Joining Online Class - Step by Step

15 Minutes Before Class:

• Close unnecessary applications

• Test the internet connection

• Charge the laptop or plug it in

• Find a quiet space

• Have materials ready (notebook, pen)

5 Minutes Before Class:

• Click Zoom link

• Allow camera and microphone access

• Test audio and video

• Rename yourself (use first name/nickname)

• Wait in the waiting room

When Class Starts:

• The instructor will admit you from the waiting room

• Say hello in chat or verbally!

• Settle in and get ready!

Technical Requirements

• Internet: Stable broadband connection

• Device: Computer/laptop (tablets/phones not ideal for this program)

• Browser: Chrome, Firefox, or Edge (latest version)

• Zoom App: Latest version installed

• Webcam: Required (built-in or external)

• Microphone: Required (built-in, headset, or external)

• Headphones: Recommended to reduce echo

Video & Audio Guidelines

Camera (Video)

• Keep the camera ON during class

• Position yourself in frame

• Ensure good lighting

• Choose an appropriate background or use a virtual background

• If you must turn the camera off, notify the instructor

Microphone (Audio)

• MUTE when not speaking (reduces background noise while recording)

• Unmute when asking questions or participating

• Use the "Raise Hand" feature before speaking

• Use headphones to minimize echo

• Find a quiet location (or use noise cancellation if available)

Participation Best Practices

Asking Questions (during lecture):

• Use the "Raise Hand" reaction button

• Wait to be called on

• Unmute and ask clearly

• Mute again when finished

• OR type a question in chat (recommended)

• Save questions for the designated Q&A time

• Respond to instructor polls/questions

Professional Behavior Expectations

DO:

• Dress appropriately (as if attending an in-person class)

• Be punctual (join on time)

• Stay engaged (avoid multitasking)

• Be respectful to the instructor and classmates

• Focus on learning

DON'T:

• Eat meals during class (small snacks/drinks OK)

• Take calls or text during class

• Browse unrelated websites

• Work on other tasks

• Lie in bed or appear unprofessional

• Have distracting backgrounds (movement, noise)

Dress Code

While this is an online class, please dress appropriately:

• Business casual or neat casual attire

• Avoid pajamas, inappropriate clothing

• Remember: Your classmates and instructor can see you!

Background & Environment

• Choose a clean, uncluttered background

• Minimize visual distractions

• Ensure adequate lighting

• Reduce background noise

• Inform household members you're in class

• Consider using Zoom virtual backgrounds if needed

Quick Reference Guides:

Audio & Video Controls

Mute/Unmute:

• Click the microphone icon (bottom left)

• Red slash = muted

Start/Stop Video:

• Click camera icon (bottom left)

• Red slash = camera off

Audio Settings:

• Click the arrow next to the microphone icon

• Select microphone/speaker

• Test audio

• Adjust volume

Video Settings:

• Click the arrow next to the camera icon

• Choose camera (if multiple)

• Apply a virtual background

• Adjust video settings

Screen Sharing

How to Share Your Screen:

1. Click the "Share Screen" button (bottom center, green icon)

2. Select which screen/window to share:

   • Entire Screen - Shows everything on your screen

   • Application Window - Shows only specific application (recommended)

3. Click the "Share" button

During Screen Share:

• Controls appear at the top of the screen

• Click "Stop Share" to end

Best Practice:

• Close sensitive/personal information first before screen share

Chat Function 

1. Click the "Chat" button (bottom center)

2. Chat panel opens on the right side

3. Type a message in the text box at the bottom

4. Press Enter to send

Chat Options:

• Send to: Everyone (whole class sees)

• Send to: Specific person (private message)

• Send to: Host only (instructor only)

Chat Etiquette:

• Keep messages relevant to class

• Use for questions, clarifications, and technical issues

• Be respectful and professional

• All chats are monitored

When to Use Chat:

• Questions during lecture

• Technical difficulties

• Sharing resources/links

• Responding to instructor prompts

Reactions & Non-Verbal Feedback

Recommended Reactions:

• 👍 Yes

• 👎 No

• 👏 Applause / Great job

• ❤️ Love it

• 🎉 Celebrate

• ✋ Raise Hand (to ask a question)

How to Use:

1. Click the "Reactions" button (bottom toolbar)

2. Select emoji

3. Reaction appears briefly in your video

When to Use:

• Instructor asks yes/no questions (e.g., “Can everyone hear me?”)

