Guidelines for Organizing Online Meetings for
RIMS Joint Research Activities
Using Zoom

Operation Manual

Hosts: organizer, chairs, and speakers

July 2021 version

Rules that must be observed by all participantsof an online joint research meeting● Do not share URLs, IDs, and passwords for online joint research meetings with outsiders. It is strictly
prohibited to post such URLs, IDs, and passwords at locations that are accessible to many andunspecified third parties (e.g., websites, social media).
→ Outsiders (third parties) may enter without permission and jeopardize the online joint researchmeetings by engaging in annoying behavior (e.g., activities irrelevant to joint research).

● Use your correct email address.
→ Using an incorrect address may result in information leakage to third parties.

● It is prohibited to record online joint research meetings and save the videos and images for purposes
other than for personal references. It is strictly prohibited to distribute such videos and images at
locations accessible to many and unspecified third parties.
※Recording and saving the videos for on-demand sharing is, however, acceptable when the organizer
or the speaker deems it necessary to accomplish a joint research meeting.

● Speakers must exercise utmost care in handling of reference materials used as presentation
documents. They must implement appropriate measures (e.g., clearly indicating the source).
→ Regarding handling of copyright, appropriate measures must be implemented in accordance with
relevant laws and regulations.

● When using this operation manual for purposes other than joint usage projects of RIMS, contact the
Cooperative Research Service Section (kyodo(at)kurims.kyoto-u.ac.jp).

RIMS Guidelines for Organizing Online Joint
Research Meetings Using Zoom

Operation Manual

Hosts: organizer, chairs, and speakers
Contents

1 Zoom settings

2 Before a meeting
3 On the day of ameeting1
2
3

4Installing the Zoom app...4
Creating an account...5
Setting a camera, speaker, and microphone ...6• To open the settings window• Setting and testing of a speaker andmicrophone• Setting of a camera• Prevention and mitigation of howling andechoesUpdating Zoom...9

1

URLs for pre-registration and a meeting1

By the start time of a research meeting...11• Joining a Zoom meeting• Hosts/co-hosts• Setting co-hosts• What you can do during a meeting
Start of a research meeting...14• Admitting participants• Controlling audio and video(What you can do on [participants] window)• Sharing the screen• Removing participants• Ending a meeting
Other features...18• Chatting• Breakout rooms

2

3

4 Other

1
2

...10

Measures against disruptions in a meeting ...19
Zoom manual for the free version...21• When serving as a host
• When participating as a guest

Zoom settings

Before a meeting

On the day of a meeting

1. Installing the Zoom app

OthersRepresentatives

ChairsSpeakers

Access the Zoom website https://zoom.us. Click [Download] at the bottom to download and install the Zoom
application (app) on the [Download Center] window.
* The display may look different depending on the browser and PC (Windows/Mac).

Ask questions by chat

Zoom official
support center

Select a language

日本語(Japanese)(4)

Zoom settings

Before a meeting

On the day of a meeting

2. Creating an accountRepresentatives

OthersChairsSpeakers

Access the Zoom website https://zoom.us, and click [SIGN UP, IT’S FREE] in the upper right of the screen.
On the [Sign Up Free] window, enter your email address in the field for [Your work email address], and click[Sign Up].

A confirmation email is sent to the registered email address. Click in the email the [Activate Account] buttonor the URL for registration.
On [Welcome to Zoom] window, enter necessary information in each field ([First Name], [Last Name],[Password], and [Confirm Password]), and click [Continue].
* This transitions to the [Invite Colleagues] page. It is not required to invite colleagues. To skip the process
and create an account, click [Skip this step].

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Zoom settings

Before a meeting

On the day of a meeting

3. Setting a camera, speaker, andmicrophone

Organizer

OthersChairsSpeakers

To open the setting window

First, check if your PC is equipped with a camera, a speaker, and a microphone.
Test the camera and audio, and make sure that they are ready before starting the meeting.
Open the installed Zoom app, and [Sign In].
Click the gear shape icon on the right side of the [Home] window to go to [Settings].

The camera and audio settings can also be changed on the meeting screen.
Click the upward pointing arrow (caret) on the right side of the microphone icon (audio icon) or video icon in
the lower left of the screen, and click [Audio Settings...] or [Video Settings…] at the bottom.

