ZOOM

Meeting and Webinar (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.

If you have any question(s) or need any help, email us at: [email protected]

Prerequisites:

  1. Stable internet connection

  2. A desktop computer, a laptop, or a mobile device (either Android or iOS)

  3. A web camera (optional)

  4. A headset with a microphone: A headset with a microphone allows you to hear and be heard more clearly.

  5. ZOOM desktop client which can be downloaded from: https://zoom.us/download (and select “ZOOM Client for Meetings”). Note that ZOOM Client is needed to listen to Interpretation. You can still join with the browser but only the “floor” languages will be available

  6. 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.

Before joining a ZOOM meeting

Download and install ZOOM app

If you haven’t used ZOOM before click here to download ZOOM prior to the day of the meeting and familiarize yourself with some of the features you may need to use, i.e. sharing screen, mute/unmute microphone, stop/start video etc.

ZOOM Client

  • 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.

  • Download and install the ZOOM application onto your computer.

  • Once the download has completed, open the app then enter login credentials and click on Sign in button .

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 then enter login credentials and click on Sign in button .

Update ZOOM Client

Test call

Please ensure your headphone, microphone and video (optional) is working. You can run a test call at https://zoom.us/test

Join early

Please join the meeting at least 15 minutes before the meeting start time if possible to leave time for troubleshooting any unforeseen issues that might arise.

Scheduling a ZOOM meeting

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.

Joining a ZOOM meeting

Before joining a Zoom meeting on a computer or mobile device, you can download the Zoom app from our Download Center. Otherwise, you will be prompted to download and install Zoom when you click a join link.

  • Each meeting has a unique 9, 10, or 11-digit number called a meeting ID that will be required to join a Zoom meeting

  • If you are joining via telephone, you will need the teleconferencing number provided in the invite.

Join via desktop client

Windows/Mac

  1. Open the Zoom desktop client.

  2. Join a meeting using one of these methods:

    • Click Join a Meeting if you want to join without signing in.

    • Sign in to Zoom then click Join.

  3. Enter the meeting ID number and your display name.

    • If you're signed in, change your name if you don't want your default name to appear.

    • If you're not signed in, enter a display name.

  4. Select if you would like to connect audio and/or video and click Join.

Join via browser

Google Chrome

  1. Open Chrome.

  2. Enter your meeting ID provided by the host/organizer.

  3. Click Join.

    • If this is your first time joining from Google Chrome, you will be asked to open the Zoom client to join the meeting.

    • You can check Always open these types of links in the associated app to skip this step in the future.

    • Click Open Zoom Meetings (PC) or Open zoom.us (Mac).

Safari

  1. Open Safari.

  2. Enter your meeting ID provided by the host/organizer.

  3. Click Join.

  4. When asked if you want to open zoom.us, click Allow.

Microsoft Edge or Internet Explorer

  1. Open Edge or Internet Explorer.

  2. Enter your meeting ID provided by the host/organizer.

  3. Click Join.

Mozilla Firefox

  1. Open Firefox.

  2. Enter your meeting ID provided by the host/organizer.

  3. Click Join.

    • If this is your first time joining from Firefox, you may be asked to open Zoom or the Zoom installer package.

    • To skip this step in the future, check Remember my choose for zoommtg links.

    • Click Open Link.

Join via mobile app

Android

  1. Open the Zoom mobile app. If you have not downloaded the Zoom mobile app yet, you can download it from the Google Play Store.

  2. Join a meeting using one of these methods:

    • Tap Join a Meeting if you want to join without signing in.

    • Sign in to Zoom then tap Join.

  3. Enter the meeting ID number and your display name.

    • If you're signed in, change your name if you don't want your default name to appear.

    • If you're not signed in, enter a display name.

  4. Select if you would like to connect audio and/or video and tap Join Meeting.

iOS

  1. Open the Zoom mobile app. If you have not downloaded the Zoom mobile app yet, you can download it from the App Store.

  2. Join a meeting using one of these methods:

    • Tap Join a Meeting if you want to join without signing in.

    • Sign in to Zoom then tap Join.

