This article provides information on creating and facilitating virtual meetings using Zoom.
Please note that you will need a Zoom Pro Account to create these meetings.
Setting Up the Room
The menu on the left side of the Zoom window provides a listing of your upcoming meetings. Click the plus sign to create a new meeting room.
Enter in a name under the Topic field. This is what will display as the Subject in your email invites.
Set the date, the start time, and the duration. If this is to be a recurring meeting every week at the same date and time, then check the box for Recurring meeting. You will need to set the date and time BEFORE you click Recurring Meeting, as doing so collapses the start/duration options.
Click on Advanced Options to access settings for the meeting room. Typically, I would recommend enabling your guests to join before the host. This means that even if you have not yet started the meeting, your guests can still open it up and keep it running in the background until you do join. Depending on the situation, you might consider muting participants on entry; this is good for presentations delivered over Zoom, as it precludes the possibility of someone forgetting to mute their microphone.
Once you’re done, you can click the Schedule button. Note that the calendar invite default is Outlook, but you can change it.
Once you click the button, an Outlook window will pop up to create a meeting invite. It pre-populates all information but the To… field. Remember that if you use the address book feature, you can select invitees as Required attendance and Optional attendance. If you are creating a recurring meeting, it’s a good idea to click on the Recurrence button to verify everything is accurate.
Click Send to send out the invite!
Starting the Meeting
When you are ready to begin the meeting, open up Zoom. Locate your meeting in the Upcoming list on the left hand menu. Click on it, then click the blue Start button.
A new window will pop up. If you have not previously used Zoom before, you may need to set your audio/video preferences. Once you do, they will be saved. Note that you can use your computer’s internal microphone or headphones with a microphone component, or you can call in. For more information on audio/video settings, refer to the Audio & Video section below.
Zoom Meeting Controls
The toolbar along the bottom shows to the host, with a more restricted number of options available to participants.
Audio & Video
As previously mentioned, you have several options when selecting your audio/video options. While in the meeting, you can quickly turn your audio or video on/off by clicking on the icons. You’ll know it’s off if there is a red slash through the icon.
Clicking on the carets (^) will bring up the menu for each item. As you can see, you have options for using internal or external microphones, set the speaker to use, and even further adjust granular settings.
There is an option to Switch to Phone Audio. Clicking on that will pop up a window with the phone number to call. When you call the top number, it will request that you enter in the Meeting ID and then the participant ID. The Meeting ID connects your audio with the meeting audio. The participant ID links your phone number with your presence in zoom.
The number next to the silhouette icon represents the number of people currently in your zoom session. Clicking this icon will pop up a menu on the right side of the page that shows a listing of the current participants. You can see who has joined by audio and video and whether or not they have it enabled. There are further options that a host can see.
Hovering over a participants name will display the option to mute them, if they are connected by audio and are not already muted. If you click the More button, you’ll see you have options to send a direct message (DM) through Chat to that user. You can also make them a co-host. Selecting Make Host will remove your host permissions. This can be helpful if you need to leave the session. The Remove option will kick them out of the meeting.
At the bottom of the Participants panel are several global options. If you would like to ensure that no one but the host(s) can turn on their microphone, ensure that you enable mute on entry and disable the ability to unmute themselves.
To hide the participants panel, click the icon again.
Sharing Your Screen
Click the green Share icon to access the screen share options. You will need to select what you are sharing; your screens (if you use multiple monitors there will be 2 options), individual windows, screencast from a mobile device, etc. Select the option and click the Share button.
The zoom window will go into full screen mode, docking the menu options at the top of your page. You can change it down to the bottom again by clicking on the down-facing arrow in the green bar below participants.
To stop sharing your screen, click the red Stop Share button.
Chat can be accessed by clicking on this icon, and the chat will pop up. It will flash when someone sends a message. Click the icon again to hide the chat window.
Recording the Meeting
If you would like to record a meeting, click on this button and select where you want the file to be stored.
Once you are recording, you will see the icon turn into the pause/stop recording controls at the bottom of the screen.
You can also verify that it is recording, and pause or stop recording, by checking in the upper left corner of the session window.
The recording will be saved after you end the meeting.
Ending or Leaving the Meeting
When you are ready to conclude the session, click the red End Meeting text in the bottom right corner of the session window. A pop up will ask you to confirm your action. Selecting End Meeting for All will close out the session and kick out all participants. If you have a Co-Host, or have transferred Host permissions to another, you can select Leave Meeting to leave the session but allow it to continue.
Viewing & Sharing the Recording
After you end the meeting, it will take some time for Zoom to process the recording. It will automatically open the folder where it has saved the files. There are several files contained in the folder from the session; an audio file, an M3U video file, and an MP4 video file. The MP4 file is typically called “zoom_0”. This is generally the file you will want to share.