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Communication tools

IT Service

Communication tools

Microsoft Outlook

Though primarily an email client, Microsoft Outlook also includes functions such as calendaring, task managing, contact managing, note-taking and more.

For more information please visit our Microsoft Outlook page.

Microsoft Teams

Microsoft Teams is a powerful hub for communication and collaboration in Microsoft 365 featuring instant messaging, audio/video conferencing and much more.

For more information please visit our Microsoft Teams page.

Zoom and other services

Microsoft Teams is the University’s officially supported collaboration and communication platform, and as such is the most integrated and up to date platform from a feature set and security perspective.

It is preferred that staff and students use Teams or Blackboard Collaborate for teaching and remote learning/tutorial sessions. Whilst there is nothing wrong with Zoom right now, it isn’t supported by IT Service beyond it’s installation, and often to get the best functionality from it requires a paid licence.

What should I be aware of if I use Zoom or other unsupported services?

Zoom has suffered from security issues, which although now patched, means we would advise caution with it’s use.

We also can’t control what happens to data used on the platform so if it must be used then take we require users to take the following precautions as a minimum:

  • Do not use your University credentials including your University password to register for/use the service
  • Do not share files using the service
  • Do not share confidential/personal/sensitive data
  • Do not record sessions
  • Do setup the meeting with a strong passwords for participants to join and to restrict access for those it is intended for

Can I get support when using Zoom?

IT Service support for Zoom is limited to the installation of the application on your University device.

IT Service would much prefer staff and students use fully supported University solutions such as Teams and Collaborate for the best experience and security protection but if they insist on using Zoom they should take all the precautions listed above.

How do I install Zoom? (Windows)

The recommended communications app for video meetings is Microsoft Teams however, we understand that Zoom is occasionally required when meeting with external colleagues. Please ensure you follow the above guidance ‘What should I be aware of if I use Zoom or other unsupported services?’

Installing Zoom for a single user does not require IT/Admin rights.

To install Zoom please follow the instructions below:

  1. Go to https://zoom.us/download
  2. Select Download under ‘Zoom Client for Meetings’
  3. Once the installer as downloaded, go to your Downloads folder then double click the ZoomInstaller.exe installer to run it
  4. The installation will complete automatically. Leave the option ‘Automatically keep Zoom desktop client up to date’ checked.
  5. Select Done to complete the process. You will now find the Zoom app within the Windows start menu.

How do I update the Zoom desktop app? (Windows)

When Zoom is installed, it is set to automatically update by default.

To check you have the latest version, please follow the instructions below:

  1. Open the Zoom desktop application
  2. Within the Home tab, select your profile picture in the top-right corner. If you haven’t set a custom profile picture, it will show your initial by default.
  3. Select Check for updates

How can I learn to use Zoom?

IT Service would much prefer staff and students use fully supported University solutions such as Teams and Collaborate for the best experience and security protection but if they insist on using Zoom they can learn to use it using the resources linked below:

https://learning.zoom.us/learn

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