To Begin:

Zoom can be used on either your computer or your phone.

·        Web-based – From the Zoom website you or a client can join a Zoom meeting or webinar without downloading any plugins or software. However, the web client has limited features and functions best on Google Chrome.

·        Software-based – This is what IT has installed for us. Additionally, clients can download the Zoom desktop app onto their computer, iPad, etc. directly from the Zoom website.

·        Phone- participate via the free Zoom app available for both iPhone and Android users

Joining a meeting as a participant:

·        By phone (without video):  Dial the teleconference number provided in your invite. Enter the Meeting ID when prompted.  Press # when prompted to enter your participant ID.

·        By phone (with video): click on the invitation link that you received, the app will launch and you may need to wait for the host to begin the meeting.

·        From your Computer: Important Note: when using Zoom via the computer, you must access it from the desktop, not through KBH remote access as it will not recognize your camera or microphone.  The easiest way to do this:

1.     Write down the meeting number and password from the invitation that you received.

2.     Double-click the Zoom icon on your desktop

3.     Click on Join,

4.     Enter the Meeting ID and click Join

5.     Enter the password and click Join Meeting

·        While you wait, you can check your audio -  you may be asked whether you want to receive audio via phone call, or computer audio. Computer audio should work in most cases and you can click to automatically join this way in the future.

·        On the lower left side of your screen are the mute and video controls. Click the up arrow to adjust audio and/or video settings.

·        At the top right of the screen you can choose your preferred view. In a group meeting, Speaker View will make all the participants small, and will enlarge the person who is speaking. Gallery View will show all participants at once in equal-sized boxes and there will be a highlighted box around the person who is speaking. You can click the button to toggle back and forth between the two views.

Scheduling a meeting using your computer:

1.      Double-click the Zoom link on your desktop

2.      Click on Schedule

a.      Topic: Choose a name for your meeting,

b.      Start: select the date/time of your meeting

c.       Duration: select how long your meeting will last (Note: the meeting will not automatically end at that time, it’s just for scheduling purposes.  Also note that meetings with 3 or more participants have a limit of 40 minutes)

d.      Meeting ID: keep this set to Generate Automatically

e.       Video: keep defaults set to on

f.       Audio: choose appropriate option

g.      Calendar: If Outlook is an option, select Outlook, if it is not, select Other Calendars

h.      Advanced Options:

1. Enable waiting room: if this is checked, you will have to accept each participant into the meeting when it begins.
2. Enable join before host: if this is checked, participants will automatically be allowed to join together if they arrive before you.
3. Mute participants on entry-this would not be used for a session but may be helpful for group meetings

i.       Click Schedule

1. If you were able to select Outlook as a calendar, then an email invitation will automatically pop up for you to send to participants.

2. If you selected Other Calendar you will get a pop-up that looks like this:

Write down the Meeting ID and Password and send it to your participants via email or text or call. When they open Zoom on their computer or phone and click Join they will be prompted to enter this information.

j.       When you return to your home screen, you will see the scheduled meetings listed under the date/time box. You can also see them by clicking on the Meetings tab along the top. From there you can edit, delete or start the meeting.

Scheduling a meeting using your phone:

1.      Similar to above, open the iPhone app

2.      Click on Schedule.

3.      Fill in the title, start and stop time.  Do not select Personal Meeting ID.  Ensure that host and participant video are marked on. Select waiting room and join options as appropriate (see above) Click Done

4.      You will then get a calendar invite, click Add and then you will be taken back to the home screen where you will see the meeting scheduled and can click Start when it is time.

5.      To invite others, go to your Outlook Calendar, click on the meeting to open it. Click Invite Attendees to forward via email, or copy the Meeting ID/Password to send via text.

Important Note: Regardless of whether you schedule the meeting on your phone or computer, you can begin and/or participate in the meeting from either device. Be aware that you may have less functionality to manage some features from your phone.

Basic Meeting Controls as a Host:

·        Manage Participants:

 On a computer: clicking this will bring up a list of participants along the right side of your screen.  This is where you will lock the meeting to keep it secure.  To do so, click on More and select Lock Meeting

From here you can also mute/unmute all participants, and/or choose to mute participants when they enter.

o  On a phone: at the bottom of the screen click More, then click Meeting Settings, and select Lock Meeting.

·        Share Screen: If you would like to use the virtual Whiteboard feature click this button and select Whiteboard and Share. Participants will see what you type or draw and can draw on the board as well if enabled.

·        Chat: Clicking this will bring up the group chat screen along the right side of the screen. Using the drop-down feature, you can choose whether your comment will be sent to the entire group, or just one participant.  Click the chat icon a second time to hide the chat box.

·        End Meeting: found at the bottom right corner of the video or by clicking the X at the top right of the screen. It is important to formally end the meeting, rather than just minimizing the screen.

·        To lock the Meeting Controls taskbar in place:

o  On the computer: click the up arrow next to stop video, click on video settings, click on Accessibility, check the box next to Always Show Meeting Controls.

o  On the phone:  At the bottom of the screen, click on More, click on Meeting Settings, scroll down until you see Always Show Meeting Controls and tap the switch.

·        To access Neo Scheduler during a Zoom meeting: there are a couple of options, one is to use a split screen.  To do this, click the Windows button on your keyboard and the left arrow key at the same time.

The other way is to have Remote Access/Neo open but minimized and then you can toggle back and forth between Neo and Zoom using the taskbar (your camera will continue to function while you’re in Neo so the client can still see you.