Quick Guide Options and Instructions for Remote Meeting Apps

Quick Guide to Remote Meeting/Calling Apps

The following explains some of the various apps you may be using or will be introduced to for working remotely.

Zoom.us ...... 3 FaceTime ...... 4 WhatsApp ...... 5 ...... 6 Messenger by ...... 7 ...... 8 Google Hangouts Meet ...... 8 GoToMeeting ...... 9

Zoom.us Zoom is what our teams are widely using for online meetings. You can join meetings via a Zoom URL that is sent to your email via calendar invite, or even via your .

You will need your own Zoom account to organise your own Zoom Meetings. Sign Up for Zoom 1. Go to https://zoom.us/signup 2. Enter your email address and then click ‘Sign Up’. An email will be sent to you from Zoom. 3. Check your inbox (inc. your Junk folder in case) and click the Activate Account link 4. Fill in your details and choose a password. Click ‘Continue’ 5. You’ll have the option to invite others to Zoom and test a meeting – up to you if you want to do those! OR you can skip these for now.

You do NOT need an account to join meetings organised by others. Joining a meeting via PC or Mac 1. Click the Join link in your invitation. Depending on your default web browser, you may be prompted to open Zoom. Joining a meeting via Web Browser (Google Chrome only) 1. Alternatively, you can Open Chrome and go to https://join.zoom.us/ 2. Enter the Meeting ID provided by the organiser or host (a 9, 10 or 11 digit number) 3. Click Join. a. If this is your first time joining from Google Chrome, you will be asked to open the Zoom client to join the meeting. b. You can check Always open these types of links in the associated app to skip this step in the future. c. Click Open Zoom Meetings (PC) or Open zoom.us (Mac). Joining a meeting via mobile device 1. Download the free Zoom app on the iOS or . 2. Once installed, click the link in your invitation email or open the app and enter the session ID. 3. You can also join the meeting by opening the Zoom app after it’s been installed and entering the 9, 10 or 11 digit Zoom ID provided by your organiser.

For help, visit https://zoom.us/resources

FaceTime You can use FaceTime over Wi-Fi or over mobile on supported iOS or iPadOS devices. FaceTime can NOT be used on Android/Google devices. Initial Set-Up on Mobile Device 1. Open the FaceTime app on your device. 2. Sign in with your Apple ID. You can also do this via Settings  FaceTime 3. If you’re using an iPhone, FaceTime automatically registers your phone number. To also register your email address on your iPhone, go to Settings > FaceTime > Use your Apple ID for FaceTime, and sign in with your Apple ID. 4. If you’re using an iPad or iPod touch, register your email address by tapping Settings > FaceTime > Use your Apple ID for FaceTime, and sign in with your Apple ID. Making a call 1. To make a FaceTime call, you need the person’s phone number or registered email address. There are a few ways to make a FaceTime call: 2. In the FaceTime app, tap the plus button and type the person’s phone number or email address. Tap the number or address, then tap Audio or Video . 3. If you have the person’s phone number or email address saved in your Contacts, you can start typing their name and tap the name when it appears. Then tap Audio or Video. 4. You can also start a FaceTime video call from your iPhone during a phone call. Tap the FaceTime icon in the Phone app to switch to FaceTime.

For help, visit: https://support.apple.com/en-au/HT204380

WhatsApp WhatsApp is one of the most widely used messaging apps worldwide. WhatsApp costs nothing for users to install. You MUST provide a phone number to use WhatsApp. Initial Set-Up 1. Download the app on either iOS or Android 2. Install and launch the app on your device. 3. You will be asked a series of questions, which you should affirm as you begin the app setup. a. Allow WhatsApp to access your contacts. b. Allow WhatsApp to send notifications. c. Agree to the app’s terms of service and privacy policies 4. The app will send you an SMS message to verify your phone number and country code when you type in your phone number. You can re-do the number if you make a mistake. 5. Tap in your name and add an image as an avatar (or you can do this later). 6. If you’ve ever used WhatsApp before, you’ll be asked if you want to restore your chat history. This is optional so you don’t have to do it! 7. Once you’re finished punching in your specs, you’re ready to chat. Adding Contacts 1. Tap the chat icon. 2. Tap New Contact. 3. Add the name and phone number of your new contact. 4. You can invite a new user by scrolling down to the bottom of the window and tapping Invite Friends to WhatsApp, where you can choose to send an email or text message invite. 5. If you are adding an international contact, make sure to do the following. a. When adding the contact’s phone number to your address book, start with a plus sign (+). b. Type the country code, a nation-specific numerical prefix, followed by the phone number. Search online to find the proper country code if you don’t know it. c. Remove any leading zeros or calling codes from the actual phone number after entering the country code. Chatting with and Video/Audio Calling Contacts 1. Tap the chat icon. 2. Select the person you want to chat with. 3. Tap the chat box at the bottom of the screen and use it to type and send , photos, audio, etc. 4. To do an AUDIO CALL, tap the phone icon at the top-right of the screen. 5. To do a VIDEO CALL, tap the camera icon at the top-right of the screen.

For help, visit https://faq.whatsapp.com/

Skype Skype works similarly to Zoom. You will need a account to use it.

You can use an existing Google account/email to sign up for a Microsoft account, or your phone number to sign up for Skype. Initial Set-Up on Mobile Device 1. Download the app on either iOS or Android 2. Open the app. Sign in to your Microsoft account or register for one. 3. You can choose to sync your phone contacts on the phone app – this is the easiest way to see who of your contacts are using Skype. 4. On the app, tap ‘Contacts’ and then view ‘All’ to search and locate people using Skype. Logging in on Desktop 1. Go to https://web.skype.com/ or install Skype for Windows 2. Login with your Microsoft account. 3. Your conversations and audio/video calls can now be done on the web/desktop app.

