How to Zoom
NEW
FOR Omnilore in 2022: Hybrid-Zoom
Procedure
For Mix of In-Classroom and Remote Attendees
Click for PDF version Ð or Ð Webpage version (clickable images to enlarge)
(last revised Apr. 26, 2022, for Hybrid-Zoom training that day)
(Click Here to view or download the full set of these instructions below, not incl. the Hybrid Zoom procedure, as a 10-page PDF file)
Free
Zoom
Remote-Meeting Software
Enables Omnilore SDGs to Conduct
Class Meetings with Each Member at Home
Via Personal Computers, Tablets, or
Smart Phones
(or even dial in by phone for audio-only participation)
Note: The Zoom interface on
various hand-held
devices may differ slightly from desktop &
laptop computers.
Instructions here in "How to Zoom" describe the user
interface and operations as seen on computers (unless
noted otherwise).
Email Zoom-Support@Omnilore.org for Help.
Zoom-Support publishes occasional "Zoom Notes". Those so far may be viewed by clicking on their titles below:
6 Key Things to Know about Using Zoom:
(Jump directly
to instructions on any of the following charts Ñ by
clicking on BLUE
titles)
1.
ALL MEMBERS: (Click here for single-page PDF
Tip Sheet Ð best for printing)
How to Set Up your Zoom Account
and Acquire the Zoom Software.
(You need to do this one time only)
2.
ALL MEMBERS: (Click here for single-page
PDF Tip Sheet Ð best for printing)
How
to Join and Participate in a Zoom meeting
3.
ONLY FOR
MEETING HOSTS (Coordinators
&/or Techies): (Click here for 2-page PDF
Tip Sheet Ð best for printing)
How to Schedule a Zoom Meeting
and Invite Your Classmates Ñ
using special Omnilore accounts for which the 40-minute
time limit on meetings is waived.
4.
ONLY FOR
MEETING HOSTS (Coordinators
&/or Techies): (Click here for 3-page PDF
Tip Sheet Ð best for printing)
How to Start, Run, and Control
Your Scheduled Meeting
5.
FOR HOSTS
AND SOME MEMBERS: (Click here for single-page
PDF Tip Sheet Ð best for printing)
How
to Show Computerized Presentations, Discussion
Questions, Videos, and other Files
6. IF
YOU DO NOT HAVE (OR CAN NOT GET) THE ZOOM APP: (Click here for single-page
PDF Tip Sheet Ð best for printing)
How
to Participate via Web Browser & Phone (or just
Phone for audio-only)
1.
How
to Set Up your Zoom Account and Acquire the Zoom Software
ItÕs
only
necessary to create your personal Zoom account one time Ñ
although the software will need to be downloaded/installed
on each device (computer, tablet, and/or smart phone) you
will use.
1. Go to https://Zoom.us in a web browser
window on the device you will use, and click on the blue
"SIGN UP, IT'S FREE" button at the upper
right.
2. At that Zoom
website, you will be asked to enter your personal email
address and click "Sign UpÓ. Zoom will then
send you a confirmation email within minutes.
3. Click the
confirmation link in that email after you receive it, and
you will be guided through completion of your Zoom account
setup Ñ entering
your name, choosing a password, and downloading/installing
the Zoom application.
¥ Note that the
password you create must contain
(a) at least 8 characters,
(b) at least one capital letter,
(c) at least one lower-case letter, &
(d) at least one number.
¥ Every time you join
a Zoom meeting, you will enter that same personal email
address used in step #2 above and the password you created. (Your deviceÕs
Password Manager may remember this for you.)
¥ NOTE: If you
download/install Zoom on only one device, and then
try to enter a Zoom meeting via https://Zoom.us from another device, Zoom will prompt you to start
downloading/installing the Zoom app on that device. You want to do this.
Zoom will automatically detect what type of computer or device you are on, and then automatically do the download/installation of the Zoom implementation specific for your computer or device.
Email Zoom-Support@Omnilore.org
for Help
2. How to Join and Participate in a Zoom Meeting Ñ But if your computer does not have built-in microphone & speaker, Go To #6 for Phone-In instructions to get Audio
(Click here for single-page PDF Tip Sheet Ð best for printing)
A.
