These guidelines are intended to help Friends in taking part in Zoom meetings and in hosting a meeting.
If you need assistance you can contact Sheila Keane at admin.office@silverwattle.org.au. Silver Wattle also offer online practice settings at https://www.silverwattle.org.au/online-offerings.
Join Zoom Meeting
If you have to join by phone, ring 02 8015 2088 or 08 7150 1149.
You will be asked for the meeting code: key in nnn nnn nnnn, followed by the # key. Then the password (if none, then just the # key)
When you are asked for your participant ID, just use the # key.
To join a Zoom meeting, you don't need to have a Zoom account but you do need Zoom to download a small piece of software to your computer the first time you join. After that, joining the meeting will be automatic.
To join the meeting:
Click on the link sent to you - https://zoom.us/j/nnnnnnnnnn - or put it in your browser address bar and hit enter.
If it is the first time you have used Zoom it will ask you to download and run a piece of software and put in your name that will appear when you are in a meeting. On subsequent occasions it will take you direct to the meeting.
When you join the meeting it may ask you if you want to use your computer's microphone and/or video. Say yes.
The Zoom window will open and you will be able to see other people who are in the Zoom meeting.
If you put your mouse in the Zoom window you will see microphone and video icons in the bottom left corner. These allow you to mute your own sound or turn off your video. Sound should normally be muted during a meeting unless you are talking to avoid your background noise interfering with other people speaking.
You can adjust the sound on your computer to hear more clearly. If you have earphones available these can be useful and can also avoid other people hearing 'echoes'.
To leave the meeting, put your mouse in the Zoom window and "Leave meeting" will be in the bottom right corner.
Download the app and start it. On first use it will ask you what name you want to use in meetings. You will then be asked if you want to join a meeting. Put in the meeting number - nnnnnnnnnn - and the meeting participants should appear. You will be able to mute your sound and turn off your video (from your 'selfie' camera) if you wish.
By sliding the app left and right you have different views of the person speaking, all participants, or other aspects of the meeting.
Sound should normally be muted during a call unless you are talking to avoid your background noise interfering with other people speaking.
You will not be identified to other participants by your name - they will only see a code number.
Try to avoid background noise which can interfere with other people speaking.
It is good practice to mute your microphone during a meeting unless you are speaking. This avoids your background noise interfering with the meeting.
The normal protocol if you want to speak is to hold your hand in front of your face so the host can see it. The host will then ask you to speak. If you have joined the meeting by telephone, say your name and wait for the host to identify you.
Participants may be able to share their screen during a call, depending on the settings decided by the host.
If that happens, your Zoom window will change to full screen and you will see the other person's screen alongside your view of the participants. At the top of the Zoom window there are options to control the size of the window and what you can see.
Screen sharing can be used to show draft minutes, background documents and other items on each participant's computer.
At the bottom of the Zoom window there is an icon for chats. Messages can be sent to all participants or to one particular participant (using their name shown on their image).
If you receive a message a notification will appear in your Zoom window. If you put your mouse in the Zoom window you will see a 'Chat' icon at the bottom; clicking on it will open the message screen.
Messaging can be used to share draft minutes, website links or other information.
To host a meeting you need to have a Zoom account. There are two types:
Sign in to your account and click on "Schedule a meeting" or "Host a meeting" at the top right.
It will open a screen with default values, most of which will be appropriate for your meeting.
Click on "Save" at the bottom and it will display the meeting details.
Note that down on the right-hand side there is a link "Copy the invitation". You can use this to copy the meeting details and paste them into an email to your participants. However, you should add the telephone information to those emails as follows:
If you have to join by phone, ring 02 8015 2088 or 08 7150 1149.
You will be asked for the meeting code: key in 903 679 8841, followed by the # key. Then the password (if none, then just the # key)
When you are asked for your participant ID, just use the # key.
Note that the default option is for participants to access the meeting before you do so that they can start chatting if necessary and will be able to confirm that their software is working OK. If you turn off this option participants joining early will get a message 'waiting for host to start the meeting'.
Please note the page "Advices and warnings to hosts" below.
If you want more help you can contact her at sheilakeane57@gmail.com.
Click on Breakout Rooms. This option appears. Assign automatically for random allocation. Set number of groups so there are the right number of people in each group. Then click Create.
You have a number of options to choose for settings for the breakout rooms you are setting up. Select “Options” on the bottom left of the breakout rooms window. When options are as you want it and you’re ready for the groups to start, then click open all rooms (bottom right). NB: you can get the rooms all set up in advance during the meeting, and then wait for the cue to open all rooms later in the meeting.
If you choose to assign people manually, this window will pop up. You can add, rename or delete rooms.
You can assign participants to a room manually by hovering over the blue Assign text and then ticking the name(s) you want to be in that group. People who are not yet assigned will show up as options to be assigned – in this example, Elizabeth Hooten is not yet assigned. Tick her name and she will be assigned and will no longer show up as a person who can be assigned because she is already in a group.
