Zoom

The basics of participating in XR Zoom meetings

Important Info

Zoom isn't secure as can give access to recordings, chat and live transcripts to the authorities. If discussing anything sensitive or spicy, don't add personal information to the chat and if you have the Closed Captions running, be aware that the Live Transcript will record everything that's said during the meeting which people can then save.

A short presentation comparing Zoom and Big Blue Button is available here.

Using Zoom in a Session

When in Zoom, how do I mute myself / unmute and manage other Zoom settings?
Once logged into Zoom, you will want to ensure you are muted unless you are speaking.

See below image of the settings available in Zoom

In the above image you can see the Mute button on the bottom left-hand side of the Zoom meetings control panel.

Notes on when to keep yourself muted

When should I turn my camera off?

How do I write in the chat?

What must I do if I want to speak?

As mentioned earlier, to manage people speaking over one another, we have a method in XR for communicating whilst on Zoom and these are also used for in-person meetings - so, good to know!

Please note: - When you put one finger up to speak, you are added to a queue, as there may be a few people at one time who also want to communicate.

Getting started on Zoom and troubleshooting

Helpful YouTube videos on all things Zoom!

Tech support direct from Zoom

Zoom's technical support pages will always give you the most up-to-date information. If you need to learn the basics of using Zoom, go to their page Getting Started with Zoom Meetings

Using Zoom on a computer- with Zoom installed

Downloading the Zoom app to your computer will give you more functionality than joining a meeting directly in your browser. There are two ways to join a meeting:

Then do ONE of the following:

Using Zoom on a computer- via a web browser

  1. Click the meeting invite link you received from the host (the session facilitator/ person who invited you), for example in your email or calendar invitation.
  2. On your web browser (open up a new page from your internet browser, i.e. click on either Chrome, Firefox etc), a pop-up window will prompt you to open or download the application.
  3. In the pop-up window, click Cancel (do not download Zoom)
  4. At the bottom of the page, click the 'Join From your Browser' link.
    Note: If you don’t see the link to join from the browser, the host may not have it enabled and you will have to join the Zoom Session by opening the Zoom client (app) or downloading it first.
  5. In the pop-up window at the top-left corner of the screen, click Allow to allow Zoom permission for your microphone and camera.
  6. In the Your Name field, enter a display name.
    (Optional) Select the Remember my name for future meetings check box.
  7. Click Join. You will join the Session as a guest.

Using Zoom on a phone

If you want to join a meeting from an Android or iOS device, you must download the Zoom mobile app.

Problems or Issues

That you have pop-ups blocked.

Try restarting and refreshing your computer.

Clear cache or browsing data

I cannot find the email for the Zoom Session for which I registered.

Zoom Controls

When in Zoom, how do I mute myself / unmute and manage other Zoom settings?
Once logged into Zoom, you will want to ensure you are muted unless you are speaking.

See below image of the settings available in Zoom

In the above image you can see the Mute button on the bottom left-hand side of the Zoom meetings control panel.

Notes on when to keep yourself muted

Zoom Advice - Hosting Meetings

Make a plan

Plan a rehearsal

Set up early

Recruit a co-host

Send a welcome message to attendees

Mute participants upon entry

Prepare a greeting slide

Consider recording

More tips for a seamless zoom session

How to enable closed captions

captions button.PNG

How to admit participants from Waiting Room / How to unlock it

How to screen share

You may use this function to show slides etc but you will not be able to see your script

Watch Zoom support video on screen sharing

How to create break-out rooms

Watch Zoom support video on use of breakout rooms

Creating Zoom events which require registration

If you’re planning to hold and advertise a meeting on Zoom please ensure that the meeting is set up securely to avoid unexpected guests.

See guidelines below on how to set up a recurring registration Zoom link or watch the support video for advice on how to:

To create a Zoom link which requires registration:

  1. Sign in to your Zoom account using a web browser: https://zoom.us
  2. In the navigation menu, click Meetings.
  3. Click Schedule a Meeting or edit an existing meeting.
  4. In the Registration section, select the Required checkbox.
  5. Click Save.

After scheduling the meeting, the Registration, Email Settings, and Branding tabs will appear.

To create a recurring Zoom link so you can use one Zoom link for multiple events:

How to video

  1. Sign in to the Zoom desktop client or via a browser: https://zoom.us
  2. On the Home tab, click Schedule. This will open a new window.
  3. Below the Time Zone option, select the check box next to Recurring Meeting.
  4. Edit the following recurrence options:
  1. Edit other meeting options as needed.
  2. Click Save

Extra info: click here

Note about Open Calls

The term ‘Open Call’ is reserved for XRUK open calls, covering movement-wide strategy and actions. XR UK Open Calls are hosted by the M&M team, and any other relevant teams, and facilitated in line with the UK strategy. There’s a limit on how many can be scheduled.

M&M encourages using other terms for open Zoom sessions rather then ‘Open Call’ as it can get confusing with the calls advertised on the Rebellion Broadcast.

Consider alternatives such as ‘XX Zoom call, XX Drop-In, XX Clinic’ etc. If still using ‘Open Call’ please specify which region is holding the call.

M&M can offer technical and organisational guidance on how to hold an effective open call, with updates also being made to the Rebel Toolkit for info. Contact Mov.Comms@extinctionrebellion.uk