Zoom Meetings: User guide for speakers
HOW TO GET THE MOST OUT OF YOUR VIRTUAL EXPERIENCE
To ensure you get the most out of your virtual event experience
with Macquarie University we have prepared the following reference
of functions and actions available for you to use during the
session. For more information please follow the links.
If you are a host, alternate host or co-host you will not need
to register.
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ACCESSING ZOOM
To access the webinar on your desktop or mobile device download
the free Zoom app.
· For the desktop experience, download the desktop app
· For the mobile experience, download one of the following
apps:
· For iOS
· For Android
Housekeeping
During this meeting your video will be switched on and
microphone enabled. Attendees will also be able to turn their video
and microphones on and off as they wish. Attendees can communicate
with speakers and each other through the chat function. They can
communicate with speakers privately or to everyone however not
privately between participants. As a speaker you can speak with
other speakers & hosts privately. The meeting will be recorded
and shared with all participants following the event, along with
each individual speaker’s presentation.
If you are opening the meeting please let attendees know if the
session is being recorded and if they do not wish to be recorded
they should turn off their microphone and camera.
When you login to the Zoom Meeting 30 minutes before the live
event we will test your camera, microphone and confirm any final
details about the running of the virtual event. Attendees will not
be able to access the meeting until the host allows participants in
from the ‘waiting room’. At this point attendees will start to
filter into the session and appear in the Participants tab. You
will need to wait a few minutes to ensure all attendees have
arrived before beginning the presentation.
Note: Please ensure your microphone is on mute during this
time.
Meeting settings
If you wish to make any changes to the meeting setting during
the live session you will need to do so in the ‘Participants’ tab
and/or the ‘Security’ tab.
Participants tab – Click on the ‘Participants’ tab to open the
participants window on the right. Navigate to the bottom of this
window and click on the three dots symbol next to the chatbox to
open all settings. Tick to select and deselect as required.
Security tab – Click on the ‘Security’ tab then tick to select
and deselect settings as required.
Layout
You will be able to change your preferred layout to view the
meeting. In the top right hand corner, you can select either
‘Speaker view’ or ‘Gallery view’ based on your personal
preference.
Changing your screen layout will not affect the layout for
attendees.
If you wish to change the view for attendees select ‘Attendee
settings’ in the bottom right hand corner during the live
session.
Unmute/Mute
All participants will be muted upon entry to the meeting but
will have the control to unmute as they wish.
Make sure to mute yourself when you are not talking to remove
any distracting background sounds.
Note: If you wish to mute/unmute on behalf of a participant you
are able to control this setting by selecting the individual in the
‘Participants’ tab.
Audio Controls (click the ^ arrow next
to ‘Mute/Unmute’): Allows you to change the microphone and
speaker that Zoom is currently using on your computer, leave
computer audio, and access the full audio settings.
Chat
Open in-meeting chat, to send chat messages to other
speakers and participants, either publicly or privately. As there
is no Q&A functionality available in Zoom Meetings, all
questions will need to be spoken out loud or written in the chat
function.
*Attendees will be only be able to chat publicly to the entire
meeting or privately to speakers. They will not be able to chat
privately to other participants.
Breakout rooms
Breakout rooms have been pre-allocated for use during this
session. Alternatively, you can set this live during the
meeting.
Only the host will have the ability to set or launch breakout
rooms. The host can either select these groupings manually or have
them automatically selected at random. Consider if each breakout
group requires a moderator to keep conversations flowing, depending
on the purpose of the session. See more detail on how to manage
breakout rooms.
The host can send a message to all breakout rooms providing any
direction for a group task or advising how much longer they have
until returning to the group. Within the Breakout Rooms
functionality, select ‘broadcast a message to all rooms’.
Note: It is not possible to record breakout rooms. When using
chat “publicly” while in breakout rooms this will only be visible
room by room, eg chat in breakout room 2 will not be visible to
participants in breakout room 3.
Screen share
All attendees in the meeting can share their screen during the
session. This function is used to allow you to display and step
through a PowerPoint presentation or other material with the
audience.
When sharing your screen ensure you select the application
rather than entire screen so any other documents or emails won’t be
seen.
*Follow this link for specific guidance on sharing a PowerPoint
presentation.
If you must share a portion of screen, then this ‘portion’ can
only be defined once the meeting has started. While participants
are still in the waiting room or yet to join the meeting, click
‘share screen/advanced/Portion of screen/Share’ and then adjust to
the desired area. Then ‘Stop share’ and it will remember the region
for the next time you use ‘Share Portion’.
If you need to swap the source or material that you are sharing,
click ‘pause’ to freeze on screen and then ‘continue sharing’ for a
seamless transition.
Presentation content: If you wish to include a video in your
presentation ensure that the file is downloaded and embedded in the
presentation rather than a URL link.
*There can be buffering issues for attendees when presenting
videos virtually so if it is not necessary it may be best to leave
out. You will need to select ‘share computer sound’ from the pop-up
settings if you are sharing a video with audio. With our testing we
have found that Zoom pre recorded videos do not stream well.
Tips for presenting on screen using Zoom