MEETINGS ACROSS THE MILES

3 Learning the basics of hosting MEETINGS ACROSS THE MILES A user guide for hosts who want to use the basic features of Zoom for their virtual meetings Provided by Debbie Tschirgi Director of Digital Learning Services ESD 112 1

TABLE OF CONTENTS Video tutorials can be found on the ZOOM support web site at http://tinyurl.com/esd-zoom-tutorials Making sure you have access to the meeting controls that you will need... 3 Starting your meetings (both on-the-fly and pre-scheduled)... 4 An overview of your meeting controls... 7 Controls that are visible without sharing your screen... 7 Controls that are visible when sharing your screen... 8 Running a meeting in the Zoom environment... 9 Joining with audio... 9 Starting your video (sharing your web cam)... 9 Managing participants in the meeting... 9-10 Using polls... 10-12 Sharing your screen with participants... 13 Sharing your desktop... 13-14 Sharing a whiteboard... 15-16 Sharing your iphone or ipad... 17-18 Sharing an open document... 19 Playing a video... 20-21 Annotation... 22 Using the chat window... 23 Ending a meeting vs. Leaving a meeting... 24 Ending a meeting... 24 Leaving a meeting... 25-26 Preparation in advance of your meetings... 27 Recommended preparation one-to-two weeks prior to the meeting... 27 Recommended preparation the day before the meeting... 27 Recommended steps to take immediately before the meeting... 27 Best practices for successful web-based meetings...online Please download the online document at http://tinyurl.com/zoom-best-practices 2

Making sure you have access to the meeting controls you will need Login to your Zoom Pro account at http://www.zoom.us. Click on Meeting Settings on the left, and it will turn blue. Make sure you have selected all of the controls and tools that you will need during the meeting. This is covered more in depth in Tutorial #1 called First Things First. Just a Reminder: This tutorial only covers the BASIC meeting controls, shown in the top section of the screen snapshot above. Please see Tutorial #4 called Beyond the Basics of Hosting Meetings Across the Miles if you wish to use some of the more advanced features of Zoom, play a video, and/or record your meetings. 3

Starting your meetings (both on-the-fly and pre-scheduled meetings) Starting an on-the-fly meeting: 1. Open the Zoom client software. In the screen that appears, click on one of the two orange buttons at the top of the window. Then skip to Step #3 on the next page. Starting a Pre-Scheduled Meeting: 1. When you are ready to start a meeting that you have already scheduled and set up, open your Zoom Pro client software, and choose the Meetings category on the black strip at the bottom. 2. Find the meeting on the list of upcoming meetings. When you move your mouse cursor over the meeting, two things will happen: a. The meeting s area in the window will turn gray, and b. Four buttons will appear that will give you options for the next action you take. To start your virtual meeting, click on the Start button. 4

3. The next window will allow you to choose your method of using audio for this meeting. Each method is represented with a button at the top of the window. It will turn blue when you click on it, and will turn white when it is inactive: If you select the Phone Call option, you ll need to use the data on the screen to make the phone call. After you have dialed your phone, click on the Done button. Use the Computer Audio option if you wish to use the mic and speakers in your computer. Before clicking on the green button, it is recommended that you click on the blue link to test your computer s mic and speakers. See Step #4. 4. If you are using your computer s mic and speakers and clicked on Test Computer Mic & Speakers (in Step #3 above), the Settings window will appear. The Audio category will be selected on the left, and the options for that category will appear on the right. Click on each of the blue buttons on the right to test the speakers and the mic. If your speakers or your mic do not work, use the pull-down menus and find the solutions that produce successful results. After testing your audio settings, click on the Close box in the top right corner. 5

5. Recommendation: Before your attendees arrive, you may wish to configure Zoom to mute all participants microphones when they arrive to the meeting. In your Personal Meeting Room window, click the command on the menu bar called Manage Participants. In the Participants window that appears, you will see three commands across the bottom of the window Mute All, Unmute All, or More. Choose the command that will get you the results you want for the participants audio. Remember! If you mute your participants mics (such as in the screen snap above), and then ask them to introduce themselves when the meeting starts, you will need to remind them that they will need to unmute themselves by clicking on the Unmute icon (a computer or telephone icon with a red slash through it) in the bottom left corner of their screen. If that icon is not showing on their screens, tell the participants to move their mouse cursor and the icon will appear at the bottom of the screen. 6

