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Hosting a Zoom Session

Click on Zoom Bookings to send a booking email

Basic Information

Our Zoom can be booked by Group Leaders and Committee Members for use by Groups and other meetings. There is no charge for its use but it must not be used for non u3a purposes.

Our Zoom is already set up with most of the defaults you will need so it is unlikely you will need to change anything. 

Booking a Zoom Session

  • Use the contact button above and give the topic, date, start time and length of session required.
  • Book your session as early as possible to make sure that you get the date and time you want.
  • You will be sent an confirmation email which will look something like:

u3a Conferencing is inviting you to a scheduled Zoom meeting.

Topic: Computer Group
Time: Jul 6, 2020 11:00 London

Join Zoom Meeting https://us02web.zoom.us/j/88127560236?pwd=endEMXdFREt1WGJIdzlvVTFmYnYxdz09

Meeting ID: 881 2756 0236
Passcode: 018561

  • The https: line is the important part. This is the link that all participants, including yourself, have to click to get into your session.
  • This link is different for all booked sessions.
  • Send this link out to all participants in an email the day or so before your meeting asking them to click on the link 5 minutes before the meeting is due to start.
  • Don’t put this link onto a website or other public place such as Facebook because this means that anyone could access the link and turn up at your meeting.

You don’t need any more information to run your Zoom session  but one facility that you may find useful is the ability to share documents on one device with all other members in the Zoom meeting.  For details of how to to do this see Share Screen in the right hand column.

If you want to know more about other facilities available in our Zoom, look in the right hand column

When you are ready to end your Zoom session:

  • Click on ‘End’ in bottom right hand corner
  • Click ‘End Meeting for All’ or ‘Leave Meeting’ is in the bottom Right Hand Corner (may be different for other devices). Use ‘End Meeting for All’ if you are host (see Logging into Zoom as a Host below)
  • Close any Zoom windows you may have open on your device.

Miscellaneous Information

  • Our Zoom licence is renewed annually on 25th October. paid directly from the Treasurer’s credit card, so this will need to be amended if there is a new card number.
  • Administration privileges are kept to the Zoom organiser, who makes all bookings. 
  • Zoom bookings are normally for two hours with a minimum of 15 minutes between bookings unless otherwise required.  The current Zoom settings allow participants to join up to 15 minutes before the meeting starts. 
  • We have built up some experience of running hybrid Zoom meetings and setting up the necessary kit.  The more people with that knowledge and experience the better!
  • Recordings on Zoom are limited by the 1GB storage limit, which can be exceeded by only two recordings.  However, recordings can be downloaded for future reference if required.

Want to Know More?

In the following notes the position of the Zoom commands on the screen is based on a Desktop PC. They are probably the same for a Laptop but may differ for a Tablet/iPad and Smartphone. 

Logging onto Zoom as a Host

  • When you are in Zoom you can claim the Zoom Host role if you want to. You don’t have to do this. Most people don’t because you can run a Zoom session without being the official Zoom Host.
  • However, it does give you a few extra options:
    • You can rename other participants who have logged in without their own name – this can be useful in larger groups
    • You can Mute everyone – useful if you have a speaker.
    • You can eject people from your Zoom session. Not something you would probably ever want to do but you never know!
  • If you do want to be the Zoom Host:
    • Ask the Zoom Manager for the Chepstow u3a host key code
      • This code is the same for all Zoom sessions and never changes.
    • Click ‘Participants’
    • Click ‘Claim Host’ and enter the host key code.
    • When the meeting is finished make sure that you end the Zoom session correctly by clicking on ‘End Meeting for All’

Using Zoom as Host

Inviting Participants to a Zoom Session – there are two ways
1. By sending an email with the meeting link as above. They just have to click on this at the appointed time. They need no other information!
2. You can also invite them to a meeting in progress if you know their email address – see Participants below

General Information

  • Make sure that the volume on your computer device is on and at a reasonable level.
  • The items below in bold are what I set before every meeting. You may not want to do this.
  • If you have a lot of Participants you may want to mute everyone. Tell them this but tell them how and when they can unmute themselves.
  • On the option in the top right of their screen. (Different for different devices).
  • Be prepared to Mute those who forget to Mute themselves back again.
  • Or by holding down Space Bar if they just want to ask a question. (What do touch screen devices do?)

