Conference How Tos
Table of Content
Downloads
Download Preparing for a Zoom Conference PDF
Download Joining the Zoom Conference PDF
Download Joining a Workshop PDF
Download Screen Share Room PDF
Preparing for a Zoom Conference
Introduction
The Zoom video conferencing app runs on many Windows, Linux, and Mac desktop and laptop personal computers (collectively called PC in here), iPhones, iPads, and Android devices (collectively called mobile device here).
You do not need a webcam or microphone. A device with speakers or headphones suffices to attend meetings, as all of them have a chat panel to type in questions and comments. You can call in by phone to meetings that provide a teleconferencing number in listen-only mode.
Version
To take advantage of features like closed caption and AI Companion, we suggest you update to the newest version of the Zoom application (presently 5.17) before joining the conference. To check an already installed app, start it. On a PC, the version displays below the [Sign In] button. On mobile devices, click the gear icon in the upper left corner to display the version.
To show the version after you signed in, use the About function. On a PC, select the main menu from the profile picture button in the upper right corner, then Help | About Zoom. On mobile devices, click More | About.
On a PC, you can check the version during a meeting from the caret triangle to the right of the [Mute/Unmute] or [Start/Stop Video] buttons, then selecting the Audio Settings… or Video Settings… choice. On the left of the Settings dialogue box, click Statistics.
Installation
When joining a meeting by clicking a link, the Zoom app will install as needed. You can download the app ahead of time from the Zoom Download Center (https:/zoom.us/download or Resources on the home page) or your device’s app store.
Note: If your computer only supports 32-bit operations, use the link below the button.
If you haven’t updated your Zoom program in a while, please download a new version and install it ahead of the conference. If your app is older than nine months, Zoom will not let you into a meeting.
To test, you can join a test meeting (https://zoom.us/test).
Registration
You will need a functioning email address to join the conference and watch the replays. Please register the one you want to use during the event at the Zoom Registration Page (https://us02web.zoom.us/meeting/register/tZIudu6oqjgvHNNIbuBepIXk5hQJSc5maYS_). Zoom will email you a custom link that incorporates your email address and meeting password.
Joining the Zoom Conference
Virtual Conference Center
As a convenience for you, the event takes place in a multi-room conference center. You only need the one link emailed to you after registration to join the main program as described below. Pitch and Blue Pencil sessions happen in a separate area for which you will receive links in email.
You can also join the meeting from the Zoom.us website by clicking on JOIN A MEETING, or from the Zoom app and the [Join a Meeting] button. Enter the Meeting ID and the passcode from the email when prompted.
Either approach takes you to the Ballroom, which hosts all Opening Remarks, First Page Reads, and Speeches. These sessions can provide live machine-generated closed captions and an AI summary. A notice will alert you when they are available. Click the blue [OK] button to close the notice. On mobile, click the [x].
On PCs, show captions from the [More] button then Captions… and Show Captions. At any time, you can view the transcript since the time you started Show Captions by selecting View Full Transcript from the Captions… menu. Clicking the [Save Transcript] button at the bottom of the pane will save the text to file in a subdirectory under the Zoom folder. You will usually find it under the Documents directory.
On mobile devices you can turn on closed captions with the [Captions] button (you may need to swipe the button bar right) then Show Captions. Once you’ve started closed captions, you can view the transcript with [Captions] then View full transcript, but can’t save it.
Zoom currently does not show captions or generate transcripts for breakout rooms.
The [Chat] button toggles a panel where attendees can send messages to each other and upload files for sharing.
On PCs, to upload a file drag & drop it on the message area at the bottom of the chat or click the [File] button to select a file. You must click the blue [Send] button with the white arrow or hit [Ctrl]+[Enter] for the upload to start.
A file ready for download shows a blue down arrow in its icon. To download, click the file name, or right-click it or the […] button and select Download.
On PCs, a [Save As] dialog box will prompt you to select a folder and file name. Even if you hit [Enter] to accept the defaults, pay attention to the save location so you can find the file later. Once downloaded, the file icon shows a green checkmark and the menu choices change to Open and Open file location. These choices will open the file in its default application or open the folder containing it. You can no longer download the file. If it is corrupted, please ask the host or faculty to upload it again.
Mobile devices may download a temporary file and open it in the default viewer application. You must use its Save feature to save it to the devices Download folder, otherwise the file will disappear when Zoom closes. The upper-right corner of the screen will usually offer a […] or gear button to access a Download or Save function. If Zoom’s viewer opened, use the […] menu to open the phone’s default app to access its save function.
On PCs, the […] button at the top or bottom (depending on the version) has a Save chat option that will save the chat text including any web links to a file, usually in the Zoom directory of the Documents folder. If you sign into your Zoom account, you can change this location in the Recording option of your profile. Save chat only saves the text, not uploaded documents. Mobile devices currently don’t allow saving the chat.
