Zoom: User Guide

 

Zoom Accounts

There are 2 main types of Zoom account:

  • Basic (free): no time limit if 1:1, but 40 minutes limit if you have more than one participant and the host.
  • Pro (paid): no time limit, includes Polls, reports and cloud recordings – cost £11.99 per month or £119.90 per year (equivalent to £9.99 per month) per host, plus VAT – UK prices as at April 2020

This user guide explains the joint features available in both types of account first and adds the extra Pro features at the end.

To set up an account, click https://zoom.us/, PLANS & PRICING

Joint Features (Basic Free and Pro Paid Accounts)

A. Settings

Log into https://zoom.us/profile/setting on any web browser to set default settings.  Many of these settings can be changed during a live meeting.

Click on Meeting:-

  1. Audio Type: select Telephone and Computer Audio
  2. Leave Use Personal Meeting ID (PMI) disabled to avoid possible security breaches. It’s preferable to allow Zoom to generate a Meeting ID automatically.
  3. If enabled, Only authenticated users can join meetings requires all participants to have a Zoom account. If this is not enabled, anyone can be invited to join a Zoom meeting and do not require an account.  They may have to download a free program file when they first connect to Zoom.
  4. Choose to use Require a password or leave disabled
  5. Enable Mute participants upon entry to reduce noise and disruption
  6. In the section In Meeting (Basic) choose to enable Chat (instant messages)
  7. Play sound when participants join or leave is a useful feature
  8. Choose to enable File transfer
  9. Enable Always show meeting control toolbar to make it easy to manage the meeting, especially if screen sharing
  10. Choose options for Screen sharing
  11. Enable Annotation and Whiteboard if relevant
  12. Enable Nonverbal feedback if you want to allow participants to be able to answer ‘yes’, ‘no’, ‘go slower’ etc by clicking on icons in the participant panel.
  13. In the section In Meeting (Advanced) enable Breakout room if required (to allow participants to meet in smaller groups)
  14. Enable Virtual background to allow participants to choose their background when using video (if their PC is powerful enough). Additional images or videos can be uploaded to be available as Virtual Backgrounds by clicking on + sign. Images should be 1920 x 1080 pixels.  A physical solid green background will give the best results and reduce ghosting if you use virtual backgrounds.
  15. Enable Waiting room to control who and when they can join the meeting.
  16. If required, edit the Invitation Email

Click on Recording:-

  1. Choose to enable Local recording
  2. Save any changes

Click on Telephone:-

  1. Enable Show international numbers… if required on invitation email
  2. Edit Global Dial-in Countries/Regions to display only relevant countries

B. Schedule Meetings

  1. Open the Zoom app on your desktop, iPad or smart phone
  2. Log into your Zoom account
  3. Click on Schedule
  4. Type in Topic (name/subject of meeting)
  5. Click in Start and click on required date in calendar picker
  6. Use up/down arrows or type in start time (24 hour clock)
  7. Change duration in hours and minutes
    • Duration is limited to 40 minutes with a Basic Free account if more than a 1:1 and the meeting will then be stopped
  8. Usually you do not need to change Time Zone
  9. Click on Recurring meeting to set up repeated meetings
  10. Best practice is to select Meeting ID: Generate Automatically unless security is not an issue
  11. Tick Password if required for this meeting and enter password (letters or numbers)
  12. Change Video and Audio settings if different from default settings for this meeting
  13. Select the electronic calendar in use
  14. Click on Advanced Options and change any default settings
  15. Click on Schedule
  16. Open email program to send invites to meeting participants

C. Delete Meetings

  1. Open Zoom app on desktop, iPad or smart phone
  2. Log into Zoom account
  3. Click on Meetings in header row
  4. In Upcoming click on Meeting in left hand column
  5. Click on X Delete

D. Join Meeting

  1. Open Zoom app on desktop, iPad or smart phone
  2. Log into Zoom account
  3. Click on Join
  4. Enter meeting ID, personal link name or on downward arrow 6for a previous meeting
  5. Click on Join

 E. Start a New Meeting

  1. Open Zoom app on desktop, iPad or smart phone
  2. Log into Zoom account
  3. Click on New Meeting
  4. When meeting window opens, click on Manage Participants
  5. Invite from Contacts, copy URL and send to participants or copy invitation and email to participants

