What is a Zoom Meeting? .com



2476501933575Beginners Guide to ZoomA Guide for Branches of the Embroiderers’ GuildPrepared by Isla Ross, EG Digital MarketingDecember 2020Contents TOC \o "1-3" \h \z \u What is a Zoom Meeting? PAGEREF _Toc57912723 \h 4Zoom for Meeting Hosts PAGEREF _Toc57912724 \h 6Downloading the Zoom App PAGEREF _Toc57912725 \h 7How to Schedule a Zoom Meeting PAGEREF _Toc57912726 \h 8Using the In-Meeting Controls PAGEREF _Toc57912727 \h 10Tips for Zoom Meeting Hosts PAGEREF _Toc57912728 \h 13Zoom for Meeting Attendees PAGEREF _Toc57912729 \h 15How to Attend a Zoom Meeting PAGEREF _Toc57912730 \h 16In-Meeting Controls for Attendees PAGEREF _Toc57912731 \h 18Tips for Zoom Meeting Attendees PAGEREF _Toc57912732 \h 19Ready to Zoom? PAGEREF _Toc57912733 \h 22Note on Zoom Licensing Zoom is free for everyone to use. A basic Zoom account allows you to:????????????? Host up to 100 participants in a meeting???????????? 40-minute maximum group meetings???????????? Unlimited 1:1 Meetings?At the time of publication we are now into the winter period. Zoom meetings will be enormously helpful for the next few months. However, the reasonable prospect of a COVID 19 vaccine and by March we will be moving into better weather it makes sense to schedule 40 minute meetings or buy Pro licences on a monthly basis for longer meetings. The monthly Pro licence costs ?14.39.?By March we will all be in a better position to assess our longer term needs. At that point, if Zoom meetings are going to become a long term feature of branch meetings, it might be appropriate to purchase an annual licence possibly in bulk and using the Zoom Education packages.You can see Zoom’s full list of pricing plans and features hereWhat is a Zoom Meeting?center53213000You can be forgiven if you had never heard of a ‘Zoom meeting’ before the year 2020 because the truth is…not many of us had! Due to the Covid-19 pandemic, this year we have had to find creative ways to stay connected to our family, friends and colleagues to allow us to feel like we are together at times where meeting in person is not possible. Zoom is a computer facility which allows you to host and join in on ‘virtual’ meetings. It is used to replicate team meetings at work, being social with family and friends and for us here at the Embroiderers’ Guild, our branch meetings which we are all missing very much. Having a virtual meeting will never really be able to replace a real life branch meeting, you can’t shake hands, hug your friends or borrow a needle from the person sitting next to you but you can enjoy a ‘stitch and chat’, join in on workshops, have committee meetings and more while staying safe. The same people who you will see and speak to at a branch Zoom meeting are the same people you would be in a room with at your regular branch meetings – no one else can see you or join in unless they have been invited.Here are some key things you need to know about Zoom:Zoom is safe to useZoom is not social mediaYou do not have to use any personal or credit card details to use ZoomYou do not share your email address or telephone number with the other users You will not get spam or scams through using ZoomYou are fully in control of your presence at a Zoom meeting and you can leave at any timeZoom is very easy to use and you can use it on your computer, laptop, tablet or smartphone. This simple guide is for both members who want to know how to set-up and host a Zoom branch meeting, and for members who have been invited to one and want to know more about attending.For meeting ‘hosts’ we will cover: downloading Zoom, setting up a meeting, using the controls at the top and bottom of your screen and meeting conduct protocols. For meeting ‘attendees’ we will cover: how to join in on a meeting once you have been invited, the audio/video functions to control your presence at the meeting and some tips on being a good meeting attendee. Now, let’s get Zooming!!Zoom for Meeting Hosts1133475408305This part of the guide is specifically for members who want to learn how to set-up and host a Zoom meeting for their branch. If you’re looking for advice on attending a branch meeting, then please refer to the next section ‘Zoom for Meeting Attendees’. __________________________________________________________________________________The?Zoom meeting ‘host’?is the person responsible for ‘scheduling’ the branch meeting and ‘inviting’ other members to participate. As the meeting host you have control over all functions and features in the?meeting and will need a Zoom account to host a meeting. If you’re planning on hosting a branch Zoom meeting then downloading the app and setting up an account are the two things you will want to do first so let’s start begin by showing you how to do these. Downloading the Zoom AppYou can download and install the Zoom app for your computer or your smartphone quickly and easily. How to Download the Zoom Client Desktop AppGo to? from the Download Center,?click?on the?Download?button under “Zoom Client For Meetings”.Once the download is complete, the Zoom application onto your computer. If your Zoom app does not automatically launch, just search for ‘Zoom app’ in your computer files and click to open.How to Download the Zoom App for Mobile Devices Tap on the ‘Google Play’ Icon if you are using Android or the ‘App Store’ icon if you are using iOS (Apple)Tap on ‘Apps’Search for ‘Zoom’ Tap to install the ‘Zoom Cloud Meetings’ appOnce the installation is