• Show appreciation for project presentations (during class project presentations)

• Without interrupting the class lecture

• Raise your hand to ask a question

"Raise Hand" Feature:

• Most important reaction for class participation

• Use before unmuting to speak

• The instructor will call on you

• Lower hand after speaking

Breakout Rooms

What Are Breakout Rooms?

• Small group sessions within the main class

• Work on team activities or discussions

• Practice collaboration skills

When the instructor creates breakout rooms:

1. You'll see a notification: "The host is inviting you to join a breakout room."

2. Click "Join Breakout Room"

3. You're moved to a smaller group automatically

In Breakout Room:

• Only your group members are present

• Share screens within a group

• Collaborate on class activities and project work

Need Help in Breakout Room?

• Click the "Ask for Help" button

• The instructor will be notified

• The instructor can join your room to assist

Returning to Main Room:

• The instructor will set a timer

• You'll see a countdown notification

• Click "Leave Breakout Room" to return early

• OR automatically returns when the time expires

Polls & Q&A

Responding to Polls:

• The instructor may launch polls during class

• The poll window appears on your screen

• Select your answer

• Click "Submit"

• Results may be shared with the class

Virtual Backgrounds

How to Add a Virtual Background:

1. Click the arrow next to the camera icon

2. Select "Choose Virtual Background"

3. Pick from Zoom backgrounds or upload your own

4. Test to ensure it works properly

Recommended:

• Use professional/neutral backgrounds

• Avoid distracting or inappropriate images

• Ensure good lighting for the best effect

• Plain walls work better than busy backgrounds

Recording Notice

Class Recording Policy:

• All classes are recorded for educational purposes

• Recordings posted to the course website within 24 hours

• Use recordings to review material or catch up

When Class is Being Recorded:

• You'll see the recording indicator in the top left

• By attending, you consent to being recorded

Troubleshooting Common Issues 🔧

"Can't hear anyone."

• Check computer/device volume

• Click the arrow by the microphone → select the correct speaker

• Leave and rejoin the meeting

"Others can't hear me."

• Check if you're muted (red slash on mic)

• Click the arrow by the microphone → select the correct microphone

• Test audio in Zoom settings

"Camera not working."

• Check if the camera is covered/disabled

• Click the arrow by the camera → select the correct camera

• Close other apps using the camera

• Restart Zoom

"Poor connection / Lagging"

• Turn off the video temporarily

• Close other applications/browser tabs

• Move closer to the WiFi router

• Disconnect other devices from the WiFi

• Use an Ethernet cable if possible

Still Having Issues?

• Message the instructor in Zoom chat

Weekly Online Class Schedule

Class Meets:

• Days: Wednesdays

• Time: 10:00 AM - 12:00 PM EST

• Duration: 2 hours per session

• Total Sessions: 10 classes over 10 weeks

Typical Online Class Session Structure

10:00 - 10:15 AM | Welcome & Review

• Attendance

• Review of the previous lesson

• Answer students questions

• Preview of today's topics

10:15 - 11:00 AM | Technical Instruction

• Live demonstration of Excel features (session recorded)

• Step-by-step explanation of tasks to practice after class

• OR hands-on practice along with the instructor (if using two computers, split screen, or dual monitors)

• Q&A at the end of the session

11:00 AM - 11:10 AM - Break

• Stretch, bathroom, snack

• Please stay available on Zoom

11:10 AM - 12:00 PM - Technical Instruction

• Continued Excel demonstrations (session recorded) 

• Breakout room activities (group project work)

• Instructor circulates to provide support

• Homework assigned

• Final questions

• Dismissal

Important Dates/Course Milestones:

• Online Class Start: Feb 11 (Week 1)

• Microsoft Office Excel: Feb 11, 25, 4, 11, 18, 25  (Week 1 - Week 6)

• Data Analytics: April 1, 8 (Week 7, Week 8)

• Project Work: April 15 (Week 9)

• Project Review / Practice Presentations: April 29 (Week 10)

• Online Class End: April 29 (Week 10)

• Certificate Ceremony: May 5.

