Tips for using Zoom in SGI’s webinars

As SGI uses Zoom to conduct its webinars and online meetings, we want to provide some information to help our members get the most out of it. Zoom is a valuable tool that allows us to share audio, video, and screen with colleagues and collaborators from around the world.

Preparing for our meetings and webinars

Please find a quiet, private spot for the call, minimizing background noise. We encourage you to sign in 5 minutes early to the gathering to make sure you are settled in and that your technology works prior to our call.

Using Zoom on a computer

To enter the meeting:

  • Go to your e-mail and open the highlighted Zoom Us meeting invite link.
  • You will be prompted to download the Zoom Plug-in, which should take less than 5 minutes to download.
  • Once it has loaded you can click on the zoom launcher or to enter the meeting. You may be prompted to type in your preferred username.
  • You are now in the Zoom meeting!

Once you are in the meeting:

  • When you enter the session you will be in Speaker View, which allows you to see the individual participants in a room at the top of the screen and the person speaking in the large center screen. Your are able to change to Gallery View going to the right upper corner of the screen and clicking on the rubik’s cube icon.
  • Find your own video image box at the top and to verify your username is the one you wish to use. If you would like to change your username, simply right-click on your video box at the top, and you will be given three options. Choose the option to change username.
  • At the bottom of the screen you will find an actions tool bar where you can click on the mic icon to mute your microphone.

Using Zoom on a smartphone

To enter the meeting:

  • Begin by downloading the Zoom Cloud Meetings application ahead of time. For instance, on an Android device, tap on the Google Play Store icon.
  • Retrieve your Zoom meeting link through your email.
  • Click on link and chose to open the meeting through the Zoom app on your iPhone.
  • Type in your preferred username.
  • Allow the Zoom app to access your camera and microphone for conferencing.

Once you are in the meeting:

  • Once you are connected to the meeting you will notice you have a few options at the bottom of the screen.
  • On the far left you have the option to mute your microphone by pressing on the mic icon.

Additional suggestions

  • Connect to the fastest internet connection available.
  • Resolve technical problems by having your participants join a Zoom meeting a few days before the scheduled Zoom session. Participants should be using the same computer and internet connection they plan to use during the scheduled Zoom session.
  • When sharing a screen, have your presentation material (e.g., Microsoft PowerPoint document) running and ready before the Zoom meeting begins. Avoid launching and logging into programs while screen sharing.
  • When sharing a screen, try to avoid sharing your whole desktop. Share only the specific application (e.g. PowerPoint).
  • For best results, close any email, instant messaging, and any programs not being used for the presentation.

For more information, Zoom offers video tutorials here.