Guidelines for Organizing Online Meetings forRIMS Joint Research Activities
Using Zoom

Operation Manual
Guests: participants

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 atlocations 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 withrelevant laws and regulations.

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

RIMS Guidelines for Organizing Online Joint
Research Meetings Using ZoomOperation ManualGuests: participantsContents

1 Zoom settings

2 Before a meeting
3 On the day of ameeting

4 Other

1

Installing the Zoom app...42
3...5...64

Creating an account
Setting a camera, speaker, and microphone• To open the settings window• Setting and testing of a speaker andmicrophone• Setting of a camera• Prevention and mitigation of howling andechoes
Updating Zoom

1URLs for pre-registration and a meeting...101
2
3
4

Joining a Zoom meeting
What you can do during a meeting
What you can do on [participants]window
Leaving a meeting and other features...11...12
13
...14

1

Zoom manual for the free version(When serving as a host)…15...9Zoom settings

Before a meeting

On the day of a meeting

Others

1. Installing the Zoom app
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

Others

2. Creating an accountAccess 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].

*You can join a research meeting without creating an account.

(5)Zoom settings

Before a meeting

On the day of a meeting

Others

3. Setting a camera, speaker, and microphone
To open the settings 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

Others

3. Setting a camera, speaker, and microphone
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 thespeaker 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 maywork.
* 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 theinput level bar moves.
Adjust the input volume.

Setting of a cameraClick [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

Others

3. Setting a camera, speaker, and microphone
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 tothe 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 themicrophone 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

Others

4. Updating Zoom
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 latestversion.

* 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. InstallingZoom” on p. 4.

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Zoom settings

Before a meeting

On the day of a meeting

Others

1. URLs for pre-registration and a meeting
The organizer is to send the URL for pre-registration, Program for the joint research meeting, and Zoom
Manual to prospective participants by email (invitation). Complete pre-registration by the day before the joint
research meeting[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], [EmailAddress], [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 hereto join] on the day of the meeting.
Enter the passcode if necessary.

(10)Zoom settings

On the day of a meeting

Before a meeting

Others

1. Joining a Zoom meeting
Click the URL for the meeting (or enter the ID and password) in the pre-registration confirmation email. Whenthe meeting is set with a waiting room feature, all participants are to be held in the waiting room at first until theorganizer let them into the meeting. *When the organizer choose not to have a Waiting room for the meeting,
you will directly join the meeting without waiting in a Waiting Room.

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

2. What 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 andoff 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 [RaiseHand/Lower Hand]
feature.

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

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 of eachparticipant can be
managed by the host.
* See P.13 for details
about the [Participants]
window.

You can also reactwith Clap/Thumbs up
icons.

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Zoom settings

On the day of a meeting

Before a meeting

Others3. What you can do on [participants] window.
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.
The organizer (host) may set the microphone of all participants’ devices to [Mute] when a speaker or others(e.g., a participant who asks a question) are talking.
To show your will to ask questions or speak out, first click [Raise Hand]. The host will request you to unmute
your microphone.

UnmuteMore v

To unmute, hover the cursor on
your name and display theabove buttons.

手を挙げる(Raise Hand)
Click here to raise yourhand.

Click here to unmute. Click hereto mute.

* The display varies depending on the settings.

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To lower your hand, hover the cursor andclick [Lower Hand].
* Mute/unmute if necessary.

Zoom settings

On the day of a meeting

Before a meeting

Others

4. Leaving a meeting and other features

Leaving a meeting

To leave meetings, click [Leave] at the bottom of the screen in a meeting and click [Leave Meeting].

Chatting* Chat may be disabled by the host.
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.

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Zoom settings

Before a meeting

On the day of a meeting

Others

1. Zoom manual for the free version
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. Zoomsettings.” 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

Others

1. Zoom manual for the free version

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

Others

1. Zoom manual for the free version⑤ 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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Zoom settings

Before a meeting

On the day of a meeting

Others

1. Zoom manual for the free version
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 tounmute 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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