TIP Chat and transcripts are erased when you leave or crash out of a meeting. To guard against losing the information, regularly save them during a session. You can do this as often as you like. Zoom appends new information to the respective files.
We record all sessions for replay. A notice will alert you any time you enter a virtual room. Click [OK] to close the notice.
Workshop sessions take place in Breakout rooms. You can move among rooms as described under Joining a Workshop.
The Corinth room hosts Track 1, mostly writing Craft talks.
The Paris room hosts Track 2, mostly Publishing talks.
The Munich room hosts Track 3, mostly Marketing talks.
As topics can cross tracks, please check the schedule. While we record the sessions, unfortunately breakout rooms do not offer a transcript.
The Master Class takes place in its own room. A separate Zoom link will be mailed to registered attendees. To join this workshop, please register for it ahead of time on the conference website. To join the Ballroom, you must leave this meeting from the [Leave] button or [Alt]+[Q] in the lower or upper right corner and then use the custom link from your registration email.
Similarly, Pitches and Blue Pencil Sessions take place in the PBP room. A separate Zoom link will be mailed. To schedule these sessions, please register for them ahead of time on the conference website. To join the Ballroom, you must leave this meeting and use the custom link from your registration email.
TIP As the transcript or chat grows, your Zoom app may slow noticeably. To clear out long lists and get Zoom back up to full speed, exit the meeting with the red [Leave] button and re-enter. Since hours of video taxes a computer’s memory, we also recommend restarting your device at the end of each day.
Joining the Conference
Given the embedded security information, the custom email from Zoom will get you into the conference fastest. The following sample invitation shows three different ways you can join.
Thank you for registering for “LVWC 2024 Reg”.
Please submit any questions to: Zoom@HendersonWritersGroup.com
Date Time: Apr 11, 2024 07:00 PM Pacific Time (US and Canada)
Join from PC, Mac, Linux, iOS or Android: Click Here to Join
Passcode: ******
Note: This link should not be shared with others; it is unique to you.
Or One tap mobile
US: +13462487799,,863170*****# or +16699006833,,863170*****#
Or Telephone:
Dial(for higher quality, dial a number based on your current location):
US: +1 346 248 7799 or +1 669 900 6833 or +1 253 215 8782 or +1 312 626 6799 or +1 929 205 6099 or +1 301 715 8592
Meeting ID: 863 170* ****
Passcode: ******
To join on a PC or mobile device, use the (Click Here to Join) link in the invite.
If you already have the app installed, you can also type in the meeting ID 863170***** from the invite or select it from the list of previous meetings. Zoom will prompt you to enter the Passcode ******. On a PC, you’ll need to reenter your name before Zoom will let you join. You may also need to check I’m not a robot and solve a CAPTCHA.
To join by phone (audio only), call one of the teleconferencing numbers and enter the meeting ID 863170***** when prompted.
Watch Join a Meeting Video
TIP Concerned about data usage but still want to see the screen share? Join from your smartphone. Unlike PCs, you have the option More | Meeting Settings | Stop incoming video. Whereas 10 minutes of video can easily consume 50MB, just showing placeholders for participants can drop this number to as little as 5MB. Zoom is smart enough to show screen shares (with a resultant increase in data usage).
If you haven’t installed the the app yet, instruction screens in your browser will guide you.
On joining the next meeting, your device may prompt you to associate a Zoom link with the app. Depending on the software on your device, you may get different prompts, for example on PC “Open Zoom Meeting?” To avoid future prompts checkmark Always allow us02web.zoom.us to open links of this type in the associated app. Click the [Open Zoom Meetings] button to continue.
You may receive a prompt to join with or without video. To stop the prompting, uncheck the blue box.
Finally, Zoom gives you the choice to use your computer’s audio or call in. The link below the blue button simulates a short meeting to let you check your speakers and microphone. If your computer audio works as desired, you can turn off future prompts by checking the box in the corner. You can run the same tests from the Settings menu after you joined.
To avoid disruption, everybody enters the ballroom with video and audio off. The additional load from many video windows may slow down the app. Please be nice to others and only turn on video as needed. An open microphone may pick up background noise, so please keep it muted until you need it.
Changing your display name
Depending on your prior Zoom use, or if you joined with the generic link, your name may display incorrectly in your video panel and the Participants list. To change it, follow these steps.
Click the Participants button to open the Participants pane. Your entry will always be on top followed by “Me.”
Place the cursor on or click your entry to display the menu. If [Rename] doesn’t appear, click the […] button.
Click [Rename].
Type in the name you registered under and click [OK].
Breakout Rooms
Clicking on the Zoom screen or tapping [Alt] or [Ctrl]+[Alt]+[Shift] brings up menus and button bars. While in the Ballroom, the More button displays a menu. Select Join a breakout room to see a list of available rooms. On mobile devices, tap the screen to show the [Breakout Rooms] button.
A dialog box shows a list of rooms and the names of attendees currently in them. Click the Join button next to a room name to enter it.
