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Zoom Meeting Instructions

Joining a Zoom Meeting

Step 1: Receiving the Zoom Meeting Invitation

• Via Email or Calendar Invite: You'll usually receive an email or calendar invitation with the meeting link. The email may also include the Meeting ID and passcode.
• Via Text Message or Chat: The meeting link can also be shared via text or chat.

Step 2: Installing Zoom (If Not Already Installed)

• On a Computer (Windows/Mac)
  1. Click the meeting link provided (it will look something like: https://zoom.us/j/123456789).
  2. If Zoom is not already installed, your browser will prompt you to download the Zoom desktop application. Follow the instructions to download and install it.
  3. Once installed, the app should automatically open and connect you to the meeting.
• On a Mobile Device (iOS/Android)
  1. Go to your device’s App Store (Apple App Store or Google Play Store).
  2. Search for “Zoom Cloud Meetings” and download the app.
  3. Once installed, click the meeting link provided, and it will open in the Zoom app.

Step 3: Joining the Meeting

1. Click on the Meeting Link: This is the simplest way to join. If you have the Zoom app installed, it will open directly.
2. Enter Meeting ID Manually:
   • Open the Zoom app.
   • Click “Join a Meeting.”
   • Enter the Meeting ID provided in the invitation.
   • Enter your name as you’d like it to appear in the meeting.
   • Click “Join.”
3. Enter the Passcode (if required): You may be prompted to enter a passcode, which is usually included in the invitation.

Step 4: Adjusting Your Audio and Video Settings

• Enable Audio: When you join, Zoom will ask if you want to “Join with Computer Audio” or “Call In.” Choose “Join with Computer Audio” if you're using a computer or allow microphone access on your mobile device.
• Enable Video: Click the “Start Video” button (usually located at the bottom left corner) if you want others to see you. You can choose to keep your video off if you prefer.

Participating in the Zoom Meeting

Basic Controls

1. Mute/Unmute:
   • Click the microphone icon at the bottom left to mute or unmute yourself. If it's crossed out, you're muted.
   • It's a good habit to stay muted when not speaking to avoid background noise.
2. Start/Stop Video:
   • Click the camera icon next to the microphone to start or stop your video.
   • You can click the small arrow next to the camera icon to select a different camera if you have multiple ones connected.
3. Chat:
   • Click “Chat” at the bottom of the screen to open the chat panel. You can type messages to everyone or select a specific person from the dropdown menu to send a private message.
4. Raise Hand:
   • Click “Reactions” at the bottom and choose “Raise Hand” if you want to ask a question or speak without interrupting others. The host will see your raised hand and can call on you.
5. Leave the Meeting:
   • When the meeting is over or if you need to leave, click the red “Leave” button at the bottom right corner. Confirm by clicking “Leave Meeting.”

Advanced Features

• Switch to Gallery View or Speaker View:
  • In "Gallery View," you can see all participants in a grid format. In "Speaker View," Zoom focuses on the person speaking.
  • Toggle between these views using the button at the top right corner of the screen.
• Sharing Your Screen:
  • Click “Share Screen” (at the bottom of your screen) if you need to present something.
  • Select the window or application you wish to share and click “Share.” To stop sharing, click the red “Stop Share” button at the top of the screen.
• Breakout Rooms: If the host enables breakout rooms, you might be assigned to one automatically or invited to join. Follow the prompts to enter the room, and you’ll be brought back to the main meeting when the breakout session ends.

Tips for a Smooth Zoom Experience

1. Test Your Audio and Video: Before your meeting, you can test your setup by opening Zoom and clicking “Settings” to ensure your microphone and camera work correctly.
2. Find a Quiet Space: Try to join the meeting from a quiet place with minimal background noise.
3. Good Lighting: Ensure you’re in a well-lit area, with light facing you (not from behind), so others can see you clearly.
4. Keep Your Microphone Muted: Mute yourself when you're not speaking to minimize background noise.
5. Be Aware of Your Surroundings: Remember that others can see whatever is behind you if your video is on. Consider using a virtual background if your environment is distracting.