Tips for Mastering Zoom

Virtual League Days and other League meetings will now use the video-conferencing program Zoom during this time of physical distancing. With Zoom, you can join using your computer, tablet, or smartphone. While you don’t need to be a technical whiz, it does help to prepare and learn ahead of time. We have prepared these tips, which will remain posted on the LWV-PA website. Questions, concerns, tips? Contact us at communications [at] lwv-pa.org.

Before the Meeting

You will receive an email that will invite you to join the Zoom meeting. It will provide you with the link(s) and/or conference call numbers you will need. Keep this email handy (on your computer’s desktop or printed out, for example) and have it with you a few minutes before the meeting starts.

Note on Computer Requirements

To use Zoom, you will need an internet connection that is fairly reliable. The program works best with a computer that has a microphone, speakers, and a camera. If you don’t have this setup (or don’t want to deal with it), your simplest option is to call in using the phone number you will receive; it will work like a conference call phone number.

If You Have Not Used Zoom Before

Zoom will want to download an app or program the will be used to connect you with the meeting. (This is true for computers, tablets, and mobile phones.) The easiest way to do this is to click on the meeting link a few minutes early so you can follow the prompts to set it up.

If You Want to Use Your Computer or Tablet to Join

• Click on the link from the email. This will eventually bring you to the specified meeting.
• Your web browser will ask for permission to open the app. Click OK or Yes.
• You may be prompted with pop-ups asking for permission to access your computer’s audio and video functions. Accept the changes.
• Select the “Join” option.
• Additional info:
  • The link should remember the meeting ID number and password, but if it doesn’t, you can find both in the Zoom invitation you received via email.
  • You may be added to a Waiting Room. No worries—the host will admit you when the meeting opens. The Waiting Room is a feature recently added for your security.

If You Just Want to Call In

• Open your invitation email or refer to your printout of the email.
• Use the dial-in number to call in.
• When prompted, enter the meeting ID and password to join. Tip: Cutting and pasting these from your email saves time and ensures they are accurate.

Best Practices for Meeting Attendees

• Test your microphone upon entry. If you have problems, select the up-arrow next to the microphone icon. Make sure you have selected the correct microphone and speaker for your computer. Test your camera the same way.
• Mute yourself unless you are speaking. For a large meeting or webinar, you may be automatically muted until it’s time for everyone to be able to speak up.
• Become familiar with the Zoom options in the bar across the bottom of your screen. If you don’t see the bar, move your cursor around the bottom of the screen and you should see it appear.
• Press Select Participants to get a pop-up listing all attendees, showing who is muted and other things. At the bottom of this pop-up you will find Raise My Hand.
• To signal you would like to speak, raise your hand. Lower your hand when you are finished speaking.
• To leave the meeting, select Leave Meeting. Often, the host will end the meeting for all so you won’t need to do this.

When Hosting a Meeting

• If you have installed the free Zoom client, you can hold a short meeting (longer if it’s one-on-one) whenever you wish.
• Committee chairs: Check with President Pat Coulter to schedule a meeting on the League’s account and on the League’s calendar.
• When hosting a meeting, designate somebody to keep an eye on the participants’ pop-ups to help you respond to attendees’ concerns.
• Consider activating the recording device (if all attendees agree) to facilitate preparing the meeting minutes later.

Best Practices for All

• Visit zoom.us/meeting. Select Plans & Pricing and sign up for a free account (use it with friends and family as well as for attending League meetings).
• At zoom.us/meeting, explore the Resources and Support pages, plus Get Training. Take the tutorials.
• Ask for help from Leaguers. Also, ask your children and grandchildren for help, and use them for practice Zoom sessions.
• Enjoy your increased ability to make your computer useful to you. Teach a friend.

—Elsa Pendleton, Raymond Lee, and Gayle Oswald