Hosting an Online Meeting Using Zoom

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1 Hosting an Online Meeting Using Zoom Tip Sheet Created by: Mariah Bates Ken Desautels Stefanie Fude Isabel Walters

2 Getting Started with Zoom Visit Zoom.us to get started. The homepage will appear as follows: 1. A couple of features on the homepage to note as you get started: Help: Click on the Help Button at the bottom of the page to chat with customer services Videos: The icons across the page represent different features available. Instructional videos are available for each topic 2. Creating your Zoom account Click the Sign Up, It s Free button on the home page Follow the prompts given. You will enter your address, name, and create a password During set-up, you have the option to invite colleagues to use Zoom. You can also skip this step. 3. Testing your connection After your account is created, you will the following screen. To test your connection and explore features, select Start Meeting Now

3 You will be prompted to download the Zoom computer application. Follow your computer s prompts to complete the download. If you are using a work or public computer, you may need to contact technology services to download applications. After the download is complete, your meeting should automatically open. Congratulations! You are now ready to use Zoom!

4 Chatting during your meeting Use the online chat feature to connect with participants when video or audio may not be available. NOTE: Images for this section show examples of accessing chat via mobile device 1. Opening Chat Select the Participants icon to see who has joined the meeting. Select the Chat icon to open the dialogue box. 2. Messaging participants with chat To send a message to one specific person, click the send to button and select the desired recipient To send a message to the entire group, click the send to button and click everyone.

5 Screen Sharing Your Meeting Screen sharing during an online meeting allows you to share content, connect with other participants, and foster deeper collaboration. 1. Sharing your screen One the Zoom application has been downloaded and initiated, a menu bar will appear on the bottom of your screen. Select the icon on the toolbar labeled "Share Screen". Selecting a screen After clicking the Screen Share icon, the following control bar will appear. Select the screen you would like to share with the meeting participants. 2. Selecting Desktop 1 will share your computer screen with participants. This option is great for demonstrating how to use a program or giving other instructions. The Whiteboard option is perfect for sharing ideas, brainstorming as a group or layout meeting agenda notes. An example of the Whiteboard sharing option can be seen below.

6 The iphone/ipad selecting is a great feature for users on the go or to share different apps/functions from an Apple product The Camera feature allows you to demonstrate an action in real time. 3. Switching between screens during session Once you have selected a screen to share you can switch to a different screen by clicking on New Share on the menu bar. 4. Pausing screen share While sharing your screen you can pause your share by selecting Pause Share. See below: 5. Resuming screen share If you paused your screen share you can re-share your screen by selecting Resume Share. See below:

7 Recording Your Online Session Recording your Zoom meeting allows you to reference past meetings and share with colleagues/peers unable to attend the meeting. 1. Start your recording Select the More button on the far right of the menu bar that appears when the Zoom application is initiated the selection will expand Select the Record option (Cmd-Shift-R for MAC or Alt+R for PC)

8 The recording will start immediately. A recording indicator will appear next to your session ID. While your meeting is recording, all activity audio, web cam, whiteboard activity will be captured. 2. Stopping your recording Select the More option as before Select Stop Recording (Cmd-Shift-P for MAC or Alt+R for PC) 3. Sharing your recording After the recording is stopped, the session will be automatically converted to MP4 Video format and saved in your computer s Zoom folder. This recording can be attached to or shared via services similar to DropBox Note: The Zoom folder will automatically be created upon download of the Zoom App Note: Video files may be too large to send as an attachment