Zoom

NEW! MTML ZOOM MANUALS

Metro Toronto Movement for Literacy (MTML) used zoom during the Silver Linings Café sessions in mid 2020. To help the instructors, they developed a series of manuals on how to use Zoom as well as highlight some of the features that Silver Lining Café participants have found useful in making the most of their Zoom meetings with learners. You will find step-by-step instructions and practitioner tips. There are six sections to this Zoom manual.

https://www.mtml.ca/resources/for-practitioners/the-silver-lining-cafe-and-zoom-tools

Please note that the videos below have been recorded on Mac operating system and some features might look differently in Windows. The videos are recorded using loom.

Zoom version 5.4.3 was used. If your features look slightly different, make sure that you have the latest version. Video on checking and updating your version is included below.

Types of accounts, costs & time restrictions

Starting with zoom.us website
Basic, Pro and Business accounts - full plan comparison
Note: Features and meeting time limits often change (especially during Covid19)
See if you qualify for Basic account for Educators with time limit removed
Get non-profit discount for zoom account via Tech Soup Canada

Profile and account settings

Accessing account via zoom.us website
Zoom profile: changing time zone, adding profile picture (displays when the video is off)
A wide range of settings to enable/disable (from waiting room, through whiteboard and remote control to saving chats)
Differences between Basic and Licensed accounts

Security

Zoom bombing
Utilize password and waiting room features
Don't share meeting link and password publicly (ie on social media)
Option to remove participants - by default they won't be able to return to the session (this feature can be changed in settings)
Review your encryption settings
End to end encryption being tested in basic account but it means some features get turned off (for example cloud recording, breakout rooms, etc)
Keep an eye on security updates from zoom

Download vs browser access

Laptop/desktop users are encouraged to download zoom (some features will not work in browser version, ie. polls)
If you receive zoom link but haven't used zoom before, you will be prompted to install it and guided through the steps
Better experience when hosting meetings
In settings, you can enable/disable browser access but it's better to leave it on for learners who can't or don't know how to download it
When using a smartphone or tablet, users will be forced to install zoom app to launch the session, they will not be able to join via a browser

Checking for updates

Zoom desktop doesn't update automatically so it's important that you check and do the updates on regular basis.
Do it often to take the advantage of new features available and make sure all the software security updates are updated.
Remind your learners to do the updates as well.

Host a meeting

Join a meeting

Joining a meeting by phone

Be mindful of toll charges! Only numbers starting with 1-647- are for Toronto/Ontario area. The rest covers other provinces.
Useful if you don't have microphone or speakers or are having issues with those.
*6 - Toggle mute/unmute
*9 - Raise hand

Zoom's calling in overview

Desktop/laptop view and tools

Phone/Tablet App view

Zoom app has to be installed
Meeting ID and password needed
If following a meeting link from email app, zoom app will launch (first time users will be prompted to install)
Similar, but different experience than on computer - lot's of tapping in screen
When the group of participants is bigger, you might need to tap or swipe to see them on another screen.

Audio/video settings + background/filters

As you start or join a zoom meeting, test your audio and video settings.
Don't forget to check and adjust if necessary your audio and speaker input, especially if you plug in a headset or earbuds.
You can change background and add filters in the video settings section.
You can review and adjust your global audio/video options in Settings on zoom.us
(video turning on automatically, backgrounds, filters, etc.)

Recordings

Recording can be enabled/disabled for participants.
Can record to cloud or computer (enable/disable in settings on zoom.us).
Cloud recordings have limited storage; link to share provided; password can be set.
Various recording settings to choose from (enable/disable in settings on zoom.us).

Participants, meeting roles and participant tools

Participants button is in the meeting controls bar at the bottom of the zoom window.
Window opens on the right and shows list of participants + participation tools like raise had, yes, no, etc (only when host has a Zoom Pro account) but note that unless the sidebar is open, it can be hard to see and monitor especially in a bigger group
More button shows when you move your mouse over the person's name and provides options to chat, rename, make host/co-host, allow multi-pinning, even removing the person from the session.
When another person becomes a host, he/she also gets access to hosts tools like breakout rooms or Closed Captioning.
Reactions button in the meeting controls bar can be used to provide non-verbal feedback to everyone in the session.

Chat

Chat button is in the meeting controls bar at the bottom of the zoom window.
It's a toggle button allowing you to show and hide the chat as needed
You can chat with each other, share links, ask questions, etc.
You can adjust chat options in zoom.us settings (ie. chatting with everyone and/or privately with other participants; allowing participants to save the chat; host automatically saving the chat; plus exchanging files with participants)

Screen sharing

Host and participants can screen share (can be enabled/disabled in zoom.us Settings.
Can share desktop/screen, whiteboard, specific window or application, even a part of a screen or specific file
While screen sharing host and participants can annotate and give remote control (see recordings below)
Videos can be watched with participants through screen sharing (make sure audio settings to share sound are enabled)

Breakout rooms

Allows hosts to divide participants into smaller groups
Only host can start and manage breakout rooms (hosting can be transferred to another participant)
Participants can be assigned to breakout rooms automatically, manually or they can even choose a room (last option doesn't seem to work on mobile apps or in browser)

Whiteboard

Whiteboard can be launched through screen share
Comes with typing, drawing and spotlighting annotation tools
Host and participants can annotate on whiteboard (can be enabled/disabled in zoom.us settings)
Host and participants can save whiteboard content as a .png file
No option to add pictures to the whiteboard

Annotations

Annotations are available while sharing a screen
Can be used not only on a whiteboard but also on any website or document that's being shared (it's like glass overlay that you can write/draw on and save)
Host and participants can annotate (can be enabled/disabled in zoom.us settings)

Remote control access

Available while screen sharing
Allows to give someone else permission to manage/control/navigate what's on the screen (can be given or requested)
If a desktop/screen is shared, the person with remote control access can switch tabs, open websites, etc.
If a specific application/window is shared, the person with remote control access can navigate only within the that window/application.
The host can always take back the remote control privileges.

