Zoom Meetings: User guide for speakers

HOW TO GET THE MOST OUT OF YOUR VIRTUAL EXPERIENCE

To ensure you get the most out of your virtual event experience with Macquarie University we have prepared the following reference of functions and actions available for you to use during the session. For more information please follow the links.

If you are a host, alternate host or co-host you will not need to register.

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ACCESSING ZOOM

To access the webinar on your desktop or mobile device download the free Zoom app.

· For the desktop experience, download the desktop app

· For the mobile experience, download one of the following apps:

· For iOS

· For Android

Housekeeping

During this meeting your video will be switched on and microphone enabled. Attendees will also be able to turn their video and microphones on and off as they wish. Attendees can communicate with speakers and each other through the chat function. They can communicate with speakers privately or to everyone however not privately between participants. As a speaker you can speak with other speakers & hosts privately. The meeting will be recorded and shared with all participants following the event, along with each individual speaker’s presentation.

If you are opening the meeting please let attendees know if the session is being recorded and if they do not wish to be recorded they should turn off their microphone and camera.

When you login to the Zoom Meeting 30 minutes before the live event we will test your camera, microphone and confirm any final details about the running of the virtual event. Attendees will not be able to access the meeting until the host allows participants in from the ‘waiting room’. At this point attendees will start to filter into the session and appear in the Participants tab. You will need to wait a few minutes to ensure all attendees have arrived before beginning the presentation.

Note: Please ensure your microphone is on mute during this time.

Meeting settings

If you wish to make any changes to the meeting setting during the live session you will need to do so in the ‘Participants’ tab and/or the ‘Security’ tab.

Participants tab – Click on the ‘Participants’ tab to open the participants window on the right. Navigate to the bottom of this window and click on the three dots symbol next to the chatbox to open all settings. Tick to select and deselect as required.

Security tab – Click on the ‘Security’ tab then tick to select and deselect settings as required.

Layout

You will be able to change your preferred layout to view the meeting. In the top right hand corner, you can select either ‘Speaker view’ or ‘Gallery view’ based on your personal preference.

Changing your screen layout will not affect the layout for attendees.

If you wish to change the view for attendees select ‘Attendee settings’ in the bottom right hand corner during the live session.

Unmute/Mute 

All participants will be muted upon entry to the meeting but will have the control to unmute as they wish.

Make sure to mute yourself when you are not talking to remove any distracting background sounds.

Note: If you wish to mute/unmute on behalf of a participant you are able to control this setting by selecting the individual in the ‘Participants’ tab.

Audio Controls (click the ^ arrow next to ‘Mute/Unmute’): Allows you to change the microphone and speaker that Zoom is currently using on your computer, leave computer audio, and access the full audio settings.

Chat

Open in-meeting chat, to send chat messages to other speakers and participants, either publicly or privately. As there is no Q&A functionality available in Zoom Meetings, all questions will need to be spoken out loud or written in the chat function.

*Attendees will be only be able to chat publicly to the entire meeting or privately to speakers. They will not be able to chat privately to other participants.

Breakout rooms

Breakout rooms have been pre-allocated for use during this session. Alternatively, you can set this live during the meeting.

Only the host will have the ability to set or launch breakout rooms. The host can either select these groupings manually or have them automatically selected at random. Consider if each breakout group requires a moderator to keep conversations flowing, depending on the purpose of the session. See more detail on how to manage breakout rooms.

The host can send a message to all breakout rooms providing any direction for a group task or advising how much longer they have until returning to the group. Within the Breakout Rooms functionality, select ‘broadcast a message to all rooms’.

Note: It is not possible to record breakout rooms. When using chat “publicly” while in breakout rooms this will only be visible room by room, eg chat in breakout room 2 will not be visible to participants in breakout room 3.

Screen share

All attendees in the meeting can share their screen during the session. This function is used to allow you to display and step through a PowerPoint presentation or other material with the audience.

When sharing your screen ensure you select the application rather than entire screen so any other documents or emails won’t be seen.

*Follow this link for specific guidance on sharing a PowerPoint presentation.

If you must share a portion of screen, then this ‘portion’ can only be defined once the meeting has started. While participants are still in the waiting room or yet to join the meeting, click ‘share screen/advanced/Portion of screen/Share’ and then adjust to the desired area. Then ‘Stop share’ and it will remember the region for the next time you use ‘Share Portion’.

If you need to swap the source or material that you are sharing, click ‘pause’ to freeze on screen and then ‘continue sharing’ for a seamless transition.

Presentation content: If you wish to include a video in your presentation ensure that the file is downloaded and embedded in the presentation rather than a URL link.

*There can be buffering issues for attendees when presenting videos virtually so if it is not necessary it may be best to leave out. You will need to select ‘share computer sound’ from the pop-up settings if you are sharing a video with audio. With our testing we have found that Zoom pre recorded videos do not stream well.

Tips for presenting on screen using Zoom