How to Zoom

Schedule a Zoom meeting from the application

From your desktop application you can schedule a Zoom meeting by clicking on the schedule button.

This will bring up the screen where you can specify your meeting settings. Enter your topic start date, time, duration, and you can also specify the time zone here. But it's probably better to let the time zone be handled by your calendaring application. From the screen you can also make it a recurring meeting.  Selecting that option will remove all the date, start and duration information. You can then set up the recurrence in your calendar application.

You will also be able to select your video options. Do you want the host and participant video to be on or off when they enter a meeting? If set to off, the host or participant can always turn their camera on when they're ready. For audio options you can select telephone only, voice over IP only, or both. It is generally recommended to have it set to both. Participants can then choose how they wish to join the audio component of your meeting.

Under meeting options you have some advanced options. These include requiring a meeting password. You can enter up to a 10 character password to protect your meeting. You can enable join before host. This allows the first person to join the meeting to launch the meeting for everyone, use your personal meeting ID, and record the meeting automatically.

Lastly you can then select your calendar application. When you click schedule, it will open in the selected calendar so that you can add it to your calendar. You can invite your participants and book your room resources.

Zoom meetings
Schedule Zoom Meeting

Schedule a Zoom meeting in a web browser

Scheduling a Zoom meeting is quick and easy.

From the meetings tab click the schedule a new meeting button. You're able to change the topic of that meeting. In addition to the date, the time and the duration of that meeting. If it needs to occur frequently you're able to set this as a recurring meeting and change how often it will occur.

You're also able to change settings like generating a unique one time 9 digit meeting ID, or using your personal meeting ID. You're able to require a meeting password and change the video default settings for both the host and the participants in your meeting.

You're also able to go further and enable join before host; muting participants upon entry; and the waiting room feature. Once you've scheduled the meeting you're able to add it to your Google Outlook or Yahoo Calendar. Or you can scroll down and copy the invitation, so that you can paste it and share it with anyone that will need to join your session.

How to join a Zoom meeting

We've got a couple options, firstly by email invitation.

Once you receive an email invitation for a Zoom meeting, you can quickly view the join link from the invitation. Then click the segmentation and you will be prompted to either download or launch Zoom. If you see this message “waiting for hosts to start this meeting” that means the host has not started the meeting on their side yet.

You can go through while you're waiting, test your computer audio, select your input levels, select your video, and go through and select your virtual background.

Your second option is to directly join Zoom meetings from the Zoom application. You can view all your upcoming meetings under the meetings tab and quickly select join.

How to setup Zoom

Video and Audio settings

When you’re joining a Zoom meeting, you'll see a video preview pop up that prompts you to determine whether you'd like to join the meeting with your video enabled or disabled by default. Simply select the option to join into the meeting using the preference you've selected.

Joining and configuring your audio and video within a Zoom meeting is quick an easy. If you see the join audio icon in the bottom left hand corner of your Zoom meeting window toolbar, simply select the icon and select “join with computer audio”. You'll also notice there is the option to test your speaker and microphone prior to joining the meeting.

However if you're already connected and others are having issues hearing you or you're having difficulty hearing others, navigate to the up arrow to the right of the mute and unmute button where you can test your speaker and microphone. When you select test speaker and microphone, you'll be presented with a series of steps. Simply follow the prompts by answering yes or no to connect your audio properly.

During the Zoom meeting you can also start or stop your video at any point by selecting the start video icon. Simply select stop video, to stop your video feed from being shared with others. You can also adjust your audio input and output sources from the up arrow, and if you have multiple web camera sources you can adjust your web camera source from here also.

For more information on using Zoom or for information on installing Zoom into your workplace contact us. For general AV installation stay on our website.