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2.9. How to setup a Zoom meeting

This is a guide on how to setup and configure a Zoom meeting.

1. Book out the zoom resource in your calendar by setting up a appointment/meeting with zoom@evergreen.ca. 

2. Once the resource is booked, an email outlining some steps on how to connect to zoom along with the account credentials will be sent to you.  

NOTE: Please ensure the time block you book out is available or your request will be declined.

3. Go to  https://zoom.us/ and click "Sign in" on the right side. Credentials can be found in the acceptance email sent to you.

4. Go to the meetings tab and select "Schedule a New Meeting". If a meeting was already created you can skip to step 6.

5. When creating a meeting you must ensure that you specify a name (topic), date and time, and meeting duration. Below is a list of settings you can configure and a brief description of what they do:

- Whether the meeting will be recurring or happen only once.

- Select “Required” next to registration if you want users to have to register before they are able to join the meeting.

- The "Video" section allows you to enable/disable the use of webcams in the meeting. By default both the host and participants are set to off.

- The "Audio" section lets you specify whether you want all participants to only use a telephone or computer audio. By default both are allowed.

- “Enable join before host” will allow participants to sit in the meeting before the host.

- Select to "mute participants upon entry" if you want all users who join the meeting to have their audio automatically muted.

- The “Enable waiting room” option will allow users to sit in a meeting queue until the meeting starts.

- "Only authenticated users can join" ensures that all attempts to join the meeting are denied unless the user was invited.

- Recording the meeting automatically will start a recording as soon as the meeting starts. Optionally, there is an option to start a recording manually once the meeting has started (See step 8 to learn how to record manually).

Once complete, select save at the bottom of the page. You will now be returned to the meetings tab.

6. To enter the meeting, select start/join. This will download Zoom if you don't have it on your computer yet, if you do then it will open up the meeting immediately. 

If the meeting doesn't open, contact IT.

7. You will be presented with the option to use your computer audio or a telephone. If you are using a telephone, make sure the country is set to Canada and then dial the number displayed on screen. An automated voice message will then prompt you to enter your meeting ID and password which are listed below the phone number. If you are joining with your computer audio, select to "Test speaker and microphone. Select your preferred devices and ensure they are functioning. 

8. The bottom bar of the meeting window will allow you to do the following:

- The “Join Audio” button will allow you to modify your audio settings.

- To utilize a webcam, select "Start Video".

- Select the invite button if you want to send an invitation to participants.

- “Manage Participants” will display all the users currently in the meeting.

- Select "Share" and select the application you want to display to the participants in the meeting.

- Chat allows you to view and send messages in the meeting.

- Record will allow you to create a video of the meeting, you have to option to save it locally to your computer or to save it to the cloud.

- Divide the meeting into smaller sessions by selecting "Breakout Rooms". The participants will be automatically divided up unless you specify it manually.

- "End meeting" will either end the meeting for everyone or you can choose to let the meeting stay open and leave.

For any additional assistance regarding Zoom, please contact itservices@evergreen.ca.