recording that you share with others, so that it starts and ends at the times y
You can use Zoom to share your desktop, window, or application with meeting attendees.
If you want other meeting attendees to see what you are working on, you can share your screen by selecting the Share Screen button in the Zoom menu bar.
Synchronous class sessions, in which everyone logs in to a web conferencing system at a pre-scheduled time, are one way to create engagement and foster community in your fully online courses.
Before joining a meeting, test your audio with the device you intend to use.
For the best meeting experience, test your video before your Zoom meeting.
If you have a slower connection to the internet, it can take additional time to upload local recordings to Kaltura.
Transferring ownership of Zoom meetings or webinars is useful in many cases, for instance when you leave the university or transfer to another department.
If you can no longer access Zoom, such as after leaving the University, you may have experienced a recent change to your account type.
Remote Online Notary (RON) requires additional steps to be valid for MN statutes.
Zoom Notes is a Word Processing tool from Zoom that cleanly integrates into your in-meeting experience. 
Zoom Whiteboard is a powerful collaboration tool that allows users to create and manipulate canvases.
You can use the Call-Out feature in a Zoom meeting or Webinar to invite yourself or someone else to join the audio by telephone.
The dual-monitor display feature allows you to see the video on one monitor and the screen share on another monitor simultaneously.
If your webcam is not working with Zoom on your Lenovo laptop, there are some simple troubleshooting steps that you can take using
The Waiting Room feature in Zoom allows the meeting host to control when a participant joins the meeting. Waiting rooms have additional customization features available in the Zoom Portal.
You can register for and take training courses or watch recordings of training courses facilitated by Zoom Trainers in the Zoom Learning Center.
The Zoom for Google Workspace add-on allows you to schedule and join meetings directly from a Google Calendar event. Using the Google Calendar add-on allows you to quickly add a Zoom meeting to any event.
IT Community Group
Participate in discussions and events with faculty, students, and staff who wish to integrate video technology into their work.
Participate in discussions and events with faculty, students, and staff who wish to integrate video technology into their work.
Resources
Article from Geekazine on some simple tips that help with making video conferencing of all types a more pleasant experience for everyone.
This video will provide a walk-through of the features of the 1:Button studio.
Good audio is an essential component for a good meeting.
To mitigate cybersecurity and data privacy risks and to comply with licensing agreements, the University of Minnesota is no longer able to provide Google Workspace, which includes Gmail, for University alumni and reti
Simple steps for embedding YouTube videos and playlists.
Simple steps for embedding YouTube videos and playlists.
To mitigate cybersecurity and data privacy risks and avoid new costs for data stored in Google Workspace, the University will no longer offer @umn.edu accounts to people after they graduate or retire.
Article from Google about how to access Google Drive and share and edit Google documents, slides, sheets, forms and drawings from within a Google Video Call (Hangout).
Google Support document which outlines process for changing the way documents are shared in Google Drive
LinkedIn Learning instructional video on making changes to your view and the sort order in Google Drive
Google Support document on real time communication with another Google user who is also working on the same Google Drive document
This short video from LinkedIn Learning demonstrates how to convert a file into the Google Doc format.
Google Support information on the creation, deletion and moving of a folder in Google Drive
LinkedIn Learning video instructions on how to delete and recover files stored in Google Drive
Google Workspace Learning Center instructions on how to download and print files from Google Drive
LinkedIn Learning instructional video on the ability to collaboratively edit a single document in Google Drive with another Google user.
Limitations on file sizes in Google Drive
Locate a file if its parent folders no longer exist.
Keyboard shortcut commands for use in Google Drive
Google Workspace Learning Center guide on sharing files or folders with specific people, adding comments and replies, making edit suggestions, and working with suggested edits of Google Documents in Google Drive
Important considerations before moving or deleting information in shared folders.
LinkedIn Learning video guide to funcationality and navigation in the Google Drive application
Google Support document with instructions on recovering a Google Drive document
Google provided information on requirements for using Google Drive.
