Zoom is a leading video conferencing software systems on the market.  Think of it like a telephone system where two or a large group computers connected to the internet can use video calls to connect 2 or a large group of people.  When in-person meetings aren’t possible, it can help bring people together.  SHIFT has chosen the Zoom system in order to take its forums, workshops and other events virtual.  

Do I need to install the Zoom App?

SHIFT recommends that you install the Zoom app for the best and easiest Zoom connections.  It is possible to participate in a Zoom meeting using only a web browser like Safari or Chrome.  But SHIFT will be using Zoom today and in the future and it makes sense for you to install the app on your computer or device.  

Installing the app is easy.  See 

Do I need a Zoom Account?

No.  If you are attending a Zoom meeting set up by another person, you do not need a Zoom account.  You do not need to register with Zoom to attend a meeting. 

If you plan to schedule and host your own Zoom meetings, you will need to have a Zoom account.  It is possible to even use a free account to host a meeting.  If you have a Zoom account you can host your own video meeting of family and friends. 

Today, all SHIFT events including forums, workshops, circles and SHIFT-In are conducted virtually online using Zoom.  As a result of this change, the event registration process for a SHIFT event includes an extra step that is required for you to receive a Zoom meeting link.  The result is that the SHIFT registration process includes:

• Step #1 is the same registration process you have seen previously for SHIFT events.  This is where you supply your name, email and other information and submit your payment for the event.
• Step #2 in this process is where you will register to receive your Zoom meeting link and passcode.  The second process protects the SHIFT event from uninvited guests.  It protects the meetings from disruptions from people who haven’t registered.

  Let’s review the entire two-step registration process.  

The SHIFT Email

SHIFT actively informs its members about upcoming events through its regular email notices.   Most people start the registration process by responding to an email.  The email will describe the event and have a section that looks similar to this:  

Clicking the Sign Up Today  button will link you to a web page where your will find additional meeting details and more.

The Event Web Page

The Event Web Page will describe the event, provide a speaker bio and provide a registration button. This page will look like this.

SHIFT Event Web Page

  The web page will include a description of the event and a speaker bio.  The page will also tell you about the two registration steps where step #2 is the Zoom registration.  

Register for the event by clicking on the Register for the Event button. After clicking on Register for the Event, the next step in your registration process is taking your name, information, email and making payment.

After making payment, you will be taken to a confirmation page.  You will also receive an email that confirms your registration.    

You are Not Finished Yet!

After receiving your confirmation email, you still need to complete Step #2 in the registration process where you will receive the Zoom link and password.  

Step #2 – Get Your Zoom Meeting Link and Password

The second step in the registration process is registering with Zoom so that you receive your Zoom meeting link and password.  Each Zoom link is unique and this second process ensures that only registered participants are able to join the online Zoom meeting.  The Zoom registration is quick and easy.  You only need your name and email address.

The Confirmation Email

After completing the Step #1 SHIFT registration process, you will receive a confirmation email from SHIFT.  The email will say, “Thank you for Registering but is also very clear that “YOUR’RE NOT QUITE DONE WITH YOUR REGISTRATION YET!”

To get your Zoom meeting link and password, click on the Zoom Registration URL in the email.

Zoom Meeting Registration

Clicking on the Zoom registration link will take you to a Zoom Meeting Registration screen

At the Zoom Meeting Registration screen you will be required to enter your:

1. First and Last Name
2. Email address twice for confirmation
3. Click Register.

Zoom will process the registration and send you an email with your Zoom Link and Passcode

Zoom Meeting Link and Passcode

At Last!!  The SHIFT meeting registration process for a Zoom virtual event is complete with the email from zoom.us that includes your Zoom meeting link and Passcode.

This is an email that you will want to save until the time of the meeting.  Some email systems allow you to “star” important emails or put this email into a folder.

If you need to search for the email, using “SHIFT Zoom” as the search words will find this email.  Additionally, you can also search for the presenter or title of the SHIFT event.

The date and time of the event nears.  With the final Zoom email with the Zoom link, you have all of the information you need to join the event.

It is a good idea to join your Zoom event 15 minutes ahead of the scheduled event.  Not only can you validate your connection but it is also a good opportunity to network with fellow Shifters.  

Join Using the Email Link

The easiest way to join the SHIFT Zoom event is to use the link and password/passcode found in the SHIFT Zoom confirmation email. 

The first two steps in the action are: 

1.  Make a note of the passcode or optionally use your computer’s copy function to be able to paste the passcode when requested.
2. Click on the “Click Here to Join” link in the email.