An overview of your meeting controls The controls that are available to you during your meeting will depend on the meeting settings you have set up on your personal Zoom Pro account. This tutorial will cover all of the controls that are in the BASIC section on that page. CONTROLS THAT ARE VISIBLE WITHOUT SHARING YOUR SCREEN When you first launch a meeting, the following Zoom screen will appear. If you want to share your screen, click on the Share Screen icon that appears in the body of the window. However, you can hold a meeting without sharing your screen, and to do so, you will use your controls at the bottom of the Zoom window. The controls that are displayed at the bottom may be slightly different, depending on your profile and meeting settings. 1 2 3 4 5 6 8 9 9 The specific controls that appear along the bottom will depend on the settings you choose in your Zoom Pro account. 7 1. Join/Change your audio connection. (See Page 9.) 2. Start/Stop pushing out your web cam s video. (See Page 9.) 3. Invite others to the meeting on the fly. 4. Manage participants. (See Pages 9-10.) 5. Launch a poll. (See Pages 10-12.) 6. Share your screen. (See Pages 13-21.) 7. Choose more options about who is able to share their screen and how. 8. Use the chat window to type messages to the entire group or to an individual. (See Page 23.) 9. Record the virtual meeting. (See Tutorial #4.) 10. End the meeting. (See Pages 24-26.) 7

CONTROLS THAT ARE VISIBLE WHEN SHARING YOUR SCREEN Once you share your screen, the controls will move to the top of your screen. And they will sometimes disappear, leaving a simple two-part banner that displays the meeting ID number, and the ability to stop sharing your screen. To make the meeting controls re-appear, simply push (don t click) your mouse cursor up against the green meeting ID number. Remember, the meeting controls that are displayed depend on the meeting settings you selected in your personal Zoom Pro account. (See Tutorial #1.) Click on the control you wish to use. 1 2 3 4 5 6 7 8 The controls that are displayed at the bottom may be slightly different, depending on your profile and meeting settings. 1. Join and/or change your own audio connection to your virtual meeting. (See Page 9.) 2. Start and/or stop pushing out your web cam s video. (See Page 9.) 3. Manage participants. (See Pages 9-10.) 4. Launch a pre-made poll or an impromptu poll. (See Pages 10-12.) 5. Share your screen and temporarily suspend sharing your screen. (See Pages 13-21.) 6. Use annotation tools to make notes or draw on your shared document. (See Pages 15-16, and 22.) 7. Allow a participant to remotely control the shared document with their mouse and keyboard (See Page 14.) 8. Controls that don t fit in the horizontal control menu will appear in the More menu which drops down when you click on the word More. Again, the commands that are displayed in the More menu will depend on the settings you choose in your Zoom Pro account (See Tutorial #1). 8

Running a meeting in the Zoom environment This part of the tutorial will cover the meeting controls more in depth. Please remember that the meeting controls that are displayed in your Zoom Pro window will depend on the meeting settings you selected on your Zoom Pro account. (See Tutorial #1.) Join Audio Use the menu command called Join Audio if you have not yet selected a method of connecting to the meeting s audio or if you need to change your audio connection. Start Video (Sharing Your Webcam) Use the menu command called Start Video if you want to share your web cam with your meeting participants. Manage Participants Use the menu command called Manage Participants to configure (or limit) participants features. 9

If you mouse over the name of a participant, a light gray stripe will appear, as well as two blue buttons you can click. The commands that appear in the drop-down menu for the blue More button will depend on the meeting settings you selected in your Zoom Pro account. You can also apply some universal commands that will also affect all of the meeting participants. Polls Use the menu command called Polls to ask your participants a set of related questions and collect their responses. Prepare your polls in advance of your meeting (See Tutorial #2). Then administer your poll(s) during your meeting. Remember! A poll can be a single question or a collection of related questions that you plan to deploy at the same time. To launch and use a poll, follow the steps on the next page. 10

1. The first poll that you created will be displayed. Even though these polls were created earlier, you can edit them on the fly if you wish. The name of a poll will appear at the top of the Polls window. If this is the poll you wish to administer, click on the blue Launch Polling button at the bottom of the window. If this is NOT the poll you wish to use at this time, follow the instructions to the right. If you wish to administer a different poll that you created for this meeting, click on the small arrow on at the top of the Polls window. A drop-down list of your pre-created polls will appear. Make your selection, and click on the blue Launch Polling button. 2. A timer will appear in the top right corner of the Polls window, and the poll will be visible on the participants screens. Polls are selfpaced. A running timer will appear in the top right corner of your Polls window. As participants submit their responses, you will see the results that come in for each question. 3. When it is time to end the poll, click on the blue End Polling button at the bottom of the Polls window. 11

4. The poll will end, and the final results of the poll will be displayed in the screen. The most predominant response for each question in the poll will be noted with an orange line under the response. The distribution of responses will be displayed on the right. At this point, you can either share the results of your poll with your meeting participants, or launch another poll. 5. If you would like to share the results of the poll with your participants, click on the blue Share Results button. When you are done sharing (and possibly discussing) the results of the poll with your meeting participants, click on the blue Stop Share Results button at the bottom of the Polls window. 6. If you are done polling your participants, click on the Close box for the Polls window, and go on with your meeting. 12

