During the COVID-19 pandemic, more and more teams around the world are working remotely and thus video conferencing tools like Zoom, meet, skype among others have become extremely popular.
“I don’t know how to use Zoom” many say?
No worries. This five part guide is will introduce you to Zoom and how to use it. Let’s dive right in my friends.
A Quick Guide to using zoom
Contents
A Quick Guide to using zoom.. 1
PART 1 OF 5: Setting up a free account. 2
PART 2 OF 5: Setting up a Zoom Meeting. 2
PART 3 OF 5: An Invite to a zoom meeting (How to Join a Zoom Meeting). 3
PART 4 OF 5: Zoom App Interface. 4
PART 5 OF 5: Additional Information. 7
There’s always been a question that people are asking, what is the best online tool to use? Everybody wants to stream live people want to hold lessons and others to hold meetings. People have been introduced to a lot of things but they just don’t seem to know what’s the best tool to use.
Edify Uganda has facilitated another online training for The Christian school owners association (CSOA). This is actually cohort 2.The training is to equip teachers to learn how to use the digital platforms and these platforms include Google Drive, Google mail, docs, Google Meet (previously Hangouts) Zoom, . Amongst others, including presentations software and screen recording software. In this training teachers are being equipped to be the very best of the modern day world.
What is Zoom?
It is a cloud-based remote communication video conferencing tool that lets you host virtual one-on-one or team meetings easily. With powerful audio, video and collaboration features. It is very similar to using Skype. I prefer Zoom because it seems to handle weak internet connections better than the rest.
The education sector has taken full advantage of this cool technology as teachers are using it to teach online and earn a side income during this pandemic period where lockdowns are common place.
“Hmmm that’s well and good but I want to host my own meeting.” If you feel that way then read on.
PART 1 OF 5: Setting up a free account
- Zoom For Mobile Devices
Step 1: Download the Zoom iOS or Android app from the App Store/Play Store.
Step 2: Confirm your date of birth first to create a new account using your work email address.
Step 3: Click the confirmation link sent to your email and sign in using your credentials.
2. Zoom For Desktop
Step 1: Go to their website, click on the “SIGN UP” button that’s at the top-right corner of the screen. Follow the on-screen instructions similar to the mobile phone process
Step 2: For easy access, download the desktop Zoom client app from the Zoom website.
PART 2 OF 5: Setting up a Zoom Meeting
- For Mobile Devices
- Starting A Zoom Meeting
First Step: Open the Zoom mobile app and sign in to your account.
In 2nd Step : Tap the orange “New Meeting” icon that appears on your screen.
Step 3: Edit meeting settings according to your preferences like switching video off for participants. Then go to the blue “Start A Meeting” button.
- Adding Participants
Step 1: When the meeting begins, click the “Participant” icon at the bottom of your screen to add and manage participants.
Step 2: In the Participants window, click on “Invite” option at the bottom left. Then share the meeting details via various messaging ways like email.
- For Desktop
- Starting A Zoom Meeting
Step 1: Log in to your account.
Step 2: Go to the “HOST A MEETING” button at the top-right corner of the screen. Select one of the following options:
- With Video On
- With Video Off
- Screen Share Only
Step 3: You will be sent to the Zoom app to start a meeting. Here, you can edit meeting settings or copy the “Invitation URL” that you send to the attendees.
- Adding Participants
1st Step: Start a new meeting on the Zoom desktop app.
2nd Step: In the new meeting screen, go to the “Invite” button in the toolbar at the bottom
Step 3: Here, Zoom will give you the options to either Copy URL or Copy Invitation. Send these to participants via Whatsapp, text, email.
PART 3 OF 5: An Invite to a zoom meeting (How to Join a Zoom Meeting)
When someone invites you to a Zoom meeting, they will likely send you a link that looks like https://zoom.us/j/1234567890 (not a valid link – for illustration purposes only).
If you are using a laptop or desktop computer and don’t have the Zoom client yet, clicking on the link will automatically download and then connect you to the meeting. Once you already have the client, you will just be connected to the meeting.
