Zoom – Facilitating a Meeting Prepared for U3A Victoria By Russell Incoll Updated September 13th, 2020 1 Table of Contents How to use this Guide There is a lot of information in this document, and people come to this document with a range of skills and knowledge. With this in mind we have included a clickable table of contents. So, our recommendation is that you use the table of contents to click on the topic of interest to move you directly to the item on which you need information, rather than read the whole document. At the bottom of each page is an icon, on which you can click, and you will be returned to the top of the document. You can also use “Command + F” on a Mac or “Control + F” to find the subject in which you are interested. Introduction ................................................................................................................. 6 What is Zoom ............................................................................................................... 6 Getting Zoom on Your Device .......................................................................................... 6 Initial Settings .................................................................................................. 6 Zoom Settings for Hosts ................................................................................................. 8 Computer Equipment............................................................................................... 8 Internet Speed ....................................................................................................... 8 Zoom Basic Settings .......................................................................................... 9 Setting to Suppress Noisy Background ....................................................................... 9 Settings to Remedy a Low Light Situation and Adjust Your Appearance .......................... 10 Zoom Advanced Settings .................................................................................. 10 Setting Waiting Room & Join Before Host .................................................................. 10 Implications of Having a Waiting Room ..................................................................... 11 Passwords Setting ................................................................................................ 12 Chat Setting ........................................................................................................ 12 Control Bar and Sharing Settings ............................................................................. 12 Annotation and Whiteboard Settings ........................................................................ 13 Allowing Zoom to access your Contacts and Calendar .................................................. 13 Hosting a Meeting using Claim Host – Using a U3A Licence ................................................. 14 How to Claim Host Rights for your Class ............................................................. 14 Have Zoom on your Computer/Laptop. ..................................................................... 14 Connect to the meeting. ........................................................................................ 15 Claim Host rights. ................................................................................................. 15 End the Meeting ................................................................................................... 15 Meeting Controls – Computers and laptops ......................................................... 15 Security Icon ....................................................................................................... 15 Waiting Room ...................................................................................................... 16 Meeting controls – iPad/Tablets ......................................................................... 16 Schedule a Meeting ..................................................................................................... 17 Google Calendar add-on ................................................................................... 17 Starting an ad hoc Meeting ............................................................................... 17 Using U3A Website to send a Meeting Invitation .................................................. 17 Schedule a Meeting ......................................................................................... 18 Changing your Default Calendar for Scheduled Meetings – Computers & Laptops ............. 18 2 Changing your Default Calendar for Scheduled Meetings – Mobile Devices ...................... 18 Settings for the Meeting ......................................................................................... 19 Settings Advanced Options ..................................................................................... 20 Alternative Host ................................................................................................... 21 Scheduling Continued ............................................................................................ 22 Recurring Meetings ............................................................................................... 22 What if I forgot to Copy the invitation? ..................................................................... 23 What if I Make a Mistake? ...................................................................................... 23 Running the Meeting .................................................................................................... 23 Muting Participants ............................................................................................... 23 Setting Choices for Individual Participants ................................................................. 24 Chat Settings ....................................................................................................... 25 Share Screen ....................................................................................................... 25 Meeting Settings - Mobile Device ....................................................................... 25 Security Icon .................................................................................................. 25 Locking Meeting ................................................................................................... 26 Running the Meeting Continued ..................................................................................... 26 Entering the meeting ............................................................................................. 26 Choose a View ..................................................................................................... 26 Sound Issues ....................................................................................................... 26 Prepare Beforehand .............................................................................................. 27 Participant Sharing ............................................................................................... 27 Share Screen ....................................................................................................... 27 Additional Meeting Controls .............................................................................. 28 Locking Speaker View to Prevent Highlighted Speaker Changing .......................................... 28 Pin Video – Computers & Laptops ............................................................................ 28 Pin Video – Mobile Devices – Android and iPhone........................................................ 29 Pin Video – Mobile Devices – iPads ........................................................................... 29 Spotlight Video – Computers & Laptops .................................................................... 30 Spotlight Video – Mobile Devices ............................................................................. 30 Sharing Content – Enabling Participant Sharing ................................................................ 31 Computers & Laptops ............................................................................................ 31 Mobile Devices ..................................................................................................... 32 Sharing Content - PowerPoint ........................................................................................ 33 PowerPoint Settings ......................................................................................... 33 Have your live Image in your PowerPoint Slide Show............................................ 34 Using Share Screen to put you Image on Every Slide .................................................. 34 PowerPoint Inserting Zoom ............................................................................... 35 Section Zoom....................................................................................................... 35 Slide Zoom .......................................................................................................... 36 Summary Zoom ................................................................................................... 36 Sharing Content – Computers & Laptops ......................................................................... 36 Screen Sharing..................................................................................................... 36 3 Sharing a Portion of Screen ...................................................................................