Security – these options have already be set up as defaults and shouldn’t need changing

  • Lock Meeting – stops anyone else joining.
  • Share Screen for other participants – this is enabled by default.
  • Chat.
  • Rename themselves.
  • NOTE Participants can rename themselves by clicking on the ‘Participants’ icon (if necessary, tap the screen or move the mouse to see this icon) then clicking on the ‘>’ icon or the word ‘more’ alongside their name and select ‘rename’. Type the new name and click OK. On a laptop/PC this can also be done by clicking on the three dots in the top right hand corner of their picture or right clicking on their name in the bottom left hand corner of their picture. On some tablets, the option to rename will appear before you enter the meeting.
  • Unmute themselves.
  • NOTE Participants can unmute themselves by clicking on the microphone icon and then mute themselves by clicking it back again, or unmute temporarily, by holding down the space bar. Or they can click on the top right of their screen to unmute themselves. (Different for different devices).
  • Remove Participant. For ejecting unruly Participants. We wouldn’t get them in our u3a would we?

Participants

  • Shows a list of all Participants.
  • You can Transfer Host to another Participant:
  • You can Mute All if you have claimed the Host.
  • If Muted they can temporarily Unmute by holding down space bar.
  • Participants to unmute themselves;

Share Screen

  • This is enabled for all Participants on our Zoom
  • You must have all the Windows you want to share open on your device.
  • Click on Share Screen in Zoom.
  • Then double click on the item you want to share on your device
  • When you have finished click on ‘Stop Share’
  •  
  • If you are sharing photographs you have to go to the folder containing the list of photos and open the first one. Then go into Screen Share.
  • Double click on the (first) one you want to share.
  • To share another screen, click on New Share on the bottom menu and double click on the new screen
  • When finished, click on Stop Share. Usually at the bottom of the screen but sometimes at the top.
  •  
  • You can also just Share Audio:
  • Click on Share Screen;
  • Select Advanced at the top of the Screen;
  • Select Music and Computer Sound only.

Record

  • Must get permission from Speaker and other Participants if they appear on recording.
  • Does what it says and at the end of the session you get an MP4 recording you can download to your device. A one hour session might take 2 hours to record an MP4 file. Can’t load on YouTube.
  • If a User tries to Record it says they must get permission from Host. The Host then goes into Participants, clicks on ‘More’ against the Participants name and gives permission to record.

To Change Your Screen Name

  • If you have a Zoom name that doesn’t identify you such as iPad4, Zoom User or Fred’s iPad etc. then you will need to rename yourself.
  • This enables us to verify that you are a u3a member and we can check if we have any uninvited visitors to our Zoom session. It also helps if you ask a question so we know who you are.
  • If you are joining a session at your own u3a you should just have your full name eg Jane Smith.
  • If you are joining a Zoom meeting with other u3as, you must have your full name and your u3a eg Jane Smith Chepstow.

Use the Participants Tab in the Zoom menu

  • Move your cursor or tap the screen and at the top or bottom of your screen (depending on your device) a Zoom menu will appear.
  • Select Participants
  • Move the cursor to your name and select More (on an iPad and Tablet go direct to Rename)
  • Select Rename, enter your new Screen Name, and click on OK or Done.
  • If you have the ‘Remember my name for future meetings’ option, ensure this is ticked if you want to keep this new name.
  • On a tablet, click the left arrow at the top left of the screen to return to the meeting.

Desktop and Laptops only – On Your Name in the Bottom Left Hand Corner of Your Picture

  • Move cursor to your name in the bottom left hand corner of your picture screen
  • Right click on your name (Left click on some devices?)
  • Select Rename, enter your new Screen Name, and click on OK or Done.
  • If you have the ‘Remember my name for future meetings’ option, ensure this is ticked if you want to keep this new name.

Desktops and Laptops only – On the Three dots in the Top Right Hand Corner of Your Picture

  • Move cursor to the top right hand corner of your picture and three white horizontal dots will appear in a blue square
  • Left click on the dots
  • Select Rename, enter your new Screen Name, and click on OK or Done.
  • If you have the ‘Remember my name for future meetings’ option, ensure this is ticked if you want to keep this new name.

On most devices you can amend your screen name permanently before you enter Zoom in the Zoom Settings

If you cannot do it yourself, the Zoom Host will do it for you