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FAQ’s / Troubleshooting

Zoom meetings

Helpful YouTube videos on all things Zoom!

Do I need a Zoom account to access meetings?

You do not have to sign up to a Zoom account to join meetings. You can access Zoom by clicking on the Zoom link provided.

  1. Click the meeting invite link you received from the host (the meeting facilitator/ person who invited you to the meeting), 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 a Zoom meeting 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 meeting as a guest.
    Note: If you would like to create a Zoom account and join via an account, advice would be to set this up and download Zoom at least 15 minutes before the meeting so it gives you time to set it up correctly.
Issues
  • That you have pop-ups blocked.
  • To fix this you need to go to the settings of your internet browser and is usually the same for all, look for 3 dots on the top right-hand side
  • Then click Settings → then Privacy and Security (Chrome) or Cookies and Site Permissions (Edge) and search for pops-up.
  • Once you have found the pop-ups setting, click to allow pops-ups.
  • Try restarting and refreshing your computer.
  • Clear cache or browsing data Edge - Settings → Privacy, Search and Services → Clear browsing data.
  • Chrome - Settings → Privacy and Security → Clear browsing data

I cannot find the email for the Zoom meeting for which I registered.
Sometimes emails are directed to spam

  • Please search for ‘XR’, ‘ddat+hub’, foundationprogramme' in your Spam folder
  • Ensure the email address you have provided is correct.

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

Zoom-settings.png

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

  • Mute myself - click the Mute icon to ensure you are muted.
  • Unmute myself - click the mute button again to unmute.
  • Turn camera on - click on the Start Video icon (when clicked you should be able to see yourself).
  • Turn camera off - click on the Start Video icon again and you will no longer see yourself in the meeting and the video icon will be striked through with a red line.

Notes on when to keep yourself muted

  • You need to be on mute unless you are asked by the meeting facilitator to unmute. This is because background noise can cancel out the speaker's voice.
  • In XR we use hand symbols to communicate to save ourselves speaking over one another, especially when there are many people on meeting calls (more on this later :))

When should I turn my camera off?

  • Generally it is best to keep the camera on as will help with engagement on calls and feeling included.
  • However, there are times when it might be best to switch off, such as if you are eating or if something happens and it is not suitable for you to be on camera.

How do I write in the chat?

  • Easy! - Click on the chat icon and a chat box will either open in the middle of your screen or on the right side of the meeting window. In the chat box type the message you would like to send.
  • You can use the drop down to write a message to everybody or just to one person.

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 meetings for communicating whilst on video calls and these are also used for in-person meetings - so good to know!

  • One finger up - means that you would like to speak/ ask a question Please note: - When you put one finger up to speak, you are added to a queue, as there maybe a few people at one time who also want to communicate.
  • Two hands up and wavy fingers- means that you are happy and in agreement with what has been said on the call (this is the British Sign Language sign for 'cheering').
  • Two hands down - means that you disagree or are unhappy with what has been said.
  • Floating both hands in the middle centre-line means that you are indifferent, do not mind either way.

Note: - There will be more in-depth training on the course on hand signals but this is a very quick overview to give you a head start!

If I can't make a meeting do I need to let you know?

  • If you have registered for a meeting and cannot make it, on the confirmation of the meeting registration there is the option to cancel the booking.
  • If you cancel this will help us understand the numbers of people attending.
  • However, please do not email us directly to let us know if you have missed or cannot make a meeting, as it makes it difficult to manage receipt of so many emails.

Can I cancel my place in a meeting if I have pre booked? As mentioned in the previous question - if you have registered for a meeting/ training session in advance , on the confirmation email you will be able to cancel the booking in advance.

If I miss meetings will I get another chance to go? Within the course timetable spreadsheet, some sessions are repeated or recorded throughout the month. So if you miss a training, you may have the option to attend again or watch the recording. Plan ahead and book sessions that suit your schedule.

Using the worksheet / Google Docs How do I click on the links? Within the spreadsheet you will have access to the links for all the meetings copied and pasted. To open a meeting, hover your mouse over the meeting link in the spreadsheet, once highlighted, you can click on the item to open.

Do I need a google account to open documents and worksheets? No - you should be able to open documents without a Google account.

How do I complete S/S to record videos I have watched or tasks I have completed? If you scroll down the spreadsheet, you should find your name, if your name is not included please add it in. Against the row with your name in, record attendance or completion of tasks. Please mark an ‘x’ as done in each cell underneath the relevant heading. Scroll across the length of the spreadsheet to record against items for the whole of the month.

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