No Class Dates (Holidays/Breaks):

• 2/8/2026 - Winter Break

• 4/22/2026 - Spring Break

Office Hours Schedule:

• Book appointment: Link

Assignment Due Dates

• Pre-Quiz: Optional for Basic and Beginner, but highly recommended for Intermediate and advanced level students

• Post-Quiz: Due by Sunday 11:59 PM

• Practice Exercises: Optional for Level 2

Attendance Policy

• Requirement: Attend all 10 online sessions (10 weeks)

• Attendance is taken: At the start of each session

• Minimum requirement: 90% attendance (9 out of 10 sessions)

If You Must Miss Class - Notify instructor ASAP using:

• Email: smuthiya@provlib.org

• Text: (508) 964-3337

Required Information:

• Your name

• Date(s) you'll miss

• Reason (brief explanation)

• When you expect to return

Advance Notice:

• Preferred: 24 hours before class

• Acceptable: Morning of class (before 9 AM)

Make-Up Work Policy

• Watch class recording (posted within 24 hours)

• Complete all assignments and quizzes

• Review materials on the class website

• Attend office hours for questions

Arriving Late or Leaving Early

• Email or text the instructor before class

• Join quietly without disrupting

• Review missed content via recording

• Stay after class or attend office hours for catch-up

If you must leave early:

• Notify the instructor before class starts

• Inform via Zoom chat when leaving

• Complete any missed activities via recording

• Review materials independently

Excessive Tardiness:

• More than 3 late arrivals may impact the attendance record

• Consistent tardiness requires meeting with the instructor

How to Contact the Instructor

Email: smuthiya@provlib.org

• Best for: Assignment questions, absence notifications, project work guidance

• Expect Response time: Within 24 hours (weekdays), 48 hours (weekends)

Note: Please send emails using your student email account.

Email Tips:

• Be specific about your question

• Explain what you've already tried

• Include relevant details (week, assignment, error messages)

• Don't send multiple emails about the same topic (wait for a response)

Text: (508) 964-3337

• Best for: Urgent issues, same-day absences, technical emergencies

• Response time: Within 2-4 hours during business hours

• Text hours: 8:30 AM - 6:30 PM (respect instructor's personal time)

Google Classroom

• Best for: Assignment submissions, class-wide announcements, casual questions

• Check for updates and announcements

Office Hours

• Format: Zoom video call

• Book appointment: Link to scheduling page

Response Time Expectations

Instructor Will Respond:

• Email: Within 24 hours (weekdays)

• Text: Within 2-4 hours during the daytime

• Office Hours: During your appointment time

• Weekends/Holidays: Responses may be delayed to the next working day

• For urgent weekend issues, text (emergency only)

If You Don't Receive a Response:

• Wait 24 hours before follow-up

• Check the spam folder

• Verify you sent it to the correct email

• Follow up with a gentle reminder

Class Announcements

How You'll Receive Updates:

• Email: Important announcements/Reminders are sent directly

• Google Classroom: Posted in stream

• Class Website: Posted in the Announcements section

• Zoom: Verbal announcements during class

Your Responsibility:

• Check student email

• Check Google Classroom

• Review website announcements

• Read all communications from the instructor

Turn On Notifications:

• Enable Google Classroom notifications

• Check email push notifications

• Bookmark the class website

Communicating with Classmates

• Study group formation

• Zoom breakout rooms during class

• Group project collaboration

Guidelines:

• Be respectful and professional

• Share contact info only if comfortable

• Keep communication course-related

• Support each other's learning

Study Groups:

• Encouraged for practice and review!

