Much of this is taken from Zoom's Best Practices. See the attached PDF for some good advice also.
Zoom Help
The Zoom Help Center is the place to go to learn to use Zoom most effectively. They have video tutorials. The Getting Started section is a...well...good place to start.
Most of the links in the following go to relevant sections of the Zoom Help Center.
Scheduling
You can schedule a meeting from the Desktop Client or the Zoom web portal. Scheduling on the web portal will give you more controls, but if you set up meeting templates, you may not need these extra controls.
You can delegate authority to schedule meetings on your behalf.
Large events (more than 500 attendees)
The standard license for Zoom users supports up to 500 attendees for a Webinar or a Meeting. If you think that your event is likely to draw more attendees than that we do have a few licenses that will support up to 1000 attendees. You'll find a list below of users with those licenses. Please contact one of these BEFORE scheduling the event and they will schedule it using their license and make you an alternate host.
Name
|
Ashley Tannert, @ashley_tannert
|
Atsuko Iono, @AtsukoI_Japan
|
Gina Xie, @GinaXie
|
Jeff Perkinson, @Jeff_Perkinson
|
Julie Stone, @julie_stone
|
Lori Harris, @loharr
|
Nina Chan, @nina_chan
|
Sachiko Ishibashi, @sachiko_ishibas
|
SangHyun Kim, @kimsanghyun
|
Yi Qian Tan, @Yiqian
|
Meetings vs. Webinars
According to Zoom:
- Meetings are designed to be a collaborative event with all participants being able to screen share, turn on their video and audio, and see who else is in attendance.
- Webinars are designed so that the host and any designated panelists can share their video, audio and screen. Webinars allow view-only attendees. They have the ability to interact via Q&A, Chat, and answering polling questions. The host can also unmute the attendees. Attendees in webinars, can not rename themselves as well.
Here's a table comparing the two.
View more...
| |
Meeting |
Webinar |
| Description |
Zoom meetings are ideal for hosting more interactive sessions where you’ll want to have lots of audience participation or break your session into smaller groups. |
Think of webinars like a virtual lecture hall or auditorium. Webinars are ideal for large audiences or events that are open to the public. Typically, webinar attendees do not interact with one another. Though Zoom provides options for you to get more social with your attendees, your average webinar has one or a few people speaking to an audience. |
Best used for |
Small to large groups (2+ participants) for:
- Customer-facing meetings
- Sales meetings
- Training sessions
|
Large events and public broadcasts (50+ attendees) such as:- Town halls
- Quarterly updates
- Educational lectures
|
Typically used by |
- General employees
- Training groups
|
- Event hosts
- SVPs and C-Suite
|
| Cost |
Free and Paid subscriptionoptions available. |
Paid Add-on, available to Pro or higher subscriptions. |
Feature comparison
| Feature |
Meeting |
Webinar |
| Participant roles |
Learn more about Meeting Roles.
|
Learn more about Webinar Roles.
|
| Audio sharing |
- All participants can mute/unmute their own audio
- Host can mute/request to unmute participants
- The Host can set all participants to mute upon entry
|
- Only the Host and panelists can mute/unmute their own audio
- Attendees join in listen-only mode*
- The Host can unmute one or more attendees
|
| Video sharing |
All participants |
Hosts and panelists |
| Screen sharing |
✔ |
✔ |
| Capacity |
Up to 100 with free license, up to 1,000 depending on plan and large meeting add-on. |
Up to 100-10,000 participants, depending on the license. |
| Participants list |
Visible to all participants |
Visible to host and panelist |
| Email reminders |
N/A |
If registration is enabled |
| Chat |
In-meeting Chat |
Webinar chat |
| Meeting reactions |
✔ |
N/A |
| Nonverbal feedback |
✔ |
Only raise hand |
| Q&A |
N/A |
✔ |
| File transfer |
✔ |
N/A |
| Whiteboard |
✔ |
✔ |
| Annotation |
✔ |
✔ |
| Polling |
Polling for meetings |
Polling for webinars |
| Livestream |
Facebook, YouTube, Workplace by Facebook, Custom Streaming Service |
Facebook, YouTube, Workplace by Facebook, Custom Streaming Service |
| Registration |
Registration for meetings |
Registration for webinars |
| Closed captioning |
✔ |
✔ |
| Recording |
✔ |
✔ |
| Breakout rooms |
✔ |
N/A |
| Practice session |
N/A |
✔ |
| Waiting room |
✔ |
N/A |
| Paypal integration |
N/A |
✔ |
| Require password to join |
✔ |
✔ |
| International dial-in numbers |
✔ |
✔ |
*Note: If the host or co-host enables Allow to talk for an attendee, they will be able to enable their microphone as well as mute and unmute themselves.
