ZOOM

https://zoom.us/

Introduction

Zoom is a video conferencing tool used for meetings and webinars. Meetings and webinars can be attended via phone and computer. Meeting participants will receive an event invitation via email. You can also join a test meeting to familiarize yourself with Zoom.

Prerequisites:

  1. Have internet connection, laptop, or device

  2. The URL of the meeting or the meeting ID. If you are joining via telephone, you will need the teleconferencing number provided in the invite.

ZOOM desktop client and mobile app:

How to install ZOOM applications

ZOOM Desktop

  • Go to ZOOM download center https://zoom.us/download then click on the Download button under “Zoom Client For Meetings”.

    • This application will automatically download when you join your first Zoom Meeting.

  • Once the download is complete, proceed with installing the Zoom application onto your computer.

ZOOM Mobile app

  • Go to ZOOM download center https://zoom.us/download then click on the Download button under “Zoom Mobile Apps”. Or, on your mobile device, navigate to the app store compatible with your device: Google Play store for Android users or Apple's App Store for iOS users.

  • Download and install

  • Once the download has completed, open the app. You will be prompted to sign in.

  • Enter login credentials and click on Sign in button .

How to upgrade/update to the latest version

Scheduling meetings

There are many ways to schedule a meeting, including the Zoom web portal, through the Zoom client, or with one of our extensions or plugins. Here are some basic instructions for scheduling your first meeting.

  1. Sign in to your Zoom web portal.

  2. Click Meetings.

  3. Click Schedule a Meeting.

  4. Choose the date and time for your meeting.

  5. (Meeting Options) Select any other settings you would like to use. For example:

    • Allow participants to join before start time: This option permits participants to join the meeting without you or before you join. The 'Allow participants to join anytime' can be found under Meeting Options.

  6. Click Save.

Starting a test meeting

You can join a test Zoom meeting to familiarize yourself with the Zoom and test your microphone/speakers before joining a Zoom meeting. Visit zoom.us/test and click Join.

Zoom test call

You can test how Zoom works ahead of a scheduled meeting by visiting https://zoom.us/test

Zoom Test Service available on https://zoom.us/test

Join a Zoom meeting

Participants can join a meeting by clicking the provided meeting link or by going to join.zoom.us and entering the meeting ID provided in the invitation email.

Before joining a Zoom meeting on a computer or mobile device, you can download the Zoom app from the Zoom download center. Otherwise, you will be prompted to download and install Zoom when you click a join link. (learn more).

  1. click on the Zoom link (it will look something like this: https://ipbes.zoom.us/j/123456789) OR

  2. Go to https://ipbes.zoom.us/join and Enter the Meeting ID that you have been provided with in the appropriate field and click ‘Join’ (the Meeting ID will be a 9 or 10 digit number)

Join a Meeting

Join from a mobile Device

If you are joining from a mobile device you will be prompted to download the Zoom Cloud Meetings app from the applications store. See here for more platform specific details.

  1. Open the app and login with your credentials.

  2. Choose Join a Meeting.

  3. Enter the “Meeting ID.”

Join from Zoom desktop client

Joining from a computer: install required software

When entering a Zoom meeting for the first time from a computer you will need to download a small application file. This process is easy to complete on all commonly used browsers. See examples below:

Mozilla Firefox

Click ‘Save File’ and follow the instruction in the orange box.

Firefox Zoom Install

Google Chrome

Google Chrome Zoom Install

Google Chrome should automatically download the file and point to it as shown above. Clicking on the Zoom_launcher.exe file will install Zoom, there will be a short pause before a blue progress bar appears indicating the installation.

If an ‘Application Launcher’ or ‘External Protocol Request’ box appears simply tick the ‘Remember my choice…’ option box and then click ‘OK’

Zoom Application Launcher Zoom External Protocol Request

Just before entering the meeting you will be prompted to enter a display name. This name is simply to identify you in the meeting.Please enter both your given and family names.

