How to set up a Zoom meeting | Climate Action

Zoom is a video recording conferencing cock that ‘s great for taking your meetings and events online. This guide will show you how to set up and run a Zoom meeting. 01 september 2021 Zoom is a television conferencing joyride that allows you and your colleagues or friends to take your meetings and events online. In this guide to using Zoom we ’ ll embrace :

  • Zoom’s capabilities
  • How to set up a Zoom meeting
  • How to access our paid accounts for more features
  • In-meeting controls (we’ve made a short video to demonstrate these).

Throughout this guide, the images used are from a Windows machine. Things may appear slenderly differently on early operating systems or devices, such as Macs, tablets or smartphones.

What can Zoom do?

The chief profit of Zoom is that anyone with a meet radio link can join your call, without needing an account, making meetings or on-line events easily and accessible. The only person that needs an account is the person setting up and running the meeting : the ” host ”. caveat : you can besides set up the meet so that it runs without a host, for case, if you create the confluence with your account but you ’ re not able to attend the meeting yourself. In this case you won ’ metric ton be able to use server controls such as muting participants or recording the meet. zoom has useful features for both group meetings and bigger, on-line events :

  • Screensharing – useful for sharing a presentation or a meeting agenda
  • Recording – a great way to make an online event accessible to people who couldn’t attend
  • Host controls – mute participants, record the meeting, create “breakout” rooms, remove attendees
  • Chatbox – good for managing who’s turn it is to speak, or as a backup for those who can’t
  • Up to 100 people can join the call
  • Dial in – to allow people to call in via their phone (they will be charged at their normal call rate)
  • Breakout rooms – if you want to break into small group discussions.

Accounts

While you don ’ t need an account to join a Zoom meet, you will need one to set up meetings. We encourage you to create and use a dislodge Zoom explanation for your meetings. You can do this by heading to Zoom.us. There are some limitations to free accounts, most notably, calls are limited to 40 minutes. You can easily get around this by ending the visit and restarting it immediately, which refreshes the limit. This is normally accomplishable for group meetings, but in cases where you need inexhaustible address times – such as outdoors or formal meetings or on-line events – we have a few paid accounts that are available for groups. If you ’ d like to use one of our nonrecreational accounts you can email us at [ electronic mail protected ].

Setting up a meeting

There are 2 ways you can set up a converge. You can use your personal meeting ID connection or set up a singular converge ( instructions below ). For security reasons it ‘s powerfully recommended that you set up a singular meet. however if you ‘re finding this unmanageable, you can use your personal meeting ID. Your personal meeting ID is a permanent merging connect that you can use over and over for different meetings. It ’ s a agile and easy way to set up a converge but it ‘s besides easier for uninvited people to join and ‘Zoombomb ‘ your meet as the like radio link ( and password, unless you manually change it ) is used multiple times.

Using your personal meeting ID

Use your personal meeting ID in Zoom question to “ Profile ” in the left-hand gore. The link under your personal meet ID is your personal meet room. You can send this to anybody who wants to join the touch, along with the go steady, time and password ( if enabled ). When it ’ sulfur fourth dimension to start the meet, log in and head rear to this page and copy and paste the connect into your browser. When sending out details for your following confluence you can merely re-use the lapp link. If you ‘d like to change your personal meet room settings, including the password, head to meetings in the leave hand paneling and then select “ Personal suffer Room ” at the peak. For other options click on “ Settings ” in the leave hand pane.

Setting up a unique meeting

once you ’ ve logged in, cluck on ” Schedule a meet ” in the peak menu. Schedule a Zoom meeting You ’ ll then be shown the touch set up options. We ‘ve explained what each of the options means, and what we ’ d recommend, so you can set up your Zoom merging in a way that ’ sulfur best for you. Schedule a Zoom meeting step 1 Topic: insert the claim for your webinar. This is displayed on the holding page if attendees join the call before you, so it ’ second authoritative to use something that will be apprehensible to them. Description: optional and only for your personal use. When: choose the time and date of your meet. note : you can hush start the meet outside this clock time window if you choose to sign in a morsel early or wish trial it out in progress. Duration: enter the duration of your meet. Again, your meeting will not be technically constrained to this length. Time Zone: you ’ ll probably want to leave this as GMT Schedule a Zoom meeting step 2 Require meeting password: this means people need a password to enter the meet. With the increase of ‘Zoombombing ‘ it ‘s recommended that you set a meet password. You can customise the password. Meeting ID: Select “ generate mechanically ”. Do not use your personal meet ID. Video: tick “ on ” for both host and participant. It ’ mho utilitarian to have your video mechanically turned on and it ’ s a nice way to nudge participants to have their webcams on besides. Being able to see each other is an important room of improving on-line communication and making it more natural. If you ‘re experiencing poor connection once the call has started, you can constantly turn your webcam off. Audio: if you know cipher will be dialling in by phone, or that the meet wo n’t work for people joining in this way you can select ” Computer sound recording ”. If people need to join by telephone, choice “ Both ”. now click ” edit ” underneath and change the nonpayment state to United Kingdom. Participants dialling in by telephone will have to pay their normal call rate.