The Ballroom hosts all Opening Remarks, First Page Reads, and Speeches.
Workshop sessions take place in Breakout Rooms. You can move among rooms as you see fit by clicking the Breakout Rooms, which may be under … More on smaller screens.
The Corinth room hosts Track 1, mostly writing Craft talks.
The Paris room hosts Track 2, mostly Publishing talks.
The Munich room hosts Track 3, mostly Marketing talks.
As topics can cross tracks, please check the schedule.
Every workshop room has a companion meet & greet room that starts with the same letter. Faculty can meet with attendees after their talk for a small group discussion. The host will announce in the closing remarks if your session offers this option.
Corinth → Cologne Meet.
Paris → Prague Meet.
Munich → Monaco Meet.
The Master Class takes place in its own room. A separate Zoom link will be mailed to registered attendees. To join this workshop, please register for it ahead of time on the conference website.
During the conference, from opening in the morning until the end of the evening speech, you can mingle with attendees in one of the lounges. Set up a meeting through Chat or Join if you recognize a name in a room.
To return to the Ballroom, click the [Leave Room] button and select [Leave Breakout Room].
The Meeting Room
The virtual meeting room may show a single speaker, a video panel with small windows for all attendees, or a shared computer screen.
If you switch to another app from Zoom, it may minimize to just your thumbnail. Clicking it will display a mini button bar with Mute/Unmute, Start/Stop Video, and Restore Zoom Window (the green arrow).
Clicking on the Zoom screen or tapping [Alt] or [Ctrl]+[Alt]+[Shift] brings up menus and button bars. These may differ from version to version and among different devices.
The View button on the upper right lets you control the content of the main screen. Gallery View [Alt+F2] and Immersive View display video from as many attendees as will fit. Speaker View [Alt+F1] shows the current speaker as shown above, and the video panel at the top or side. The focus shifts to the person speaking (also shown in the Participants list by an animated microphone symbol). If you want focus to stay on one speaker, in Speaker View right click their image, or in Gallery View hover with the cursor over the correct video and click the blue … button. Select Pin. To remove the pinning, click Remove Pin at the top.
The Full Screen button or [Alt+F] toggles the Zoom app between full screen and a framed window.
Mute/Unmute or [Alt+A] turns off and on your microphone. Be nice to others and mute your microphone until you need it. Press and hold [Space] to temporarily unmute yourself.
The Audio menu gives you tools to control your speakers and microphone.
Start/Stop Video or [Alt+V] turns on and off your web camera. In large meetings, only turn on video as needed to reduce the load on everybody’s apps.
The Video menu gives you tools to control your camera.
The Participants menu or [Alt+U] gives you tools to control how others see you and lets you give non-verbal cues to the host such as Raise Hand or go slower in older versions of Zoom. These functions move to [Reactions] in newer versions of the app. Depending on settings, Raise Hand may appear on the [More] menu by itself.
The [Share Screen] button or [Alt+S] lets you share your computer screen or a specific window with everyone in the room as if you had a projector.
The [Chat] button or [Alt+H] pops out a panel where you can type in questions or comments and upload files.
Use [Reactions] to give visual feedback to the speaker instead of making noise. Speakers appreciate seeing how you feel about their talk. Hovering over a button explains it.
Click [More] to get additional choices. In breakout rooms, Ask For Help requests the overall conference host to join the room. For quicker response, contact your session host using Raise Hand or [Chat].
The [Leave] button or [Alt+Q] lets you end your connection. Until the host ends the meeting, you can re-enter by clicking the link in your invite or starting the Zoom app and entering the meeting ID. Zoom does not restore chat or transcript entries from before you re-enter.
Tapping the app on a mobile device offers you a subset of the PC functions.
The Screen Share Room
The screen share room shows a window from the speaker’s computer screen.
Clicking on the screen or tapping [Alt] or [Ctrl]+[Alt]+[Shift] brings up the button bar at the bottom and an additional View Options menu at the top.
In Full Screen mode the shared window takes up your entire screen. Additional Zoom tools like chat float as separate windows above this display.
In Side-by-side mode these tools attach to the side of the shared window.
You can Request Remote Control from the speaker, which lets you manipulate the shared window with your mouse and keyboard as if it was your own. Any changes you make alter the document on the speaker’s computer.
By turning on Annotate, you can write or paint on the shared window without affecting the underlying document. Any changes disappear when the screen share ends.
Select Give Back Remote Control from the View Options menu to return control to the speaker.
If you have difficulty reading the shared screen, you can increase the Zoom Ratio. The screen will enlarge up to triple. By clicking the presentation with the Hand cursor, you can drag to reposition the screen to read different parts. A menu choice, Follow Presenter’s Pointer, will reposition the enlarged screen to where the speaker’s mouse cursor moves to. If the presenter merely advances a slide show by hitting spacebar, however, the mouse cursor doesn’t move. Some presentations limit the zoom ratios you can select.
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