You can also move people from one group to another - not pictured. Use drop down arrow on room number, select participant, move to another room (i.e. manually re-assign them to a different group)
Once the breakout session is closed, if you want another breakout group session you can re-create the groups. However, this will create the same groups as you had before. If you want different groupings you will need to assign participants manually or delete all rooms and start over.
Any Zoom account can have closed captions (i.e. automatically generated subtitles to help people who are hard of hearing or where connection is poor).
The instructions are here and are as follows:
To enable Closed captioning for all users in the account:
Please review the following information when hosting a Zoom meeting
Zoom does not automatically sign out the host when you close the web page. That means if someone else uses your computer to go to Zoom.us they will automatically be in your account. It may be an idea for the host to physically sign out of the website after each meeting.
There have been warnings on the internet of people 'bombing' Zoom meetings. If they can find out the code for a meeting they can join in and take part inappropriately or share their screens and generally interfere with a meeting. If you commonly use the same meeting code each time this might happen to you.
As a host you can 'mute' individuals (which could also be useful of they have a lot of background noise that is interfering with the meeting). You can also remove someone from a meeting. Another option is to set a password for people to join the meeting and change the password each time.
This is likely to be a rare event but you should be prepared!
For the reasons mentioned above, it is important to keep the link for the Zoom meeting confidential and to use a password. If you are planning a Zoom meeting or webinar then the link for it can be put on a website page but for security reasons it is best that:
If the Zoom is recorded, the page can subsequently have a link to the recording if you wish.
It is advisable for you to check the settings on your account for hosting a meeting. To do so, sign in to your account and go to Settings (on the left).
Under “Meetings”:
Under “Recording”
Under “Telephone”
If you need assistance you can contact Sheila Keane at admin.office@silverwattle.org.au. Silver Wattle also offer online practice settings at https://www.silverwattle.org.au/online-offerings.
Everyone should know how to do the Basic participant skills in Zoom. Details for each specific Zoom application are in the following pages.
The following skills are needed by participants and hosts for a Meeting for Worship.
Equipment: Zoom works best on computer but can be used as a participant with any device. Need camera & video to participate fully but can also join by phone. Headphones with inbuilt microphone recommended to reduce background noise and prevent echo. Go somewhere with less background noise or visual busyness; be sure vocal ministry is audible - need to unmute.
Rename with correct name for that Zoom meeting.
Virtual background is a bit of fun. Nothing too busy or to arresting an image. Blur works well as a simple background.
camera & microphone so the Remote Participants can see and hear in the room.
speaker & video screen so the room people can hear and see Remote Participants.
Advise participants about the need to speak to a microphone and that they are 'on camera' and indicate where they can sit if they want to avoid it.
Consider etiquette about audible vocal ministry in relation to where the microphone is. Considerations about whether or not to have people walk into view of camera or not for vocal ministry.
To host a meeting, you must have a Zoom account. Most Host functions do not work from an iPad or phone – Zoom is designed for computers. If you are a Zoom account holder you can schedule a new meeting.
Passcode (required)
Waiting Room (on/off)
Only authenticated users can join: Sign in to Zoom (on/off)
Host & Participants video and audio settings (on/off when entering the meeting)
Dial in from United States (default) - Edit for Australia
Calendar - Zoom will auto generate meeting to calendar selected
Allow participants to join anytime
Mute participants on entry
Request permission to unmute participants
Automatically record meeting but note warnings about doing that and get agreement from participants
Approve or block entry for users from specific countries/regions
The host can do the following
Mute all participants and ask to unmute
Turn off video of participants
Remove someone from the meeting
Create a waiting room and assign people to it/ admit them from it
Send a meeting invitation (with link) to people who want to join but can’t find the link – select “Invite” from the Participant panel
Assign co-host(s) or hand over host function to someone else in the meeting
Go to the from participant panel, hover over name, select More to assign co-host or host status
The following skills are needed by participants and hosts for Small business meetings.
Share ‘desktop’ vs sharing one app (privacy issue)
Share setting to optimise for audio/ video
There are changes to view when screen share is on. Turn off share screen to enable more visual interaction of participants
Assign a tech co-host for larger meetings, say 8 to 12 people. Enable chat for participants to ask tech co-host for help
Tech co-host to monitor chat. They will be attending to technical matters and won’t be able to participate in the business of the meeting.
Tech host video off & mute minimises intrusion
- Tech co-host to monitor for people with background audio/visual noise, as well as those speaking who need to unmute. May also remove people (e.g. if someone signs on using two devices)
The following skills are needed by participants and hosts for Workshops, Courses and Larger meetings.
Screen share (screen/apps/video/audio)
Breakout groups
Chat permissions
Raise hand (participant) & lower hand (host/co-host)
Waiting room
Record session/ save chat
Pin video
Follow host video order
The following skills are needed by participants and hosts for Socialising on Zoom.
The following skills are needed by participants and hosts for AYM Sessions.