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Getting Others Involved On Zoom

Lesson 3 from: Demystifying Zoom

Pat La Morte

Getting Others Involved On Zoom

Lesson 3 from: Demystifying Zoom

Pat La Morte

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Lesson Info

3. Getting Others Involved On Zoom

In this lesson, learn how to host and join meetings, and navigate basic settings from screen sharing to the arrangement of attendees on your call.

Lesson Info

Getting Others Involved On Zoom

Welcome to lesson two. As you can see I'm in a zoom meeting now to show you how to start, join and executed meeting and make the best out of all your settings. Once we're in the meeting we'll go left to right to look at your options. One thing people ask is I'm on a meeting but can they hear me? Well it's a good trick here for you. If you look at the microphone, you'll see a little green bouncing like bar in the middle of it. That means your signals going through. What you might see is a red X like this, which means you're on mute. So the first thing to check if you're not sure if you're being heard or not is to see if you're on mute and by the way, people will tell you you're on mute because they can see it too. Once I click on the button again, I see the indicator jumping, I know my volume, my audio is going through this little arrow next to it will allow me to pick any source of microphone or speaker on zoom. So one good tip or trick here is if you don't know if you can be heard or ...

if you know you're not being heard, just make sure that zoom selected the right microphone for you because in some cases this happens to me is I'll go on a meeting and they'll be like we can't hear you and they'll point to their ears and I realized my airpods picked up in my pocket so by just going to this menu, I can see that and change it to the microphone built into the system. Same thing with speakers. If you can't hear somebody, chances are your apology are hearing it so or any other device. So I can actually go down here and change it to the actual speakers built into my computer. And usually that solves 100% of the time from here we have the camera, you can see the same thing. I can actually click on the camera and shut my video off and that will reveal my avatar that you said earlier when I click on it will activate the video. And if you remember in the last lesson I mentioned, you could have several cameras on zoom. So here's how to change them once you're in a meeting. So if I'm a teacher in a classroom where if I'm a creator and I want to switch to my second camera that showcases my painting or my photograph, I can simply go to the little up arrow here and select any camera that's on zoom, plugged into the computer or virtually in some cases the document camera, Some cases you're at your iphone or your android. So if I select the camera, it'll change the input to that second camera. It's that easy when I want to go back to it. I come here again and select the camera again, built into the Macbook or whatever you use. And a little later on in a further chapter we'll talk about the different types of cameras you have and what what what you really need to to solve the problem you're trying to achieve. So let's go further to the left and I like going left to right because it makes sense. And this bar never changes. By the way, if you're hosting a meeting, the security shield is your friend. It's kind of like a classroom management tool as we get to the education section or a meeting management tool. So when I click on a security shield, you'll see the following options, let's say this is a board meeting and I want to lock the meeting so no one can get in. Everybody is here. I locked the meeting once I click that button, no one's getting in the meeting. Now there's a problem to that though, I'll give you a little warning if someone was internet and drops they can't get back in. So instead, a nice alternative might be to enable a waiting room a waiting room gives them an opportunity to come back into the meeting. But then it actually signals you that they're waiting and you can choose to let them back in. So that's an equally a safe option with the ability to be flexible as possible over here. You can also hide profile pictures. So if people are choosing to be off camera or don't have a camera activated, you can choose to hide those squares just to clear up the gallery view a little bit. And then lastly down here, you'll see these check boxes. This is my favorite feature on zoom and I don't care what profession you're in or if you're using zoom just for one on one. If I uncheck those boxes, all the attendees can do is watch and listen. They can't chat. They can annotate, they can't take over the screen until I want them to. And it's as simple as going back and checking those boxes again. So if I check on chat here now, people cannot chat and they'll simply get a message saying disabled by host and they can, you know, tell you, please unlock the chat and trying to send a link and you can do so easily by going to security shield and clicking on chat. So one last thing I want to show you in this menu before we move on is something that we hope you never use. But it's there for your safety and that is the bottom in red. You'll see Suspend participant activities. If someone comes into your zoom call that you don't know or something happens and you feel like you need to understand what's happening, you can hit that button and everything stops, all video audio, all screen share and gives you a moment to stop and assess the information. And if you need to, there's a second button that says contact zoom security, they'll be contacted immediately and reach out to the host. So again, it's kind of like that panic button if you needed it to kind of clear your head and say