Zoom Conferencing Guide

Quick Start Guide

Host a Video Meeting

Step

What to do

How to do it

1

Schedule your meeting.

How to Schedule a Zoom Meeting

2

Prepare your space and computer for the meeting.

How to Prepare Your Space for a Meeting

Step	What to do
1	Start your meeting from a location or room which is going to have minimal background noise. Furthermore, if your meeting agenda includes topics that are confidential, you may prefer to sit in a private room.
2	If possible use a good headset. If that isn’t an option, do your best to make sure you aren’t going to be adding a lot of noise to the meeting. You may need to turn off your fan, close a window or whatever else you have to do to keep your environment quiet. Sound quality matters – it is even more important than video quality.

3

If you are in a meeting room, connect your computer to the meeting room equipment.

How to Connect to a Vaddio Unit

Step	What to Do
1	Turn on the TV.
2	Change the TV input to Vaddio or Camera, whichever is available.
3	Plug the HDMI or VGA cable into your computer.
4	If necessary, press the button to switch between HDMI and VGA.
5	Plug the USB cable from the base station into your computer.
6	Connect to the video meeting.
7	Press the button repeatedly until it displays what you want to show. Tip: See the "Camera Mode" section below for more information.

How to Connect to a Crestron Mercury Unit

Step	What to Do
1	Use the remote control to turn on the TV.
2	Tap the web meeting icon at the bottom of the touchscreen.
3	Plug the video adapter and USB connector into your computer.
4	Launch your web meeting software. Biola supports Zoom.

4

Start your meeting.

How to Start a Scheduled Zoom Meeting

How to Start an Unscheduled Zoom Meeting

How an Audio-Only Meeting

Use a Computer for Audio

Step

What to do

How to do it

1

Schedule your meeting.

How to Schedule a Zoom Meeting

2

Prepare your space and computer for the meeting.

How to Prepare Your Space for a Meeting

Step	What to do
1	Start your meeting from a location or room which is going to have minimal background noise. Furthermore, if your meeting agenda includes topics that are confidential, you may prefer to sit in a private room.
2	If possible use a good headset. If that isn’t an option, do your best to make sure you aren’t going to be adding a lot of noise to the meeting. You may need to turn off your fan, close a window or whatever else you have to do to keep your environment quiet. Sound quality matters – it is even more important than video quality.

3

Start your meeting.

How to Start a Scheduled Zoom Meeting

How to Start an Unscheduled Zoom Meeting

Use a Phone for Audio

Step

What to do

How to do it

1

Schedule your meeting.

How to Schedule a Zoom Meeting

2

Start your Zoom meeting.

How to Start a Scheduled Zoom Meeting

How to Start an Unscheduled Zoom Meeting

3

Get the meeting phone number and access code.

How to Get Your Meeting Phone Number

Step	What to do
1	Once the meeting loads, a pop-up window will ask how you'd like to connect your computer audio. From here, click Join and use a phone for audio.
2	Click Dial In, note the meeting phone number and access code on the pop-up window and select your desired call method (dial in or call me).

Note:

This meeting call session and PIN will only be usable while this specific meeting is active. It will disable once the meeting has been ended.
At this point, you can close your browser or computer and the meeting will remain active.

5

Invite your meeting participants.

Send the meeting phone number, access code and start time to your desired meeting participants.

6

Prepare your space and computer for the meeting.

How to Prepare Your Space for a Meeting

Step	What to do
1	Start your meeting from a location or room which is going to have minimal background noise. Furthermore, if your meeting agenda includes topics that are confidential, you may prefer to sit in a private room.
2	If possible use a good headset. If that isn’t an option, do your best to make sure you aren’t going to be adding a lot of noise to the meeting. You may need to turn off your fan, close a window or whatever else you have to do to keep your environment quiet. Sound quality matters – it is even more important than video quality.

7

Call in to the meeting using your desired phone method.

How to Call out Using a Cisco Conference Phone

Step	What to do
1	Dial "9", the area (or country) code, and phone number (e.g. 915621234567).
2	Wait for tone, or wait for visual prompt on meeting phone screen.
3	Enter your department's Dialing Authorization Code (DAC) and press #.
4	Wait for the call to be placed.

Note: Your call will automatically end after 15 seconds if no one else is in the call.

How to Call out Using a Crestron Mercury Unit

Step	What to Do
1	Tap the phone icon at the bottom of the touchscreen.
2	Tap the Audio icon.
3	To call an off-campus number: Dial “9” + area (or country) code + phone number + Dialing Authorization Code To call an on-campus number: Dial the extension, just like you would from any on-campus phone.
4	Tap the green phone icon.

Note: Your call will automatically end after 15 seconds if no one else is in the call.

How to Call out Using a Vaddio Unit

Step	What to do
1	Turn on the TV and Vaddio conference Unit.
2	Dial "9", the area (or country) code, and phone number (e.g. 915621234567).
3	Wait for tone.
4	Enter your department's Dialing Authorization Code (DAC) and press #.
5	Wait for the call to be placed.

Note: Your call will automatically end after 15 seconds if no one else is in the call.

How to Join a Meeting

Zoom Meeting Guides

Download Zoom	Zoom Download Center
Set Up Your Meeting	How to Schedule a Meeting How to Give Someone Else Scheduling Privilege
Start or Join a Meeting	How to Join a Meeting How to Join a Meeting through Phone How to Start a Scheduled Meeting How to Start an Unscheduled Meeting
General Functionality Guides	How to Invite Others to a Meeting How to Record a Meeting How to Share Content How to Use an External Camera for Zoom Meetings How to Use Breakout Rooms How to Use Meeting Controls How to Use the Waiting Room How to Use Virtual Backgrounds
Prepare for Your Meeting	Default & Required Settings for Biola Zoom Accounts How to Create a Meeting Template Technical Requirements for Zoom Tips to Improve your Web Conferencing Experience
Training Videos	Getting Started Training Video (~38 min) Zoom Meetings for Education Video (~45 min) Zoom Meetings Training Video (~1 hr)

Many features and tools in Zoom may need to be enabled in to your Zoom account online. To do this, log in and go to the Settings option under the Personal side menu header.

Biola IT Services

Zoom Conferencing Guide

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Zoom Meeting Guides

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