Zoom Meeting Host Tutorial
First, thanks for considering hosting a zoom meeting to keep our congregation connected. It's easy to do and we will get you started. I've got two options below depending on how you prefer to learn. The first is a video (less than 20 mins), that goes over all the basics. Below that is a set of written instructions that shows you the tools that will be available to you. Either way, someone from our Zoom meeting team will get you started and make sure you're comfortable before we turn over the reins, so no need to worry!
Zoom Meeting Host Written Tutorial
As a Zoom host, you will have a few more icons at the bottom of your screen than you do as a participant. Let's go over what they are and how to use them.
Lock Meeting - once everyone is in attendance, you can lock the meeting so no one else may enter. This can prevent "zoom bombing"
Enable Waiting Room - this allows you to screen the persons entering the room so you know who is coming in before they are allowed access to view what's going on. (co-hosts can place participants in waiting room or admit/remove participants from the waiting room) More info.
Share Screen - by default, this is turned off. I recommend you keep this off unless you need this to prevent people from unexpectedly sharing personal data. Always make sure that any personal information is hidden from a window or screen before sharing.
Chat - I recommend that you keep chat enabled so that participants can ask questions, both to everyone in the meeting and privately to each other. If your participants are new to Zoom, be sure to point out this feature to them so they can ask questions or share information, even when muted.
Rename Themselves - Having people with their correct names is important so that you will know who you are allowing in the meeting, and who is talking, especially if the video is off. However, be sure to ask permission before changing anyone's name. This could be a privacy issue. This becomes even more important if you are recording, which we will discuss in a moment.
See who's currently in the meeting.
You can also rename them - but with caution as discussed above. Being able to mute participants can be very helpful if someone leaves their computer but you can still hear the background noise.
You'll also have the ability to send them to a waiting room (if you need to discuss something privately), or to remove them from the meeting all together.
- Stop Video: Stop the participant's video stream so they are unable to start their video. If the participant hasn't started their video, you will see the Ask to Start Video option.
- Make Host (only available to the host): Assign the attendee to be the host. There can only be one host.
- Make Co-Host (only available to the host): Assign the attendee to be a co-host. You can have an unlimited number of co-hosts. As a host or co-host, you will have the ability, not only to see how many people are attending the meeting currently, but you will also be able to mute/ask to unmute them.
- Allow Record (only available to the host): Allow the attendee to start or stop a local recording of the meeting.
- Invite: Invite others to join the meeting.
- Mute All / Unmute All: Mute or unmute all participants currently in the meeting. This option to mute/unmute all that can be very helpful when there is background noise. Once of the most common noise problems is caused by two devices being too close together, which causes feedback. You should ask these participants to move further apart, but you can also mute them.
You will also have access to enable or disable these options at the bottom of the participants list:
And you can see these icons at the bottom of the list so you can give feedback.
- Raise hand – this special indicator will also send a notification to the meeting host. Now you’ll know right away if someone has a question or important comment.
- Yes / No – Ask a yes/no question and you can quickly see everyone’s opinion.
- Go slower / go faster – Some of us talk too fast, or sometimes you’re presenting something your audience already knows about. These indicators will let you know if you need to slow down or move on.
- Thumbs up or down – no explanation needed here. Here’s to hoping for many thumbs up in your future meetings!
- Applause – we all love getting some big-time approval!
- Coffee – It’s time to take a break 🙂
- Clock – It might be time to wrap it up! Keep an eye on the time or you’re going to lose your audience soon.
As I mentioned before, make sure participants know about the chat options, and consider keeping this window open if a lot of chatting is going on. Learn more.
Also, be aware that when you have the Participant or Chat window open, you have the choice of it being a bar on the side of the regular Zoom screen, or you can click the little down arrow at the top left of that white screen and choose the option to have a pop up box rather than it taking extra room from the black part of the screen.
4. Share Screen
Start a screen share (if the host allows). You will be able to select the desktop or application you want to share. Learn more. By default, this only works for hosts, but if someone else wants to share their screen, you can click this icon to enable it. Again, make sure that they have removed any private information from view.
Allowing participants to share their screen will bring up this box:
- Click the Share Screen button in the toolbar
- A popup will come up to ask you which window or screen you want to share.
- To stop sending audio, simply click Stop Share at the top of your meeting screen or mute the speaker of your phone or the speaker of your PC or MAC.
Share Music or Computer Audio Only
- Click Advanced and choose Music or Computer Sound Only
- Find more details here.
This option is not enabled by default, so if you would like to use this in your meeting, be sure to let the UUCC Zoom Team know when they schedule your meeting so they can enable it. Be aware that hosts cannot take the poll themselves, but they can see the anonymous results and share those results with the meeting, if they so choose.
If you feel like your meeting should be recorded for others to watch/share later, you can use this record option. Be aware that the recording takes a while to process and then will be downloaded to a Zoom folder in your Documents area of your computer. You will have to check there to find it. There will be no notification. Before you record, or allow someone else to record please MAKE SURE ALL ATTENDEES ARE AWARE THAT THE MEETING WILL BE RECORDED. Give them the opportunity to turn off their camera or rename themselves for privacy purposes. You should also let them know where you plan to share the video. In general, I would recommend that you do NOT record videos. If you have questions about this, feel free to discuss it with the UUCC Zoom Team.
7. Closed Caption
Closed captioning allows you or another meeting attendee, assigned by the host, to add closed captioning in a meeting. Clicking the CC icon will bring up the box below. Learn how to view closed captions on the desktop client / mobile app and in Zoom Rooms.
8. Breakout Rooms
Breakout rooms allow you to split your Zoom meeting in up to 50 separate sessions. The meeting host can choose to split the participants of the meeting into these separate sessions automatically or manually, and can switch between sessions at any time. Learn more.
- In your meeting controls, click Reactions.
- Click the type of reaction you would like to send: clapping hands or thumbs up.
- The reaction will display for 5 seconds.
10. Spotlight Video
To Spotlight a Video
- At the top of your screen, hover over the video of the participant you want to spotlight and click ...
- From the menu, choose Spotlight Video.
To Cancel a Spotlight
- Click Cancel the Spotlight Video in the upper-left corner.
- This will return the meeting to Active Speaker.
Spotlight when I speak
Spotlight when I speak is a feature that will display your video on your own screen when you are in Active Speaker Video Layout and are talking. This can be useful if you are recording locally.
At the end of the meeting, be sure to end the meeting for all participants. This is a security issues.
Try to login to the meeting 5-10 mins early so you will be able to do any updates need to the Zoom software and test your speaker/microphone.
Mute / Unmute: Mute and unmute your microphone.
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.
- Windows: Alt + A
- Mac: Shift + Command + A
Start Video / Stop Video: Turns your camera on or off.
Video Controls (click the ^ arrow next to Start Video / Stop Video): Change cameras if you have multiple cameras, select a virtual background (if enabled), or access your full video settings.