complete, tap to open itSigning up to ZoomOpen the Zoom app if you have downloaded it or visit zoom.us to sign up from your internet browserOpen the app and click on ‘Sign In’ and then ‘Sign Up Free’ in the bottom left-hand corner or ‘Sign Up, It’s Free’ in the top-right hand of the screen if signing up from your internet browser. Enter your date of birth. This data won’t be stored, it is to ensure that you are aged 16 or overEnter the email address you would like to use for your Zoom account followed by your first and last nameYou will either need to tick a box to say that you ‘Agree to Terms and Service’ or you will be informed that by clicking on ‘Sign Up’ you are automatically agreeing to this A pop-up will appear informing you that a confirmation email was sent to the email address you chose. Tap "OK" to close the pop-upSign in to the email that you provided, open the confirmation email from Zoom and tap the "Activate Account" option.Begin the first step of confirming your account information and choosing a password. Re-enter your first and last name. Type a password and then retype the same password to confirm and click ‘Continue’. If your password does not meet Zoom's requirements, instructions will appear. For example, the password must include at least eight characters and at least one letter and number.The second step will prompt you to invite colleagues to a meeting now. If you're in a hurry to do so, you can complete this step, but if you're simply setting up your account to use in the future, opt to skip instead.The third step encourages you to start a meeting now. Again, you can skip this step by tapping "Go to My Account."You’re almost set up! If you clicked ‘Go to My Account’ you will be able to review your Zoom profile and settings such as email, password and date and time and alter these if necessary. You now have an active Zoom account!How to Schedule a Zoom MeetingIf you are hosting a branch meeting on Zoom, you will want to schedule your meeting so members are aware in advance of what time and date their branch meeting will take place. Scheduling meetings is helpful so you can organize your branch calendar in advance and keep track of recurring events. If you want to learn how to set up an instant meeting instead you can click here.Open the Zoom app or visit zoom.us and Sign In to your account. Refer to the previous section to learn how to set up an account if you haven’t alreadyClick on ‘Schedule’ if using the App or ‘Schedule a Meeting’ if you’re using your internet browserThis will launch the Zoom Meeting Scheduler window Zoom Meeting Scheduler as shown on Zoom Desktop AppName your meeting, e.g. ‘Isla’s Branch Zoom Meeting’, use the drop down menus to decide when you want your meeting to take place and how long for (this will be limited to 40 mins if using a free account’) Choose whether you wish to generate a Meeting ID automatically or use your personal meeting ID. A Zoom Meeting ID is a randomly generated set of eleven numbers that is attached to your meeting. This ID is unique to you and only you. Since no other meeting can have the same set of numbers, inputting this ID will bring participants directly to your meeting. Each time you host a Meeting, Zoom generates a new unique Meeting ID. This ID expires as soon as the meeting ends. This means that users cannot reuse the same ID again. For security reasons, it is safer to use a unique meeting ID each time.As host, you are in control of the security of your meeting. A Zoom meeting password (referred to as passcodes) will be sent to your meeting attendees so that they can safely access your meeting. A meeting passcode is enforced on all free accounts. You can also tick the box to enable a ‘Waiting Room’. When participants join a meeting, placing them in a waiting room requires the host to admit them individually. Enabling the waiting toom automatically disables the setting for allowing participants to join the scheduled meeting before the host You can read all about passcodes and waiting rooms hereSelect whether you would like the host and participants to enter the meeting with cameras turned on or off. If you use an online calendar such as Google Calendar and you would like to sync your Zoom meetings with this calendar to receive meeting reminders, you can do so. You can also use the drop down to access some more advanced meeting features. For example, if you are hosting a Guest Speaker at your branch Zoom you may opt to mute participants microphones when they join the meeting to prevent interruptions.Click ‘Save’ – if using Zoom from your internet browser you will now see a preview of your scheduled meeting and you can ‘Copy Invitation’ to invite branch members or if using the App, click on the 3 dots next to your scheduled meeting and select ‘Copy Invitation’You can now email this unique meeting link ‘invitation’ to branch members via email Congratulations! You have now scheduled your first branch Zoom meeting! DO NOT share your meeting link or Meeting ID publicly and advise your meeting attendees to do the same. This information is private and should only be shared with your meeting participants. You can learn more about scheduling Zoom meetings hereUsing the In-Meeting ControlsWhen you are hosting a meeting, you will have in-meeting controls that will appear at the bottom of your screen if you are not screen sharing as shown below. Depending on your device, the in-meeting controls bar may appear in another