This article covers using Virtual Meetings for individual meetings and small group collaborations. To learn about using virtual meetings for teaching or learning within Canvas, see Virtual Meetings for Instruction.
Wharton offers two supported video conferencing solutions:
Your classes may use a mix of the two tools; be sure to check with your professor.
This feature comparison of BlueJeans and Zoom can help you choose between the two.
Before You Start
You will need the following before you can complete this task:
- An active PennKey account
- Faculty and Staff: admin access to your devices (to install the app)
BlueJeans is a cloud-based cross platform video conferencing service that makes it easy to collaborate with your colleagues. BlueJeans can be started and joined via a PC, Mac, smartphone, or regular landline (audio only). Each meeting can accommodate up to 200 participants and supports recording of the meeting and screen/media sharing. All Wharton students, faculty, and staff have access to BlueJeans.
Install the BlueJeans App
The BlueJeans app is easy to use and gives you access to more features. Although you don't need to have this installed to use BlueJeans, using it will provide a better experience.
- Log in to Virtual Meetings (http://meeting.upenn.edu )
- Go to https://www.bluejeans.com/downloads
- Open the App and enter your full firstname.lastname@example.org email address
- The PennKey sign-in website should launch. Enter your PennKey credentials and sign in
- After successfully signing in with your PennKey, you will be redirected back to the app.
- If you are prompted to add your calendar, we recommend you pick the appropriate calendar app (you can do this step later using the settings menu if you prefer):
- Faculty: choose your Outlook calendar since this will sync with the Virtual Meetings you will schedule through Canvas.
- Students: Choose Google Calendar so your meetings sync with your class calendar.
Accessing Virtual Meetings
If you haven't used your Wharton BlueJeans account yet you must first activate it by visiting http://meeting.upenn.edu, clicking "Login." and logging in with your PennKey.
If your virtual meeting is for a Wharton class, it most likely was created through Canvas. Please log into Canvas first, launch your class, and then choose Virtual Meetings from the left navigation pane.
Although we recommend accessing any virtual meetings created in Canvas by logging in via Canvas, it's also possible to see all your meetings by logging directly into the meeting software.
- Go to http://meeting.upenn.edu OR launch your BlueJeans app.
- Click Login.
- Type in your PennKey username and password.
- Authenticate using two-step verification, if prompted. (Your browser may already be authenticated, in which case this step is not necessary.)
- Once you are logged in, you'll see you have the option to schedule, start or join a meeting.
Scheduling a Meeting
Follow these directions to schedule a meeting (this is not the recommended method for scheduling a meeting for a class that is using Canvas; See Virtual Meetings for Instruction) :
- Log in to Virtual Meetings at http://meeting.upenn.edu
- Click the Schedule Meeting button.
- Enter a title for your meeting in Meeting Title.
- Enter Date and Time.
- You can also choose to tick Repeat Meeting and make more precise date and time settings for a series of meetings.
- Type in the email addresses of your meeting participants. If you don't want to type or copy/paste email addresses in now, you will be able to add them later or copy a link to send to participants separately. You can post this link on Canvas, send it to a mailing list, or distribute it to your class in another way. Be aware that anyone with the link will be able to join your Virtual Meeting, so you should take care not to post it publicly.
- Click the Schedule button. We recommend that you consider using certain advanced settings:
- Click on Advanced Options, then Edit My Meeting Settings
- Scroll down and click on Scheduled Meeting
- Check the box next to the following settings to prevent distracting echoing, feedback, and background visuals and noise for you and other participants:
- Enable Auto-Recording (recommended for classes)
- Mute participants on entry
- Turn off participant video on entry
- Silent participant entry mode
- These settings also ensure that no sound will play as participants enter and exit the meeting. For complete information on advanced settings, see Advanced Features, below.
- To copy the link to your meeting, click the icon next to the meeting URL.
Advanced features are useful in customizing your meetings. You can customize them on a per meeting basis, or for all the meetings that you schedule.
- Scheduled meeting sessions: for meetings that you are scheduling, any changes you make will only affect that meeting.