(6)Zoom settings

Before a meeting

On the day of a meeting

3. Setting a camera, speaker, andmicrophone

Organizer

OthersChairsSpeakers

Select an item to set up from the options on the left side of the [Settings] window.
If an appropriate speaker is not selected, you may not be able to hear the sound. Make sure to test the audio
settings in advance.

Setting and testing a speaker and a microphone
Click [Audio] on the left side of the [Settings] window.
エコーキャンセルスピーカーフォン（Yamaha...
(Echo-cancelling speakerphone (Yamaha...

[Same as System]
スピーカー/ヘッドホン（Realtek High Defi...
(Speaker/headphones (Realtek High Defi...))

エコーキャンセルスピーカーフォン（Yamaha...
(Echo-cancelling speakerphone (Yamaha...

[Same as System]
マイク（Realtek High Definition Audio）(Microphone (Realtek High Definition Audio))

Click the up or down caret to select the
speaker and microphone to be used.
* Select a built-in speaker or an external
speaker ([same as system]), etc.
* If you do not hear the sound, check if
another speaker and microphone may
work.
* Audio devices connected to your PC
should appear in the list to be selected.

Click this button to check
if you hear the sound.
Adjust the output volume
if necessary.
Click this button and speakout for a test to see if the
input level bar moves.
Adjust the input volume.

Setting of a camera

Click [Video] on the left side of the [Settings] screen.

Camera: Click the up or down caret to select a camera.
If you are captured on the monitor screen, the selectedcamera is working.
* If the camera is not working, check the followings.
• Click the video icon to undo the red slush／over the imageat the bottom of the screen.
• Close other video apps if any on, including Skype.
• Enable the camera function of your PC.

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Zoom settings

Before a meeting

On the day of a meeting

3. Setting a camera, speaker, andmicrophone

Organizer

OthersChairsSpeakers

Prevention and mitigation of howling and echoes

When the microphone picks up the sound from the speaker, unpleasant howling (high-pitched squeals) andechoes may occur. Voices may sound muffled, strange, or choppy. Speakers may not notice this problem, but
the audience may experience difficulty hearing the lectures clearly.
It is recommended to use the echo-cancelling or
noise-cancelling function if yourspeaker/microphone is equipped with suchfunction.
Also check that the microphone is not too close to
the speaker.

Echo canceller

If there are two or more PCs used in a room, mute the microphone and turn off the speaker of the PCs that are
not used by the speaker giving a lecture at the moment. To mute microphones, click on other PCs the
microphone icon to be crossed out with ／ in red at the bottom of the screen.
* To turn off the speakers, click [Leave Computer Audio] or use a headset.

Mute the microphone

Turn off the speaker

Echo canceller(8)Zoom settings

Before a meeting

On the day of a meeting

4. Updating Zoom

Organizer

OthersChairsSpeakers

The Zoom app is updated regularly. To avoid problems, check regularly and update to the latest version.

To update the app, start the Zoom app and click your account icon (photo or name) on the upper right sideof the home screen. Click [Check for Updates] on the menu. When an update is available, a popup
window appears. Click [Update].

In a short while, the download will be completed and the latest version is installed.
To check whether the app is in the latest version, click the account icon on the upper right side of the home
screen again and click [Check for Updates]. If “You are up to date” appears, the app is on the latest
version.

* The display varies depending on the OS.

* The app can also be updated to the latest version by following the same procedure as that of “1. Installing
Zoom” on p. 4.

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Zoom settings

Before a meeting

On the day of a meeting

1. URLs for pre-registration and a meeting

Organizer

OthersChairsSpeakers

The organizer is to make preliminary arrangements with the person in charge from the Cooperative ResearchService Section of RIMS (hereinafter, “RIMS staff”). The RIMS staff will email the URL for pre-registration tothe organizer. The organizer will then send the URL for pre-registration, Program for the joint researchmeeting, and Zoom Manual to prospective participants by email (invitation).
[Note] Do not share URLs, IDs, and passwords with outsiders. It is strictly prohibited to post such URLs, IDs, and passwords
at locations that are accessible to many and unspecified third parties (e.g., websites, social media).