position on your screen or it may not appear at all. If you can’t see your controls bar on screen, try running your cursor around the edge of the Zoom screen to wake it up. You may also have more or less controls depending on whether you are using a free or upgraded account.Below is a table containing each control, what they mean and how to use them. Click on the links to learn more about each control on Zoom’s website.Button DescriptionWhen your microphone icon has a red strike through it then this means that your microphone is off.Click on the microphone icon to unmute it and the red strike will disappear Click the “up arrow” (next to the?microphone icon) to open?audio settings.Here you can change speaker and microphone settings.When your camera icon has a red strike through it then this means that your camera is off. Click on it to turn your camera onClick the camera icon again when you wish to turn your camera offClick the “up arrow” (next to the camera icon) to open?video settings.Here you can change your camera settings.Click to?invite people during?a meeting.Click?to show?a list of participants in the meeting.From this panel you can?mute/unmute all participants,?designate host controls?and more.?See the official Zoom page on managing participants for a full list of features available in this panel.Click to start?sharing your desktop display or any window/application?on your computer with others in the meeting. Meeting hosts can also select?to allow?multiple screens to be shared simultaneously. This means that you are choosing to show others in the meeting whatever is on your screen under the Zoom meeting window.Click to open the Chat panel where you can?start or respond?to a chat.Click to record your meeting. This option is only available to meeting hosts or persons designated to record the meeting.(See “Recording Your Zoom Meeting” for more details.)REMEMBER to ask permission of all participants if you intend to video the meeting. They may not wish their face to appear in a video. ALWAYS ask a speaker if you may video their talk/demo/workshop and make sure you have explicit permission from them to circulate the video.Click to leave or end the meeting. Leaving the meeting will allow participants to remain in the meeting room, and ending the meeting will disconnect all participants from the meeting room.Tips for Zoom Meeting HostsRecord the Meeting If some branch members are unable to attend the branch meeting or aren’t feeling ready to join in yet – they don’t need to miss out. You can try recording your branch meetings to your computer or to the Zoom storage cloud if you have a paid for account and send your members the recording at a later date. Make sure you ask for permission from your meeting attendees and speakers before you record any meeting.Try ‘Co-Hosting’ If you want to have more than one host in a branch meeting, then you can invite someone to ‘co-host’. This would be particularly useful if you were running a branch speaker event for example so that the meeting host and the branch speaker can both have control over the meeting and managing participants. Read about ‘Co-Hosting’ here: Show others that you are listening You should try to practice non-verbal cues at times during meetings to show your fellow meeting participants that you are listening and that you are paying attention to them when they are talking. For example, if you have a guest speaker at your branch Zoom meeting, try nodding, smiling, giving a thumbs up etc. Even if they can’t hear you they’ll be able to read your body language and will appreciate your responsiveness. Non-verbal communication is especially important if you have your microphone muted when someone else is talking.Try to have a tidy, simple background A cluttered or messy background can be seen as unprofessional and also can be a distraction for other participants. Having a clean and simple background is good practice although we’re sure no one at your branch Zoom meeting will mind if this isn’t always achievable. Try looking into the camera when you are talking rather than at yourself When you are addressing your branch meeting attendees, try looking into your camera on your computer or tablet/smart phone so that it gives the impression that you are talking directly to them. The natural thing to do is to look at yourself on screen when you are talking but this appears that you are looking somewhere else/your attention is elsewhere.If you are hosting, stick around until the endBy allowing members to ‘Leave Meeting’ when they are ready you are making sure everyone has had a chance to speak and ask any questions before you end the meeting. Once all of the attendees have left, then the host can exit the meeting. This is professional and will prevent any confusion for members who are new to Zoom and are familiarising themselves with using it. Try ‘Zoom Break Out Rooms’Some EG branches who are using Zoom have kindly shared that they have tried the ‘Break Out Room’ feature on Zoom. This breaks up a big meeting into smaller groups so people can catch-up/have a discussion with just a few other members. Read about Break Out Rooms hereArrange Zoom practice sessions for those who need it Zoom and video conferencing is new to many of us. Some of your branch members may feel more comfortable about joining in on Zoom meetings if you offer to arrange a practice session for them to familiarise themselves with Zoom and in-meeting controls.Try Zoom’s handy