Using Zoom for Video Conferencing

This article provides guides for scheduling, joining, and managing meetings using Zoom. While Zoom is not our primary video conferencing software, it is useful to understand how to schedule and manage meetings when/where applicable. For more information about obtaining a Zoom license, please contact IT Support by logging a ticket or by emailing us at [e-mail] for further assistance.

Scheduling a Meeting

Using the Zoom Desktop Client

• Open the Zoom desktop client and sign in using your Inktavo account.
• Click the Schedule button.
• A new window will open where you can configure the meeting details:
  • Topic: Enter a descriptive title for your meeting.
  • Date & Time: Select the date and time for your meeting. Make sure to choose the appropriate time zone based on your current location.
  • Duration: Specify the estimated length of your meeting.  
  • Recurring Meeting (Optional): Check this box if the meeting will occur regularly. Set the recurrence pattern (daily, weekly, monthly).  
  • Meeting ID: Choose to generate a Meeting ID automatically or use your Personal Meeting ID (PMI). PMI is best for recurring meetings with the same people.  
  • Security:
    • Passcode: Require a passcode for participants to join. It is highly recommended to enable this.  
    • Waiting Room: The waiting room will be automatically enabled for any extyernal participants. This allows you to admit participants individually.
  • Video: Choose whether to start the meeting with host and participant video on or off.
  • Audio: Select the audio options (Telephone and Computer Audio, Computer Audio only, or Telephone only).  
  • Advanced Options: Explore additional settings such as enabling join before host, muting participants upon entry, recording the meeting automatically, and approving or blocking entry from specific regions.  

Click Save to schedule the meeting. You'll be provided with meeting details and invitation information that you can share with participants.

Using the Zoom Web Portal

• Go to the Zoom website and sign in.
• Click Schedule a Meeting in the top navigation.
• Fill out the meeting details as described above for the desktop client.
• Click Save to schedule the meeting.

Using Zoom Add-ins/Plugins (e.g., for Google Calendar or Outlook)

• Install the appropriate Zoom add-in or plugin for your calendar application.
• Create a new calendar event.
• Look for the Zoom option within the event details (should be a button or menu item).
• Configure the meeting details as described above.
• Save the calendar event. The Zoom meeting will be scheduled automatically.

Joining a Meeting

Clicking the Meeting Link

The easiest way to join a meeting is by clicking the meeting link provided in the invitation. This will typically open the Zoom client or prompt you to download it if you don't have it installed.

Entering the Meeting ID

• Open the Zoom desktop client or go to the Zoom website.
• Click Join.
• Enter the Meeting ID and your name.
• If required, enter the meeting passcode.
• Click Join.

Dialing in via Phone

If the meeting supports phone participation, you can dial in using the provided phone number and meeting ID. You may also need to enter a participant ID. This information is typically included in the meeting invitation.

 

Managing a Meeting (For Hosts)

As a host, you have several controls to manage the meeting effectively:

• Mute/Unmute Participants: Control participant audio.  
• Start/Stop Video: Control participant video.
• Share Screen: Share your screen or a specific application window with participants.  
• Record the Meeting: Start and stop recording. Recordings are typically saved to the cloud or your local computer, depending on your settings.  
• Manage Participants: View the participant list, rename participants, assign co-hosts, remove participants, and manage the waiting room.  
• Chat: Communicate with participants via text chat, either publicly or privately.  
• Breakout Rooms: Divide participants into smaller groups for discussions.
• End Meeting: End the meeting for all participants or leave the meeting while allowing others to continue.

Tips for a Successful Zoom Meeting

• Test your audio and video before the meeting.
• Find a quiet location with a stable internet connection.
• Mute your microphone when you're not speaking.
• Be mindful of your background and appearance.
• Use the chat feature for questions and comments.
• Be respectful of other participants.

This article provides a basic overview of using Zoom. For more detailed information and advanced features, please refer to the official Zoom documentation.