TIP: if you need to quickly organise a meeting in a pinch, go to this link: https://www.skype.com/en/free-conference-call/ (you MUST have a Microsoft account to do this, but your guests don’t need one!) Calling with Skype 1. NOTE: Calling Skype contacts on Skype is always free - but to call a mobile phone or landline through Skype requires Skype Credit or a subscription. 2. Find the person you want to call from your Contacts list. 3. Select the contact you want to call, and then select the audio call button, or video call button. If you want to make a group call, simply add another participant. 4. At the end of a call, select the end call button to hang up. 5. You can also quickly turn any chat into a call - just select the audio call button, or video button from your chat. 6. Note: If you've synced your mobile address book with your Skype , you can also make Skype calls right from your device's contact list. Just tap the Skype button next to the person you want to call.

For help, visit: https://support.skype.com/en/skype/all/

Messenger by is Facebook’s messaging app. Messenger is just like texting or WhatsApp, and you don't have to pay for messaging (it works with your data plan). Initial Set-Up on Mobile 1. Download the app on either iOS or Android 2. When you open the app, you can either set it up with an existing Facebook account, or you can choose the ‘Not on Facebook’ option and provide your phone number. 3. If you use a Facebook account, all your existing messages (if any) will be loaded into the app. 4. If you have used your mobile number, you can sync your phone contacts to Messenger – and easily contact them using the app. Logging in on Desktop 1. Go to https://www.messenger.com/ 2. Login with your phone number (you must have set it up on your phone first!) 3. Your conversations and audio/video calls can now be done on the web app. Making a call on Messenger 1. Open a conversation with the person you want to call. You can use Messenger to make free voice calls. The recipient will need to be using either the Messenger app or the Facebook app, and will need to have their device connected to the internet. They can also receive calls using the Facebook website. 2. Tap the "Phone" button to place a voice call. The recipient will be notified that they are receiving a call and will be able to pick up. 3. Put your device up to your ear. Once the call starts ringing, you can put your device up to your ear and talk just like you would a regular phone call. 4. Tap the "Speaker" button to turn on speakerphone. This will play the call audio loud so that you don't have to hold the phone to your ear. 5. Tap the "Video" button to turn the call into a video call. The other person will be notified that you want to turn on video and can either accept or deny the request. If the other person accepts, you'll be able to see each other using the cameras on your devices.

For help, visit https://www.messenger.com/coronavirus

Google Hangouts You can use Hangouts to start a chat conversation and make phone calls using Wi-Fi or data. Hangouts sync automatically across devices. If you start a Hangout on your computer, you can continue your chat on another device, like your phone. You will need a Google account to use Hangouts. Register here: https://accounts.google.com/ Initial Set-Up on Mobile Device 1. Download the app on either iOS or Android 2. Open the app. Select a Google Account, or sign in to another account. 3. Follow the steps to verify your phone number and let people find you on Hangouts. If you don't want to verify your phone number, tap Skip. Logging in on Desktop 1. Go to https://hangouts.google.com 2. Login with your Google account at the top-right with email or phone. 3. Your conversations and audio/video calls can now be done on the web app. Making a call on Desktop 1. Go to https://hangouts.google.com and login 2. Click the Call tab. 3. In the search box, type a phone number or name. To enter an international country code, click the menu or type it into the search box (for example, +55 for Brazil). Do a Google search for the country code if unsure. 4. Click the phone number or the name of the person you want to call. 5. To enter an extension, click the dial pad Dial pad. 6. To end a call, close the Hangout window or click End call End call. The call will also end if you run out of calling credit. Making a call on Mobile 1. Open the app on your mobile device 2. Tap the ‘Dial’ icon (iOS) or the ‘+’ icon (Android) 3. Type in someone's name or phone number, then select them from the search results. To dial a number, at the bottom, tap the dial pad. 4. Call them with the call icon.

For help, visit https://support.google.com/hangouts Google Hangouts Meet You MAY come across a similar app called . It is the business version of Google's Hangouts platform and is suitable for businesses of all sizes.

You can ORGANISE meetings with Meet if you use G Suite or G Suite for Education, but ANYONE can JOIN Google Meet meetings sent to them. Joining a Google Meet meeting 1. Click the Meeting URL in your calendar invite or from the organiser, OR 2. Go to https://meet.google.com/ and enter the meeting code provided to you by the organiser.

GoToMeeting GoToMeeting is very similar to Zoom; it is used for online meetings and webinars. You can join meetings via a GoTo URL that is sent to your email via calendar invite, or even via your mobile phone.

You do NOT need an account to join meetings organised by others. If you would like to host your own meetings, you will need to sign up and pay for an account. Joining a meeting via PC or Mac 1. Click the link in your invitation. You’ll proceed to your session immediately. Just remember to register first if attending a webinar or class. (The registration link is in the invitation email.) 2. Alternatively, if you have the session ID but don’t have easy access to the direct link: a. For a meeting, go to www.joingotomeeting.com. b. For a webinar, go to www.joinwebinar.com c. For a class, go to www.jointraining.com. d. Once there, type or paste the ID provided by the organizer. Click Yes or Always (or Trust on a Mac) if prompted to accept the download. You will enter the session. Joining a meeting via mobile device 1. Download the free GoToMeeting app on the App Store or Google Play. 2. Once installed, click the link in your invitation email or open the app and enter the session ID.

For help, visit https://support.goto.com/meeting