Sharing your screen (desktop) If you don t share anything on your screen, then you are basically conducting a conference call. In this case, all that will appear on your attendee s screens will be the image or photo that is associated with your Zoom Pro account settings, as well as your name in the lower left corner of the window. See the sample below. Debbie Tschirgi When you click on the Share Screen button (see Button #6 on Page 7), a window will display all of the resources that are available to share at the moment. If you want to share a specific file, it must already be open in order to appear in the window below. To select a resource to display on your screen, click on it. You will notice it will be highlighted in green. Then click on the blue Share Screen button. The resource that you choose to share will replace the avatar associated with your Zoom Pro account. When should you choose to share your desktop? Share your desktop if you are going to share more than one file with the participants in your meeting. That way, they will be able to see any file you open. If you only choose to share a single file with your participants, that s all they ll be able to see, and when you close that specific file, they won t be able to see anything else. 13

When you share a resource with your meeting participants, a banner will appear at the top of your screen, with the meeting ID number (in the green portion of the banner), and the option to stop sharing the resource (in the red portion). And when you push your mouse s cursor up against the green portion of the banner, the control bar will appear. Most of the tools are self-explanatory. you will want to experiment with them BEFORE conducting your first virtual meeting. Clicking on the Remote Control tool in the toolbar allows you (the host) to turn the mouse and keyboard control over to another meeting participant. Clicking on the Annotate tool in the toolbar provides you with lots of ways to highlight and interact with the information, data and/or media that you are sharing with participants. Try out these tools BEFORE conducting your first virtual meeting. Clicking on the More option at the right end of the tool bar (above) will display additional options: IMPORTANT! Make sure you become familiar with these options before the day of your virtual meeting! 14

Sharing your screen (whiteboard) You can open up a blank virtual whiteboard to use for collaboration or illustration. To do so, click on the Whiteboard option, and then click on the blue Share Screen button. Use the various annotation tools that are available to you for the whiteboard. 15

You have the option to allow others to annotate on the whiteboard with you. To enable or disable their ability to annotate, push your mouse cursor against the green banner at the top of your screen until the menu bar appears. Then click on More and choose the command that you wish to use for annotation. When you have finished, click on the Save button if you wish to save your work. Otherwise, just click on the X in the red box in the annotation toolbar. 16

Sharing your screen (iphone or ipad) You can share your iphone or ipad screen with your meeting participants. To do so, click on the iphone/ipad option, and then click on the blue Share Screen button. The first time you select the iphone/ipad option on your computer, a notification will appear on your screen. Click on the blue Install button to install the plugin for your iphone or ipad onto your computer. 17

The plug-in will install on your computer. To display your ios device, follow Steps 1-4 in the next window that appears: Once you follow the instructions above, your ios iphone or ipad will be visible on your computer. It will also be visible to your meeting participants, too! Don t forget that you can access your annotation tools at the top of your screen to point to, mark on, or highlight various icons or features of your ios device s screen! To stop sharing your iphone or ipad screen, simply click on the Stop Share command in the red portion of the banner that appears at the top of the screen. 18

Sharing your screen (an open document) If you intend to show or share a document with the participants, have it open before the meeting starts. It will be readily available to select when you are ready to share your screen with them. To share a specific document that you have open, click on it, and then click on the blue Share Screen button. You will be able to work on the document while others watch you. And don t forget about Zoom s annotation tools that allow you to highlight or mark up the document on the fly! 19

Playing a video during the meeting Zoom makes it easy to share a video or audio clip with your participants. Sharing the video component is fairly easy. To share your computer audio from sources such as YouTube, Vimeo, Pandora, etc., follow these instructions. (Please Note: The ability to play a video during the meeting is not available on Windows XP, Linux, or ChromeOS.) 1. As a best practice, have the video or audio source opened but minimized on your computer so that it is ready to share. 2. In the screen sharing window, you ll notice that your open video does not appear as its own resource, so choose Desktop. If you are playing an audio clip from your computer, insert a check mark into the check box to Share computer sound. To play a video for your attendees, optimize the video clip for full-screen mode by inserting a checkmark into the checkbox. You ll notice that taking this action also inserts a checkmark into the other setting to Share computer sound. (This is a good thing, as your attendees not only need to see the video that is on your computer, but they need to hear it as well.) Don t forget to click the blue Share Screen button after making your selections in this window. 20

3. You will need to adjust your computer speakers and your computer s microphone setting so that you don t send unwanted audio with your video s audio. a. Mute your computer s speaker: Because you chose to share your computer s sound in Step #2, the following message will appear on your screen as soon as you share your screen. It s a good reminder to turn off your own computer s (or phone s) speaker while you play your video for your attendees. Click the blue OK button when you are ready to play your video or audio clip. b. Mute your computer s microphone: Push your mouse against the top edge of your screen, and find the toolbar. Click on the first button in the toolbar called Mute. Clicking on that button will place a slash through the icon, indicating that you are not currently sending any audio out through your microphone. Please Note: You ll need to unmute your mic when your video is done. 4. Please Note: The Start Video command in the control bar is NOT what you click on in order to play your video. (Remember that button activates your web cam.) To launch your video, find the video file on your computer s taskbar or dock or on the Internet and play it as usual. PRACTICE! PRACTICE! PRACTICE! before the day of your virtual meeting or presentation! 21