Zoom Name

Joining from a computer: audio settings

You will then be prompted how you wish to join your audio. If you wish to join audio via the telephone, follow the instructions further down, otherwise simply select Join Computer by Audio (TIP: by ticking the “Automatically join audio by computer…” option box first, will mean you won’t get prompted again in the future)

Join Audio by Computer

Join via Telephone

You can join a Zoom meeting via teleconferencing/ audio conferencing on telephone. This is useful in occasions where:

  • you do not have a microphone or speaker on your computer,

  • you do not have a smartphone (iOS or Android) while on the road, or

  • you could not connect to a network for video and VoIP/ computer audio.

If you would like to attend a Zoom meeting via telephone you will need to get check if the country you would like to dial from is available here https://zoom.us/zoomconference. Then enter the Meeting ID and PIN (if required) when prompted.

Please note calls will be charged at standard national rates.

Join via Computer & Audio via Telephone

It is possible to use a combination of computer for video and phone for audio.

If you use this option, then enter by computer first and select the Join By Phone tab when the audio pop-up window appears (see example below). This will display countries which have a “local” dial in number by clicking on the flag icon), as well as the Meeting ID to enter and your Participant ID.

Dial in as noted above, however after entering the Meeting ID, you will be prompted to enter your Participant ID. Simply enter this number followed by # and your video and audio will then be synchronized.

Join Audio by Telephone

Navigating Zoom

The Zoom Menu bar

Zoom navigation

Once you have joined a meeting, the Zoom menu bar appears at the bottom of the Zoom window. You can perform the following actions from the menu bar:

  1. Mute/unmute audio

  2. Stop/start video

  3. During the meeting you can invite people to join. (learn more)

  4. Share screen on desktop, tablet and mobile devices. You need to select the application/window that you would like to share. (learn more)

  5. Chat

  6. Leave or end the meeting

  7. QA (Webinar)

Participating in a Zoom meeting

Raising Your Hand

As the non-speaker if you wish to ask a question or make a point during a meeting it is good protocol to use the ‘Raise Hand’ facility.

Press the spacebar to 'Raise hand'

If the tool bar is not showing at the bottom of the Zoom window, place your cursor over the Zoom window so it appears and select the ‘Participants’ icon.

Participants Icon

A window listing other participants will appear, there is also a ‘Raise Hand’ icon, click the icon to make it known to the Host that you would like to raise your hand.

Raise Hand

If you wish to lower your hand, click the ‘Lower hand’ icon that will have replaced the ‘Raise hand’ icon.

Lower Hand

The following command can be entered via DTMF tones using your phone's dialpad while in a Zoom Meeting:

  • Star (*) 9 - Toggle raise/ lower hand

Using Chat

You can use the ‘Chat’ facility to send text chat to all participants or privately to specific participants.

Click on the ‘Chat’ icon in the tool bar, again hover your mouse over the Zoom window if you can’t see the tool bar.

Chat Icon

A chat window will then open. Select ‘Everyone’ or the name of the person you wish to send a chat message to. You can upload and share files with other participants during the meeting by clicking on "File". Files must be in the following formats: pdf, jpeg, jpg, doc,docx, pptx and ppt

Zoom chat with file upload

Disabling video

It is possible that during the conference participants will be ask to turn off their cameras and move to audio only, particularly if there are problems with the available bandwidth.

To do this simply click on the camera icon at the bottom of the Zoom window.

Stop Video

Disabling microphone (mute function)

It is recommended to mute your microphone when you are not speaking to reduce background noise and improve audio quality.

To do this simply click on the Mute icon at the bottom of the Zoom window.

