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How to Use Zoom: A Step by Step Guide

Zoom provides the first Unified Meeting Experience platform that brings HD video conferencing, mobility and web meetings together as a free cloud service. So, you can have crystal-clear video conversation and high-quality screen sharing, anytime, from anywhere, with up to 25 people or rooms.

Getting Started

Where do I begin?

  • To begin, simply go to http://zoom.us and click on Sign up.
  • From there you can enter your first and last name, and your e-mail address to sign up.
  • Additional functionality will be added in the next few months that will allow you to use your NLU username and password.

How do I log in?

  • To log in, you can use the email and password that you have created, or use your Google (Gmail or Google App) or Facebook account.
  • Tip: If you have not created a user email and password, please click on “Sign Up” to create a zoom account.
  • Note: if you have a zoom account but cannot remember your password. Please select “Forgot your password”

Where do I find the desktop or mobile app?

  • Once you have signed up or logged in, click on Host a Meeting, the desktop app will auto-download. Alternatively, you can click on the download footer link at http://zoom.us
  • For iOS, visit the Apple App Store or by searching “zoom.”
  • For Android, visit Google Play or by searching “zoom HD meetings.”

What do I do after I launch the app?

  • After you launch the app, you have two options. You can Join a meeting or Host a meeting.
  • If you do not wish to log in, and just want to join a meeting in progress click on Join a meeting. If you would like to log in and start your own meeting, click on Host a meeting.

How do I start a meeting?

  • Once you have logged in, you will see the main dialog box as shown below. The default tab is “Home”.
  • You can:
    • Click on Video Meeting to start an instant zoom meeting
    • Click on Screen Share Meeting to start a meeting while sharing your “desktop” or “application”
    • Click on Schedule to set up a future meeting (to learn more about scheduling meetings, click here)
    • Click on Join to join a meeting that has already been started (to learn more about joining a meeting, click here)

My Meetings

  • The “My Meeting” tab shows your upcoming scheduled or recurring meetings. You can also click on the “Recorded” tab to view previously recorded meetings.
  • You can:
    • Start: Selecting start will start the pre-scheduled meeting that you have listed in your upcoming meetings.
    • Edit: You can edit or update your scheduled meeting.
    • Delete: Selecting delete will permanently delete your scheduled meeting.
    • Copy URL: Here you can copy your scheduled meeting(s) URL and manually paste into an email, IM, SMS, etc.

Note: if you do not see your scheduled meeting, click the refresh tab in the upper right-hand corner to update/refresh the meeting list. Additionally, make sure to schedule enough time for your meeting, meetings will end as scheduled.

How do I configure the settings?

You can find the Settings tab in the main dialog box or in the meeting menu bar. After clicking Settings, you will have the following options:

Audio:

To Test Your Audio

  • Click on “Settings” on your PC or Mac client, or during a video meeting, click on “Settings” in the menu bar (toggle to activate). Then click on the “Audio” tab to test your audio setting.
  • Select the microphone drop-down and try a different audio source if the other side can’t hear you
  • Select the speaker to drop down and try a different speaker source if you can’t hear the other side.

Video:

To Test Your Video Camera

  • Before or during a video meeting, click on “Settings” in the client menu, then click on the “Video” tab to test your video selection.
  • Here you can also click on the drop-down arrow to switch between Cameras that you have connected to your computer.
    • General: You can select additional preferences
    • Feedback: We welcome any questions, comments, or feedback
    • Recording: Here you can browse/open your stored recordings (all recordings are stored on your local device/computer)
    • Account: Here you can upgrade your account to pro user or, manage your account details (Learn more about Account)

What can I do in a meeting?

Once you have started or joined a meeting, you can perform the following actions from the menu bar located at the bottom of the meeting window (move your mouse to toggle):

  • You can:
    • Invite more people to join by email, IM, SMS (mobile users) or meeting ID (learn more)
    • Screen share your desktop or specific application window (learn more)
    • Group or private chat
    • Participants and Chat (learn more)
    • Mute/unmute audio
    • Stop/start video
    • Configure your settings (learn more)
    • Leave or end the video meeting

Before your meeting:

Control video and audio quality.

Invest in a quality webcam and speaker and microphone headset. These provide better video and audio than your computer’s built-in system. Try to hold meetings in quiet, indoor locations to control ambient noise.

Adjust your lighting.

Don’t sit directly in front or beside a bright light source, or else all the audience sees is a bright light and a shadowy figure. Experiment with moving lamps and your camera until you can see your brightly-lit face on the screen.

Think about your background.

Try to provide a nice, plain background. If your treadmill is in your office and you use it more as a place to hang laundry, that’s not really the best visual for your audience. You can’t control everything in a mobile environment, but you should give some thought to the background prior to your meeting.

Practice speaking to the camera and not the screen.

Our tendency is to look at the person on the screen, but you should look at the camera when you speak so the audience feels like you’re talking directly to them.

Set up your equipment

Look your best

  • Lighting should come from in front of you or from the side, in order to best light your face
  • Keep your background clear of distractions
  • Look at your webcam, not at the screen
  • Use gestures and mannerisms that you would typically use in person

Participate productively

Make sure everyone can hear you

  • Use a microphone when you speak.
  • Make sure the microphone is on and close enough to pick up your voice, no matter what location you are in.

Help everyone focus

  • Don’t have side conversations.
  • If you aren’t talking, mute or turn off your microphone.
  • Avoid noisy activities like typing while your microphone is on.

If you are the host

Get support

Find all the help you need directly from Zoom Help Center (Click Here)


Editor’s Note – March 31, 2020
We are aware that Zoom faces some privacy and security issues while the demand has increased. A great resource to learn about those are here: https://www.theverge.com/2020/4/2/21204018/zoom-security-privacy-feature-freeze-200-million-daily-users

CompuVision is working with users to be as secure as possible while using things like Zoom, our preference is to use MICROSOFT TEAMS as much as possible. We will update this with any security issues we find with Zoom, but as always never click on any links you see in the Zoom chat. Use the pro versus free version and don’t publicize your meeting ID on social media.

Best Practices
Depending on what your meeting is for, here are some suggestions:

  • Patch your Zoom!  Ensure software is up to date on computer and mobile.  Some of the concerns (such as password stealing, malware injection, and Mac issues) have already been patched
  • Don’t post your Zoom links publicly or to social media
  • When possible, disable other participants from screen sharing (there’s a setting for host only sharing)
  • Control who enters the meeting via Waiting Room
  • Lock the meeting after it starts
  • Disable file transfer
  • Be aware that all chats, including private messages, will be visible to the host

Editor’s Note – May 14, 2020

Zoom 5.0 is now released and we suggest all our clients upgrade as soon as possible. Beginning May 30th, 2020, Zoom will be enabling GCM encryption across the entire Zoom platform, providing increased protection for meeting data.

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