Zoom staff guide

• In order to participate in a City Zoom Meeting, you must have a Zoom account. It is free and easy to sign up for a Basic account.
• You will also need to download the Zoom Client. Go to https://zoom.us/download and select Zoom Client for Meetings.
  • If you already have the Zoom Client installed, check for any updates as City enforces a minimum Zoom version to join meetings.
• To use Zoom effectively we recommend you use a headset rather than PC speakers (if available).
• If this is your first time using Zoom, you can drop in to a Zoom Test Meeting to test your audio and video settings and to get familiar with the basic meeting controls.

1. Login to your Zoom account before opening the link to the meeting room.
2. Your host will share a Zoom meeting room link with you via email. Open the link at the agreed time. You will only be able to join the meeting after the City host has opened the meeting.
   • If the error Please log in with a commercial Zoom account to join displays, don't worry - login with your basic Zoom account to join the meeting.
3. Select Open Zoom Meetings in the pop-up to open the meeting in the Zoom client. 

You can test your audio once you join the meeting.

1. Select the arrow alongside the Mute/Unmute button from the meeting toolbar and select Audio settings.
2. Select Test Speaker and run the test.
3. Select Test Microphone and run the test.

1. Select the arrow next to Start /Stop Video.
2. Select Video Settings. Zoom will display your camera's video and settings.
3. If you don't see your camera's video, select the drop-down menu and select another camera. You can also rotate your camera if needed. Read more about rotating your camera.
4. Select your virtual background by selecting Choose Virtual Background. Select the Blur option or one of the virtual backgrounds available.

Screencast: Change your background in Zoom (and Teams)

The video below has been set to start at the section of the screencast related to Zoom.

1. To participate in, and read the chat, select the Chat button from the toolbar.
   • The chat will open on the right-hand pane. If you are having a problem connecting your audio, video or can’t hear the meeting, let the host know via chat or in your agreed back-channel for communication.

     

2. Your host can control who in the meeting participants can chat with. 
3. Using the drop-down beside Everyone choose who you want to chat to. 

   

4. Type your chat into the Type message here ... input field and hit return on your keyboard to post your message to the chat.

1. Select the Reactions button from the meeting toolbar.
2. You can use the Raise Hand icon to indicate that you would like to ask a question or to make a comment. Wait until your host calls on you to ask your question. Select Lower Hand to lower your hand.
3. Select the appropriate icon to provide other non-verbal feedback to the meeting. To remove the feedback, select the icon again.

• In a meeting with lots of participants who are using webcams, you might need to change your view. Your options are Speaker View and Gallery View. These options are available at the top of the Zoom meeting window.
• Additionally, if a host is sharing their screen with you, you may need to enable side-by-side mode from the toolbar that appears across the top Zoom meeting.

• Select the Share Screen button on the meeting toolbar to share your screen, including any open PowerPoints. Once you have selected your PowerPoint, select Slide Show mode.
  • If you want to contain your PowerPoint in a window rather than in full screen, you can set the PowerPoint Slide Show to be browsed by an individual window.
• The meeting controls will be available at the top of the screen. This means you can manage participants and Stop Share at any time.
  • Select More to open the menu to view all of your Zoom meeting options.
• You can use the arrow icon to dock the controls to the bottom of the screen.

  

The toolbar located at the bottom of the meeting interface contains all the tools and features for the meeting.