F. In a meeting

  1. Click on Mute to turn your microphone on or off
    • Click on Manage Participants if list of participant is not shown in the right-hand panel, highlight name and Mute or Unmute
    • As the host you can Mute All or Unmute All with the buttons at the bottom of the participants panel
  2. Click on Start Video or Stop Video: if video is off, your profile photo will be shown (uploaded in Profile); if video is on, you will see yourself.
    • As the host, you can Stop Video for a participant in the Participants panel (click Manage Participants if not displayed) – highlight name and click on More
    • You have to click on Ask to start video to allow the participant to re-join with video switched on
  3. Click 5 next to Video to select or change Virtual Background (see A. Settings, 14)
  4. You can enable dual screens through General settings: click on 5 next to Video to quickly access the Settings menu.
  5. Click on Security to change security settings including Waiting Room, Lock Meeting (to prevent others joining), to allow Chat or to allow Screen Sharing.
  6. Click on Manage Participants to display who is in the meeting and if their microphone and video is on or off
    • Participants are held in the Waiting Room if that has been enabled, and as host you have to Admit them before they can join the meeting
    • You can turn on a chime sound to alert you of new or leaving participants (see Settings, 7)
    • If you have enabled Nonverbal feedback in Settings, you can see that feedback next to their name e.g. Yes, No, ‘clap’, ‘thumbs up’, ‘need a break’ etc
    • You can also Invite new participants to join the ongoing meeting
    • Participants panel also allows you to Mute all or Unmute all participants at once
  7. Click on Chat to see and respond to messages. Messages can be sent to Everyone or individual participants, publicly or privately.  You can also send and receive files through Chat.
  8. Share Screen allows you to share a screen or specific application that is open on your computer. To change to a different screen or app, use New Share. The Pause Share control freezes the displayed screen. Use Stop Share to turn off the shared screen. 
  9. The Whiteboard is enabled through Share Screen and click on Whiteboard.
  10. When sharing a screen, click on Annotate to display the Annotate panel. More will give you additional options.
  11. Record gives you the option to record on your local computer
  12. Breakout Rooms allows you to divide participants into groups for group work. If you don’t see the Breakout Rooms button, check your Settings in your user account.
    • You can choose the number of ‘rooms’ and allocate participants automatically or manually.
    • Click on Options to set times and if required a countdown clock for the meeting to reconvene.
    • Each ‘room’ can request help from you as the host. As the host you can close all the Breakout Rooms or rely on the timer and return all to the main session. 
  13. Reactions enables participants to virtual ‘clap’ or give a virtual ‘thumbs up’ to comments or a presentation. If you have enabled Nonverbal Feedback, participants can also use the various icons to give reactions in the Participants Panel.
  14. You can choose Gallery View in the top right corner of the screen to see all the participants (up to 49 on one page) instead of the Speaker View. You can choose to restrict the view to current speaker or see all participants as a vertical row or horizontal column (by dragging the view across the screen).
  15. If you need to leave the meeting, you can make another participant the host by clicking on their name on the main display screen. They have to reassign you as host when you return. Click on End Meeting > Leave Meeting.
  16. To end the meeting, click on End Meeting > End Meeting for All

 

Additional Features for Pro Paid Accounts

  1. Duration is not limited and you can have up to 100 participants
  2. In Settings, you can choose to enable Polls if they will be used during the meeting. Polls allow you to create short surveys during a live meeting to test reactions or knowledge, or to make the meeting more interactive.  After you close the Poll, the results can be displayed to all participants.
    • Polls can be created in advance of the live meeting at https://zoom.us/meeting and clicking on Upcoming Meetings or Personal Meeting Room, scroll to the bottom and Add Poll
    • You can Edit a Poll you have used in a live meeting to create a new Poll – click on Polls and Edit
  3. In Settings, you can enable a Co-host if required
  4. The Waiting Room can be customised with a logo and welcome message
  5. When you schedule a meeting, you can require Registration which then allows you to produce Reports
  6. You can choose to Record in the cloud instead of locally, which allows easier sharing of content

 

Reports and Recordings

You can run various reports from https://zoom.us/account/report under ADMIN > Account Management > Reports.

Recordings are available from https://zoom.us/recording and can then be shared, downloaded or deleted.

 

More Support

For more help and support, including video guides and webinars, see https://support.zoom.us/hc/en-us

 

Creative Commons Licence
Zoom User Guide by Peter Kenworthy is licensed under a Creative Commons Attribution 4.0 International License.
Based on a work at https://zoom.us.

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