In the invitation mail, click the URL shown under[Register in advance for this meeting: ].

On the [Meeting Registration] window, fill out
the fields for [First Name], [Last Name], [Email
Address], [Confirm Email Address],[Organization], [JobTitle], and others if any.
Click [Register].
* Enter all information correctly, especially youre-mail address.

An email to confirm the pre-registration is sent
to the registered email address with the meeting
URL.
* To cancel registration, click [Cancel]
You can join the meeting by clicking [Click here
to join] on the day of the meeting.
Enter the password if necessary.

(10)Zoom settings

On the day of a meeting

Before a meeting

1. By the start time of the research meeting

Organizer

OthersChairsSpeakers

The organizer should enter the meeting beforehand by clicking the meeting URL (or enters the ID andpassword) in the pre-registration confirmation email. The RIMS staff, who is serving as a temporal “host,” will
admit the organizer into the meeting and then delegates to the organizer the privileges of the host. The
organizer should designate co-hosts and be ready to admit participants before the meeting starts.

Joining a Zoom meeting

Click the URL for the meeting, and click [Openzoom.us] to join the meeting.

When the meeting screen appears, click [JoinWith Computer Audio].

The microphone andvideo can be turnedon or off by clicking
these icons.

* It is also possible to join the meeting by clicking[Join] on the home window. Enter the meeting
ID and password to join.

(11)Zoom settings

On the day of a meeting

Before a meeting

Others

1. By the start time of the research meeting

Hosts/co-hosts

Organizer

ChairsSpeakers

The following Zoom features are available to the host. As it is deemed rather difficult to handle the necessary
features properly while fulfilling tasks as a host during a research meeting, it is recommended to designate cohosts to control the administration on behalf of the host so that the host can concentrate on facilitation of themeeting, etc. Co-hosts will have privileges as seen below.

Host

Summary of privileges of host/co-hosts

Co-hostAdmit participants
Mute or unmute participants
Delegate the host’s privileges to any other person
Promote any other person as a co-hostCreate breakout rooms
Remove participants
End a meeting* At RIMS, speakers of the meeting cannot be appointed to act as co-hosts.

Setting co-hosts

Organizer

The host can designate a participant(s) to act as a co-host(s) in two ways.

On the video screen, hover the cursor
over a participant to be designated asa co-host. Click [...] and select [Make
Co-Host].

On the [Participants] window,
hover the cursor over the nameof a participant to be designatedas a co-host, and click [More].
Select [Make Co-host].
The title [Co-host] will be
indicated next to the name.

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To withdraw, hover the cursor overthe name of the participant and click[ Withdraw Co-host permission).

Zoom settings

On the day of a meeting

Before a meeting

1. By the start time of the research meeting

Organizer

OthersChairsWhat you can do during a meeting

Various features are available during a Zoom meeting. The basic Zoom screen is as shown below.
(It may look different depending on the default setting.)

Gallery View: Multiple participants (up to 25) aredisplayed at once
Speaker View: A participant speaking at the moment
is displayed in the center in a large frame.

Click these icons
to turn on and
off your video
and microphonewhen you speak.
Click the careton the right tochange settings.

Start/end the fullscreen view of thevideo

To show your will to ask
questions or speak out,
participants (not the host)can virtually raise theirhands with the [Raise
Hand/Lower Hand]
feature.

Clicking [Chat] opensa chat box on theright side.
By the default settingof RIMS, private chatis disabled.

A document(s) can be sharedon screen with participants on
the screen by simple operation
regardless of the file format.

全員に対してミーティングを終了(End Meeting for All)

Leave Meeting

Participants

The number ofparticipants alreadyadmitted to the meeting isdisplayed here. Clicking
this icon shows the list ofparticipants on the right,
where the settings ofeach participant can be
managed.
* See P.15 for details
about the [Participants]
window.

A host can divide participants
into groups for group works
and discussions during ameeting.

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You can also reactwith Clap/Thumbs up
icons.

Speakers

Zoom settings

On the day of a meeting

Before a meeting

Others

2. Start of a research meeting

Admitting participants

Organizer

The Waiting Room feature is designed to avoid any unauthorized participation. When [Enable Waiting Room]is set effective in the default setting done by the RIMS staff upon scheduling of the meeting, the host cancontrol admission of participants joining earlier than the starting time. Also, as the host can hold participants
temporarily in the waiting room, he/she can check those in the waiting room and admit only the official
participants, avoiding any unexpected persons to enter.

