Zoom
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:
Have internet connection, laptop, or device
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.
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.
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 .
Zoom regularly provides new versions of the Zoom desktop client and mobile app to release new features and fix bugs. We recommend upgrading to the latest version once it is available. You can also check which version you're currently running.
Follow our release notes to stay updated on the latest Zoom releases.
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.
Sign in to your Zoom web portal.
Click Meetings.
Click Schedule a Meeting.
Choose the date and time for your meeting.
(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.
Click Save.
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.
You can test how Zoom works ahead of a scheduled meeting by visiting https://zoom.us/test
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).
click on the Zoom link (it will look something like this: https://ipbes.zoom.us/j/123456789) OR
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)
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.
Open the app and login with your credentials.
Choose Join a Meeting.
Enter the “Meeting ID.”
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.
Google Chrome
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’
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.
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)
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.
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.
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:
Mute/unmute audio
Stop/start video
During the meeting you can invite people to join. (learn more)
Share screen on desktop, tablet and mobile devices. You need to select the application/window that you would like to share. (learn more)
Chat
Leave or end the meeting
QA (Webinar)
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.
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.
If you wish to lower your hand, click the ‘Lower hand’ icon that will have replaced the ‘Raise hand’ icon.
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
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.
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
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.
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.
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
From the Zoom client, choose Share Screen.
Choose to share any open application or one of the following:
Desktop Screen 1
Desktop Screen 2 (if a second monitor is connected)
Whiteboard
iPhone/ iPad
Enable or disable your computer’s sound.
Enable or disable full screen optimization.
Choose Share Screen.
From the Apple application, choose Share Content.
Choose one of the following:
Photos
iCloud Drive
Box
Dropbox
Google Drive
Microsoft OneDrive for Business
Microsoft OneDrive
Website URL
Bookmark
Enter applicable details for sharing the specific content.
From the Android application, choose Share Content.
Choose one of the following:
Photos
iCloud Drive
Box
Dropbox
Google Drive
Microsoft OneDrive for Business
Microsoft OneDrive
Website URL
Bookmark
Enter applicable details for sharing the specific content.
Enter applicable details for sharing the specific content.
Alt+V: Start/Stop your Video
Alt+A: Mute/unmute your Audio
Alt+F: Enter or exit full screen
Alt+Y: Raise/lower hand
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
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.
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.
Encourage participants to use the Raise hand feature when they want to make interventions
Do not share meeting ID on social media or on public sites
Ensure that each meeting has a password
Enable waiting room to check who is attending the meeting
Enable meeting registration
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.
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
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
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.
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
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
Create and save meeting templates to ensure that you have all the required settings for each type of meeting. Find out more
Enable file transfer via the chat area to allow participants to share files and resources during the meeting. Find out more
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
