Take Off Virtually With HwH

Starting a Zoom Meeting and Inviting Participants

• Open Zoom: Launch the Zoom application on your computer.

• Start a meeting:

1. Click the "New Meeting" button to start a meeting with video on.
2. If you want to start with video off or screen share only, click the downward arrow next to "New Meeting" and choose your preferred option.

• Invite participants:

1. Copy the meeting link: Click "Participants" at the bottom of the Zoom window, then click "Copy Invite Link." This will copy the meeting link to your clipboard, which you can then share via email, chat, or other platforms.
2. Invite by email: Click "Participants," then click "Invite." You can then choose to invite people from your Zoom contacts or by entering their email addresses.

Important Notes:

• Meeting controls: Once the meeting starts, you'll have access to various meeting controls at the bottom of the screen, such as mute/unmute, start/stop video, share screen, chat, and more.
• Zoom updates: Zoom frequently updates its features and interface, so it's always a good idea to refer to the latest Zoom help documentation for the most up-to-date instructions.

Sharing Your Screen in Zoom:

• Start a meeting: Begin your Zoom meeting.
• Click "Share Screen": You'll find this button in the meeting controls, usually at the bottom of your screen.
• Choose what to share: Select what you want to share (your entire desktop, a specific application window, a whiteboard, etc.).
• Share sound (optional): If you want to share audio from your computer, check the box next to "Share sound."
• Start sharing: Click the "Share" button.

Ending a Zoom Meeting:

• Stop sharing your screen: Click the red "Stop Share" button at the top of your screen.
• End the meeting: Click the "End Meeting" button in the lower right-hand corner of your screen.

Additional Tips:

• Optimize for video: If you're sharing video, choose the "Optimize for video clip" option to ensure the best quality.
• Pause sharing: You can temporarily pause screen sharing if needed.
• Annotate your screen: Use the annotation tools to draw or write on your shared screen.

Managing Participants and Mute Controls in Zoom

• Open participant controls: Click "Participants" in the meeting controls, usually located at the bottom of your screen. This will open the Participants panel.
• Mute all participants:

1. Click the "Mute All" button at the bottom of the Participants panel.
2. You'll be prompted to choose whether to allow participants to unmute themselves. Select the option that best suits your needs.

• Individual mute control: To mute or unmute a specific participant, hover over their name in the Participants panel and click the "Mute" or "Unmute" button.

Giving Remote Control

• Start screen sharing: Share your screen or whiteboard.
• Give remote control:

1. Click "More" in the screen share controls at the top of the screen.
2. Select "Remote Control."
3. Choose the participant you want to give control to.

Enabling File Transfer in Zoom:

• Go to Settings: Sign in to the Zoom web portal and go to your Account Settings.
• Enable file transfer:

1. Click the "Meeting" tab.
2. Under "In Meeting (Basic)," verify that the "File Transfer" setting is enabled. If it's not, click the toggle to turn it on.

Sending Files in Zoom:

Option 1: In-Meeting Chat

• Open the chat: Click on "Chat" in the meeting controls.
• Select "More": Click the three dots next to the "To" field.
• Choose "Send file": Select "Send file" and choose the file you want to send.
• Send the file: Click "Open" to send the file.

Option 2:  During Screen Sharing

• Share your screen: Start sharing your screen.
• Click "More": In the screen share controls, click "More."
• Choose "Send file": Select "Send file" and choose the file you want to send.
• Send the file: Click "Open" to send the file.

Important Notes:

• File types: Zoom supports various file types, including documents, images, and videos.
• Size limits: There might be size limits for file transfers, depending on your Zoom account type.
• Recipient notification: Participants will receive a notification when a file is sent and can choose to download it.

Recording Your Zoom Meeting:

• Start a meeting: Begin your Zoom meeting.
• Click "Record": You'll find the "Record" button in the meeting controls, usually at the bottom of your screen.
• Choose recording location:

1. Record on this computer: The recording will be saved as a video file on your local computer.
2. Record to the cloud: (If available with your Zoom plan) The recording will be saved to your Zoom cloud storage.