Click [Admit] on the [Participants] window
one by one for admission.

The number appears here is the number ofparticipants already admitted to join themeeting (from the waiting room) by the host.
When participants are waiting in the Waiting
Room, the list appears on the right side of thescreen by clicking [Participants] icon at thebottom of the screen.

To enable all participants waiting in the
Waiting Room to join, click [Admit all].
* Be sure to check if there are no unwanted
persons in the waiting room.

● Do not share URLs, IDs, and passwords of online joint research meetings with outsiders. It is strictly
prohibited to post such URLs, IDs, and passwords at locations that are accessible to public and unspecified
third parties (e.g., websites, social media).

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Zoom settings

On the day of a meeting

Before a meeting

Others

2. Start of a research meeting

Controlling audio and video(What you can do on [participants] window)

ChairsSpeakers

When participants’ microphones are kept turned on, sounds which are not so unpleasant in daily activities(e.g., talking to oneself, coughing, dropping a pen) generate much noise. This causes distraction and makes it
difficult to hear speakers and chairs.
To control the microphone, click [Participants] at the bottom of the screen to show the list of participants.
* RIMS recommend to set the microphones of all participants’ devices to [Mute] when a speaker or others(e.g., a participant who asks a question) are talking. Unmute when necessary. Participants can unmute
themselves. In this case, the host or the co-host(s) must instruct the participants to mute them again after
they finish talking. Otherwise, the host or the co-host(s) must control the microphones of the participants.
Hover the cursor over aparticipant whose video
should be stopped, andrequest to stop thevideo.

Click [Ask to Mute]to request theparticipants to
unmute themselves.
Hover the cursor over aparticipant whose video
should be started, andrequest to start thevideo.

To lower the hand ofa participant, click[Lower Hand].
*Mute/unmute if
necessary.

To remove a personfrom the meeting.
Once removed, theparticipant cannot join
the meeting in session.
Organizer* The display varies depending on the settings.

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To send theparticipantsback to the
Waiting Room.
Organizer

Zoom settings

On the day of a meeting

Before a meeting

Others

2. Start of a research meeting

Sharing the Screen

Speakers

Speakers are able to share their screens with participants while giving a talk. Document files on his/her PC
such as PDF and PowerPoint slides can be shared with participants as well as on screen virtual [whiteboard]on which the speaker (and participants, if necessary) can annotate on.
* In the default setting of RIMS, only hosts and co-hosts have the privilege for screen sharing.
* A document file to be shared (e.g., PDF, PowerPoint) should be ready on the speaker’s PC screen inadvance for smoother operation.

Share the desktop
screen that iscurrently displayed.

Click the [Share Screen]
icon at the bottom of thescreen to select a screen
to be shared.

When you want to use
a whiteboard, select[Whiteboard].

Share an application that is alreadyopened on your PC.

Select a screen to beshared and click this button.

When you start sharing yourscreen, the meeting control
bar will move to the top.
Click [Annotate] to have theannotate bar, which you candrag around, appear on yourscreen.

It is possible to draw and add text, etc. by using the annotation tool.

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Zoom settings

On the day of a meeting

Before a meeting

Others

2. Start of a research meeting

Removing participants

Organizer

This feature enables a host to forcibly remove a participant based upon the host’s privilege. It is possible tosend back participants to the Waiting Room during a meeting (re-admission allowed) or to completely remove
participants engaged in annoying activities (re-admission not allowed).
The host or the co-host(s) can remove unwanted participants either from the video screen or from the[Participants] window. Hover the cursor over a participant to be removed, and select [Put in Waiting Room]or [Remove]. * If [Remove] is selected, the removed participant cannot rejoin the meeting in session.

[Participants] window

Video screen

Ending a meeting

Organizer

Only the host can end the meeting in session. To end meetings, click [End] at the bottom of the screen.

Click [End Meeting for All].
* By clicking [Leave Meeting] you will be out from the meeting. If the host isleaving the on-going meeting, he/she should delegate the host privileges toa specified participant. If not, one of the remaining participants will be
automatically designated to serve as a host.