what just happened. Okay, no big deal click remove them for the meeting and you're back to it. So the security shield I say, is our meeting manager if you will where you can have all the options to control and to set the pace of the meeting at your terms. Next one of the staple tools in the set here, which has managed participants. If I click on it, you'll see a box popped up and it simply can be dragged around the screen like this and it'll actually let me know who's in the meeting from here. I can invite more people. I can mute everybody at once and I can actually go here and I can mute people lock the meeting and do some of the same functionalities without having to backtrack to where I was before. So this is a great menu to have. I kind of let it always hide until I need it. So it's as simple as going to the icon here and clicking on it and you can hide it as you need it. And next is the chat function. Now the chat function has a lot more rich features than you think it does. If we were on a meeting with two more people, we can chat back and forth. This becomes a searchable archive piece, but one of my favorite features is right down here in the bottom. I can use chat to share a file. So any of my favorite storage programs or my computer itself. I can simply share a meeting agenda, a rubric for education, a sample piece of artwork right in the chat and I know that all the participants are getting it at one time. Right? So right here also ability to use emojis. It's always fun. And lastly, my favorite feature is once someone chats back to you and it becomes a conversation, we have the ability to save that chat and it drops to your computer as a text file. So right off the bat, you can choose to give participants ability to save it or not, but you have a transcript of the entire meeting. So if you remember back to that meeting and you say, you know what? It was a great creative session. Some people share links. You can go back to that chat transcript and recall all the links that were discussed. Okay, now we talk about chat. Let's go keep going left to right as we are. And let's go with the shared screen. Now you might notice you might say, wait, there's two of you in the meeting and that's right. I join the meeting from my cell phone which is also another feature that it's easy to join from any device anywhere. So if I go to shared screen, this is very powerful. You'll see this green button, we put it right in the middle, we call it a green so you can find it and it's available on any device on ipads, Androids, iphones. It's the same place everywhere you go. When I click on it, this menu appears and this is kind of cool. You have the ability to share your desktop or share any open window. So if you're like, I don't want them to see my desktop, I want them just to see the chrome browser, you can choose chrome browser. I also have a handy white board here and I can click into that and have a traditional white board on the computer that you can share and and collaborate on live in the meeting. I also have the ability to share from an iphone or ipad wirelessly or wired and people think, okay, let's cool, it stops there, but no it doesn't. If you look up top, you'll see the word advanced. This is where it gets fun in advanced. I can share my power point as a background and you become very small in the corner like like the weatherman on tv and you can actually move yourself around according to your presentation. You can share a portion of the screen. Let's take a look here for a second, let's say you are an artist and you're you're showing people how to paint a painting, You can actually share just a portion of your screen where the painting is. So you don't lose all of your real estate as you're trying to navigate other parts of your computer. You can share the audio only if you're listening to an audio track or or a speech and you can share a video from youtube directly through zoom, which takes the onus off of the computer to do the buffering, which is great. And lastly you can share the contents of a second camera without releasing your first camera. This is really important as we get to the educator section later on because as a teacher, if I have students at home, I don't want to lose eye contact with me. So I'll use this option to share a document camera rather than leaving my entire primary camera to go to the document camera. And then lastly another convenient place for you to share files much like the chat a few minutes ago. But back to the first one here, basic zoom makes it very easy to share a screen or a movie with sound. As long as you click these two buttons down here called share sound and optimized for video clip and to get a little geeky or nerdy on you hear what that means? Is it actually will look for and match the frame rate of the video. So you can have great synchronization between the audio and the video itself. Alright jumping out of this, let's go into how to record a video. So once you're on a zoom call, you have two options for recording. The first option is record to your computer. So when I click on record, you'll see record on this computer or record to the cloud. Now, if you're using a free basic zoom account, you only have the first option. It's when you upgrade to a pro a counter higher that cloud storage comes with it, but when I click it, you'll see and I'll do it live right here for you. That zoom always announces that you're being recorded. So you're never surprised. So once it goes through, you'll see up here in the top left. If you follow my mouse, you'll see a little button flashing and it says recording. Now. If you join the meeting late and you don't know if it's being recorded or not, it'll prompt you with a box that says this meeting is being recorded, enter or leave. So you never again shocked that