Polling

Was included in Pro but not available from zoom at the moment.

Closed Captioning (CC)

New feature
In Basic and Pro accounts it's not automated, you have to assign someone to type or add a 3rd party service to provide closed captioning
In Business and Enterprise version of zoom, it's automated

Zoom

NEW! MTML ZOOM MANUALS

https://www.mtml.ca/resources/for-practitioners/the-silver-lining-cafe-and-zoom-tools

Please note that the videos below have been recorded on Mac operating system and some features might look differently in Windows. The videos are recorded using loom.

Zoom version 5.4.3 was used. If your features look slightly different, make sure that you have the latest version. Video on checking and updating your version is included below.

Types of accounts, costs & time restrictions

Starting with zoom.us website

Basic, Pro and Business accounts - full plan comparison

Note: Features and meeting time limits often change (especially during Covid19)

See if you qualify for Basic account for Educators with time limit removed

Get non-profit discount for zoom account via Tech Soup Canada

Profile and account settings

Accessing account via zoom.us website

Zoom profile: changing time zone, adding profile picture (displays when the video is off)

A wide range of settings to enable/disable (from waiting room, through whiteboard and remote control to saving chats)

Differences between Basic and Licensed accounts

Security

Zoom bombing

Utilize password and waiting room features

Don't share meeting link and password publicly (ie on social media)

Option to remove participants - by default they won't be able to return to the session (this feature can be changed in settings)

Review your encryption settings

End to end encryption being tested in basic account but it means some features get turned off (for example cloud recording, breakout rooms, etc)

Keep an eye on security updates from zoom

Download vs browser access

Laptop/desktop users are encouraged to download zoom (some features will not work in browser version, ie. polls)

If you receive zoom link but haven't used zoom before, you will be prompted to install it and guided through the steps

Better experience when hosting meetings

In settings, you can enable/disable browser access but it's better to leave it on for learners who can't or don't know how to download it

When using a smartphone or tablet, users will be forced to install zoom app to launch the session, they will not be able to join via a browser

Checking for updates

Zoom desktop doesn't update automatically so it's important that you check and do the updates on regular basis.

Do it often to take the advantage of new features available and make sure all the software security updates are updated.

Remind your learners to do the updates as well.

Host a meeting

Join a meeting

Joining a meeting by phone

Be mindful of toll charges! Only numbers starting with 1-647- are for Toronto/Ontario area. The rest covers other provinces.

Useful if you don't have microphone or speakers or are having issues with those.

*6 - Toggle mute/unmute

*9 - Raise hand

Zoom's calling in overview

Desktop/laptop view and tools

Phone/Tablet App view

Zoom app has to be installed

Meeting ID and password needed

If following a meeting link from email app, zoom app will launch (first time users will be prompted to install)

Similar, but different experience than on computer - lot's of tapping in screen

When the group of participants is bigger, you might need to tap or swipe to see them on another screen.

Audio/video settings + background/filters

As you start or join a zoom meeting, test your audio and video settings.

Don't forget to check and adjust if necessary your audio and speaker input, especially if you plug in a headset or earbuds.

You can change background and add filters in the video settings section.

You can review and adjust your global audio/video options in Settings on zoom.us (video turning on automatically, backgrounds, filters, etc.)

Recordings

Recording can be enabled/disabled for participants.

Can record to cloud or computer (enable/disable in settings on zoom.us).

Cloud recordings have limited storage; link to share provided; password can be set.

Various recording settings to choose from (enable/disable in settings on zoom.us).

Participants, meeting roles and participant tools

Participants button is in the meeting controls bar at the bottom of the zoom window.

Window opens on the right and shows list of participants + participation tools like raise had, yes, no, etc (only when host has a Zoom Pro account) but note that unless the sidebar is open, it can be hard to see and monitor especially in a bigger group

More button shows when you move your mouse over the person's name and provides options to chat, rename, make host/co-host, allow multi-pinning, even removing the person from the session.

When another person becomes a host, he/she also gets access to hosts tools like breakout rooms or Closed Captioning.

Reactions button in the meeting controls bar can be used to provide non-verbal feedback to everyone in the session.

Chat

Chat button is in the meeting controls bar at the bottom of the zoom window.

It's a toggle button allowing you to show and hide the chat as needed

You can chat with each other, share links, ask questions, etc.

You can adjust chat options in zoom.us settings (ie. chatting with everyone and/or privately with other participants; allowing participants to save the chat; host automatically saving the chat; plus exchanging files with participants)

Screen sharing

Host and participants can screen share (can be enabled/disabled in zoom.us Settings.

Can share desktop/screen, whiteboard, specific window or application, even a part of a screen or specific file

While screen sharing host and participants can annotate and give remote control (see recordings below)

Videos can be watched with participants through screen sharing (make sure audio settings to share sound are enabled)

Breakout rooms

Allows hosts to divide participants into smaller groups

Only host can start and manage breakout rooms (hosting can be transferred to another participant)

Participants can be assigned to breakout rooms automatically, manually or they can even choose a room (last option doesn't seem to work on mobile apps or in browser)

Whiteboard

You can review and adjust your global audio/video options in Settings on zoom.us
(video turning on automatically, backgrounds, filters, etc.)