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Zoom settings

On the day of a meeting

Before a meeting

3. Other features
Chatting

organizer

OthersChairsSpeakers* By the default setting recommended by RIMS, private chat is disabled.

Clicking the [Chat] icon at the bottom of the screen in a meeting enables text chat. A participant who logs inafter the start of a meeting cannot check the text sent prior to the entrance. If text messages should be sent toall participants via the chat room, make sure to send it when all expected participants are present.

Enter text and press theenter key.

Breakout rooms* Breakout rooms are disabled in the default setting of RIMS. To have breakout rooms set beforehand, consult
the RIMS staff in charge.
The host can divide the participants into small groups.
Clicking the [Breakout Rooms] icon at the bottom of the screen to go to the submenu window.

Select the number of rooms to
set up and the method ofassigning participants to rooms;[Assign automatically],[Assign manually] or[Let participants choose rooms]

Once the Breakout rooms start, thehost (or a co-host) can;・visit the rooms
・send chat text to the rooms
・end the breakout rooms.
Click [Assign] to manually assign participants.
Automatically assigned participants can also
be manually moved to other rooms.

(18)Zoom settings

Before a meeting

On the day of a meeting

1. Measures against disruptions in a meetingorganizer

OthersChairsSpeakers

The following measures can be implemented to cope with disruptions in a meeting.

● Removing participants
If an outsider joins and engages in inappropriate behavior, a host can forcibly remove the person.
① Click the [Participants] icon at the bottom of the Zoom screen.
② List of participants appears. Hover the cursor over a participant to be removed and click [More].
③ Click [Remove].
→ The removed participant cannot re-enter the meeting.

● Enabling the Waiting Room
It is desirable to set the Waiting Room effective when scheduling a meeting so that outsiders cannot enter
the meeting without permission. It is also possible to enable the Waiting Room after the meeting starts.
① Click the [Security] icon at the bottom of the Zoom screen.
② Check [Enable Waiting Room].
→ New participants will automatically be in the Waiting Room until the host admitted them into themeeting.

● Muting All and Prohibiting Participants to Unmute Themselves
Organizers can select the setting to prohibit participants from unmuting themselves and control who are to
speak out for smoother meeting operations.
① Click the [Participants] icon at the bottom of the Zoom screen.
② Click the [Mute All] button at the bottom of the list of participants. → All participants are muted.
③ Click ... and uncheck [Allow Participants to Unmute Themselves].
→ Participants will not be able to unmute themselves.

● Disabling Screen Sharing
If the screen sharing privilege is set to [Only Host] in the default setting, participants cannot share thescreen of their PCs with other participants. Only the host can share his/her screens.

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Zoom settings

Before a meeting

On the day of a meeting

1. Measures against disruptions in a meetingorganizer

OthersChairsSpeakers● Disabling [Annotate] (writing on the shared screen) in Screen Sharing
When a speaker shares a file (e.g., PDF, PowerPoint), there may be a possibility that someone may
scribble on the screen using the Annotate (pencil icon) tools.
How to prevent such scribbling① Click ... [More] at the right end of the menu at the bottom of the screen.
② Click [Disable Attendee Annotation] → Participants cannot write on the shared screen.

● Prohibiting [Chat]
A host can control [Chat]. For details, refer to the Chat section (On the day of a meeting – Other features)(p. 18).

● Prohibiting [Rename] During a Meeting
A host can prohibit participants from renaming (changing their registered names) themselves during ameeting in order to identify the participants by their names.
① Click the [Participants] icon at the bottom of the Zoom screen.
② Click [...] at the lower right of the participants list.
③ Uncheck [Allow Participants to Rename Themselves].
→ Participants cannot rename themselves in a meeting. However, a host can rename participants.

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Zoom settings

Before a meeting

On the day of a meeting

2. Zoom manual for the free version

Organizer

OthersChairsSpeakers

For the RIMS online joint research activities, hosts are requested to use a paid license of Zoom as describedin the guidelines. The free version may be used to familiarize with the Zoom features. The process to install
Zoom, create an account, update the app, etc. is the same as that of the paid version. Refer to “1. Zoom
settings.” Make sure the Zoom app is updated to the latest version.