Meeting options

Schedule a Zoom meeting step 3 Enable join before host: if you ’ re organising a webinar or event-style on-line gathering, it ’ s a good theme to leave this unticked. Leaving it unticked means that attendees will receive a holding sieve until you join. If you ’ re equitable having your usual group meet, it might be decent to tick this box so people can join and have a chat before the meeting actually starts, or go ahead with the meeting if the master of ceremonies can ’ deoxythymidine monophosphate join. however, if you tick this it does remove an aspect of security from your converge as anyone could join the connect at any fourth dimension. Mute participants upon entry: it ’ s a good theme to keep this click as it helps avoid unnecessary noise and feedback when people join. Enable waiting room: leave unticked. It ’ s unlikely that you ’ ll want this feature, but if enabled it allows you to invite people into the meet one at a time. Record the meeting automatically: tick this if you ’ d like to record your webinar. You should let attendees know that the merging is being recorded and check if they ’ re comfortable with that. If you don ’ thymine check this, you can besides choose to record the touch once you ’ ve started the call.

Inviting people to your meeting

once you ‘ve scheduled your touch you ‘ll be taken to a foliate that looks like this.

Invite people to Zoom meeting here you ‘ll see the meet link ( and password if you enabled it ), which you ‘ll need to share with others so they can join the meet. If you ’ ra expecting people to join by phone, you should parcel the meet ID and dial-in phone number besides. You can access these by clicking “ copy the invitation ”.

In-meeting controls

We ‘ve created a 7 hour video demonstrating how to make the most of the in-meeting controls, including sieve communion and break rooms. If you can ’ triiodothyronine access break rooms as illustrated in the television, there might be separate picture for it in the instrument barroom, rather than being in the ellipses. You besides might need to enable break rooms in your report settings. To do this, log in to your account and fountainhead to settings in the left panel. Zoom account settings then scroll down until you find the break room option and turn it on. breakout room settings

Privacy and security

As the use of video recording conferencing tools like Zoom quickly increases, indeed is the number of people joining meetings to which they have n’t been invited. Often the people doing this “ Zoombombing ” plowshare explicit or graphic videos with the call, disrupt the merging and sometimes share files containing viruses in the chat box. In all likelihood your meetings will be completely very well and hopefully actually successful. But if your meet is disrupted by person gaining improper access, please let us know – no matter how minor it felt. We ‘re keeping a record of all incidents and we need this to be angstrom complete as possible. Please liaison [ electronic mail protected ] and we ’ ll arrange for person to get in touch and get the details. If you follow the steps below, the chances of this happen will be extremely low. Do not publicly share your meeting link rather of sharing your suffer link on social media or public platforms, you should email it to the people you are inviting to join. similarly, if you partake any photos of your meeting, make sure the meet ID is blurred or cropped out ( it will normally be at the top of the window ). Add a meeting password Some people might Zoombomb your meeting by creating random Zoom links until one of them leads to a know merging. Enabling a password that you have shared privately with your invitees prevents people who have stumbled across your meet in this room from joining it. Instructions for this are in the ‘ setting up a converge ’ section above. Do not use your Personal Meeting ID if possible Although the personal meet ID liaison is a quick and easy room to set up a meet, it besides comes with some risks. This link international relations and security network ’ triiodothyronine randomly generated and remains the same for each meeting, making it easier for people to remember your personal meeting ID link and try it again in the future. You besides can ’ deoxythymidine monophosphate enable a password on this liaison. Check your meeting settings head to “ settings ” in the left pane when you ’ re logged into your account. Zoom account settings From there, make certain : “ Allow removed participants to rejoin ” is disabled Alow removed participants to rejoin disabled “ File transportation ” is disabled File transfer disabled only the host can share their screen screensharing settings What to do if someone is disrupting your meeting If person has managed to disrupt your meet, you can remove them from the meet. adenine retentive as you have disabled “ allow removed participants to rejoin ” ( see above ) they should not be able to re-enter the call. To remove a player unfold up the “ pull off attendees ” screen. manage attendees future hover your mouse over the name of the person you want to remove and select “ more ”. You can then select “ remove ”.

Remove disruptive particpant For extra tips on how to prevent zoombombing, read personal computer magazine ‘s article on “ how to prevent zoombombing ”.

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Category : Tech

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