You will receive
an email containing a ÒMeeting InvitationÓ
automatically generated for the Host who set up your
meeting. Click
on the bolded web location in the Meeting Invitation
(see
example below).
B.
At that website,
you will be asked if you want to open the Zoom
app (calling it "zoom.us" or "zoom.us.app"
depending on your web browser and type of computer or
hand-held device).
¥ If the Zoom app is not yet
installed on the device you're using, Zoom
will prompt you to start downloading/installing the Zoom app
on that device.
¥ Click to allow that, and the Zoom
app will open the meeting window with you in the meeting and
in ÒSpeaker ViewÓ showing the Host and thumbnail images of
other participants. If asked to allow Zoom to use your
camera and/or microphone, click "Allow".
C.
Troubleshooting:
If you do not see yourself
in the Zoom app's window, click "Start Video" (near lower
left of Zoom window on computers Ñ and be sure your
computer/device's camera is not blocked).
If "Unmute"
shows at lower left, click it. Be sure "Mute"
& ÒStop VideoÓ then show at lower left because
that means you are now unmuted and you can be seen by
other meeting participants.
Not seeing everyone: Your Zoom window will show a larger view of whoever is speaking plus thumbnails of some of the other participants. At upper right on computer screens, you can toggle between that ÒSpeaker ViewÓ and ÒGallery ViewÓ where thumbnails of all participants fill your window.
On smart phones or tablets, instead of Gallery View, try swiping left/right to see all thumbnails. Also, click in dark area to see other Zoom controls. (Other controls may also be located differently than on computers.) Turning hand-held device 90 degrees counter-clockwise (horizontal) may show more controls.
Example Meeting Invitation:
3.
How
to Schedule a Zoom Meeting and Invite Your Classmates
(ONLY FOR
MEETING HOSTS, e.g., Coordinators and Techies)
(Click here for 2-page PDF
Tip Sheet Ð best for printing)
NO LONGER
NECESSARY FOR OMNILORE Ñ
OmniloreÕs
Zoom-Support team has already scheduled a perpetual,
Meet-Anytime meeting for each SDG.
From any computer, tablet, or smart phone
with a web browser:
1. In a
web browser window, go to https://zoom.us/ (or just click on url to
the left).
FOR
SUMMER 2021 SDGs: We
scheduled an April pre-meeting and all May-Aug.
class meetings for each SDG Ð all with the same
perpetual (Meet-Anytime) meeting ID
& same web address/link to join the meetings, to
make it easy for your classmates. To check details
of your SDGÕs scheduled ÒMeet-AnytimeÓ Zoom meeting:
á SIGN IN at Zoom.us to
the
individual Zoom account created for every SDG: SDG@Omnilore.org,
with password = "???"
where "SDG" is
your SDG's 3-character ID.
For example, BWSÕs
sign-in is
BWS@Omnilore.org. (Click Here for Zoom password
help).
á After
signing-in, click "Meetings" at left and
then "Upcoming Meetings" at
top, to see the perpetual Meet-Anytime meeting we scheduled
for you. If
you're satisfied with this meeting, YOU'RE ALMOST
DONE Ñ jump to instruction 4.ix (copy & compose
"Meeting Invitation" to your classmates) on next
page.
á Otherwise, change any meeting's
date or time by clicking that meeting's link, then "Edit this Meeting" at
bottom (or click "Delete"
at right to cancel any meeting).
Remember to click "Save" at
bottom when done.
o Or,
email Zoom-Support@Omnilore.org and
we'll make any changes you request.
o Or, continue with "3" below
to schedule another meeting if thatÕs really necessary. (It isnÕt for
Omnilore SDGs.)
i.
WHEN Ð select Date and Time
for your class meeting to start; please adhere to the
dates and AM/PM previously assigned to your SDG to avoid
simultaneous meetings by multiple SDGs.
á
We
recommend
setting your Zoom meeting's Start Time as your actual
SDG start time to avoid confusing members in the
Meeting invitation with an earlier time. We have learned
you may start your meeting earlier than that time to check
out presentations & other Screen Sharing, and other side
meetings etc.
ii.
DURATION: We recommend "2.5 Hours" or more (but whatever duration you
choose is not enforced in our @Omnilore.org
accounts).
iii.
MEETING
ID:
Click "Generate Automatically"
iv.