- Personal settings: if you make changes in your personal settings, that will affect all meetings that you schedule.
For security, moderators have the ability to lock out users from joining their meeting (indicated with a lock icon at the top left corner of their screen).
Zoom is another cloud-based cross platform video conferencing service. Like BlueJeans, Zoom makes it easy to collaborate with your colleagues, and can be started and joined via a PC, Mac, smartphone, or regular landline (audio only). Each meeting can accommodate up to 300 participants and supports recording of the meeting and screen/media sharing. All Wharton students, faculty, and staff have access to Zoom.
Install the Zoom App
The native Zoom app isn't required to use Zoom, but we highly recommend it for the best Zoom experience. Read the article entitled "Logging into Wharton Zoom" for instructions detailing installing and logging into the Windows, Mac, and mobile versions of the app.
Accessing Zoom Meetings
- Go to https://upenn.zoom.us and click "Sign In."
- Enter your PennKey username and password.
- Click Meetings on the left menu.
- The Meetings tab lists all your upcoming Zoom meetings and allows you to schedule new meetings.
Scheduling a Meeting
Follow these directions to schedule a meeting (this is not the recommended method for scheduling a meeting for a class that is using Canvas; See Virtual Meetings for Instruction):
You can also schedule Zoom meetings in Outlook with the Zoom Outlook Add-in.
- Go to https://upenn.zoom.us and click Sign In.
- Enter your PennKey username and password click Log in.
- Click Meetings on the left menu.
- Click the Schedule a New Meeting button.
- Enter the meeting details including:
- Set a Topic. This is required and will be seen by anyone who is invited or attends the meeting.
- An optional Description.
- Date, start time, and duration. The Time Zone defaults to Eastern Time.
- If this meeting will be recurring check Recurring meeting and enter the recursion sequence
- Registration is off by default. If this is enabled all attendees will have to register before the meeting using a form you'll setup after scheduling the meeting. If this meeting is for coursework we recommend you keep this disabled.
- By default all Zoom meeting require a Passcode, which is displayed in the security section. You can customize this passcode, though we recommend you don't disable it. The Zoom Waiting Room is also enabled by default.
- Video can be turned on or off by default on entry for hosts and attendees. The default is off.
- The Audio options for all Wharton Zoom meetings includes both Telephone and Computer Audio. This cannot be changed.
- Additional options, all of which are off by default for meetings, include:
- Enable join before host - If this is enabled attendees can join the meeting and chat before the host arrives.
- Mute participants upon entry.
- Only authenticated users can join - Attendees will have to be signed into Zoom to join this meeting with this setting enabled.
- Breakout Room pre-assign - Breakout Rooms are covered in detail in this article.
- Record the meeting automatically - All attendees will be notified that the meeting is being recorded.
- Click Save to schedule your meeting.
- Your meeting is scheduled. Click the Copy Invitation link to get the meeting details.
- Click Copy Meeting Invitation and paste the information into an email to send to the attendees of the meeting.
-Denotes a BlueJeans feature. Denotes a Zoom feature.
- Auto record/ : best to leave this disabled by default; however, you can record choose to record an individual meeting.
- Start without moderator/Enable join before host: leave this disabled, so that the meeting can go on without you if needed. Use the Moderator setting if you don't want people entering the meeting before you join -- but make sure to give your moderator passcode to anyone else who might need to start the meeting.
- Always encrypt: leave this disabled; if the meeting must be encrypted you can add it.
- Cropping video: leave this disabled, but you can enable the feature if you wish.
- Disable chat messaging: leave this unchecked so people can communicate with you; if you don't want any option to chat, you can disable it by checking the box.
- Mute on entry/Mute participants upon entry: we recommend leaving this disabled, unless you have a specific reason not to have people announce themselves as they join the meeting.
- Participant name in email: leave this disabled, but you can change this setting if you want.
- Turn off video on entry: we recommend leaving this disabled, unless you have a specific reason not to have people be seen as they join the meeting.
- Only authenticated users can join: We recommend leaving this unchecked.
For additional help and support: