Mandatory 10-digit dialing

On 10/24/2021 there was a Mandatory 10-digit dialing change in 82 area codes nationwide. Callers are now required to dial 10 digits when making within the area codes listed on PDF.

With our Mitel phone system, desktop phone users are now required to dial 1+Area code+Phone number when making calls within the 650 area code, this includes FAX lines, call forwarding, speed dials, etc.

Zoom for Beginners

The following video and slides were generated by Victor Quintanilla as part of the “Zoom for Beginners” training. This post will be updated as more resources become available.

Zoom Training Slides PDF

Zoom Training Recording

Zoom Getting Started Official Documentation:

Download the Zoom Client (Mac or Windows):

Zoom Support:

Zoom Breakout Rooms:
Zoom 101: Breakout Rooms

Zoom Polling:
Zoom 101: Polling (In-meeting)

Zoom Manage Participants:
Zoom 101: Manage Participants (In-depth) 

Screen Share & Annotation:
Screen Share & Annotation for EDU

How to use Waiting Rooms to Manage Office Hours & Drop-In Visitor Times:

Comprehensive Guide to Educating through Zoom:

How-to videos to help users get started with Zoom:

Zoom FAQ: Troubleshooting Blank, Grey, or Black Screen During Video Playback While Screen Sharing:

SMCCD VPN with Multi-factor Authentication

During the COVID-19 pandemic, network security has become more important than ever. In order to best protect our student, faculty, and staff data, the SMCCD GlobalProtect VPN now supports multi-factor authentication.

If you need a VPN connection to complete tasks that are necessary to for your role, please have your Dean or Vice President contact Aaron Soo to authorize the use of VPN.

Once you have been authorized, please see the following tutorial for assistance on getting started.

You will need a password to access this video, which Aaron will provide to you via email once you have been approved.

You have likely already used multi-factor authentication in the past when using online services such as online banking or email.

ITS recommends downloading OneLogin Protect for the fastest experience when using multi-factor authentication.

Preventing “Zoombombing”

With the increased usage of Zoom to deliver content to our students, there has also been an increase in “Zoombombing”. Zoombombing means that uninvited guests attend your Zoom meeting without your knowledge which can cause significant interruptions.


Open your SMCCD Zoom Account and navigate to the “Settings” page under “Personal” in the navigation bar.

On the Settings page, please make sure that the following options are toggled correctly:

  • Join before host – OFF
  • Mute participants upon entry – ON
  • Private chat – OFF
  • File transfer – OFF
  • Screen sharing – ON with “Host Only”
  • Disable desktop/screen share for users – ON
  • Annotation – OFF
  • Remote control – OFF
  • Allow removed participants to rejoin – OFF
  • Waiting room – ON
  • Authentication Profile – ON

To better understand what each of the settings does within Zoom, ITS recommends reviewing each of the settings below.

Join before host

The participants could be having a party without you there to monitor.

Recommendation: Turn off

Mute participants upon entry

Barking dogs and crying babies can take over your meeting unintentionally. So can the participant who is singing their favorite heavy metal song at the top of their voice.

You might also consider disallowing participants to unmute themselves. In that case, participants can use the “Raise hand” feature or the chat room to indicate when they want to speak. You can manually unmute them.

Recommendation: Turn on

Private Chat

The chatroom is one of the key ways to get live feedback and participation with your participants. We want to see all the communication that is happening. Disabling private chat will help tamp down any possible bullying or harassment during your meeting. They can use discord or text messages if they need a backchannel.

Recommendation: Turn off

File transfer

The ability to send files to your participants is very handy for you. Not so helpful if the participants are sending inappropriate (even unintentionally) files/gifs/images to the group. Put your files on Dropbox, 3C Media, Google Drive, etc. and give them download links.

Recommendation: Turn off

Screen sharing

Your company department meeting is a great place for colleagues to share their business work with the group. Your classroom might not be. Participants can take over the session share and put anything they would like on-screen for all in attendance. You can make a participant a co-host if you would like someone else to share their screen.

Recommended: Turn on “Host Only”

Disable desktop/screen share for users

We don’t need to see the personal photos and information of your co-host when they share. This setting will enable them to share an Application (Powerpoint, Firefox, Chrome, Powershell, etc.) only. You should consider only sharing applications yourself.

Recommendation: Turn on


Annotation gives you the ability to “draw” over the screen. It also gives that to your participants. They can draw anything that comes to mind over your presentation, your face, or anything else.

Recommendation: Turn off

Remote control

This is a handy support feature in a 1:1 session. You don’t want participants constantly requesting remote control of your desktop during meetings.

Recommendation: Turn off

Allow removed participants to rejoin

When you kick someone out of your meeting for any reason, they shouldn’t be able to come back.

Recommendation: Turn off

Waiting Room

This is perhaps the most useful feature to help control your meeting or classroom. All participants will enter the waiting room before joining the main session. This allows you to let participants in as you are ready to receive them.

Recommendation: Turn on and customize

Authenticated Users

Authentication profiles, allow hosts to restrict participants who can join a meeting or webinar to those who are logged into Zoom, and even restrict it to Zoom users who’s email address uses a certain domain.

If a participant tries to join the meeting or webinar and is not logged into Zoom, or logging in with the specified email domain, they will receive the following message:

Recommendation: Turn on and configure

Dreamforce 2019

In the Education Cloud Keynote at Dreamforce 2019, CTO Daman Grewal and Vice President of Planning, Research and Institutional Effectiveness Karrie Mitchell spoke about San Mateo’s Salesforce implementation. The following film, premiered during the keynote, highlights the impact Salesforce will have on student success across our District.

Dreamforce Higher Education Keynote video
To find out more, view the full Education Cloud Keynote Address.

How to Encrypt Email in Outlook 2016

Open Outlook and choose New Email.

In the email message, choose Options, select Encrypt and pick the encryption that has the restrictions that you want to enforce, such as Encrypt-Only or Do Not Forward

Listing of message encryption options in Outlook 2016
You can send this encrypted message to other employees with the same Outlook version or higher.

Alternatively, you can use the word “ENCRYPTED” in the subject line of your email. This is a workaround for various Outlook version issues. This works on Windows & Macs.

Use the word 'Encrypted' in the subject line as an alternative approach

Adding Zoom to your Canvas Course

ITS has added the Zoom LTI to Canvas. The LTI is now available to all faculty who wish to use it. The following steps detail how to add Zoom to your Canvas course’s navigation.

Note: Before using the Zoom LTI, you must first Sign up For SMCCCD Zoom by clicking the “Sign In” button and logging in with your District username and password.

Installing Zoom LTI Pro in Course Navigation

  1. Login to Canvas and navigate to the course where you would like to add Zoom.
  2. Click Settings.
    location of Settings menu in Canvas
  3. Click Navigation
    location of Navigation tab in Canvas Settings
  4. Drag Zoom from the hidden items to the place where you would like it to appear in the Navigation.
    animation showing Zoom being dragged from inactive 'disabled' pages to course navigation
  5. Click Save. You are now ready to begin using the Zoom LTI in Canvas!

Migrating from CCConfer to SMCCCD Zoom

ITS has added our own SMCCCD Zoom account for all employees to better serve our students, faculty, and staff. The following instructions detail each step of the migration process to assist you in migrating your account from CCConfer to SMCCCD Zoom.

    1. If you have already signed up for a Zoom account with CCConfer, you will need to sign out of your account prior to migrating to the SMCCCD account. You can view if you are signed in via CCConfer under the “Personal Meeting ID” section, highlighted in a red rounded rectangle in the following screenshot:
      Location of Personal Meeting ID and URL showing CCConfer as the account
    2. Sign out of the CCConfer account using the “Sign Out” button in the upper right hand corner of your profile screen.
      Location of 'Sign Out' button in Zoom interface

    3. Once you have successfully logged out of the CCConfer Zoom, navigate to SMCCCD Zoom Login. The landing page should look like the following image:
      SMCCCD Zoom landing page
    4. Login using OneLogin, shown below, which uses the same username and password as your District provided email address (
      OneLogin landing page
    5. Once you have logged in succesfully, the following screen will give you the option to Switch to the New Account, which is highlighted by a red rounded rectangle in the following image.
      Screen showing the option to switch to the new Zoom account
    6. Zoom will ask you to “Acknowledge and Switch” to your new SMCCCD-provided Zoom account.
      Terms of migration showing 'Acknowledge and Switch' button
    7. If successful, you will see a confirmation that an email has been sent to your SMCCCD email address.
      Email Confirmation of Zoom migration notification
    8. The email will contain a link to activate your account, “Switch your Zoom account to NewAccount”. Click on that link to confirm that you would like to migrate your account. Note: the account that you are migrating to is SMCCD (
    9. Once you have clicked the link from the Zoom email, you will see the following Confirmation that the migration was successful. Click the Sign In Now button to use your new Zoom account.
      Screen after confirmation of email to log in to SMCCCD Zoom

    For faculty, we also recommend the next tutorial:

    How to Add Zoom to your Canvas Courses