FIRST THINGS FIRST. Provided by Debbie Tschirgi Director of Digital Learning Services ESD 112

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1 1 FIRST THINGS FIRST A user guide for hosts who want to set up their Zoom profile, select their global meeting settings, and set up their Zoom client software Provided by Debbie Tschirgi Director of Digital Learning Services ESD 112 1

2 Setting up Your Zoom Profile (For Individual License Holders) Follow these instructions to set up your Zoom profile BEFORE signing out of Zoom the first time. If you have already signed out of Zoom, return to your Zoom account web page by pointing your browser to and signing in with your address and the password you created for your account. With the exception of Step 2b below, your settings will automatically be saved. 1. Go to the Profile menu on the left. Use the Edit links at the right end of each row to make the following changes. 2. The top section on the right is your Account Info. a. Add your name, phone number, and district name. b. Click on the Change link to change your personal photo. c. Click on the blue Save Changes button. 3. In the section called Personal Meeting ID, replace the 10-digit default number with your work phone number (recommended). 4. In the section called Time Zone, select Pacific Time. 5. In the section called Language, select your desired language. 6. In the section called Default Call in Country, select United States. 1 2b 2a 2c 3 Personal Link Name

3 Choosing the Global Settings for Your Meetings There are some global settings that you will want to set that apply to all of your meetings. These global settings will determine the features that are AVAILABLE to you and your participants during your meetings (even if you choose not to use the features). Sign in to your Zoom account at Click on Meeting Settings on the left. The settings will be categorized on the right. The screen snapshot below shows the default settings for your Zoom account. The features that are marked with a green checkmark are available to you automatically. But you can turn them off, and you can also turn other features on. To make changes, click on the Edit button at the right of each category, and make your desired changes. Once you make your changes for a category, click on the blue Save button (not shown below) and move to the next category to edit the settings in that category. The following pages briefly discuss the most used features in the categories above. 3

4 BASIC MEETING SETTINGS Chat: This is a typical chat feature that includes the option for (1) the host to chat with everyone in the meeting, (2) the host to chat privately with one participant, and (3) a single participant to chat privately with another participant. Private chat: In order for private chats to take place, the Chat setting above it must be selected. Auto saving chats: Select this feature if you wish for a transcript of the chat log from this meeting to be saved in your folder of resources for this meeting. Allow host to put attendee on hold: Select this feature if you want to have the option to temporarily stop sending the video and audio portion of a meeting to a specific participant during the meeting. Play sound on join/leave: Select this setting if you want to hear a chime each time a participant joins the meeting. You can select who hears the chime, and whether the chime is applicable to participants that only join the meeting by phone. As you can see in the screen snapshot above, you can also require the participants to announce their arrival by phone by recording and playing their own voice. Feedback to Zoom: Select this feature to allow Zoom to collect feedback about the performance of the Zoom tool during your meeting. Co-host: Select this option if you need a co-host. A co-host has access to all of the same controls as the host. Annotation: Select this feature if you want to have access to drawing tools that you can use to highlight specific information on the shared screen, or that participants can use to mark up your shared resources. Polling: Select this feature if you want to survey your participants during the meeting, collect real-time data, conduct a formative assessment during the meeting, or have the participants evaluate the meeting before it concludes. Non-verbal feedback: Select this if you want to allow the participants to provide non-verbal responses to questions you pose. Please Note: As of March 1, 2017, this feature is in beta and is not fully developed. 4

5 ADVANCED MEETING SETTINGS PLEASE NOTE: AS of March 1, 2017, only the Advanced Meeting settings that are most likely to be used are selected above and described below. However, there may be other settings in the screen snapshot above that you may wish to explore. Breakout rooms: This is a virtual version of allowing your participants to meet and collaborate in small groups. During the meeting, you can determine the number of breakout rooms you want to have. You can also decide whether you want to manually assign each participant to a breakout room, or if you want Zoom to assign them to a breakout room automatically. File transfer: Select this feature if you want the ability to share a file from your computer during a meeting. Sharing a file is done within the Chat window, so the Chat feature must be selected in the BASIC SETTINGS in order for you to use the File transfer feature. Waiting room: Select this feature if you want participants to wait in a virtual meeting room until you let them into the meeting. This gives you an opportunity to see who s waiting to join your meeting, and to decide whether they should attend your meeting. 5

6 SETTINGS FOR RECORDING YOUR MEETING Cloud recording (Not recommended!) Local recording (Recommended!): Selecting this feature gives you the option to save and store your recorded meeting in your account in the Zoom cloud. Selecting this feature gives you the option to save and store your recorded meeting in a folder on your local hard drive or on your network server. Automatic recording: Selecting this feature will start the recording as soon as you sign into the meeting. Auto delete cloud recordings after days: Choosing this setting will make your recorded meetings that are saved to the cloud expire after 30 / 60 / 90 / 120 days. (Not applicable if you aren t saving your recorded meetings to the cloud,) SETTINGS FOR NOTIFICATIONS Choose the settings above that best meet your needs as the meeting host. PLEASE NOTE: There are more settings on the Meeting Settings page that can pretty much be ignored by the general Zoom Pro license account holder. Check them out and make changes if necessary. 6

7 Downloading and Signing into the Zoom Client Software 1. Go to and click on the blue Download button to download the Zoom client on your computer. It will download to the Downloads folder that you have set up for the browser you used to download it with. Click on the installer and install the Zoom client as per the installation method for your operating system. 2. When the installation is complete, a window will appear for you to sign in. For your Zoom Pro account, click on the white Sign In button. 3. Enter your address and Zoom password on the left. Place a checkmark in the box if you want to stay logged in. 4. Click on the blue Sign in button. 7

8 Choosing the Settings for Your Zoom Pro Client Software 1. After signing into your Zoom Pro client software, you will see your own Zoom Pro Account window like the one to the right. Buttons will appear in the middle of the window, giving you options for the next action you can take. The command buttons that appear in the middle of the window will depend on the selected module that appears in the black strip across the bottom of the window. The sample at the right displays that five actions you can take when the Home icon at the bottom is selected. 2. To configure your Zoom client, click on the Settings icon in the top right corner of the window. 3. The Settings window will appear. 4. Click on a Setting Type on the left. The settings for that category will appear on the right. 5. Select or de-select each option. 6. Repeat Steps 4 and 5 above for each Setting Type. 7. When you are done, click the Close button in the top right corner of the window. (There is no SAVE button.) 8