Notes

Overview

Zoom Notes are word processor-like spaces that can be used within or outside of Zoom virtual meetings. They can be accessed in several ways, including directly within a meeting window, the Zoom desktop application, and the Tufts Zoom website.

About Zoom Notes:

  • Zoom Notes can be launched, edited, and shared…
    • In-meeting – From the bottom toolbar in the meeting window
      • Anyone can open and use notes privately, without involving other participants.
      • By default, only hosts and co-hosts can share notes with other participants during a meeting. However, note sharing privileges can be given to all participants.
      • Any new notes will automatically be owned by the person who created them.
    • Out-of-meeting – From the Tufts Zoom website or the Zoom desktop application.
  • When sharing in-meeting notes via the steps recommended in the section below, you will have the ability to decide…
    • If you want to open the note in Collaborating or Viewing mode.
      • Collaborating – Everyone can edit the note.
      • Viewing – Other meeting attendees will only be able to view note content.
    • If you want other authenticated (signed in) Tufts users to have persistent access to the note after the meeting ends.
  • Once a note is created in or out of a meeting, the following sharing settings are applied to it by default, but they can be adjusted by the owner of the note:
    • Only the owner of the note can invite other people to it.
      • When inviting people, you can pick the permission level (e.g. editor, viewer, etc.)
    • External (non-Tufts) users can be invited to notes.
    • A shareable link will be available for the note.
      • By default, this link will only be accessible by individuals who were specifically invited to the note.

Accessing Notes from the Zoom Desktop App

  1. Open the Zoom desktop application. If necessary, sign in with the SSO (single sign-on) option and your Tufts credentials.
  2. Click the Notes icon in the top menu.Notes icon
  3. On the Notes page, you’ll have the ability to:
    • Navigate between different collections of notes
    • Search the notes you have access to
    • Open existing notes to work in them
    • Create new notes
    • Manage notes (share, lock, etc.)
    • More!Notes page in Zoom desktop app

Opening a Note

  1. Click on a note to open it.
  2. The note will appear similar to what is pictured below. Depending on your role in the note, you will have the ability to:
    • Edit the note
    • Rename the note
    • Share the note
    • Lock or delete the note
    • More!Opened note

Sharing a Note

  1. While you are either inside or outside of the note, find the Share button and click on it.share button
  2. A window will open where you can:
    • Invite specific people to the note and select their permission level (e.g. editor, viewer, etc.).
    • Manage the permissions of people who already have access.
    • Allow anyone with access to the note to invite others at or below their permission level (off by default).
    • Allow external users to participate in the note (on by default).
    • Copy a link to the note and adjust link permissions. (By default, this link is only accessible to people who are specifically invited to the note, but access can be adjusted.)sharing window

Accessing Notes from the Tufts Zoom Website

  1. Visit the Tufts Zoom website and log in with your Tufts credentials.
  2. Select Notes in the left-hand navigation menu.
  3. The Notes page will load. On the Notes page, you’ll have the ability to:
    • Navigate between different collections of notes
    • Search the notes you have access to
    • Open existing notes to work in them
    • Create new notes
    • Manage notes (share, lock, etc.)
    • More!Notes page on Tufts Zoom website

Opening a Note

  1. Click on a note to open it.
  2. The note will appear similar to what is pictured below. Depending on your role in the note, you will have the ability to:
    • Edit the note
    • Rename the note
    • Share the note
    • Lock or delete the boardopened note

Sharing a Note

  1. While you are either inside or outside of the note, find the Share button and click on it.Share button
  2. A window will open where you can:
    • Invite specific people to the note and select their permission level (e.g. editor, viewer, etc.).
    • Manage the permissions of people who already have access.
    • Allow anyone with access to the note to invite others at or below their permission level (off by default).
    • Allow external users to participate in the note (on by default).
    • Copy a link to the note and adjust link permissions. (By default, this link is only accessible to people who are specifically invited to the note, but access can be adjusted.)sharing window

Accessing Your Notes

  1. Click on the Notes icon in the bottom toolbar.Notes icon
  2. The Notes panel will open. From here, you can:
    • Navigate between different collections of notes
    • Search the notes you have access to
    • Open existing notes to work in them
    • Create new notes
    • Manage notes (share, lock, etc.)
    • More!Notes panel

Opening a Note

  1. Click on a note to open it.
  2. The note will appear similar to what is pictured below. Depending on your role in the note, you will have the ability to:
    • Edit the note
    • Rename the note
    • Share the note
    • Lock or delete the board
    • More!Opened note

Sharing a Note with the Meeting

  1. While the note is open, click on the Share button.note sharing options
  2. A window will open where you can:
    • Invite specific people to the note and select their permission level (e.g. editor, viewer, etc.).
    • Share the note with all of the participants in the meeting. When sharing to the meeting, you can choose if you want to open the note in Collaborating or Presenting mode. You can also choose whether or not you want to give verified meeting participants persistent access to the note after it is closed.additional sharing optoins
    • Manage the permissions of people who already have access.
    • Allow anyone with access to the note to invite others at or below their permission level (off by default).
    • Allow external users to participate in the note (on by default).
    • Copy a link to the note and adjust link permissions. (By default, this link is only accessible to people who are specifically invited to the note, but access can be adjusted.)

Adjusting Note Sharing Privileges

By default, anyone in the meeting can use notes, but only hosts and co-hosts will have the ability to share notes with the rest of the meeting attendees. However, this setting can be adjusted via the directions below. We recommend you do this from the Notes menu as it allows for more fine control.

(Recommended) From the Notes Menu

Click on the up arrow next to the Notes icon in the meeting toolbar. A window will open where you can manage sharing settings, including:

  • Allow participants to share note – This is OFF by default, so only hosts and cohosts can share notes during the meeting. If this is turned on, anyone in the meeting can share a note and the additional option below becomes available.
    • Who can start sharing when someone else is sharing? – By default, this is restricted to Host only.advanced sharing options

From the Security Menu

Click on the Security icon in the bottom toolbar. Under “Allow All Participants to,” the Share Notes setting will be off by default. Clicking on the setting will turn it on.

Note sharing option in the Security menu

 

  1. Visit the Tufts Zoom website and log in with your Tufts credentials.
  2. Select Settings in the left-hand navigation menu.
  3. Select the Notes tab toward the top of the page.
  4. Notes settings for your Tufts Zoom account will display on the page.