someone's recording you without your knowledge. Alright, just for this example, I can shut it off right down here and we're gonna go into what you see in front of you, what you see in front of you is the view option, I'm in what they call gallery view. So let's say we have a guest speaker in our session today, let's say we work for, you know, the ports department and we have a kayak presenter or an educator and we have a local person coming in, I can always make sure that everybody is watching that presenter. So the second me over here is presenting. I have these three little dots here, I'm gonna go down and hit pin this video that will insecure that this video is front and center on everybody's screen. And the second one is spotlight, video, spotlight, video does that across the entire meeting. What's nice is that if people talk, it doesn't obstruct the view. You're still looking at the person that is talking as if they were a panel. So you can pin in spotlight up to seven people in zoom, which really makes it cool for fireside chats for panel discussions and it's all controlled right here in this little menu where you can actually chat to the person, you can pin them, you can hide their view and and so forth. The other thing about this gallery view, which I love is that if you notice when I click on my screen here, I can move me around so I can set the order of a meeting. Now we've all been on zoom meetings before and when someone shares the screen, they always say, let's introduce ourselves, we'll start right to left. Well, that never is the same on every screen. This solves that because once I move one person up in the view panel, I can actually follow hosts order. That ensures if I say let's start left to right that the person to the right of the first person is the same person every screen great for teachers to when you have attendance, I can then stay that way until I release the order. Now it goes back to the way it was. Now, I'm gonna jump off to a side feature that I really love here because it really flows with that. I just showed you the fact is that if I move one box as we just did and I locked that order, someone wants to get my attention, they can use under reactions here. The raise hand tool that a raised hand tool will show you as a host that someone wants to make a comment makes sense, right? What I love about it is it's got a little bit of personality tweaked in. So if I'm running a class, let's say I have a live audience here as a creator, but I have seven or eight people joining from home and I don't really, I'm in the mix of it, I'm I'm passionate, I'm presenting, I may not see the people at home and I looked down and I say, oh my goodness, three people are raising their hands when I raise my hand, you'll notice that the person raises their hands will go to the top left of your screen. If I open that participants panel, we talked about before, they also will go to the top of that screen. So if I'm managing a hybrid location. I know based on the order who's been waiting the longest. So when I release their hand or they drop their hand, they'll go back to the position that you set them in when you set the gallery. So, a fun fact for management loved to raise hand tool really helps you identify who's been waiting the longest. Okay, now that we learned how to pin spotlight and manage the control of the gallery, I want to talk about something that a lot of a set of experience, it's called videoconferencing fatigue no different than power point fatigue in schools or just doing something over and over until you're just really tired. So there's two options to overcome video fatigue. Number one is up here in this little pancake menu here, the three dots, you'll see um a lot of different things, including hide self view. Well, if I'm in a meeting with 10-12 people don't need to see myself. I know I'm talking and so to get that notion of staring at myself out of my own head, I can hide my own view when I do that. It limits it down to this. The people who are attending my meeting when we're working with the idea of being fatigued on video conferencing. To hide myself view is a good option. The second one is more fun. And if you notice there's two boxes on the screen here. If I go up to that same menu in the top right corner and I pick immersive view, it pulls the boxes away. So this is kind of fun. Let's do this. So we can see here, it's gonna tell me a preview of picture frames or an auditorium hall or just more of a conference room and you can upload your own graphics too. So maybe you take a picture of your corporate lounge or your meeting room and put it on this. So when I do this, you see I hit start, it will send us into this and it'll actually take out our backgrounds if my video is on here and what I can do is I can move us left to right and now it seems more relaxed, more of an informal setting rather than staring at, you know, squares on the screen and I can move people big. And if I upload my own, by the way, at my own seen my own room, I actually can control the size of the person too. So it's a really fun option to have a meeting, keep it engaging, but not be stuck to the squares that we're all used to. And therefore it tends to relieve some tense notions that you're staring at this grid and it just makes it more fun. Let's recap this lesson. We covered a lot of things here. We went across the entire toolbar of zoom learning how to control your audio and video, how to manage participants. We also talked about chat, sharing screens and, most importantly, how to record a video or not. So I urge you to watch this over again to deep dive to use our learning library to go further into any of these settings because they do much more to be covered, We just hit the tip of the iceberg.

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