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Module 1: Managing Zoom Meetings

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In-meeting Controls

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hi everyone this is Farah from zoom andwe are back to share with you some ofthe fundamental in MTG controls once youlaunch your first zoom meeting so inorder to walk you through I will sharemy entire screen we'll go through someof the options together you should beable to see my desktop at this point soyou can see the zoom meeting that's inhere basic controls you'll see mutingand unmuting capability on the lowerleft hand corner if I were to click themute button and try to speak we will geta pop-up to alert you that you are mutedand this is what it will look likewe can also use the up arrow here toselect a different headset so if youjoin a meeting and you're not hearinganything you might want to double checkand make sure that your air pods or yourheadset is connected and configured ithere if it's not you can click audiosettings to get to an audio dashboard tohelp configure and test your equipmentyou'll see the start and stop videooption so if you're a little nervous tostart meeting over zoom with your videoon you can simply click the video offbutton to show a profile picture ifyou've created one otherwise I alwaysrecommend having video on so you canmake eye contact with your audiencecommunication is 70% body language sobeing able to see all of your co-workerscounterparts or people that you'reworking externally allows you toanticipate when someone might need topause you to ask a question you'll alsobe able to see if people are followingalong with what you're teaching them orspeaking about same thing here up erinwill allow you to select any cameraequipment of course the FaceTime videocameras built into my macbook so you canuse that or if you have an externalcamera you can plug that in and zoomwill recognize it moving on we have theability for you to invite participantson-the-fly right now there's nobodyactually in this meeting with me but ifI wanted to invite one of my teammates Icould click this button and it would popopen a list of anyone that I am alreadyconnected to via zoom and it's as easyas selecting multiple participantsyou'll see in this list here it's gonnashow me the last 15 to 20 people Iworked with before it goes into analphabetical list I can click multiplepeople and click the invite button inone shot or I can copy the URL which isthe link to the meeting and paste thatinto a group chat that we have goingyou'll see across the top as wellyou'll always have an option to email ifyou're on our free version of zoom youprobably won't see room systems zoomrooms or phone but you will always beable to send an email invitation outthrough your default email where it'sOutlook or Gmailyou'll also see a manage participants atthe bottom so right now this is lettingus know that only one person isconnected to our meetings if I click thebutton that allows me to expand to see alist of everybody that has joined I willalways be at the top of this list if Iam the host and then everybody else willshow up alphabetically in this listfolks that unmute themselves will alsobubble up to the top in case I need tohover over them and click mute when youhover over people in the meeting you'llalways have a mute option and adrop-down that will give you a fewadditional action items so you commutethem you can give them host permissionsyou can remove them from the meeting ifthey're not supposed to be there you'llsee on the bottom I've enabled a featurethat's called nonverbal feedback we willhave a follow-up video showing you howyou can enable some of these advancedsettings if you'd like to use them sostay tuned for that but this would allowmy audience to say yes or no go fastergo slower or even raise their hand orgive an applause while we're in ameeting so we can be interactive I lovethe coffee cup if anybody in youraudience Alexis that'll show up rightnext to your name in this participantslist and well that one other thing Iwant to point out here is the mute allbutton this is sort of our emergency redbutton so if you are getting any sort ofbackground noise or audio feedback whileyou're in a meeting you can alwaysquickly hit the mute all button to juststop it while you can identify where thebackground noise is coming from the moredrop-down here will give you a coupleadditional options things like lockingthe meeting for security or hearingenter and exit chimes so I will alwaysknow when somebody joins as the hostbecause I can hear a doorbell we'll moveon to our shared content button this issomething that you'll you'll noticeeveryone in your zoom meeting has I lovethis feature so much because it givesanyone the ability to share content notjust the host by clicking the greenbutton I will also get a pop-up askingme what I would like to share before Ishare it so you never have to worryabout sharing your messy desktopclicking this button you'll see the popup on my screenI can select a specific desktop forexample you can see my cluttered desktopover here I will not share with you butI can choose a clean desktop I canchoose a specific application like justa web browser or just a PowerPointpresentation and of course if you wantto share a video on YouTube you'll wantto select that button and make sureyou're clicking share computer sound andoptimizing the video clip for youraudience before you hit the blue sharebutton and then that will go live foreveryone on the other end I'll go aheadand hit the stop share button now toshow you two or three features that canpiggyback off of this let me go back tomy main desktop once we are in sharedmode you'll notice an annotation tool ifyou're the host this bar will show up atthe top with a pen tool if you're aparticipant you'll see at the topbasically it should say whoever the hostis sharing there should be a littledrop-down that says more options if youclick more options that will bring youto your pen tool if you don't see thisfor whatever reason on your screen whenyou are live in a meeting you may needto hit the escape button because youmight be in full screen modebut with annotation it'll expand into atool kit that I can use to use aspotlight tool I can also use it to drawshapes on my screen and also I can justfreeform anything as well so I can sayhello from Denver and draw that on hereas well so this is something that anyonein your audience not just the host canbe annotating wive while you're sharingcontents if you have questions you cancircle and say what kind of clamp isthis and I'll be able to answer thatquestion for you the host will also beable to clear the drawing and the hostcan also use their more options tobasically disable annotation for guestswhen they're in the meeting you'll seedisable attendee annotation you can alsosee who's drawing on your screen whichispretty cool feature now if you want torestrict others in the audience fromsharing their content and make it hostsonly you can simply leverage the uparrow which is right here at the bottomof my screen you'll see this up arrowlets me go into advanced sharing andthis pop-up will allow me to make it apost only share so this will restrictusers from sharing anything out of turnthat might be distracting I'm going togo ahead and put this back onto ourparticipants while we move to the nextfeature which is in meeting chat so ifyou're in a meeting and you want to chatwith everyone you can click this chatbutton here you'll get a little pop-outwindow and I can say hello to theaudience I can post a link to zoom on usor even to our support page and if Iwant to if there were other folksjoining in this meeting where it sayseveryone would be a drop-down where Icould simply select one other person toprivately chat with love this feature alot highly recommend testing it beforeyou go into a live meeting testing itwith your friends or colleagues andyou'll see here that I can also mergethis to my meeting window by using thetriple ellipses here and so I can have adashboard on the right-hand side lettingme control my audience as well as chatwith them at the same time and I thinkthe final feature that we'll review onthis recording before we go into ouradvanced would be the ability for you torecord a session so I've already startedrecording so it shows my only optionsare to pause the recording or stop therecording out right now if I wasn'trecording I'd have a circle that wouldallow me to initiate the record I'd liketo note out here that only the host ofthe meeting has permission to record ifyou are a free user you will be able torecord directly on your laptop if youare a licensed user you will be able torecord out to the cloud which is whatI'm doing now so this recording willcome up with a link that I can sharewith others when it's done last but notleastdon't forget to end the meeting whenyou're done with a meeting you'll get apop-up allowing you to leave if you needto head out early or end the meeting foreverybody we are always going torecommend that you make sure you end themeeting fervent so you can go start yournext meeting thank you again forwatching this recording I hope youlearned a little bit about some of thebasic controls when you start your firstzoom meeting let us know your feedbackand stay tuned for advanced settingswhen you're in a meeting also have somerecordings for reviewing zoom on yourmobile phone coming out shortly thanksagain and happy zooming