Annotate Use the Annotate command to draw attention to specific sections of your shared screen or document with some graphical tools and/or allow your meeting participants to join in on the annotation. Follow the steps below for annotations. 1. Share your desktop, document, whiteboard or ios device with your participants. Then click on the Annotate control on the control bar. Your annotation tool bar will appear. 2. Several tools are available for you to use to draw attention to various sections of your document, or to draw on it. It is recommended that you experiment with these annotation tools well before your meeting so you know which ones will work well for you. 3. Your meeting participants can also annotate on your document if you have enabled that feature. To enable or disable that feature, click on More in the Control menu and choose Enable/Disable Attendee Annotation. 4. If you want to save a copy of the annotated screen, Zoom will take a screen capture of it and save it in your Zoom resources folder for this specific meeting. To save a copy of it, click on the Save button on the annotation tool bar. A green message will temporarily appear at the right end of your annotation tool bar, indicating that the annotated image has been saved. You will also have the option to view the annotated image in your folder of resources from your meeting. The saved message will temporarily be displayed here. 22

Chat Use the Chat command to write messages back and forth (or to share information, such as a web site link) to a participant or to the entire group. Choosing the Chat command produces the chat section at the bottom of the Participants window. To choose the audience for your chat, click on the small triangle in the blue drop-down menu, and make your selection. Then type your message or information in the bottom portion of the window. Use the Enter key (or Return key) on your keyboard to actually send the message to the intended recipient(s). The message will appear in the body of the Zoom Group Chat area. Please Note: If you chat privately with only one person, it will be noted in the body of the Zoom Group Chat area. 23

Ending a Meeting vs Leaving a Meeting Most of the time, the meeting will close for everyone when you end it. However, there may be times that you need to leave, but the meeting needs to continue. This section will show you how to end a meeting and how to leave a meeting. ENDING A MEETING Method #1: If you are not currently sharing your screen, you will see the following window. If the toolbar across the bottom is not displayed, move your mouse cursor to the inside of this window, and then click on the red End Meeting. Method #2: If you are sharing your screen, push your mouse cursor against the top of your screen, and the toolbar will appear. Click on the More button, and in the drop-down menu that appears, click on the red End Meeting. 24

LEAVING A MEETING All meetings have to have a host. If you are the host of the meeting but need to leave the meeting before it concludes, you will need to assign another participant the role of host before you leave the meeting. Make sure that the newly-assigned Host knows how to end a meeting. 1. When you are in a meeting, click on the Manage Participants command. 2. In the window that appears, find the name of the participant who you wish to delegate as host. Click on the blue More... button by their name, and choose Make Host. 3. The following window will appear. Click on the blue YES button. 25

4. The participant that you chose in Step #2 above will receive a message on their screen that they are now the host. In addition, your Participants window will now show that your role is now a participant, and another participant is now the Host. 5. Push against the top of your screen to reveal the menu bar, and choose the More button. Click on the red Leave meeting. 26

Recommended preparation one-to-two weeks prior to the meeting, or even before that! Set up your registration web site, if it is required. To do this, go to http://zoom.us and sign in to your account. Send out the meeting announcement and agenda, if it is ready. Go through this tutorial. Test your mic and speakers. (See page 5.) Contact your organization s tech support if they are not working. Prepare all documents that will be used during the meeting. Acquaint yourself with Zoom s settings, windows, features, etc. Practice sharing your screen, using annotation tools, muting the attendees, playing a video, recording the meeting, etc. Prepare an Welcome PowerPoint slide to make visible to participants when they join the meeting. Recommended preparation a week before the meeting Review (and repeat, if necessary) all of the tasks listed above. If your session is a high stakes session, schedule at least 30 minutes with your co-presenters or co-facilitators to review the technology, discuss roles and tasks, and finalize your content to make sure that your meeting flows as smoothly as possible. Schedule your rehearsal or dry run as a separate meeting from the real, live event. Be sure to invite only the key players to keep the discussion on track. Prepare your polls. If you are going to have to leave the meeting before its conclusion, identify a participant that you can assign as host when you leave. Practice the host role with him or her, and make sure that s/he know how to manage participants and end the meeting. Recommended steps to take right before the meeting Open/Minimize all documents that you will use during the meeting so they are ready to share during the meeting. Open your Welcome PowerPoint slide and put it into Slideshow mode. 27