Google Support site reviews process of searching for files in Google Drive
LinkedIn Learning how-to video on searching for files and folders in Google Drive
LinkedIn Learning instructional video on how to share files from Google Drive with other users of Google
Google Support instructional document on sorting files in Google Drive
Suggesting an edit to others working on the same document
Information on tracking changes made to your files stored in Google Drive
Google Support document giving steps to change ownership of documents stored in Google Drive
Google Support document with instructions on uploads to Google Drive
LinkedIn Learning video how-to on uploading files to Google Drive
LinkedIn Learning instructional video on using stars to group files in Google Drive
Google Workspace Learning Center how-to guide on set up and use of Google Drive
A resource discussing several strategies, such as folder structure and tagging, that can help improve your Google Drive when used with departments or teams.
LinkedIn Learning instructional video on contributing to files shared with you through Google Drive
Google Support document outlining how to convert Office files to Google Doc format
LinkedIn Learning instructional video on the sharing of documents through Google Drive and responding to/adding revisions
LinkedIn Learning video instructions on creation and maintenance of folders in Google Drive
The Google Meet Help Center can help learn how to start and join meetings and use different settings in the meeting.
After non-emeritus faculty, staff, and students depart the University, their UMN email and Google Workspace will be closed and the contents within will be deleted—including the accounts of people who retire or graduat
To create a UMN Google Shared Drive, you must use the request form.
To optimize your zoom experience, follow these tips for your device and internet connection.
At the University of Minnesota, Kaltura in Canvas and MediaSpace now use Kaltura’s version 7 (v7) player which brought a number of improvements to both functionality and security.
This resource from CloudFind provides some best practices for using Google Drive with your team.
About Google Storage OfferingsGoogle offers two ways to store your files: Google shared drive and Google My Drive.
YouTube is a video sharing service provided by Google, and all users must abide by Google's terms of service.
Group and section-based permissions give instructors the ability to manage access to meetings and subsequent recordings for certain groups and sections within Canvas courses.
Professional video technicians are available to support your conferences, webinars, meetings, and other live events.
Compare web conferencing tools available at the University; always start with your
Directions on how to add subtitles, closed captioning, and transcriptions to a YouTube video.
Directions on how to add subtitles, closed captioning, and transcriptions to a YouTube video.
YouTube directions for adding subtitles, captioning, and transcriptions to YouTube videos.
YouTube directions for adding subtitles, captioning, and transcriptions to YouTube videos.
Find how-to articles on using YouTube.
Find how-to articles on using YouTube.
Learn answers to commonly asked questions on this YouTube site.
Learn answers to commonly asked questions on this YouTube site.
The following are examples of how University of Minnesota groups have successfully used YouTube.
YouTube: Uploading, Sharing, Embedding video
YouTube: Uploading, Sharing, Embedding video
When using Zoom you have the potential to discuss sensitive data, including personal health information (PHI). Zoom is a secure tool, but you must use it appropriately to ensure HIPAA compliance.
Recording RetentionUniversity of Minnesota Zoom recordings that have been saved to Zoom's cloud storage are managed according to the following t
Before Your Meeting or WebinarSet up Registration.For public events, set up a Zoom registration page. People with a valid email will receive an email with the link to the event.
Self-Help Guides
This self-help guide is an introduction for integrating media into your Canvas course site using Kaltura.
Kaltura is a media management platform for teaching, learning, and outreach.
Place and receive calls from a computer, tablet, mobile device, or a phone using a University telephone number with Zoom Phone.
This self-help guide will help anyone who presents at, schedules, or supports online meetings and webinars through Zoom. To learn more about using Zoom for online office hours or smaller meetings, check out 
Zoom, an online video conferencing system, is now available to the UMN community! Compare Zoom to Google Hangouts
User Stories
The benefits of student group work are well documented: