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ОглавлениеCHAPTER 2
Hosting a Meeting
You can host your own Zoom meetings and invite other people to attend. You can create instant meetings that start right away, or you can schedule a future meeting. As host, you can also allow participants into the meeting, rename attendees, enable participants to share a screen or record the meeting, remove participants, and more.
Start an Instant Meeting in Your Personal Meeting Room
Allow a Person into Your Meeting
Make an Attendee a Meeting Co-Host
Assign an Attendee to Type Closed Captions
Enable Screen Sharing for Participants
Enable Breakout Rooms for Participants
Enable Recording for Participants
Start an Instant Meeting
If you have a Zoom account, you can host a meeting immediately by starting an instant meeting. An instant meeting is a meeting that begins right away and to which you invite users after the meeting has begun, as described in the section “Invite People to a Meeting” later in this chapter. You can start an instant meeting either using the Zoom desktop app or using the Zoom mobile app.
You can also start an instant meeting from a Zoom chat conversation. For the details, see Chapter 11.
Start an Instant Meeting
Using the Zoom Desktop App
Click Home.
Click New Meeting.
If you prefer to start the instant meeting with your video turned off, click the New Meeting and then click Start with video ( changes to ).
Zoom starts the instant meeting.
Using the Zoom Mobile App
Tap Meet & Chat.
Tap New Meeting.
Zoom displays the Start a Meeting screen.
If you prefer to start the instant meeting with your video turned off, tap Video On ( changes to ).
Tap Start a Meeting.
Zoom starts the instant meeting.
Start an Instant Meeting in Your Personal Meeting Room
If you have a paid Zoom account, you can create an instant meeting that takes place in your personal meeting room. When you sign up for a paid Zoom account, you are automatically assigned a personal meeting room, which is a virtual room that’s permanently reserved just for your own use. Your personal meeting room is identified by your Personal Meeting ID (PMI), which is a ten-digit number unique to your account. When you start an instant meeting in your personal meeting room, Zoom uses your PMI as part of the meeting web address.
Start an Instant Meeting in Your Personal Meeting Room
Using the Zoom Desktop App
Click Home.
Click the New Meeting .
Click Use My Personal Meeting ID (PMI) ( changes to ).
Your PMI appears here.
Click New Meeting.
Zoom starts the instant meeting in your personal meeting room.
Using the Zoom Mobile App
Tap Meetings.
Tap Start.
Zoom starts the instant meeting in your personal meeting room.
Invite People to a Meeting
After you start an instant meeting, as described in the previous two sections, you can invite one or more users to attend. By default, an instant meeting starts with just you as the meeting host. Your next step is to invite people to participate in your meeting. Zoom gives you three ways to invite users: by email, by contact name (see Chapter 10), or by copying the meeting link or the meeting invitation and pasting the information into an email or text message. In the Zoom mobile app, you can also invite people via text message.
Invite People to a Meeting
Start the Invitation
In the Zoom desktop app, click the Participants .
Click Invite.
Note: You can also select the Invite command by pressing + .
Zoom displays the Invite People to Join Meeting dialog.
Invite Via Email
Click Email.
Click the email service you want to use.
Address and send the email message (not shown).
Zoom sends the invitation to the email recipients.
Invite Contacts
Click Contacts.
Click each contact you want to invite.
Click Invite.
Zoom sends the invitation to the selected contacts.
Copy the Invitation
Click Copy Invitation.
If you prefer to copy just the meeting link instead of the full invitation, click Copy Invite Link instead.
Paste the invitation where you want to share it, such as an email message, text message, or web page.
TIP
How do I invite people if I am using the Zoom mobile app?
Here are the steps to follow:
Tap Participants.
Tap Invite.
Tap the method you want to use:
Send Email. Sends the invitation via email message
Send Message. Sends the invitation via text message
Invite Contacts. Sends the invitation to one or more of your Zoom contacts
Copy Invite Link. Copies the invitation so that you can paste it elsewhere
Schedule a Meeting
If you have a Zoom account, you can schedule a meeting to occur at a future date and time. Instant meetings are often useful, but to ensure that meeting invitees can attend, it is usually better to schedule a meeting for a date and time that is convenient for everyone you want to attend your meeting. With a scheduled meeting, you can also set the duration of the meeting, security options such as the passcode and waiting room (see Chapter 9), and whether the participants have video on or off at the start of the meeting.
Schedule a Meeting
In the desktop Zoom app, click Home.
Click Schedule.
The Schedule Meeting dialog appears.
In the Topic text box, type a meeting name.
Click the first Start and then click the date of your meeting.
Click the second Start and then click the start time of your meeting.
Click the first Duration and then click the length of your meeting in hours.
Click the second Duration and then click the length of your meeting in minutes.
Note: If you have a free Zoom account, your maximum meeting duration is 40 minutes.
(Optional) If you want to use your personal meeting room for the meeting, click Personal Meeting ID ( changes to ).
Click Passcode ( changes to ).
Enter the passcode.
Click Waiting Room ( changes to ).
Note: You must select one or both of Passcode and Waiting Room; you cannot deselect both.
If you want your video on when you start your meeting, click Host: On ( changes to ).
If you want your attendees’ video on when they join your meeting, click Participants: On ( changes to ).
Click Save.
Zoom schedules your meeting.
TIPS
Are there other methods I can use to schedule a meeting?
Yes, Zoom gives you two other ways to schedule a meeting:
Zoom mobile app. Tap Meet & Chat and then tap Schedule.
Zoom web portal. Navigate to https://zoom.us, sign in to your account, and then click Schedule a Meeting.
How do I invite people to my scheduled meeting?
After you save your meeting, Zoom displays the Your Meeting Has Been Scheduled dialog, which shows the meeting invitation. Click Copy to Clipboard (A) to copy the invitation. You can then paste the invitation into an email, text message, or social media post.
Schedule a Recurring Meeting
If a group or topic requires regular meetings, you can schedule a recurring meeting. A recurring meeting is one that repeats regularly, such as daily, weekly, or monthly. You can set a custom frequency — for example, every two days or every three weeks — and you can set the recurrence to end on a specific date or after a specified number of occurrences.
If you use the desktop app to create a recurring meeting, you must specify the recurrence interval using your calendar application. Therefore, it is easier to schedule a recurring meeting in the Zoom web portal.
Schedule a Recurring Meeting
Use a web browser to navigate to https://zoom.us/meeting.
Zoom displays the Upcoming tab, which shows a list of your upcoming meetings.
Click Schedule a Meeting.
The Schedule a Meeting page appears.
In the Topic text box, type a name for your meeting.
Click the first When box and then click the date of your meeting.
Click the second When and then click the start time of your meeting.
Click the first Duration and then click the length of your meeting in hours.
Click the second Duration and then click the length of your meeting in minutes.
Click Recurring meeting ( changes to ).
Zoom displays the recurrence options.
Click the Recurrence and then click the interval you want to use.
Click the Repeat every and then click a repeat frequency.
Fill in the other recurrence options, which vary depending on the interval.
Click the End date option you want to use ( changes to ) and then specify either the last date or the number of occurrences.
Select the other options you want to apply to your meeting.
Note: See the previous section, “Schedule a Meeting,” for the details on the options you can apply.
Click Save.
Zoom schedules your recurring meeting.
TIP
Can I schedule a recurring meeting in the Zoom mobile app?
Yes, by following these steps:
Tap Meet & Chat.
Tap Schedule.
Specify a topic, starting date and time, and duration.
Tap Repeat.
Tap the recurrence interval you want to use.
Tap Done.
Tap End Repeat.
Specify the date of the last occurrence (or tap Repeat Forever).
Tap Done.
Fill in the rest of the meeting details.
Tap Save.
Start a Scheduled Meeting
When the date and time arrives for a scheduled meeting, your first task as meeting host is to start the meeting. You can start a scheduled meeting using the Zoom desktop app, the Zoom web portal, or the Zoom mobile app.
Start a Scheduled Meeting
Using the Zoom Desktop App
Click Meetings.
Click the meeting you want to start.
Click Start.
Zoom starts the meeting.
Using the Zoom Web Portal
Use a web browser to navigate to https://zoom.us/meeting.
Zoom displays the Upcoming tab, which shows a list of your upcoming meetings.
Click the Start button that appears next to the meeting you want to start.
Zoom starts the meeting.
Using the Zoom Mobile App
Tap Meetings.
Tap the meeting you want to start.
Tap Start.
Zoom starts the meeting.
TIP
What happens if an attendee attempts to join my meeting before I have started it?
If you have not started your meeting yet, someone attempting to join the meeting sees a dialog that says Please wait for the host to start this meeting. Note that you can configure your Zoom account to allow users to join a meeting before you do. See Chapter 8.
Explore Host Controls
As the meeting host, you have access to a number of features that enable you to control various aspects of the meeting and its participants. When you start a meeting using the desktop app, Zoom opens the meeting in a new window. At the bottom of that window, you see a toolbar that offers a number of icons. If you host a meeting using the Zoom mobile app, you see a similar set of icons.
Zoom hides the toolbar after a few seconds of inactivity, so if you do not see the toolbar, move your mouse or tap the screen.
Mute/Unmute
Turns off your audio. Select Unmute to turn your audio back on.
Stop Video/Start Video
Turns off your video. Select Start Video to turn your video back on.
Security
Displays a menu of security settings for the meeting. See Chapter 9.
Participants
Displays the Participants pane, which contains a list of the meeting attendees.
Chat
Displays the Chat pane, which enables you to exchange messages with other meeting attendees. See Chapter 11.
Share Screen
Displays a window of options for sharing content with the participants. See Chapter 6.
Record
Records the meeting locally or to the cloud. See Chapter 7.
Closed Caption
Assigns an attendee to type closed captions. See the section “Assign an Attendee to Type Closed Captions” later in this chapter.
Reactions
Adds a reaction icon to your video feed. See Chapter 3.
Breakout Rooms
Creates one or more breakout rooms. See the section “Enable Breakout Rooms for Participants” later in this chapter.
End
Stops the meeting. See the section “End a Meeting” later in this chapter.
Allow a Person into Your Meeting
If you have enabled the Waiting Room feature for your meeting, you need to allow authorized users into the meeting when they ask to join. The Waiting Room security feature (see Chapter 9) prevents unauthorized users from joining your meeting. This is highly recommended for all meetings, but it does give you as the meeting host an extra task: you must watch for users in the waiting room, determine whether they are authorized, and then allow access to legitimate meeting participants.
Allow a Person into Your Meeting
Zoom displays a bar similar to the one shown here if one or more users are in the waiting room.
To allow a single authorized user into the meeting, click Admit.
Zoom allows the user to join the meeting.
If multiple users are in the waiting room, click View instead; then continue with step 2.
Zoom opens the Participants pane.
Admit the authorized users:
To admit a single user, click that user’s Admit button.
To admit everyone in the waiting room, click Admit all.
Zoom allows the users to join the meeting.
Note: To remove a person from your meeting, first click the attendee’s Menu icon (). To remove the user temporarily, click Put in Waiting Room; to remove the user permanently, click Remove.
Enable the Co-Host Option
If you want to make one of your meeting participants a co-host of your meeting, you need to enable that option in your Zoom profile. You can share hosting duties by assigning a participant to be a meeting co-host. The capability of making an attendee a co-host is disabled by default. You can enable the co-host feature by modifying your meeting settings.
Once you have enabled the co-host setting, in subsequent meetings you will be able to assign co-host duties to an attendee, as described in the next section, “Make an Attendee a Meeting Co-Host.”
Enable the Co-Host Option
Use a web browser to navigate and sign in to https://zoom.us/profile/setting.
Click Meeting.
Zoom displays the meeting settings.
Click Co-host ( changes to ).
You can now assign a co-host in a meeting.
Note: If you change the co-host setting during a meeting, the option to assign a co-host will not be available in that meeting.
Make an Attendee a Meeting Co-Host
Hosting a meeting comes with a number of responsibilities, including admitting authorized users, controlling attendee audio and video when needed, setting security options, removing users, and more. If you are hosting a meeting with many participants, you might find all these tasks burdensome. If so, you can share that burden and make hosting a large meeting easier by making one or more attendees a co-host.
To make someone a co-host, you need to enable this feature in your profile settings. See the previous section, “Enable the Co-Host Option.”
Make an Attendee a Meeting Co-Host
In the host controls, click Participants.
Note: You can also display the Participants pane by pressing + .
Zoom opens the Participants pane.
Click the attendee’s More button.
Click Make Co-host.
Alternatively, click the attendee’s Menu icon () and then click Make Co-host.
Note: You can repeat steps 2 and 3 to add more co-hosts, as needed. There is no limit on the number of co-hosts you can add.
Zoom lets the attendee know that they are now a co-host of the meeting.
Assign an Attendee to Type Closed Captions
If your meeting includes participants who are hearing impaired, you can assign another participant to type closed captions. Zoom offers a feature that enables you to assign a third-party service to create closed captions. However, if you do not have access to such a service and your meeting either has one or more hearing-impaired participants or is required to provide such accessibility, you as the meeting host can assign another attendee to provide the closed captioning. Ideally, it is best to contact that user before the meeting to ensure the person is willing and able to type closed captions.
Assign an Attendee to Type Closed Captions
In the host controls, click Closed Caption.
Click Assign a participant to type.
Alternatively, you can click I will type to assign this task to yourself.
If you have access to a third-party closed captioning service, click Copy the API token and then paste the token into the service’s closed captioning tool.
Zoom opens the Participants pane.
Click the attendee’s More button.
Click Assign to Type Closed Caption.
Alternatively, click the attendee’s Menu icon () and then click Assign to Type Closed Caption.
Note: If you do not see the Assign to Type Closed Caption command, it means the user is attending the meeting using a mobile device.
