Zoom In-Meeting Functions
As the Zoom is becoming the go-to application for virtual conferences, classes, and meetings, here are some helpful tips and tools about utilizing the in-meeting functions to have the best Zoom experience.
Below will outline some different functions and features within a zoom meeting for the Host and the Participant.
Please note that all instructions are optimized for zoom used on a desktop or laptop computer. Some settings and features may appear different are not be available on mobile or tablet devices (e.g. smartphones).
Participant View
The Participant View will outline functions and features that a participant (i.e. not the host of the meeting) can do during a zoom meeting.
Waiting Room
The waiting room is a feature enabled by the host that allows the participants to wait in a "virtual room" before allowing them to join in the meeting. When you are in a waiting room, it means that the Host has joined the meeting and will admit the participant through their controls. As a participant, you do not need to do anything as the host will see you are waiting. In the waiting room window, you have the option to test your microphone and speakers to make sure they are on the correct input and output source.
Password Enabled Meeting
If your host has enabled a password for the meeting, you will need to enter the password in the pop-up before it will admit you into the virtual meeting room.
The password is case-sensitive!
Some Zoom Meeting Links may have the password embedded into the URL itself so you may not need to enter the password for the meeting.
The link above does have the password embedded, so when you click to open, it will automatically admit you into the meeting and/or waiting room. Notice it has the letters "pwd=" after the meeting ID. That is usually indicative that the link has the password embedded.
The link above does not have the password embedded and only shows the meeting ID in the URL. When you open the link, it will bring you to the "Enter Meeting Password" pop-up and you will need to enter the password for the meeting.
Changing View Settings
In a zoom meeting, you have the option of viewing you and the participants in either a Gallery view or Speaker view. The Gallery view will display all participants in similar sized squares in the window. When someone is speaking, the outline of the speaker's square will appear yellow. In Speaker view, it will display the speaker in a larger square in the middle of the window, and all other participants will be above in smaller squares in-line. You can change the view using the controls in the upper right-hand corner.
Gallery View
1. Option to change view to Speaker View
2. When in Gallery View, you will view all participants in the meeting with equal square sizes
Speaker View
3. Option to change view to Gallery View
4. When in Speaker View, participants will be placed in-line with smaller squares above the enlarged square of the current speaker.
Control Panel
Located on the bottom of your window, there is a control panel that allows you to access microphone and video controls, view participants and the chat, screenshare with participants, record the meeting, display reactions on your profile, and leave the meeting.
Mute/Unmute: This control allows you to mute or umute your microphone. You can also test select your audio input and output sources when you select the ^ next to the microphone.
Play/Pause Video: This contol allows you to play or pause your video camera. If you select ^ you can also change your video camera settings.
Participants: Select Participants to view the attendees in the meeting.
Chat: This control allows you to message everyone in the meeting or individually.
Share Screen: This control allows you to share the contents of your screen with everyone in the meeting
Record: This control allows you to request record both the audio and video of the meeting. This can only be done if the host enables permission to record the meeting. IMPORTANT: PLEASE OBTAIN PERMISSION FROM ALL PARTICIPANTS TO RECORD THE MEETING.
Reactions: This control opens up a menu to choose an emoji to display on your profile box.
Leave: This control allows you to exit the meeting
Microphone Controls
When you select the ^ symbol next to the microphone, you will see a menu bar that displays options to select the input for your microphone and the output for your speaker. If you are using headphones, you can select same as system to use them as the microphone and speaker. You can also test your speaker and microphone to make sure they are functioning properly.
For most cases, you should join computer audio for correct microphone and speaker configurations
Video Controls
When you select the ^ symbol next to the video camera, you will see a menu bar that displays options to select which camera you want to use as well as use a virtual background in your profile display in the meeting.
Your camera options may differ depending on the type of computer you are using. The example here is using a Mac.
At the bottom of the participants pane, there are three basic options: Invite, Unmute Me, and Raise Hand
Invite: allows you to invite other people to the meeting through email or copying a link
Unmute Me: Will unmute your microphone
Raise Hand: If you select this button, a blue hand icon will appear next to your name in the participants window to indicate you are raising your "virtual" hand. Anyone who has the participant pane open will be able to see it. Once your virtual hand is raised, the raise hand icon will display lower hand to allow you to lower your virtual hand, just like in a classroom.
Participants Pane
When you select Participants, a panel to the right will appear displaying all of the participants in the meeting. To the right of the name are two icons.
The Mic icon tells you if you are muted (red with a slash) or unmuted (grey). If audio is detected through the microphone, you will see the symbol animate with the volume level.
The Video icon tells you if your video is paused (red with a slash) or playing (grey)
Bottom of Participant Pane
Appearance when Raise Hand is selected
Additional feedback controls in participant pane
If your host has enabled feedback controls in their settings, the bottom of the participant pane will appear with additional controls. The additional controls (yes, no, go slower, go faster, and more) are more in-depth reactions that will appear next to your name in the participant pane if selected.
Chat Pane
When you select chat, another pane will open to allow you to communicate in the meeting via a chat/messaging system.
Just like the participant pane, the chat pane will open on the right side of the window. If the participant pane is already open, the chat pane will appear beneath it.
If the host has enabled chat functions, you will have the ability to type a message to everyone in the meeting or privately to an individual. To change who you are typing a message to, select the drop down in the 'Chat To' field.
Share Screen
Share Screen is a control that allows someone in the meeting to display something from their device to everyone in the meeting.
To share screen, your host must enable it.
If you have never used zoom to share your screen before, you may receive a permissions pop-up. Depending on your computer operating system, allow permission for zoom to control your screen.
MacOS permission pop-up window
A new pop-up window will appear displaying the different types of share options available.
Desktop: This selection displays the entire contents of your desktop window.
Microsoft PowerPoint: This item is subject to change depending on what types of applications you have open. This particular application is Microsoft PowerPoint.
Share Computer Sound: If you are planning on playing any audio or video from the computer, select this option so that the participants can hear it.
Share: Select Share once you are ready to share your screen.
When presenting, the presenter view will have presenter controls at the top of the screen. The rest of the participants will see the presentation display in speaker view. The example below is using a Microsoft PowerPoint presentation.
Presenter Controls
The presenter controls appear at the top of the screen when you are screen sharing. Like in the regular control panel, you can mute/unmute, play/pause video, and view participants. Additional functions include sharing a new screen, pausing the screen share, annotating the screen, remote control, and stopping the screen share.
Go to Zoom Support - Sharing Your Screen for more instructions on the different screen share controls
Reactions
The reactions icon (smiling face emoticon with a plus symbol in the upper right corner), will display different reactions from your profile window to all participants. The reaction will appear in the upper left corner of your profile window.
If you are not signed into a zoom account, there will be fewer reactions available to use.
Hosting a Zoom Meeting
If you are hosting a zoom meeting and would like to find out more about Host controls, check out this support page.
All Zoom meetings will be required to use either the passcode or waiting room security features.
Please go to this page for further information regarding this update.