Clicking on the “Click Here to Join”  link will launch a web page at the Zoom.us site.  This web site will determine if you have already installed the Zoom app and display the following page:

Click the Open Zoom Meetings button to launch the Zoom app and join your meeting.  Be prepared to enter your passcode/password to joint the meeting.

Attend with a Meeting ID

If you had previously installed the Zoom app, you can join the meeting using the Meeting ID and Password that were included in your invitation.  

From the Home screen of the Zoom App, click on Join.

You will then be prompted for a Meeting ID.

On the Join Meeting screen, you will need to complete two steps. 

1. Enter the Meeting ID – This is the Meeting ID supplied in your invitation information.  
2. Click  Join

If the meeting has a password (most do) you will be prompted to enter the password.  The password, if there is one, will be included in the meeting invitation.  

Final Steps

Depending on the computer or device that you use, there may be additional prompts.  For example, the app will ask to use Computer Audio, or permission to use the Camera or Microphone on your device.  Say YES or Approve all of these steps.  

If you are joining the meeting with the video on, you will be given a video preview on the screen.  This is a great opportunity to arrange your hair, smile and click Join with Video to join the meeting.

After Joining the meeting, you have a number of options and controls that are common for everyday meeting.  Let’s review some of these options and controls.

Control Bar

Many of the essential control you will need need can be found on the upper and lower control bars.  The Control Bars are rows of icons and functions that you tap to leave the meeting.  For example, when you are ready to leave the meeting, tap Leave.

If the Control Bar and icons is not visible, tap or click on the center of the screen and the controls will magically apear.

On a tablet like an iPad the main control bar will be found at the top of the screen.

Speaker View or Gallery View

If you are attending the Zoom meeting with a computer or tablet with a larger screen, you can choose the layout of the meeting screen.  The control for the layout selection is on the upper right hand corner of the screen.

The Speaker View may be best if you are in a Zoom meeting like a training class or a presentation where there is a primary speaker for the group.  This is also good if the presenter is sharing a screen or document with the group.  Other participants are displayed in the upper part of the screen with small thumbnail images.  If someone else in the meeting speaks, their image will move to the center featured spot.

The Gallery View is like a group of friends all displayed on the screen at the same time.  Up to 49 people can display on a big screen.  Someone who is speaking will have a yellow border around their image.  The Gallery View is great for informal meetings where you want to see more faces.

Tablet

Find the view switch on the upper right of the screen.  

Smartphone

Swipe Left and Right on the Zoom display on a smartphone in order to switch between Gallery and Speaker View

Full Screen

When Zoom starts your view will be a full screen view on your computer.  This means the Zoom display takes up the entire screen.  This is great for sitting back and listening to a presentation.

But if you want to work with other applications while in your meeting, you may want to Exit Full Screen.  You will find the controls for Exit Full Screen or Full Screen on the upper right of your screen.

Attendee Controls

Let’s review some of the key attendee controls that are found on the screen during the Zoom meeting.  These controls manage things like audio, video chat and more.

On a computer or laptop the Attendee Control are found on a bar at the bottom of the screen.  If the controls are not displayed, tap or click the center of the screen to make them visible. 

On tablet, some controls will be placed on the upper part of the screen.

1Mute / Unmute: Mute and unmute your microphone.  If you meeting has a primary speaker, the presenter may put everyone on mute.  Or optionally ask everyone to mute.  This reduces background noise and feedback for the meeting.  If you are having difficulty with your audio, click the arrow next to Mute and choose Test Speaker and Audio.  

Click on the ^ arrow next to Mute / Unmute ) to change the microphone and speaker that Zoom is currently using on your computer.  You will be taken through some testing procedures to help you determine if your speakers and mics are working. 

2Start Video / Stop Video: Turns your camera on or off.  With the camera off, your video is replace with your profile photograph or a blank box with your name.

Click on the ^ arrow next to  Start Video / Stop Video to change cameras if you have multiple cameras or other video settings.

3Participants: See who’s currently in the meeting and invite others.    Function 

4Chat: Access the chat window to chat with the participants using your keyboard and text.  You can chat with all participants (Everyone)  or a note to a single person.  

At SHIFT events, use Chat to pose a question to the speaker or host without interrupting the speaker.  There are people monitoring chat at every event to ensure that questions are answered.  

5Share Screen: This is a function typically reserved for speaker use to share a slide deck or document to the screen.  

6Reactions: Will allow you to display an Applause or Thumbs Up icon in your windows.   These icons will disappear automatically after a few moments.  A speaker might ask you, “Everyone understanding?” and you could respond with a thumbs up.

7Leave: Leave the meeting while it continues for the other participants. Tap Leave and then tap Leave Meeting to confirm.  The host can end the meeting for all attendees.