When serving as a host (inviting participants to a meeting)① Start the downloaded Zoom app and sign in.

② Click [Schedule] on the home window. On [Schedule a Meeting], set the date and time of a meeting,video on/off, detailed options, etc.

The details of the items are continued on the next page.

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Zoom settings

Before a meeting

On the day of a meeting

2. Zoom manual for the free version

Organizer

OthersChairsSpeakers

It is recommended to enable the [Waiting Room]to avoid outsiders to enter the meeting.

If you use Google or Outlook calendar, select it here.
It may be convenient because a meeting schedule will
be indicated in the calendar. If it is not necessary,
select [Other Calendars].

Select “Off” if the video feature should be off when themeeting starts. If it is “On”, the meeting will start withthe video feature is on for all participants. Participants
can switch on/off their video during the meeting.

③ By clicking [Schedule] on the setting screen above, a window appears to notify [Your meeting has beenscheduled.]. Click the close button in the upper right to close it, and on the home window click [Meetings].

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Zoom settings

Before a meeting

On the day of a meeting

2. Zoom manual for the free version

Organizer

OthersChairs

⑤ Click the [Copy Invitation] and paste themessage on an email, etc. to send theinformation to participants.

⑥ Click [Start] when it is the time to start the meeting.

To turn on the video, click [Start Video] and remove the red slash.

⑦ Click [Join With Computer Audio], and click[Participants].
Click [Admit all] or [Admit] on each guest.

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Speakers

Zoom settings

Before a meeting

OthersOn the day of a meeting

2. Zoom manual for the free version

Organizer

ChairsSpeakers

A host can manage audio, video, etc. of participants on the participants window.

✓ 開始時にミュート (Mute Participants upon Entry)✓ 参加者に自分のミュート解除を許可します (Allow Participants toRename Themselves)✓ 参加者が自分の名前を変更するのを許可する (Allow Participants to
unmute Themselves)
誰かが参加するときまたは退出するときに音声を再生 (Play soundwhen someone joins or leaves)✓ 待機室を有効化 (Enable Waiting Room)

ミーティングをロックする (Lock Meeting)

Checked items depend on the settings at the time ofscheduling a meeting. Uncheck [Allow Participants
to Rename Themselves] when not allowing
participants to rename themselves in a meeting.

To mute all participants, click the [Mute All]button at the bottom of the list of participants.
Uncheck [Allow Participants to Unmute
Themselves]. Click [Yes].

⑧ To end a meeting, click [End] in the lower right of the screen.

Click [End Meeting for All]. The meeting ends.
* If you select [Leave Meeting], you leave the meeting that continues, and one of the remaining participants
serves as a host after you leave the meeting.

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Zoom settings

Before a meeting

OthersOn the day of a meeting

2. Zoom manual for the free version

Organizer

ChairsSpeakers

When participating as a guest (invited to a meeting)
To become a host, it is required to sign in on Zoom app. A guest can join a meeting without signing in (without
an account).
Invitation emails are to be sent out from the host. At the scheduled time, click the URL indicated in the email.

* If the URL does not work, enter the meeting ID andpassword in the [Join a Meeting] window of theZoom website.

ミーティングに参加する(Join a Meeting)

Click [Test Computer Audio] to test and check your speaker and microphone. For the speaker, make sure
you hear sound and set the output level.
When the host starts a meeting and he/she will admit you to join the meeting. When a host chooses not tohave a Waiting Room for the meeting, you will directly join the meeting without waiting in a Waiting Room.
When the meeting is set with a waiting room feature, all participants are to be held in the waiting room at first
until the host lets them into the meeting.

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Zoom settings

Before a meeting

OthersOn the day of a meeting

2. Zoom manual for the free version

Organizer

ChairsSpeakers

When the video is off, yourscreen is deactivated. Clickthe [Start Video] icon in
the lower left of the screen
to undo the red slash andyour screen is activated.

If the microphone icon does notappear next to your name, click[Join Audio].

Click [Participants] at the bottom of the screen.
The list of participants appears on the right side.

To leave the meeting, click[End] and select [Leave
Meeting].
Clicking [Chat] at the bottom of
the screen enables group chat.

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