Zoom Guide

Why Use Zoom

Zoom is a video conferencing tool that allows you to create a webinar bringing all your students together, virtually, and live.

Before You Begin, Test your System

Before you begin, test your system:

1. Hardware requirements: You will need a computer with stable internet connectivity and headphones or speakers. You’ll need a microphone attached to, or built into, your computer. Test the microphone to make sure it is working. Set the sound level so your audio is easy to hear. To do that:

a. Right-click on the speakers icon found at the lower right corner of your desktop

b. Choose Sound Settings or Recording devices (depends on your windows type). A pop up window will open

c. Under the Recording tab> You can view all microphones available on your computer Disable the microphones you will not be using and keep the microphone you will be using enabled Try to say something or tap on your computer and you’ll see the levels besides your microphone name light up in green. This means others will be able to hear you when you speak

d. When done setting up your recording microphone, select the Playback tab Under the Playback tab> You can view all playback devices available on your computer Disable the ones you will not be using and keep the one you will be using enabled To test if you can hear your audio, right-click on the playback device and select Test You will hear few ringtones. This means that you can hear when others speak

It is recommended that the instructor only use a microphone and that students ask their questions by chat. It is recommended that the instructor only use a webcam.

2. Test your system: As far in advance as possible, run the Zoom Test: http://zoom.us/test to

check that your system is set up adequately for participating in the webinar.

3. Connect to the meeting room 20-30 minutes before the event start time to make sure everything is technically ready

Sign Up for Free

With the free version, you can host an unlimited number of meetings, each up to 100 participants, with 40 minutes limit on group meetings.

Download the Zoom Desktop Client (Windows or Mac): Download File

When the download is completed, Launch Zoom. Click on sign in to start or schedule your own meeting.

To sign in, use your Zoom, Google, or Facebook account. If you do not have an account, click Sign Up Free.

Schedule a Meeting

After signing in, you will see the Home tab, where you can click these options: o New Meeting: Start an instant meeting. Click the downwards arrow to enable video o Join: Join a meeting that is in progress o Schedule: Set up a future meeting. This is the option you will be using to schedule a

meeting with your students o Share Screen: Share your screen in a Zoom Room by entering in the sharing key or

meeting ID

o Date and time with background image: To change the background image, hover over the picture and click the camera icon

Click on Schedule> The Schedule Meeting window will open Enter the required information as per the screenshot below

Once you click on schedule, an automatic outlook email invite will open. It contains the meeting link and ID. You can forward this invite to your students or copy the Join Zoom Meeting Link and send it to your students in a separate email / add it to the Moodle course

Host your Meeting

When the meeting is due, open the Zoom Meeting Link in your browser

The Launch application will open, indicating that the link needs to open within an application Select Zoom Meetings > Click Open Link > Sign in

Click on Start to start the meeting As a host, you must start the meeting for the participants to be able to join

As the meeting starts, a pop up window will open asking you to select an audio option o Click on Test Speaker and Microphone, and follow the on screen instructions you will

receive o After testing, click on Join with Computer audio

The main meeting room will open as illustrated below:

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Once you have started or joined a meeting, you can access the meeting controls located at the bottom of the meeting window (move your mouse in the Zoom window to display meeting controls). These are:

o Mute: You can mute yourself whenever you do not wish to share your audio o Start Video: Click on this option to share your camera with participants o Invite: Click on this to invite more people o Manage Participants: From here you can view the list of participants in your meeting. As

a host, you can mute participants to restrict them to use the chat only for questions. This results in a smoother experience

o Share: Use this button to share your screen (you can share your PowerPoint and explain it slide by slide as you would do in a face to face session, you can share a webpage for demonstration purposes, etc…) Select the item you want to share> Click Share Click the arrow next to share for advanced sharing settings and choose the option you want

o Chat: Click on chat to chat with participants o Record: Choose Record on this computer

You can record the meeting and post the recording to participants. This is ideal to share with attendees who were not able to join your live session

o End Meeting: When the meeting ends, click End Meeting > End Meeting for all

It is recommended that you join a test meeting to familiarize yourself with meeting controls before joining a scheduled meeting.

Note for the students End

Students can join the meeting without signing in

When you send the Meeting link to students, add to it another paragraph for them to test their systems as well ahead of time: How to attend:

Test your system: As far in advance as possible, run the Zoom Test http://zoom.us/test to check that your system is set up adequately for participating in the webinar.

Hardware requirements: You will need a computer with stable internet connectivity and headphones or speakers. You may be able to use a microphone for questions during the Q&A, but you can always send questions to the speaker by chat. You will not need a webcam.

Connect to the meeting room 5-10 minutes before the event start time