Practice, Practice, Practice

If you want to feel more confident about your Zoom skills and the controls and action on your computer or device, join a practice/test meeting on the Zoom website.  This will also allow you to test your microphone, speakers and camera before joining a “live” meeting.

1. Visit http://zoom.us/test.
2. Click the blue Join button to launch Zoom.
3. When prompted by your browser, click Open Zoom Meetings. If you don’t have Zoom installed on your computer, follow the prompts to download and install Zoom.

Zoom Tips

• Know where you camera is and look directly at the camera when speaking and frequently when listening.  It demonstrates your engagement.  Use your thumbnail video image to monitor your position frequently so that you have a picture of what others see.
• If you are attending a class or bigger Zoom event, mute yourself.  Background noise, especially if there are other people in the home, is really distracting. Even simple things like cabinets and doors closing can get picked up.
• Press and hold your space bar to unmute yourself.  It is a quick way to be generally muted but able to speak and be heard by pressing the space bar.
• Keep the camera eye-level or higher.  You don’t need to expose any double chins!  Sitting on the couch with your laptop in your lap or tablet in your lap is not an attractive presentation.
• Zoom in a well lit room.  Ideally have light on your face.
• Be tolerant of technical challenges.  They happen to everyone.  Just be patient while the issue is resolved.
• Say “goodbye!” and wave when you leave a Zoom meeting. It’s a friendly way to end a meeting.

Your First Zoom Meeting – Install the App

If this is your first Zoom Meeting and you have not previously installed the Zoom app, the link will begin to download the app or take you to the App Store and find the Zoom app for installation. The key element is recognizing that this will happen and to follow the on screen prompts for the installation. On a computer On a computer or laptop, your web browser will launch and begin to download the app.  It will look like this screen shot:   You would click on the lower left and proceed with the install by following any subsequent prompts. If you are using an Apple iPhone or iPad. A similar action when clicking on Join Zoom Meeting for the first time on an Apple device occurs.  You will be taken directly to the App Store where you would tap GET to install the app.  Remember GET is FREE.   Following the Installation process on either a computer or device, the app should take you directly to the meeting.  If this does not happen, go back to the email and click/tap on the Joan Zoom Meeting link again.  You will receive a prompt to either log in or to just type your name.  You do NOT have to log in or register with Zoom to join a meeting.

After your First Zoom Meeting and Software is Installed

If this is NOT your first meeting and the Zoom app is installed on your computer or device, the link will take you directly to the meeting. On a computer or laptop you may get this prompt.

Click on Open Zoom Meetings to open the app and go directly to the online meeting.

Practice?

See the Practice, Practice, Practice section below (click here) to perform a practice run of these steps before your actual meeting.  You can install the Zoom app and practice your controls.

Join a Zoom Meeting by Clicking on the Link

This is the best way to start a Zoom meeting.  Just click on the Join Zoom Meeting link.  There are two scenarios that we will review.  

Your First Zoom Meeting – Install the App

If this is your first Zoom Meeting and you have not previously installed the Zoom app, the link will begin to download the app or take you to the App Store and find the Zoom app for installation. The key element is recognizing that this will happen and to follow the on screen prompts for the installation. On a computer On a computer or laptop, your web browser will launch and begin to download the app.  It will look like this screen shot:   You would click on the lower left and proceed with the install by following any subsequent prompts. If you are using an Apple iPhone or iPad. A similar action when clicking on Join Zoom Meeting for the first time on an Apple device occurs.  You will be taken directly to the App Store where you would tap GET to install the app.  Remember GET is FREE.   Following the Installation process on either a computer or device, the app should take you directly to the meeting.  If this does not happen, go back to the email and click/tap on the Joan Zoom Meeting link again.  You will receive a prompt to either log in or to just type your name.  You do NOT have to log in or register with Zoom to join a meeting.

After your First Zoom Meeting and Software is Installed

If this is NOT your first meeting and the Zoom app is installed on your computer or device, the link will take you directly to the meeting. On a computer or laptop you may get this prompt.

Click on Open Zoom Meetings to open the app and go directly to the online meeting.

Practice?

See the Practice, Practice, Practice section below (click here) to perform a practice run of these steps before your actual meeting.  You can install the Zoom app and practice your controls.  

Use the following four questions to determine if you understand the skills taught in this lesson.

1. Are Zoom and FaceTime on my iPhone the same?
2. After receiving a Zoom invitation, what is the easiest way to join a Zoom meeting?
3. How do you change from Speaker View to Gallery View.
4. How do you mute your microphone during a Zoom meeting?