MEETING
PASSWORD: Be
sure "Meeting Password" is checked,
and accept the 6-digit password Zoom generates for your
meeting. (Invitees
to your meeting do not even need to know there's a password
because the password is encrypted and embedded in the
hyperlink your classmates will click to join the meeting.)
v.
VIDEO:
Select "ON" for both Host & Participant.
vi.
AUDIO:
Select "BOTH"
vii.
MEETING
OPTIONS:
Turn ON (click the box left of) "Enable join
before host" (enabling prior side meetings) and leave
the other 3 unchecked.
viii.
Click SAVE
at bottom of window. This opens a "Meeting
Information" window.
ix.
Click "Copy
the Invitation" on the right side of the window. This brings up a
pop-up window labeled "Copy Meeting Invitation".
x.
In that
pop-up window, click "Copy
Meeting Invitation" at bottom.
i.
Copy over
(and/or edit) Description you composed in step #4
above.
ii.
If a
recurring meeting, delete copied-over lines listing your other
dates.
iii.
Add "Phone
number = (408)638-0968" (see example on #2 "How
to JoinÉ")
iv.
If it's
present in the copied Meeting Invitation, delete the line
(probably at the bottom) stating "Find your local number"
because the linked web address does not work. (see screenshot example
on #2 "How to JoinÉ")
Email Zoom-Support@Omnilore.org
for Help
4.
How
to Host, Conduct,
and Control
(next page) Your
Scheduled Zoom Meeting
(ONLY FOR
MEETING HOSTS, e.g., Coordinators and Techies)
¥ FOR
SUMMER 2021 SDGs: In a web browser
window, sign In to your SDGÕs Zoom account at https://zoom.us using
email address ÒYourSDG@Omnilore.orgÓ (where ÒYourSDG is your SDGÕs 3-character
ID, e.g., BWS@Omnilore.org) which
is the same as used to email your classmates; use the password
we give all coordinators to use for sign in to be able to host
meetings. (Click Here for Zoom password
help)
2. After
Zoom logs you in, click on "Meetings" at left. (You may
need to stretch your browserÕs Zoom.us window wider to see
this left panel with ÒMeetingsÓ showing.)
3. Under
"Upcoming Meetings", find the one scheduled for you. (There
should be only one meeting listed.) Move
your cursor over your meetingÕs name and ÒStartÓ will
appear.
4. Click
"Start" for your meeting. (Note that our Zoom
accounts allow for participants to join the meeting before
the Host arrives or before the scheduled start time.)
5. Allow
or "Open Link" for the Zoom app to open.
6. In the
Zoom app's window, if you do not see yourself, click "Start
Video" near lower left (and be sure your
computer/device's camera is not blocked). If "Unmute"
shows at lower left, click it.
¤ Be
sure "Mute" & ÒStop VideoÓ then show at
lower left because that means you are now unmuted and you can
be seen by other meeting participants.
7. Zoom
shows a scrollable ÒGalleryÓ of signed-in participantsÕ
thumbnail images, or In ÒSpeaker View,Ó a larger image of
anyone speaking as you
(or your coordinator) conduct your meeting.
¥
Your coordinator (or any
designee) will control the meeting as normal by verbally
recognizing whoever wants to speak. Note that there is a
ÒRaise
HandÓ feature under "Reactions" (located differently on
different types of computers/devices) to assist coordinators with
an orderly meeting.
¥
In case of mic/speaker
feedback or echoing, ask participants to ÒMuteÓ
themselves. Or,
host can selectively mute from participantsÕ thumbnails if you
know which participant is causing the disruption.
¥ See
Key Thing Ò5. How to Show
Computerized PresentationsÓ for how
presenters/speakers can ÒShare ScreenÓ to show their
presentation or other files from computers.
¥
See
edited
screenshot and table with explanations, below the
double-line after #8 below, for Meeting Controls available
only to Hosts.
¤ NOTE: ItÕs best that the
Host be on a computer instead of a hand-held device. The
larger display (as shown below) shows the controls
better. (However,
the controls are available on smaller displays, just
arranged differently depending on device.)
8. When
your meeting is over, have everyone click ÒLeave MeetingÓ or ÒLeaveÓ or whatever shows. It might say "End" for the last one
to leave.