• Start recording: Click the "Record" button to start recording.

Scheduling a Zoom Meeting:

• Open Zoom: Launch the Zoom application on your computer or go to your Zoom web portal.

• Go to "Meetings": Click on the "Meetings" tab.

• Click "Schedule a Meeting": This will open the meeting scheduling options.

• Enter Meeting Details: Topic, Date/Time,Duration, Video, Audio, and/or Meeting Options
• Save your meeting: Click the "Save" button to schedule your meeting.

• Invite participants:

1. Copy the meeting link: Copy the meeting link provided and share it with your participants through email, chat, or other platforms.
2. Invite by email: Use the built-in email option to send invitations directly from Zoom.

• Check your email: You will receive an email invitation to the Zoom meeting.
• Click the link: Click on the link that follows the words "Join Zoom Meeting."
• Launch Zoom: If you don't have Zoom installed, you might be prompted to download and install it. If you already have Zoom, the meeting will launch automatically.
• Wait for the host: If your teacher has not yet started the meeting, you will see "Please wait for the host to start this meeting."
• Join audio: Once your session starts, click "Join Audio Conference by Computer."
• Start video (optional): If your teacher allows you to use your webcam, select the button on the lower left that says "Start Video."

Additional Tip:

Test your audio and video: Before the session, make sure your microphone and webcam are working properly.

• Open the chat: Click on "Chat" in the meeting controls, usually located at the bottom of your screen.
• Choose recipients: To send a message to everyone in the meeting, make sure "Everyone" is selected in the "To" field. To send a private message to a specific participant, click on the "To" field and select the person's name from the dropdown menu.
• Type your message: Enter your message in the chatbox.
• Send your message: Press Enter to send your message.

Additional Tips:

• View the chat: The chat window will appear on the right side of your screen. If you want to keep it open, click the small down arrow at the top of the chat window and select "Pop out." This allows you to move the chat window around your screen.
• Send files: To send a file, click on "More" (or the three dots) next to the "To" field, select "Send file," and choose the file you want to send. Then click "Continue."

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For Students:

• Need help? Click "Reactions" in the meeting controls, then click "Raise Hand" to signal the teacher.
• Question answered? Click "Reactions" and then "Lower Hand" to indicate you no longer need assistance.

For Teachers:

• Student needs help: You'll be notified when a student raises their hand. You'll see a hand icon next to their name in the Participants list.
• Lowering a hand: 

1. Click "Participants" in the meeting controls.
2. Find the student with their hand raised.
3. Click "More" next to their name.
4. Select "Lower Hand."

• Allowing a student to talk: You can unmute a student by hovering over their video or name and clicking "Allow to Talk" or "Unmute."

Important Note: 

The exact location of the "Raise Hand" button and its appearance might vary slightly depending on your Zoom version and whether you're using a desktop or mobile device.

Teachers:

• Enable annotation:

1.  In most cases, annotation is enabled by default. However, if you need to enable it,sign in to the Zoom web portal.
2. In the navigation menu, click "Settings."
3. Click the "Meeting" tab.
4. Under "In Meeting (Basic)," verify that the "Annotation" setting is enabled. If it's not, click the toggle to turn it on.   

• Start sharing your screen or whiteboard: Click the "Share Screen" button in the meeting controls.
• Access annotation tools: Once you're sharing your screen or whiteboard, the annotation tools will appear at the top of the screen. If you don't see them, click "Annotate" (for screen sharing) or "Whiteboard" (for whiteboard sharing).
• Allow participants to annotate (optional):

1. Click "More" in the screen share controls.
2. Select "Allow/Disable participants annotation" to enable or disable annotation for participants.

For Students:

• Access annotation tools: If the host has allowed annotation, you'll see the annotation tools at the top of the screen when the host is sharing their screen or whiteboard.
• Using Annotation Tools:

1. Select a tool: Choose from various tools such as text, draw, stamp, spotlight, and eraser.
2. Annotate: Use the selected tool to add annotations to the shared screen or whiteboard.
3. Save: You can save the annotated screen or whiteboard as an image.