Zoom lets the attendee know that they have been assigned to type closed captions.
Enable Screen Sharing for Participants
You can make your meetings more valuable and productive by enabling participants to use screen sharing. Screen sharing is a feature that enables you to show your screen, an open window, a running application, or other types of content to the participants in your meeting. By default, only the meeting host can share content in this way. However, it is often useful to allow participants to share content. To allow this, you must enable participant screen sharing in your Zoom profile settings. For the full details on using screen sharing, see Chapter 6.
Enable Screen Sharing for Participants
Use a web browser to navigate and sign in to https://zoom.us/profile/setting.
Click Meeting.
Zoom displays the meeting settings.
Click Screen sharing ( changes to ).
Under Who Can Share?, click All Participants ( changes to ).
Under Who Can Start Sharing When Someone Else Is Sharing?, click All Participants ( changes to ).
Click Save.
Meeting participants can now use screen sharing.
Note: Changes to screen sharing settings do not apply to existing meetings.
Enable Breakout Rooms for Participants
You can make your large meetings more efficient and productive by enabling participants to be split into multiple breakout rooms. A breakout room is a separate session that includes a subset of the participants from the main meeting. By splitting a large meeting into several breakout rooms, you make it easier for participants to talk and share information. Breakout rooms are disabled by default, so to use them you must enable a setting in your Zoom profile. To learn how to create breakout rooms, see the next section, “Create Breakout Rooms.”
Enable Breakout Rooms for Participants
Use a web browser to navigate and sign in to https://zoom.us/profile/setting.
Click Meeting.
Zoom displays the meeting settings.
Click Breakout room ( changes to ).
Click Allow host to assign participants to breakout rooms when scheduling ( changes to ).
Note: To pre-assign breakout rooms, use the Zoom web portal to schedule a meeting and click Breakout Room pre-assign ( changes to ).
Click Save.
You can now create breakout rooms in meetings.
Note: Changes to breakout room settings do not apply to existing meetings.
Create Breakout Rooms
In a large meeting, you can enhance communication and sharing by creating breakout rooms. Each breakout room contains a subset of the participants from the main meeting. Breakout room participants get the same audio, video, and screen sharing features as they do in the main meeting, but the smaller number of participants in the breakout room makes for easier communication. You can create up to 50 breakout rooms. You can have Zoom automatically assign participants to each room, assign the participants yourself, or allow participants to choose rooms themselves. See the previous section, “Enable Breakout Rooms for Participants,” to activate this feature.
Create Breakout Rooms
In the host controls, click Breakout Rooms.
Zoom displays the Create Breakout Rooms dialog.
Click the Create X breakout rooms to set the number of rooms.
Click how you want the rooms assigned to the participants ( changes to ):
Assign automatically. Let Zoom assign the participants.
Assign manually. Assign the participants yourself.
Let participants choose room. Let each participant choose the room they want.
Click Create.
The Breakout Rooms dialog appears.
You can click Rename to give a room a different name.
If you opted to assign the rooms yourself, click Assign and then click each user ( changes to ).
Click Open All Rooms.
Zoom opens the breakout rooms.
Enable Recording for Participants
You can make a meeting more valuable to the participants by enabling them to record the meeting. Recording is a feature that saves the meeting audio and video to a file for later playback. See Chapter 7 to learn more. By default, the meeting host can record the meeting, and that recording can be saved either locally to the host’s computer or online in the cloud. If you enable participants to record the meeting, they can record locally only. However, before you can give a participant permission to record the meeting, you must activate that setting in your Zoom profile.
Enable Recording for Participants
Use a web browser to navigate and sign in to https://zoom.us/profile/setting.
Click Recording.
Zoom displays the recording settings.
Click Local recording ( changes to ).
Click Hosts can give meeting participants permission to record locally ( changes to ).
You can now allow meeting participants to record meetings locally.
Note: Changes to recording settings do not apply to existing meetings.
End a Meeting
When your meeting time is done, your final duty as the meeting host is to end the meeting. Even though you specify a meeting duration when you schedule a meeting, that duration is a courtesy so that the meeting participants know how much time to set aside in their calendar. When the duration you specified is reached, Zoom does not end the meeting automatically. Instead, when the meeting is complete, whether the meeting is exactly as long as the duration you set or the meeting is a little longer or shorter, you as the meeting host must end the meeting.
End a Meeting
In the host controls, click End.
Click End Meeting for All.
Zoom ends your meeting.
Note: If your meeting is idle — that is, no talking and no activity — for 40 minutes, Zoom ends the meeting automatically. Zoom also ends the meeting automatically after 40 minutes if you created the meeting using a Basic (free) Zoom account.
