Zoom User Guide (Audio/Video Conferencing)

Before You Start:
Before you can host a meeting with Zoom, you must have the Zoom Desktop Client software installed on your computer or device. Contact DESitSupport4U@des.wa.gov and ask for the software to be pushed out to your PC.  You must be connected to the Network or connected via VPN on your laptop/desktop.  IT4U will need your full computer name in order to install.

SETUP & CONFIGURATION

How do I access Zoom?

1. Login using:
   • your PC at the office
   • your work laptop outside the office and be connected via VPN or
   • your Home PC, connected to VPN, then login to your Office PC
     
     
2. On mobile phone you can access zoom from the application – see instructions below
   • If using a State phone - contact your DESitSupport4U@des.wa.gov
   • If using your personal phone, go to your app store and download Zoom Cloud Meetings.
     • You will need to login to Zoom with your full email address and network password
     • See below for Mobile access

To Begin:

1. Click on the following link: https://des-wa.zoom.us or paste the link into internet explorer or Google Chrome

You will see the screen below, please click on Sign in

This will take you to your profile page where you can host a meeting or join a meeting

After you are signed in you will see a screen allowing you to configure your personal Zoom profile. 

• ETS has global account settings already configured to help keep you secure. You do not need to change any settings in here, this is personal preference.
  
  
• If you do want to change profile preferences here are some highlights.
  • Setting your profile picture (persists through the Zoom platform).
  • Editing your Personal Meeting ID/Personal Link. This is your personal dedicated virtual meeting space. You can use it at any time or schedule it for future use.

After configuring your profile, we recommend going to the Meeting Settings tab to configure your preferences based on how you would like to conduct meetings.

From here you can close the browser and open up outlook to schedule a meeting

Zoom Desktop Client:

You now have the Zoom client for Meetings installed and Zoom outlook plug in.

Best practice is to have Zoom start when your computer boots up. 
Learn more: Zoom Client Settings

• On Windows, go to the Zoom client and click on “Settings” at the top right. Click on General and then check the box that says, “Start Zoom when I start Windows”.

SCHEDULING ZOOM MEETINGS

ETS recommends that for ease of use, open up Outlook and schedule your zoom meeting

1. Create a New Meeting in Outlook
2. Click “Add Zoom Meeting”
3. Input Zoom Details for the meeting and click “Continue”
4. Update invitation details and hit “Send”
   
   

Web Portal – this is very useful when you not on a DES PC or connected to a DES PC through VPN

1. Log in to https://des-wa.zoom.us
2. Click “Schedule a Meeting” in the top navigation bar
3. Input details for the meeting and click “Save”
4. You can then copy the URL or Invitation or add to your calendar with available plug in

Zoom Desktop Client

1. Click “Schedule” button on the Zoom App
2. Input details for the meeting and click “Save”
3. You can then copy the URL or Invitation or add to your calendar with available plug in

Mobile Phone - Zoom Cloud Meetings

1. Contact DESitSupport4U@des.wa.gov
2. If you are using your personal phone, go to your app store and download Zoom Cloud Meetings
3. When prompted with the following
   1. Zoom notifications – Your choice
   2. Zoom would like access to your calendar – yes (only available on state owned devices)
   3. Would you like to sign in with Face id - no (FaceID is NOT available on state owned devices)
   4. Click save password
4. You will need to login to Zoom with your full email address and network password

Details on additional features for scheduled meetings can be found here:

• Alternative Host
• Scheduling Privilege
• Meet Now vs. Schedule Meetings

Learn more: Scheduling with Zoom

IN-MEETING CONTROLS

Audio

When starting/joining a meeting, you can join the audio by phone or computer. 

• Choose “Join Audio by Computer” to connect your computers mic and speakers to the Zoom Meeting. You can test you Audio sources by using the “Test Computer Audio” link when joining.
• Choose “Phone Call” and dial the number provided. Enter in the Meeting ID and make sure to input the “Participant ID”

Clicking on the Mic icon will let you mute and unmute your audio once connected

Video

Access Video settings before or during a meeting by clicking on the “Settings” icon on your Zoom Desktop Application.  On the Video tab you can preview and change your camera source via the down arrow

Clicking on the Video icon will let you start and stop your video feed

Invite Participants

During a meeting, click “Invite” to send meeting information to more participants by email, Zoom chat, phone, or room system.

Manage Participants

When hosting a Zoom meeting, you have additional controls available to help manage your participants. Attendees can only view the other participants.

Share Screen

1. Click Share Screen
2. Choose to share your; desktop, specific application, whiteboard, camera feed
3. All participants in your meeting can share their screen
4. During screen sharing you and your attendees can use the Annotation tools for drawing, pointing, highlighting, etc.

Chat

1. Click “Chat” to start an in-meeting message with participants in the meeting
2. The dropdown on the chat window will allow you to message Everyone, or a specific participant

Record

As a host you can record the meeting to either the Zoom cloud or your local machine. 

Recordings are only available to be viewed by the host and will auto delete in 30 days.

1. Click on the “Record” icon in the toolbar
2. Choose to record to the Cloud or Local machine
3. Recording will process once the meeting ends

BEST PRACTICES

Before the Meeting:

• Test your Audio and Video 

• Make sure to choose the correct audio and video sources

• Have the content and applications that you intend to share open and prepared ahead of time
• Close applications that have pop ups

Hosting A Meeting:

• Allow guests to join the meeting before the host does
• Mute your mic if others are presenting/speaking
• Use “Gallery View” for smaller group/team meetings
• Share your screen

• Share specific Applications to control displayed content
• Use “New Share” to seamlessly transition between shared applications.

• Use the Annotation tools to grab and direct attention

Turn the camera on!

• Put your webcam at eye level or higher – experiment for best angles
• Make Eye Contact - Try to look at your webcam versus the screen

Here are some great resources from our Knowledge Base to take a deeper dive into using Zoom.

• Watch the Getting Started Videos
• Join our Weekly Zoom Meetings and Webinar training