• Exchange contact information voluntarily

• Meet after class time to work on the assignment or project

Academic Integrity

Honor Code:

• Complete your own work

• Don't copy from classmates or the internet (Quizzes)

• Cite sources when using external resources (Project Work)

• Collaborate appropriately (help understanding)

Quiz Policy:

• No Google/AI assistance during quizzes

• Select "I'm not sure" if unsure, don't guess

• Quizzes are learning tools. Use as a study guide.

When Collaboration IS Allowed:

• Group projects

• Study groups for practice

• Helping classmates understand concepts

• Sharing general learning resources

When Collaboration is NOT Allowed:

• Copying homework answers

• Sharing quiz questions/answers

Recording Policy:

• The instructor may record classes for educational use

• Students may NOT record classes without permission

• Do NOT screenshot or share classmate information

Respect & Inclusion

We Are a Learning Community:

• Treat everyone with respect and kindness

• Value diverse perspectives and experiences

• Support each other's learning

• Create a safe space for questions and mistakes

• Celebrate each other's successes

Zero Tolerance For:

• Discrimination or harassment

• Disrespectful language or behavior

• Bullying or intimidation

• Disrupting others' learning

• Inappropriate content sharing

If You Experience Issues:

• Contact the instructor immediately

• Issues will be addressed promptly and confidentially

Grading & Completion Requirements for attending the Online Excel Class

To Earn Certificate:

• Attend 90% of classes (9/10 sessions)

• Complete all assignments and quizzes

• Participate in a group project work/Individual project

Assessment Breakdown:

• Attendance & Participation: 90%

• Weekly Quizzes: 80%

• Group / Individual Project Work

Grade Checking:

• View grades in Google Classroom

• Updated weekly

• Contact the instructor with questions or concerns

Before Class - Technical Checklist

Internet Connection:

• Test speed: https://www.speedtest.net/ 

• Close bandwidth-heavy apps

• Position close to the WiFi router, or use an Ethernet cable

• Disconnect unnecessary devices from the WiFi

Computer/Laptop:

• Charge the laptop or plug it into power

• Close unnecessary applications

• Restart the computer if it is running slowly.

• Update Zoom to the latest version

Excel Setup:

• Open the Microsoft Excel application

• Test opening practice files/project

• Verify you can save files to the designated folder

• Have previous class files accessible

Zoom Setup:

• Update to the latest Zoom version

• Test camera (can you see yourself?)

• Test the microphone (can you hear yourself?)

• Test speakers (play a video)

• Check video/audio settings

Environment:

• Find a quiet space with minimal background noise

• Ensure good lighting (face your window/light source)

• Inform household members you'll be in class

• Put the phone on silent

• Have water/snacks nearby

Common Technical Issues & Solutions

ISSUE: Zoom won't install/open

• Download the latest version: https://zoom.us/download

• Restart the computer and try again

ISSUE: Can't join the Zoom meeting

• Verify you're using the correct link from the class website

• Copy/paste the link instead of typing

• Try joining from the Zoom app vs. browser (or vice versa)

ISSUE: Poor video quality / Freezing

• Turn off your video temporarily

• Close other applications

• Move closer to the WiFi router

• Disconnect other devices from the WiFi

• Use an Ethernet cable if available

ISSUE: Echo or audio feedback

• Use headphones/earbuds

• Mute when not speaking

• Check that no other audio source is running

ISSUE: Excel won't open/crash

• Restart the Excel application

• Restart computer

• Check for Excel updates

• Verify you have the correct Excel version

• Contact instructor

ISSUE: Can't save Excel files

• Check that you have permission to save the location

• Try saving to a different folder (Desktop, Documents)

• Check if the file is open in another window

• Ensure sufficient storage space

• Close and reopen Excel

ISSUE: Can't download class files

• Check the internet connection

• Try a different browser

• Disable browser pop-up blocker

• Check Downloads folder (may already be there)

• Contact the instructor for alternative file delivery

Getting Technical Help

During Class:

1. Use Zoom chat to message the instructor

2. Use "Raise Hand" reaction

3. If completely unable to participate, text the instructor

Excel Issues:

• Microsoft Excel Support: https://support.microsoft.com/excel

• Office hours with the instructor

• Classmate study groups

Internet/Computer Issues:

• Contact your Internet Service Provider (ISP)

• Visit the library for internet/computer access

• Check with the institution for loaner devices

• Contact the IT department (if institutional program)

Instructor Technical Support:

• Office hours: schedule

• Email: smuthiya@provlib.org (include screenshots of error if possible)

• Text: (508) 964-3337 for urgent issues only

Minimum System Requirements

Computer/Device:

• Windows 10 or later

• Processor: Dual-core 2GHz or higher

• RAM: 4GB minimum (8GB recommended)

• Storage: 5GB free space

Internet:

• Minimum: 10 Mbps download / 3–5 Mbps upload

• Recommended: 25 Mbps download / 5–10 Mbps upload

• Wired connection preferred over WiFi

Software:

• Required: (Microsoft 365 or Excel 2016 or later) for this course 

• Required: Zoom Desktop App (latest version)

• Required: Modern Web Browser such as Chrome, Firefox, or Edge 

Hardware:

• Required: Webcam (built-in or external, 720p minimum)

• Required: Microphone (built-in or headset)

• Recommended: Headphones or earbuds (help reduce echo and background noise)

• Optional: Second monitor (helpful for following along with the instructor)

Don't Meet Requirements?

• Contact the instructor immediately

• The institution may have loaner devices

• Alternative arrangements can be made

• The library may offer computer/internet access

Accessibility Support

Available Accommodations:

• Closed captions/subtitles in Zoom

• Extended time for assignments/Quiz (Email Instructor)

• One-on-one technical assistance

Request Accommodations:

• Complete pre-survey indicating needs

Accessibility Resources:

• Zoom accessibility features: https://zoom.us/accessibility

• Microsoft Excel accessibility: https://support.microsoft.com/accessibility

Can I join the online class from a tablet or phone? 

Not recommended for this course. Computer/laptop required.

What if I've never used Zoom?

Attend pre-course Zoom training session. Watch tutorial videos. Join 10 minutes early for tech check.

What if I have a technical issue during class?

Message the instructor in Zoom chat. Try the troubleshooting steps. Call/text for serious issues. Watch the recording later if needed.

What if I don't understand something?

ASK! Use Raise Hand, chat, or speak up. That's what we're here for. No question is too basic.

What if I fail a quiz?

Quizzes are learning tools. Review materials and retake if needed. Use as a study guide.

What if I'm struggling with the material?

Attend office hours! Watch recordings. Form a study group. Ask for help early. Don't wait until you're lost.

What if I can't attend the class?

Contact the instructor. Review recording and materials. Attend office hours! ready to catch up.

What if my internet goes out during class?

Rejoin as soon as possible. Watch the recording for missed content. Email the instructor to explain.

What if I can't download the practice files?

Try a different browser. Contact the instructor for alternative delivery.

Do I need a second monitor?

Helpful but not required. You can switch between Zoom and other applications on a single screen.

What Excel version do I need?

Microsoft 365 subscription works great. Contact the instructor if using an older version.

Can I work alone during the project phase instead of in a group?

Yes, you can. However, Group work is an important workforce skill.

When will I receive my certificate?

Certificates will be awarded at the end of the course, provided all requirements have been completed, including attendance and classwork.

Will I have continued access to materials?

The course website remains accessible for 2 weeks after completion of the course. Download the course materials for permanent access.

Can you write me a recommendation?

Yes. Recommendations are provided to students who complete the course, maintain strong attendance, and participate actively. Professional behavior also matters. If you would like a recommendation, please submit your request via email.

Still Have Questions? / Can't find your answer?

• Email instructor: smuthiya@provlib.org

• Attend office hours

• Text ONLY for urgent questions: (508) 964-3337