keyboard shortcuts Once you are familiar with Zoom’s Host Controls, if you are using a desktop you could try learning Zoom’s keyboard shortcuts to quickly mute/unmute – turn your camera on/off. Read about Zoom’s hot keys and keyboard shortcuts hereZoom for Meeting AttendeesThis part of the guide is specifically for members who want to learn about attending a branch Zoom meeting, how to respond to a Zoom invitation and how to control their presence at the meeting. If you’re looking for advice on hosting a branch meeting, then please refer to the previous section ‘Zoom for Meeting Hosts’. You do not need to have a Zoom account or download the Zoom app to attend a Zoom meeting, but we recommend that you install the Zoom app for your computer or mobile if you plan on using Zoom often. When you join your first Zoom meeting, you will be prompted to download the app. If you would like to do this before your meeting is due to take place, please refer to ‘How to Download the Zoom App’ in the section ‘Zoom Meeting for Hosts’. When your branch meeting host invites you to a meeting, you will receive an invitation which looks something like this:Once you receive your invitation, the next section covers how to join in on the meeting when it is due to take place.How to Attend a Zoom MeetingOpen your meeting invitation in your email inbox 10-15 minutes before your meeting is due to start so that you are on time Click on the link under ‘Join Zoom Meeting’ If you have the Zoom app installed, you can choose to launch the Zoom App or you will have the option to ‘join from browser’. You may then be prompted to input your Meeting ID and/or your Meeting Passcode– this is just a security measure, like a password! You can find your Meeting ID and Meeting Passcode in your Meeting Invitation as highlighted below:If your meeting host has not yet started the meeting, you will see a message which says ‘Waiting for host to start meeting’ . You will have the option to test your computer’s audio and camera while you wait, to check everything is working. We cover controlling your audio and camera in the next section. If the host has enabled a ‘waiting room’ then you will see a message that says ‘Please wait, the meeting host will let you in soon’ – now all you need to do is wait for the meeting to begin! You may also see the screen below, just click ‘Join Audio’ to enter the meeting. Please be aware that Zoom works slightly differently on depending on which device you are using which is why at times we say ‘you may also see this screen’ to highlight that what you see on screen may appear slightly differently to what you see in the screenshots in this Guide or to what you have experienced while using another device.You have now entered the meeting!Alternatively, you can open the Zoom App on your computer or mobile before the meeting is due to take place and click ‘Join’ to join a meeting. You will be prompted to enter your Meeting ID as shown above and then click ‘Join’ to enter the meeting.Once you enter the meeting, the two main controls you will want to know as an attendee is how to turn your camera and microphone on and off to control your presence at the meeting. Please refer to the next section to learn about these controls.In-Meeting Controls for AttendeesOnce your meeting starts, you will have a black bar at the bottom of the meeting window that will look something like the image below. This bar allows you to control your presence at the meeting.On the left-hand side, you will see that you have the option to ‘Mute’ and to ‘Start Video’ and these will be your two most important meeting controls as a meeting attendee. Let’s take a look at what these controls allow you to do and how to switch them on and off.ButtonDescriptionWhen your microphone icon has a red strike through it then this means that your microphone is off.Click on the microphone icon to unmute it and the red strike will disappear Click the “up arrow” (next to the?microphone icon) to open?audio settings.Here you can change speaker and microphone settings.When your camera icon has a red strike through it then this means that your camera is off. Click on it to turn your camera onClick the camera icon again when you wish to turn your camera offClick the “up arrow” (next to the camera icon) to open?video settings.Here you can change your camera settings.See the official Zoom Attendee control guide for a?comprehensive list and description of controls.Tips for Zoom Meeting Attendees Now that you know how to join a meeting, what to do when you enter the meeting and how to control your presence at the meeting, it is useful to know some of the best practice techniques in order to use Zoom as effectively as possible. Here are some of the main things you need to know:Test your video and audio before your meeting You can test your video and audio before your meeting is due to take place. It is recommended that you do this before your first Zoom meeting so that you have time to amend your settings if your video and audio aren’t working as they should be. You can test your video and audio ahead of your meeting on the Zoom website hereLook at the cameraIt is completely natural to want to look at yourself and other members who are in the meeting on the screen when you are talking but if you try looking into your camera then this will mimic the in-person feeling of eye contact. Doing this takes a lot of getting used to and isn’t too important, but useful to practice in