Polling
Polls are good to create engagement. They work slightly differently between meetings and webinars. You can start your meeting with a poll about JMP versions, JMP usage, interests, whatever you can think of.
If you want to create a poll to use across lots of meetings you'll have to create a meeting template from a meeting with the poll questions. [There is no other way to save and re-use polls.]
After the meeting you can generate reports for the polls.
Registration
Because all registration information must end up in Salesforce, the best way to capture it is using the JMP Discovered framework.
However, you can do registration through Zoom but it is not a best practice. Registration for webinars is somewhat different from registration for meetings.
You must link to the SAS Privacy Policy (jmp.com/privacy).
If you plan to share the participant information (even if only the names) with anyone at the company your meeting with you must include the following disclaimer on the registration page:
By registering for this event, you understand and agree that your personal information will also be shared with your employer, [company name]. For questions, please contact [contact name, contact email].
After the meeting/webinar you can generate a report of attendees. You can use this report, after reformatting appropriately, to add your attendees to Salesforce.
Recording
You can record your meetings and webinars on the Zoom website ("the cloud"). However, you must not allow download of those recordings. SAS Legal has directed that we need to maintain control of all recordings.
Before sharing a recording of a demo, please consider the following:
- Recordings are, generally speaking, a low-bandwidth transmission method. Written communications usually have a higher content-to-time ratio.
- Because the recordings live on the Zoom website, viewers will have no JMP context (i.e., all the other stuff on jmp.com or community.jmp.com) and therefore the recording becomes a dead end.
- Is the demo the best version of this demo that exists? For many of our standard demos we have recordings already. Plan your demo to follow the same content as the recording and you can then point to that instead. These recordings live on jmp.com or community.jmp.com and don't have the dead end problem from above.
Keyboard Shortcuts
There are many keyboard shortcuts for the Zoom desktop clients. The one you will use most often is the spacebar to temporarily unmute yourself. There are others for muting everyone but the host (Command(⌘)+Control+M or Alt+M) and for starting and stopping your video (Command(⌘)+Shift+V or Alt+V).
In a Meeting
Spotlight video puts a participant as the primary active speaker for all participants. All participants will only see this speaker as the active speaker. This feature is often used to spotlight a keynote speaker or make sure that participants are focused on the right video. This is especially useful when there are lots of participants in the meeting.
Zoom Client vs. Joining meetings/webinars in a browser
Zoom supports a client application on Windows, Mac, Android, iOS, and Linux, and also a browser-based version for joining meeting and webinars.
Join via browswer
Joining via browser may mitigate the concern some companies have about Zoom. If you get this pushback (e.g., "We can't use zoom.") please make sure they know that there is no requirement to install a client or anything on the local machine.
Here's a screen shot showing the join by browser link:
The table below shows the differences between the Windows, Linux, Mobile App and browser based client versions. Check the version of this table on the Zoom website to make sure it is up to date.
View more...
| Feature |
Windows
macOS |
Linux |
Android
iOS |
Web client |
Start or join meeting
|
| Join a meeting without signing in |
✓ |
✓ |
✓ |
✓ |
| Join a meeting in progress |
✓ |
✓ |
✓ |
✓ |
| Sign in using Zoom account, Google, Facebook, or SSO |
✓ |
✓ |
✓ |
✓ |
| Start an instant meeting. |
✓ |
✓ |
✓ |
✓ |
| Schedule one-time or recurringmeeting |
✓ |
✓ |
✓ |
|
| Share your screen in a Zoom Room by entering in the sharing key or meeting ID. |
✓ |
✓ |
✓ |
|
| Display upcoming meetings |
✓ |
✓ |
✓ |
|
| Display synced calendar events (if you added a third-party calendar service) |
✓ |
✓ |
✓ |
|
| View, edit, start, or delete your scheduled meetings |
✓ |
✓ |
✓ |
|
| Participants are pre-assigned to breakout rooms (if set up by the host) |
✓ |
✓ |
✓ |
|
In-meeting controls (participants and hosts)
|
| Join computer audio |
✓ |
✓ |
✓ |
✓
(A) |
| Mute/unmute mic |
✓ |
✓ |
✓ |
✓ |
| Start/stop video |
✓ |
✓ |
✓ |
✓ |
| Invite others to join meeting |
✓ |
✓ |
✓ |
✓ |
| Change your screen name for the meeting |
✓ |
✓ |
✓ |
✓ |
| Non-verbal feedback |
✓ |
✓ |
✓ |
✓ |
| Share screen |
✓ |
✓ |
✓ |
✓
(B) |
| In-meeting chat |
✓ |
✓ |
✓ |
✓ |
| Start cloud recording |
✓ |
✓ |
✓ |
✓ |
| Start local recording |
✓ |
✓ |
|
|
| Request remote control |
✓ |
✓ |
✓ |
✓ |
| Gallery view |
✓ |
✓ |
✓ |
|
| Participant in breakout rooms |
✓ |
✓ |
✓ |
✓ |
In-meeting controls (hosts and co-hosts)
|
| Create, edit, and launch polls |
✓ |
✓ |
|
|
| Start breakout rooms (host only) |
✓ |
✓ |
|
✓ |
| View pre-assigned participants in breakout rooms (if set up in web portal) |
✓ |
|
|
|
| Live stream meeting |
✓ |
✓ |
|
|
In-meeting security controls (hosts and co-hosts)
|
| Lock meeting (don't allow other participants to join the meeting in progress) |
✓ |
✓ |
✓ |
✓ |
| Place the attendee in a virtual waiting room |
✓ |
✓ |
✓ |
✓ |
| Control if participants can share screen |
✓ |
✓ |
✓ |
✓ |
| Control if participants can use in-meeting chat |
✓ |
✓ |
✓ |
✓ |
| Control if participants can unmute or rename themselves |
✓ |
✓ |
✓ |
✓ |
| Enable/disable video receiving |
|
|
|
✓ |
Webinar controls (hosts)
|
| Launch question and answer session |
✓ |
✓ |
✓ |
✓ |
| Launch polls |
✓ |
✓ |
|
|
| Live stream webinar |
✓ |
✓ |
|
|
|
|
| Stop a participant's video |
✓ |
✓ |
✓ |
✓ |
| Assign a participant to be the host |
✓ |
✓ |
✓ |
✓ |
| Assign a participant to be a co-host |
✓ |
✓ |
✓ |
✓ |
| Allow a participant to start or stop a recording |
✓ |
✓ |
✓ |
|
| Assign a participant to type closed caption |
✓ |
✓ |
✓ |
✓ |
| Change a participant's name that is displayed to other participants |
✓ |
|
✓ |
✓ |
| Remove participant from meeting |
✓ |
✓ |
✓ |
✓ |
| Mute/unmute all participants |
✓ |
✓ |
✓ |
✓ |
| Automatically mute participants as they join the meeting |
✓ |
✓ |
✓ |
✓ |
| Play chime when participants join and leave |
✓ |
✓ |
✓ |
✓ |
| Don't allow other participants to join the meeting in progress |
✓ |
✓ |
✓ |
✓ |
| Control who participants can chat with |
✓ |
✓ |
✓ |
✓ |
| Put a participant on hold |
✓ |
✓ |
✓ |
✓ |
|
|
| Share whiteboard |
✓ |
✓ |
✓ |
|
| Annotate on shared screen or whiteboard |
✓ |
✓ |
✓ |
|
| Pause your current shared screen |
✓ |
✓ |
|
✓ |
| Show or hide names of annotators |
✓ |
✓ |
✓ |
|
| Stop a participant's screen share (host and co-host only) |
✓ |
✓ |
|
|
