ZOOM VIDEO CONFERENCING GUIDELINES FOR PARTICIPANTS
Update 02/05/16
Section A – Introduction and Requirements
1. The OCS has purchased a professional Zoom account. This account and the Zoom software are available to be used to perform Diocesan business. Individual users of Zoom do not need to have their own account unless they choose to use it for non-Diocesan business or personal purposes.
2. A computer, tablet, or phone with a webcam and speakers, decent Internet service, and software that needs to be downloaded and installed is needed by each participant or group of participants. Most laptops purchased within the last 4-5 years have built in webcams and speakers. External webcams which include microphones can be added to desktop or laptop computers. It does not matter if internal (built-in) or external devices (webcams, mics, or speakers) are used. See section C for Zoom software installation instructions.
3. Each participant needs to receive a meeting link to join a conference. Each conference has a unique link. New participants will be prompted to install Zoom when clicking on the link or, if already installed, they can join the meeting right away.
4. Using Zoom requires some familiarity with the software by both the host and the participants. Advanced preparation is required by all for a successful conference. Confirmation with newly invited participants ensuring that they have the needed equipment and instruction is a must. Performing a test Zoom meeting before the official meeting is recommended.
5. The OCS Zoom account allows the ability to use a mixture of video and phone conferencing. If a participant does not have the proper equipment or comfort-level in using Zoom, the software allows the ability for participants to join by phone while others join using video.
6. All Zoom conferences should be scheduled through Meg DeBoe. Lowell Jensen will serve as a backup for scheduling if Meg would not be available.
7. For assistance in installing Zoom for hosts or participants, or for individualized training, contact Meg. Conference users may require additional support from their on-site IT Departments.
8. Please visit the following link for more information on Zoom.
Zoom offers periodic training webinars available. All hosts are encouraged to view one of these webinars.
Section B – Procedures
1. Contact Meg DeBoe to schedule a conference. Let Meg know the date, time, and duration of the meeting. Send her a list of email addresses for the attendees.
2. Once the conference is scheduled, the program will send out the conference information to all attendees. This information contains the password to log into the account and the link that participants will need to join the conference. This link is unique for each conference scheduled.
3. If the conference involves participants that have never been part of a Zoom conference, it is recommended that a ‘test Zoom meeting’ be scheduled to work out the technical kinks before the actual meeting.
Note: As with all software, Zoom occasionally sends out updates. When you start Zoom either as a host or participant, you may be prompted to do an update. We strongly suggest that you do not do an update right before starting a conference. Updates sometimes change the software enough that it may make the conference more difficult to do. It is best to do updates when you have the time to investigate possible new or changed features.
4. Approximately 10 minutes prior to the conference starting time, the Zoom reminder should launch from Outlook. Attendees that do not have Outlook or do not have it open will not receive the reminder. If attendees are late to the meeting it is recommended that a reminder email with the meeting link be sent to missing attendees.
5. All participants should join the conference approximately 10 minutes before the conference starts or more if the software has not been pre-installed. This allows time to make sure that all conference participants can see and hear each other before the conference actually begins.
6. Attendees having trouble with their internet connection, microphone, or speakers should contact their local IT personnel.
Section C – How to Join a Zoom Conference as a Participant
Note: It is preferable that first time users install Zoom well before the conference starting time. If you haven’t done so, you should start setting up for a conference at least 15 minutes prior to the conference starting using the directions below. Although the installation only takes a couple of minutes, this will give you enough time to install Zoom and test your mic and speakers. If Zoom is already installed, proceed to Item #8.
1. Click on the link provided to you in an email by the conference host and the following window should open:
2. Next, click on the blue button in the center of the screen. Another window will open asking if you want to run this application. Click on Run.
3. You will then see several smaller windows pop up indicating that Zoom is installing.
4. When the installation is complete, you will be asked to enter your name. This is the name that will display during the conference so that others can identify you.
5. After you enter your name, click on Join. When you join a conference, you will be prompted to Join Audio. Before doing so, it is advisable to test your microphone and speaker. Do so by clicking Test Mic & Speaker.
6. Once you have tested your mic and speakers, close the test window and you can now click on Join Audio to join the conference.
7. Your Zoom conference should look as follows.
When you have several people in a conference you can change how you view the other participants by using Gallery View or Speaker View buttons. They are located in the upper right corner of the Zoom window and will only show up when there is more than 1 person in a conference and you hover your mouse near the area. Toggle between the 2 to change the view.
Speaker view will show whoever is speaking in a larger window.
Gallery view will show all participants with the same size window. When someone is speaking, the border of their window will light up.