  3. Enter the meeting ID number and your display name.

    • If you're signed in, change your name if you don't want your default name to appear.

    • If you're not signed in, enter a display name.

  4. Select if you would like to connect audio and/or video and select Join.

Join via telephone

  1. On your phone, dial the teleconferencing number provided in your invite.

  2. Enter the meeting ID number when prompted using your dialpad.

Note: If you have already joined the meeting via computer, you will have the option to enter your 2-digit participant ID to be associated with your computer. If you have not joined on your computer, simply press # again when prompted to enter in your participant ID.

Join via email

Click the join link in your email or calendar invitation.

Depending on your default web browser, you may be prompted to open Zoom.

Join via messaging

If you are online, with the Zoom desktop client or mobile app, others will have the ability to send you a meeting request via instant message. You will receive an incoming message notification displaying who is calling along with a ringtone. Select Accept to join the meeting with the person who is calling you.

Meeting controls (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. Join Audio or Unmute / Mute : This allows you to connect to the meeting's audio, then once connected, mute or unmute your microphone.

    • Audio controls (click ^ next to Mute/Unmute): The audio controls allow you to change the microphone and speaker that Zoom is currently using on your computer, leave computer audio, and access the full audio options in the Zoom settings.

  2. Start Video / Stop Video : This allows you to start or stop your own video.

    • Video controls (click ^ next to Start/Stop Video): If you have multiple cameras on your computer, you can select which Zoom is using, access the full video controls, and select a Virtual Background.

  3. Chat : Access the chat window to chat with the participants. You can send a private message to an individual user, or you can send a message to an entire group

  4. Share Screen : Start sharing your screen. You will be able to select the desktop or application you want to share. When you are screen sharing, the controls will appear at the top of your screen, but you can drag it to another location.

    • Share Screen controls (click ^ next to Share Screen ): Select who can share in your meeting and if you want only the host or any participant to be able to start a new share when someone is sharing.

  5. Reactions: Meeting reactions, nonverbal feedback, and Raise Hand allow you to communicate issues or feedback to the host or presenter without disrupting the meeting. These reactions are shown on your video panel and next to your name on the participants panel.

  6. Breakout Rooms : Start breakout rooms.

  7. End (only available to the host): Display the following two options.

    • End Meeting for All: End the meeting for yourself and all participants.

    • Leave Meeting: Leave the meeting. You will be prompted to assign a host so that the meeting can continue.

Participating in a ZOOM meeting

Interpretation

  • Interpretation is only available when using the latest version of the ZOOM Client. Please upgrade Zoom client before the meeting.

  • You must join the meeting audio through your computer audio/VoIP. You cannot listen to language interpretation if you use the dial-in or call me phone audio features.

  1. In your meeting/webinar controls, click Interpretation.

  2. Click the language that you would like to hear.

3. (Optional) To hear the interpreted language only, click Mute Original Audio.

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 in-meeting 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

Disabling video

It is possible that during a meeting participants will be asked 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 talking 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

Changing your display name

If your ZOOM display name is not correct you may not be admitted to a meeting. To change a display name while already connected to a ZOOM, follow the steps below:

  1. From inside of the ZOOM room click on the "Participants" icon at the bottom of the window (as shown below).

Zoom_004.PNG

2. A Participants bar will appear on the right side of the screen. Hover over your name and a "More >" button will appear.

Zoom_005.PNG

3. Click on the "Rename" button that will appear after you click on the "More >" button.

mceclip0.png

4. Enter your new name in the "New Screen Name" field and be sure to have the "Remember my name for future meetings" checked.

Zoom_007.PNG

5. After clicking the blue "OK" button, your new name will appear.

Zoom_008.PNG

If you need to change your Zoom display name before entering a room, you can do so through the ZOOM app installed on your desktop.

  1. Open the desktop app.

  2. Click on "Join a meeting" option

  3. A window will open up where you can manually join a meeting (instead of clicking a link).

  4. Enter the ZOOM room number/name if you know it and enter in the display name that you'd like.

  5. Once you join a room with that display name (and you have the "Remember my name" turned on you should have the new display name for all ZOOM rooms that you join.

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