Explanation
of Host Controls screen (editted/merged Computer-display screenshot
directly above):
1. Sign Into your
SDG Host's Zoom
account (step 1 above).
Join Meeting (steps
2-5 above); Zoom
window like BWS SDG sample above appears. (Click at upper
left to see Meeting Information.)
2. Click Security icon to see
pop-up menu of 9 controls, all applicable to whole meeting.
3. Click Participants icon to
open "Participants" panel at right.
4. Click More at lower right
to see pop-up menu of 8 controls (some overlap with Security pop-up).
5. Click More to right of
any participant's name to see 8 controls, applicable to only
that participant.
6. NOTE
also the ÒMute AllÓ button left of arrow #4 at bottom
of Participants panel. (When
clicked upon, it changes to ÒUnmute All.) A
privacy-motivated change to Zoom in early 2021 asks
all meeting participants as they join the meeting, to
grant permission for the host to Unmute. If granted
the Host can Unmute a participant who is unknowingly
speaking while muted. See
also RECOMMENDATIONS
in table below.
Explanation
of Meeting Controls Shown on Screenshot:
Name
of Control |
Explanation |
Recommended
Setting |
Allow
participants to |
Allows
presentations from files, web pages, etc. |
ON (default) |
Allow
participants to Chat |
Allow
opening chat pane, sending text to others in the
meeting. Generally
useful for Omnilore. |
ON (default) |
Rename |
Host or
participant may change displayed name. This is
handy for host to do if anyone shows, for example, as
"iPad" or a phone #. |
ON (default) |
Mute There
are different locations to: á Mute
one participant (an
option in her/his gallery picture & on
her/his line in participants panel), vs.
á Mute
All participants (at bottom of Participants panel) |
Turn off
any participants' microphone (use
when unwanted noise is interrupting meeting Ð echo,
phone call, barking, ... and if you can tell who it
is). Mute
All is handy
to avoid meeting disruption during presentations, and
sometimes during too-lively discussion when members
talk over each other.
When
clicking ÒMute All,Ó the Host has the option to allow
participants to Unmute themselves Ñ click this option
for normal Omnilore-style questions and discussion. Also
encourage usage of the ÒRaise HandÓ feature so the
presenter, coordinator, or host can call on members
one at a time to speak (and thus avoid interrupting
each other). If a
class member did not grant permission to Unmute when
joining the meeting, instead of ÒUnmuteÓ for that
member, the Host will see an option to ÒSend Message
Asking to UnmuteÓ instead of ÒUnmute. RECOMMENDATIONS:
á At the
start of your pre-meeting and class sessions, ask firmly that all participants be
aware of background noise/disruptions and
immediately Mute themselves when that occurs; or just Mute
themselves all the time except to speak. á However,
also remind everyone they
should remember to Unmute themselves to be able
to speak Ñ but be
on the watch for when a class member forgets when
she/he should be heard, and then be prepared to click
ÒUnmuteÓ (or ÒSend Message Asking to UnmuteÓ)
on her/his line in the participants panel. |
Don't
use unless there's severe disruption.
|
Mute
Participants Upon
Entry |
Might be
handy while a presentation is being given |
OFF (default) in
general |
Unmute
or
ÒSend
Message Asking to UnmuteÓ (There are different locations to Unmute
one vs. All
participants Ð same as described above for ÒMuteÓ ) |
Turn
on participant(s)' microphone(s). Click Unmute
or ÒSend
Message Asking to UnmuteÓ immediately for
speaker/presenter if they remain muted when starting. NOTE: Some class
members may choose to NOT grant Unmute control to the
Host, which is their right for privacy reasons (e.g.,
other things are happening at their location). So, please
do not try to override a memberÕs decision to deny the
Host ÒUnmuteÓ permission. á Clicking ÒSend
Message...to UnmuteÓ (when/if hearing her/him is
necessary) is the best you can do. |
As said 2 rows above, you may need to remind everyone to be aware of when they need to Mute and Unmute themselves. |
Ask
to Start Video |
If
Participant is not seen, use this Ñ sends pop-up
message to the participant. (Video will be
impossible if she/he has no camera. |
Try for
anyone who is unseen |
Waiting Room |
Host
must approve each participant joining the meeting. |
OFF; shouldn't use |
Lock Meeting |
Prevent
anyone else from joining meeting. |
Don't use for
Omnilore classes |
Remove or Report |
Extreme
measures for a disruptive participant. Participant
may not rejoin meeting.