Without the meeting link then you must have a meeting ID to join a meeting. The meeting ID is the Zoom equivalent to a “phone number” for the host. You will need it one way or another to connect.
- Enter the meeting ID if you have it
- You can change your name that will identify you in the meeting in the second text box
- Click Join and the video screen will open. Choose your audio connection and you are ready to go.
- Enter the meeting ID if you have it
- You can change your name that will identify you in the meeting in the second text box
- Click Join and the video screen will open. Choose your audio connection and you are ready to go.
You don’t need an account to join a meeting or be a guest in a meeting but it is a requirement when you want to host a meeting.
PART 4 OF 5: Zoom App Interface
When you move your mouse over the video window, a toolbar shows up at the bottom of the screen. Moving from left to right:
Audio and Video
In the lower left corner of the screen you will find a microphone icon and a video camera icon.
You can use the microphone icon to mute your audio, video camera icon to turn off your video (helpful if your internet connection is slow).
Note: The upward arrow (^) to the right will open a popup menu with various audio and video settings respectively depending on your hardware.
Center Buttons
In the center bottom of the screen are buttons to
- invite others to the meeting
- see who is participating in the meeting
- share your screen for others to see
- open the chat panel
- record the call (with the host’s permission)
For more details, please go to the Zoom Help pages.
Leave or End Meeting
In the lower right corner is a leave a meeting or end the meeting.
For guests OR
For hosts
Other Views
In the upper right is button that switches back and forth between
- Speaker View–shows video of the current speaker, fills most of the screen and the videos of other participants are in small thumbnails at the top of the screen. Good when meeting involves up to four people.
- Gallery View–shows video for each participant in a smaller size. Works well for larger groups.
PART 5 OF 5: Additional Information
Tips
- Always mute your microphone until you are to speak.
- Join zoom 10-15 minutes before every meeting and check if all is well to avoid inconveniences during the meeting.
Problems
The biggest problem I’ve faced using Zoom is weak internet connections. Have same issue too? Try this;
- Quit any other programs, like browsers that are using the internet in background.
- Move closer to the WiFi base station to get a stronger connection.
- If you are sharing your internet connection with others, let them minimize internet use during the meeting.
- Use the phone for the audio connection.
- Turn off your video.
- Connect using a Smartphone or Tablet instead of a computer.
Questions and Answers
- How do I share meeting documents at a zoom meeting for all participants to have access to it?
You can share your screen as you are opening your documents from your computer.
- Can the speaker mute all participant?
Yes it is possible. Go to “privacy” and select “mute all”
- I signed up with the free version. Will I be kicked out of the meeting after 40 minutes?
Yes. The 40 minute limit depends on the host’s account.
- If the host with a Pro version hosts a meeting, and I signed up with the Free Version. Does the 40 minutes limit still apply when he/she invites me to his/her meeting?
No, it does not.
- I hear and see other participants but they can’t see me though they can hear me. What’s the problem?
Camera must be malfunctioning
- How can I schedule a meeting for later automatic viewing?
Open and sign in on the web portal (zoom.us), go to “Profile” and then Connect to “Calendar”. [This activates your calendar integration for Zoom.]
- Can I give screen control to speakers who aren’t hosts?
Yes, go to the “Security” option/button and check the option that says “allow participants to share screen.”
Conclusion
Zoom can help solve the problem of effective communication during the Coronavirus quarantine for many teams the world over. So there is always more to write about Zoom. Things like Zoom bombing which causes all kinds of security and privacy issues but for me, this is it. Be sure to visit the Zoom Help pages for more details.
And of course if Zoom isn’t the right tool for you, check out other video conferencing tools like Google Meet (previously Hangouts) or Microsoft’s Skype.
Attached below is the video link for a zoom training session Trained by Moses Cursor Ssebunya prepared by Ict Teachers Association of Uganda (ITAU) and sponsored by Edify Uganda for Christian School Owners Association (CSOA)
