DLC Summer 2020- Class Projects/Ann Loth-Creating Zoom Meetings

Project Details

This resource is designed to help students in Professor Loth's courses. In this course, you are presenting and working collaboratively in a virtual meeting room called Zoom. Zoom is a full-featured web conferencing tool that can be used on desktops, laptops, and mobile devices. It supports video and audio over the Internet, document and screen sharing, and more. Meeting hosts can create meeting sites, provide access to those rooms through a URL (see the online room for this course at Chad's Zoom Room), and then use the tools available in the room to facilitate engaging online meetings with anyone in the world via a web browser.

All WSU students can create and host their own Zoom rooms. The following directions provide instructions for participating, presenting, and creating a Zoom meeting room.

Zoom Menu Bar

To enter a Zoom meeting as a participant click on the link provided by the host of the meeting. When you join a Zoom room a menu bar will be at the bottom of your screen. You will need to hover your mouse near the bottom and the Zoom Menu Bar will appear. Below is a description of the items on the menu bar.

Mute/unmute audio
Stop/start video
View a list of participants in the room. This will also allow you to see if anyone raised their hand if they have questions.
Conduct a group chat or private chat
Screen share your desktop or specific application
Leave the video meeting

How to Mute and Unmute Your Audio

Select the microphone in the lower left-hand corner of the screen to activate your microphone. Select the icon again to mute.

To select a different microphone or adjust your audio settings select the drop-down next to the microphone icon.

How to Start and Stop Video

Select the camera in the lower left-hand corner of the screen to activate your video. Select the icon again to turn stop your video.

To adjust any video settings select the drop-down next to the video icon.

Sharing your screen

The Host for your group's meeting will need to configure the Zoom Meeting so that others can share their screen. The Meeting Host should go to the Advanced Sharing Options (see below) to set the "Who can share?" to All Participants.

Once the Host sets the Zoom Meeting to allow all to share, the following steps below explain how to share your screen:

Click the Share Screen button located in your meeting controls (Fig 1).
Select the screen you want to share (Fig 2). You can choose to share your entire desktop, an individual application that is running on your computer, or a whiteboard (i.e., a blank page with drawing tools)
Check Share computer sound if you want any sound from your computer (e.g., audio from a YouTube clip) shared in the meeting.
Check Optimize for full screen video clip if you will be sharing a video clip in full screen mode. Do not check this otherwise, as it may cause the shared screen to be blurry.
Select Share. Zoom will automatically switch to full screen to optimize the shared screen view. To exit full-screen, select Exit Full Screen in the top-right corner or press the Esc key.

Fig 1. Select the Share Screen button.

Fig 2. Select what you want to share

Participating In a Zoom Meeting

Participant Icon

Select the "Participant" icon to view who is listed in the room. From the participant window, you can also raise your hand to ask a question and rename yourself by selecting your name from the participant list.

Chat Icon

Select the "Chat" icon in the menu bar to chat with the entire room or an individual.

Joining Or Leaving a Zoom Room

To join a meeting, you simply click on the link provided by the host. The meeting will open once the host has joined the room. You can leave your meeting room by clicking on the “Leave Meeting” icon in the bottom right-hand corner.

Virtual Meeting Best Practices

It’s important to keep in mind that even though this is a virtual meeting your location and surroundings are important. Here are some basic things to remember to create a professional virtual environment.

Background – Check the background and rid the space of any clutter or distractions. You also want to make sure you are not positioned in front of a window as this can cause you to appear like a shadow. Keep your background simple.
Noise – Is there background noise that could prevent participants from hearing clearly? It is recommended to conduct the webinar in an office or quiet room. Make sure to shut the door and hang a sign stating you are in a virtual meeting asking people not to enter or knock on the door. Also keeping your mic muted when you are not talking can help cut down on excess noise.
Lighting – Double check the lighting when you launch the meeting and the video has started. Make sure more light is on your face than coming from behind you. You might also need to adjust where you are sitting so the light is not right above your head and within the camera framing.
Framing – As an additional consideration be aware of your distance from the camera (not too close, not too far). You want to try and have the camera at eye level.

Creating a Zoom Room

Minnesota State controls the Zoom instance used by all colleges and universities in the system. It is this instance that we at Winona State University use for hosting virtual meetings.

You can access the official instance of Zoom at https://minnstate.zoom.us. Use your Star ID and password to log into Zoom.

Once you are logged in, you will be asked to join a meeting, host a meeting, or proceed directly to your user profile. See the video below for creating a Zoom room so you can host a meeting.

Support

Contact TLT with any questions regarding Zoom. Email TLT at TLT@Winona.edu, please include Zoom in the subject line. Phone support is available by dialing 507-457-5240, option 2 Monday-Thursday 8:00am-8:30pm, Friday 8:00am-4:00pm

If you would like to set up a testing session with a TLT staff member please send a request to TLT@Winona.edu.

More information

Zoom training

DLC STARS/Presenter

Chad Kjorlien
ckjorlien@winona.edu

Other Resources

DLC Support

Phone: 507-457-2206
Email: dlc@winona.edu
1:1 Support: Krueger Library #105