"Report" means report to Zoom. |
Hope to never use for Omnilore, butÉ |
Email Zoom-Support@Omnilore.org for Help
5. How
to Show Computerized Presentations, Discussion Questions,
Videos, and other Files:
Share
Screen
ÒShare ScreenÓ (which
may be labeled ÒShare ContentÓ
in some Zoom apps)
at the bottom of the Zoom meeting window enables showing
presentation files such as PowerPoint or Keynote,
playing videos, and showing Word or PDF questions (or a
window in your email system with questions in the body of an
email).
The
Summer SDG Zoom accounts (+
the L8-Zoom and L9-Zoom accounts for ad hoc meetings) are
set up to allow the host OR any
participant, one at a time, to select an open window
in any application on her/his computer or smart device, and
share the contents of that other appÕs window with all other
meeting attendees.
¥ The participant
sharing her/his screen (the ÒSharerÓ) will now
be executing the application for the window being
shared.
¥ The Sharer may find
an unintended window in that app is displayed, in which case
the desired window needs to be brought to the front via that
app's "Windows" menu (or just by clicking in the
desired window if part of it is visible).
¥ All operations in
the Sharer's window will be seen by all other meeting
participants. For example,
changing PowerPoint from Edit mode to SlideShow mode causes everyone
to see the expected enlarged PowerPoint show. Similarly, for
playing a video in a video player window in ÒFull Screen.Ó
¥ The meeting
Host is the exception, and can override
the current Sharer by clicking ÒView OptionsÓ and
select ÒStop ParticipantÕs Sharing.Ó Or, click ÒShare ScreenÓ and answer
ÒContinueÓ to ZoomÕs question about stopping the other
screen currently being shared.
¥ It will be the
meeting the coordinatorsÕ responsibility to control the
meeting, just like any Omnilore class meeting, by
verbally directing who is to gain control of the shared
screen. And,
reminding each Sharer to Stop
Share when
done.
Email Zoom-Support@Omnilore.org
for Help
6. IF YOU DO NOT HAVE (or Can Not Install or Do Not Want to Install) THE ZOOM APP:
How to Participate via Web Browser
& Phone
(or to join with just audio on your Phone
Ñ just do #8 below)
1. Copy the web
address below "Join Zoom Meeting" from the Meeting
Invitation email you received.
Or, if it is a "lit up" (live) link, click it and jump to step #3.
2. Paste that web
address into a browser's address pane. (Chrome is preferred
because you will get audio via the internet and not need
to make a phone call.)
3. Click "Cancel" (or "No") in the
box with question about opening (or installing) the Zoom
app.
4. Click "Join
from your Browser" (which is a webpage
link).
5. A
new webpage will open and request that you enter Your Name
in the box. Do
so and then click the blue "Join"
button.
6. If
using Chrome or other
audio-enabled browser, click blue "Join Audio
by Computer" button. You are now
connected to the meeting.
Jump to step 10
below.
7. If
not using an audio-capable browser (only Chrome?), the Zoom meeting window will partially
open. If you
see "Your browser does not support
using the computer's Audio device", click "Phone
Call".
¥ Copy or memorize the 9-digit "Meeting ID" that is displayed. Also memorize your "Participant ID" (or don't Ñ it turns out Participant ID is optional in 8.b below).
8.
On a phone,
dial 1-408-638-0968.
When asked for Meeting ID, paste
or enter it (from step 7 or
the original "Meeting Invitation" email you
received about the meeting).
If asked for your Participant ID, enter it
and "#" (pound
sign). Or, just enter "#"
(for example, if you are joining by phone).
If you are asked to
state your name, do so and then quickly enter "#".
You should now be audio-connected to the
meeting via your phone.
10.
The
Zoom window completely shows.
Resize window as desired.
11. If
"Start
Video"
& an icon with a red line through a camera show near
lower left of the Zoom window, click there. If asked to Allow
using your camera, click "Allow" or "Yes".
12. You are now in the meeting via audio and video (in a browser window).
Email Zoom-Support@Omnilore.org for Help