case you are ever presenting for example.Consider your lighting If are joining a meeting with your camera on, lighting is important so that your fellow branch meeting participants can see your lovely face properly! Try to have the light in the room coming towards you rather than from behind you as being backlit makes you harder to see. Front-facing natural light from a nearby window is ideal. If you do have a bright window behind you for example, you may want to draw the curtains or close the blinds and put a lamp on if you need to so that you can be seen.Adjust your camera If you are joining a branch meeting by video and your camera is too low or too high then the other meeting participants won’t be able to see you properly. Try adjusting your camera so that it is at eye level. You can do this before your meeting is due to start so that you are ready to go. Know when to mute your microphone If someone in the meeting is talking or giving a presentation for example there will be times where you may need to mute your microphone to avoid distracting everyone else in the meeting. This could include, for example, when : your background is noisy, you have someone else in the background talking, your phone is ringing and you need to take a call, a parcel arrives at the door, the dog is barking etc. When it is your turn to talk or the meeting turns conversational, unmute your microphone again. Try to have a tidy, simple background A cluttered or messy background can be a distraction for other participants. Having a clean and simple background is good practice although we’re sure no one at your branch Zoom meeting will mind if this isn’t always achievable. Try to be on timeJust like any other meeting, it is polite to try and arrive on time to a scheduled Zoom meeting. If you can, set a reminder for 10/15 minutes before your meeting is due to start to test your audio and microphone, adjust your camera, have your cuppa ready, and be ready to join in when your host starts the meeting. Doing this will prevent any stress if you run into any problems when your meeting is due to start and will ensure you are there on time and don’t join late. If you are late to the meeting, try not to worry, it happens! Before your first Zoom meeting, try a practice meetingIf your first Zoom meeting is coming up and you want to try it out beforehand, ask someone to do a practice Zoom with you. This will give you a chance to familiarise yourself with a Zoom meeting and try out your in-meeting controls before the real meeting takes place. You could ask a family member, friend, fellow member to practice one with you. Our Digital Marketer Isla is happy to try a practice meeting with you, drop her an email on digitalmarketing@ if you are interested. Show others that you are listening You should try to practice non-verbal cues at times during meetings to show your fellow meeting participants that you are listening and that you are paying attention to them when they are talking. For example, if you have a guest speaker, try nodding, smiling, giving a thumbs up etc. Even if they can’t hear you they’ll be able to read your body language and will appreciate your responsiveness. Non-verbal communication is especially important if you have your microphone muted when someone is talking which you may be instructed to do by your host. Relax and enjoy!Above all, what is most important is that you relax and enjoy your branch Zoom meeting as you would your usual in-person branch meetings. Meeting interruptions and problems with audio/camera are all very common and everyone will experience them at least once and your fellow meeting participants will be understanding and better still, will laugh it off! Video conferencing is new for most of us so just try to relax and have fun with it. Ready to Zoom?We’re sure we can all agree that we are missing our usual branch meetings and can’t wait for them to resume as normal but while we wait, Zoom meetings are one of the most interactive ways we can all keep in touch with one another while continuing to learn and stitch together. And what’s more, once you get used to Zooming – you will have learned yet another new skill and can use Zoom even once it is safe to meet in person again. Knowing how to Zoom means that if there is ever a time where meeting is inconvenient, you can’t travel or you just want to catch up with members outside of your usual branch meetings, you can do it from the comfort of your own home. Perhaps your branch have found other ways to stay in touch that don’t involve Zooming and find these more effective – we highly encourage you to explore your options and find what works best for your branch. Zoom won’t be suitable for everybody. If you do want to join in on Zooming with the EG community outside of your branch, reach out to other branches and regions and ask if you can join in on their meetings, talks and workshops. Some members have already told us they are doing this and having great fun meeting new people from other branches without the need for travel.We are in-awe of how Guild members have adapted and found ways to stay together throughout the covid-19 pandemic – it is a reminder of how special it is to be a part of a strong community like the Embroiderers’ Guild. If you have any questions relating to Zoom or anything covered in this guide, get in touch with our Digital Marketer Isla at digitalmarketing@ ................
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