Stop Video

The following command can be entered via DTMF tones using your phone's dialpad while in a Zoom Meeting:

  • Star (*) 6 - Toggle mute/ un-mute

Sharing content

Sharing content from Zoom desktop client

  1. From the Zoom client, choose Share Screen.

  2. Choose to share any open application or one of the following:

    1. Desktop Screen 1

    2. Desktop Screen 2 (if a second monitor is connected)

    3. Whiteboard

    4. iPhone/ iPad

  3. Enable or disable your computer’s sound.

  4. Enable or disable full screen optimization.

  5. Choose Share Screen.

Sharing content from iphone/iPad

  1. From the Apple application, choose Share Content.

  2. Choose one of the following:

    1. Photos

    2. iCloud Drive

    3. Box

    4. Dropbox

    5. Google Drive

    6. Microsoft OneDrive for Business

    7. Microsoft OneDrive

    8. Website URL

    9. Bookmark

  3. Enter applicable details for sharing the specific content.

Sharing content from Android

  1. From the Android application, choose Share Content.

  2. Choose one of the following:

    1. Photos

    2. iCloud Drive

    3. Box

    4. Dropbox

    5. Google Drive

    6. Microsoft OneDrive for Business

    7. Microsoft OneDrive

    8. Website URL

    9. Bookmark

    10. Enter applicable details for sharing the specific content.

  3. Enter applicable details for sharing the specific content.

Keyboard shortcuts for common actions

Participant shortcuts

  • Alt+V: Start/Stop your Video

  • Alt+A: Mute/unmute your Audio

  • Alt+F: Enter or exit full screen

  • Alt+Y: Raise/lower hand

Meeting organiser/presenter shortcuts

  • Ctrl+Alt+Shift: Move focus to Zoom's meeting controls

  • Ctrl+2: Read active speaker name

  • Alt: Turn on/off the option “Always show meeting control toolbar” in Accessibility Settings

  • Alt+M: Mute/unmute everyone except host Note: For the meeting host only

  • Alt+S: Launch share screen window and stop screen share Note: Will only work when meeting control toolbar has focus

  • Alt+T: Pause or resume screen share Note: Will only work when meeting control toolbar has focus

  • Alt+R: Start/stop local recording

  • Alt+C: Start/stop cloud recording

  • Alt+P: Pause or resume recording

  • Alt+N: Switch camera

  • Alt+H: Display/hide In-Meeting Chat panel

  • Alt+U:Display/hide Participants panel

  • Alt+I: Open Invite window

  • Alt+Shift+T: Screenshot

Tips for meeting organizers

Audio quality

Mute participants that are not speaking. You can use Alt+M to mute everyone except the host. Disable video of participants who have poor audio quality.

Engagement

  1. Encourage meeting participants to switch on their videos especially when they are speaking. The host can prompt a participant to start video sharing. Disable video to block unwanted, distracting, or inappropriate gestures on video.

  2. Encourage participants to use the Raise hand feature when they want to make interventions

Security

  1. Do not share meeting ID on social media or on public sites

  2. Ensure that each meeting has a password

  3. Enable waiting room to check who is attending the meeting

  4. Remove unwanted or disruptive participants. From that Participants menu, you can mouse over a participant’s name, and several options will appear, including Remove and Put in Waiting Room. Click Remove to kick someone out of the meeting. If this is not responding use the Put in Waiting Room option.

Registration

Enable meeting registration. This will allow you to restrict participation to people who have registered for the meeting. Find out more

You will not be able to export the list of participants if meeting registration is disabled

Recordings

  1. Consider setting up audio transcripts. The quality of the transcripts is fairly good and can ease the report writing work. The transcript will be exported in .vtt format which can be opened with a text editor like notepad. Find out more

  2. Consider enabling automatic recording if you are planning to record the meeting. Meeting hosts often forget to initiate the recording after the meeting has started.

In meeting chat recording

You can save chats manually but there is a risk of forgetting to do this. It is recommended to enable auto-saving of chat messages which is off by default.

To enable in meeting chat recording see the guidelines under Auto-saving chat here

Auto saving chat

If you forget to enable autosaving chat or if you fail to manually download recording at the end of the meeting you will not be able to recover the chat history

Meeting templates

Create and save meeting templates to ensure that you have all the required settings for each type of meeting. Find out more

In meeting file transfer

  1. Enable file transfer via the chat area to allow participants to share files and resources during the meeting. Find out more

  2. Limit the types of files that participants can share. See the hint below for the recommended file extensions

.pdf,.doc,.docx,.jpeg,.jpg,.ppt,.pptx,.png