8. For subsequent conferences since Zoom is now installed, when you click on a conference link, you may see the following window. Click Allow to let the Zoom software run.
9. As an alternative, if you’ve already installed Zoom, you can open the Zoom program. Click on Join a Meeting.
You will then enter the Meeting ID (contained in the conference link), enter your name, and then click on Join. Remember that each conference scheduled has a unique meeting ID so make sure that you are using the ID associated with your conference.
Section D – Troubleshooting Sound and Video Issues within Zoom
Note: Although Zoom video conferencing has the ability to work with mobile devices such as smart phones and tablets, better results are received when using a computer. Mobile device’s microphones and speakers tend to cause issues since they are in close proximity to each other. Even when using a laptop, better results are received when the use of an external microphone or external speakers are used. This increases the distance between the 2 components and helps with sound issues.
1. Whether you are a host or a conference participant, you should always check your microphone and speakers prior to a conference.
For anyone starting or joining a conference, you can do this by clicking on Test Computer Audio before you actually enter the conference.
For anyone, host or participant, who has already joined a conference, if you hover your mouse in the lower left corner, you will see 2 icons. One is a picture of a small microphone. The other is a picture of a video camera. Both have a small arrow pointing upwards beside them. Clicking on the small arrow next to the video camera will bring up a window where you can select Video Options. On the next window that appears, you can then choose Audio options.
2. Whatever method that you choose to enter Audio options, you receive a screen that allows you to test both your speakers and microphone by clicking on the blue buttons named Test Speaker and Test Mic. A setting that solves a lot of problems with how you sound is the automatically adjust microphone setting. This setting can be unchecked and then you can use the slider bar to adjust your microphone to the appropriate level. The slider bar for the speaker can also be used to adjust what you are hearing.
Another way to adjust sound is by clicking once on the icon that looks like a speaker in the lower right corner of your screen. A slider bar will open where you can adjust your volume up and down.
If you have external physical speakers you can also adjust sound by turning the physical knob.
3. For problems with no sound from either your mic or speakers, click on the arrow to the right of the microphone icon on the Zoom screen. You should see another window pop up which may show multiple options for your mic and speakers. Whichever component is checked within the Microphone or Speaker section is the item that you are currently using. If you see multiple mic or speaker selections, try clicking once on another mic or another speaker, depending on what you are having trouble with, and then test to see if you’ve solved your issue.
Note: the view of what microphones or speakers are available to use is different for every computer.
Note: When working on multiple sound issues with multiple participants, it is best to troubleshoot them one at a time. Also, some thought needs to be given to where the problem actually is. If all participants cannot hear one person, likely the problem is a mic setting with that one person. If one person is complaining that they are having trouble hearing everyone, then likely that person needs to adjust their speaker settings.
4. For echoing or feedback problems, make sure that your mic and speakers are not right next to each other. Also make sure that you have no other electrical devices such as a light, phone, or fan near your speakers or mic.
Section E – Web Conferencing Etiquette and Tips
1. Make sure that you have the link for the conference or the phone number if you plan to call. This link should have been sent to each member by the conference planner or host. Each meeting has its own unique link. You cannot reuse a link from a previous meeting.
2. Always test your audio and video equipment before the scheduled time so you will have time to resolve any issues before the conference. Even though your equipment may have worked the last time you were on a conference, there are many things that could disrupt these settings.
3. Be prepared to join the meeting on time! Testing much earlier than the actual conference will help with delays at the beginning of a conference.
4. Be prepared to call into the meeting if audio/video problems are causing a delay.
5. Speak in your normal voice, without shouting. Know where your microphone is and place it in an optimal place for speaking.
6. Make sure that you don’t have other things going on in the room that may be picked up by your microphone: using your keyboard unnecessarily, shuffling papers, tapping your pen, fans, open windows, pets, radios, TVs, etc.
7. Since the audio has a very slight delay, you will want to pause briefly for others to answer you or to make comments. This would be a slightly longer pause than what you would allow in a normal face-to-face conversation.
8. Avoid "double talk" by allowing the other site/person to finish speaking before you speak. Double talking may cause audio feedback and echoes.
9. In Zoom, you will notice when a person is trying to speak because the border around their picture will light up. Note this and allow others their chance to participate.
10. As with any meeting, try to limit side conversations or mute your audio when doing so.
11. If there are windows in the room, close any drapes or blinds. Daylight is a variable light source and can conflict with interior room lighting.
12. Know where your camera is and use your camera software to make adjustments so that others can see more of you and less of the room behind you.
Note: if using your camera software to make adjustments, you cannot have both your camera software and the Zoom application accessing your camera at the same time. Be sure to make your camera adjustment during your testing time and then close the software before joining the meeting.