| Control if multiple participants can share screen simultaneously |
✓ |
✓ |
|
✓ |
Profile
|
| Add a personal note |
✓ |
✓ |
✓ |
|
Change profile photo or screen name
Note: On the desktop client, you will be redirected to the web portal to change your screen name |
✓ |
✓ |
✓ |
|
| Manually change your status |
✓ |
✓ |
|
|
Chat
|
| Mark messages as unread |
✓ |
|
✓ |
|
| Edit your sent messages |
✓ |
✓ |
|
|
| Delete your sent messages, images, or files |
✓ |
✓ |
✓ |
|
| Save images or files sent in the chat |
✓ |
✓ |
✓ |
|
| Add messages to your starred list and view all messages you have starred |
✓ |
✓ |
|
|
| View starred messages in a specific chat |
✓ |
✓ |
✓ |
|
| Use your personal chat space |
✓ |
✓ |
✓ |
|
| Send images or files |
✓ |
✓ |
✓ |
|
| View all files sent or all files received in chat |
✓ |
|
✓ |
|
| Share sent or received chat files with contacts |
✓ |
|
✓ |
|
| Send a capture of the current screen |
✓ |
✓ |
|
|
| Send animated GIFs |
✓ |
|
|
|
| Send code snippets |
✓ |
✓ |
|
|
| Send emoticons |
✓ |
✓ |
✓ |
|
| Encrypted chat |
✓ |
✓ |
✓ |
|
| Store chat message history |
✓ |
✓ |
✓ |
|
| Invite contacts to an existing chat |
✓ |
✓ |
✓ |
|
Channels
|
| Change notifications for new channel messages |
✓ |
✓ |
✓ |
|
| Add channels to your starred list and view channels you have starred |
✓ |
✓ |
✓ |
|
| Create a channel |
✓ |
✓ |
✓ |
|
| Edit a channel (must be a channel admin) |
✓ |
✓ |
✓ |
|
| Invite members to a channel |
✓ |
✓ |
✓ |
|
Contacts
|
| Add contacts |
✓ |
✓ |
✓ |
|
| Add contacts to your starred list and view contacts you have starred |
✓ |
✓ |
✓ |
|
| Directory for contacts, channels, and Zoom Rooms |
✓ |
✓ |
✓ |
|
| Add contact to auto-answer group |
✓ |
✓ |
|
|
|
|
| Automatically join meeting by computer or device audio |
✓ |
✓ |
✓ |
|
| Automatically mute when joining meeting |
✓ |
✓ |
✓ |
|
| Automatically call phone number to join meeting |
|
|
✓ |
|
| Insert a link preview whenever a chat message contains a link |
✓ |
|
✓ |
|
| Change notification settings for chat |
✓ |
✓ |
✓ |
|
| Manage blocked contacts |
✓ |
✓ |
|
|
| Display meeting reminders |
✓ |
✓ |
✓ |
|
| Display connected meeting time |
✓ |
✓ |
✓ |
|
| Display closed captions (if available) |
✓ |
✓ |
✓ |
|
| Automatically disable your video when joining a meeting |
✓ |
✓ |
✓ |
|
| Touch up appearance |
✓ |
✓ |
|
|
| Virtual Background |
✓ |
✓ |
✓
(iOS only) |
|
Note (A): Joining computer audio on Safari is only available for webinar attendees.
Note (B):
- Screen sharing on Microsoft Edge requires Windows 10 Pro or Enterprise. It is not supported on Windows 10 Home. If you are running Windows 10 Home and need to share your screen, we recommend using Chrome or Firefox.
- Screen sharing is not supported on Safari.
Using Breakout Rooms in Zoom
Setting up Breakout Rooms while in the Zoom Meeting
- For Zoom instructions and examples on breakout rooms review this link
- Breakout Rooms can only be utilized in Zoom Meeting not Zoom Webinars
- Host’s and co-hosts can set up and manage breakout rooms
- Only one host can manage the breakout rooms at a time
- It is recommended to join the meeting 15-20 minutes prior to set up the breakout rooms
- Participants can choose their own room if they have the most recent update for the Zoom client
Setting up Breakout Rooms When Creating Zoom Meeting
