How to Use Zoom to Create and
Run a Meeting - Beginners
Guide
Presenters: Peter Shea & Daniela Loghin
Agenda/Learning Objectives
• How to create a Zoom account? (And why)
• How to upgrade to a full Zoom Account via MCC
• How to schedule a meeting in Zoom
• How to invite others in your meeting
• How to host a meeting without scheduling
• Which one, Zoom or Collaborate?
To set-up a Zoom meeting, you first
need to sign up for an account. Your
organization may grant you a license to
Set-up Zoom Meeting use. You can also create a free account
on your own.
If you wish a free account of your own,
go to www.zoom.us. You will also need
to have Zoom’s software downloaded
and installed on your computer to use
Zoom.
Requesting Zoom Licenses for Faculty and Staff
Posted By: Technology Center
UPGRADE: Do you have the free, basic version of Zoom with a 40 minute time limit that is
associated with your MCC e-mail address and wish to upgrade to the full version? If
so, please email servicedesk@middlesex.mass.edu to request a full license. After the license
is applied using your MCC e-mail address, you will receive an e-mail confirmation. You can login
into your existing Zoom account associated with your MCC e-mail address and it will be
automatically upgraded to the full version.
NEW: If you do not have any Zoom license, but would like to get a full version for creating
group meetings, lectures, etc… then please email servicedesk@middlesex.mass.edu with the
request. Zoom accounts are created using your MCC e-mail address and cannot be created
using a personal, non-MCC e-mail address.
Once you have a Zoom account, go to their sign-in
Sign-In to Zoom Account link on the Zoom main web page to schedule a
Zoom meeting. You can sign up for a free basic
account that allows you to create 40 minute
meetings without charge. If you have a paid
account, you can set your own time length.
Once you’ve signed into your
Schedule a Meeting account, click Join a Meeting to
schedule your Zoom meeting.
Schedule a Meeting II
This brings you to a
page where you can
Schedule a Meeting.
Schedule a Meeting III
On the Schedule a Meeting page,
you need to set the meeting
parameters. Add the meeting title
(ex: Class Session #4) and a
description (optional).
Also set the time length and
duration. Be very careful to select the
proper Time Zone.
Schedule a Meeting IV
Scrolling down the page, you
can indicate whether this is a
Reoccurring Meeting (useful
for regular class times)
It is recommended that you
use the Meeting Password
function in order to decrease
the likelihood of having your
meeting compromised by
unwanted visitors.
Meeting Settings
A Zoom meeting can both
audio and video or be
exclusively audio for both
host and participants.
Meeting Settings I
Scroll down further and you will see
more Meeting Options. A virtual
“waiting room” allows participants to
sign in early before the host begins the
meeting.
You can record the meeting but should only do so if
participants are aware.
When you have completed the
meeting set-up, click Save.
Meeting Settings II
A meeting session will then be generated.
You can then add the meeting to your
preferred web calendar.
The Save function also generates an
invitation for participants. Click Copy
Invitation and post it into a meeting
invitation email.
Meeting Settings III
The Meeting Options function allows
the scheduler an opportunity set up
basic functions—such as Enable Join
Before Host, Mute participants Upon
Entry, Enable Waiting Room, and
Record the meeting automatically on
the local computer.
Assigning an Alternative Host
The Alternative Host function
allows a user to schedule a Zoom
meeting but assign the Host role
to another person. This function is
useful for Administrative Assistants
who are setting up meetings for
managers.
Copy Meeting Invitation
The text of the invitation to the
Zoom meeting will appear. Once
you review the content, click
Copy Meeting Invitation again.
You can then paste the meeting
invitation text into an email
forwarded to the participants.
Start the Meeting
The meeting host should use the
Start this Meeting function in their
Zoom dashboard to begin the
meeting.
Open Zoom Meetings
A Zoom meeting launch pop-up
should appear. Click Open Zoom
Meetings.
Admitting Participants in the Waiting Room
As the meeting host, you should click
on the Participants icon to see who is
waiting to enter the virtual meeting
space. You can click Admit or choose
See Waiting Room to review the
people waiting to join.
Beginning a Meeting
A side menu will
appear on the right
listing your name
and the names of
the people waiting
to enter. Scroll over
the name of the
people waiting to
see an Admit
button appear.
Meeting Screens
The host will have a series of
icons at the bottom of the
screen. Meeting participants
also have icons, but fewer
unless enabled by the host.
The Mute/Unmute Function
You can click Mute
to stop yourself from
being heard and Unmute
to resume.
Start/Stop Video
You can also Start Video or Stop
Video to control whether you are
seen in real-time.
Security Settings I
Security settings offer the
meeting host the following
functions: Lock Meeting & Enable
Waiting Room. It also enables the
host to control what participants
can do. The host can allow
participants to: Share Screen,
Chat, & Rename Themselves.
Security Settings II
(Lock Meeting means no one else is
allowed to join.)
Participants Icon
The Participants icon
indicates all the people
who are currently in the
Zoom virtual classroom.
If participants wish to
raise their hand to ask a
question (or have the
host unmute them), the
participant should click
this icon and a new
panel will appear on the
right side of the screen.
Chat Function
Chat allows you
to send
messages to
either the whole
class or to an
individual.
After Chat is clicked on, a separate screen
appears where you can write and read chat
messages.
Share Screen Function
Share Screen allows participants to
share what is on their computer
desktop or open web browsers to
display with the whole class. This is
useful when meeting participants
want to share their work. It also allows
instructors to share content from their
computer. (Participants can't share
their screen approved by the meeting
host.)
Recording the Zoom Session
A host can Record the Zoom meeting.
Participants can only use record if the host
grants permission.
Using the “Reaction” Button
The Reaction button allows
the participant to select a
“Thumbs up” or “Clap” icon
to signal approval of what a
speaker has said.
Ending the Zoom Session
At the conclusion of the meeting
session, the host should click the End
icon. This will end the Zoom meeting
session.
Zoom vs Collaborate?
• Zoom: you (and your students) need an account
• Collaborate: no account; embedded in Bb
• Zoom: issues with Zoom-bombing
• Collaborate: more secure; embedded in
Blackboard
• Zoom: can project more camera; more settings
• Collaborate: only 4 cameras, fewer settings (note:
preliminary research suggests that it easier to
create a sense of classroom community the more
people can be seen on-screen).
Questions? Feedback?
Any Questions? If so, reach out to
Daniela Loghin, MCC Instructional Designer LOGHIND@middlesex.mass.edu
Peter Shea, Director of Professional Development, sheap@Middlesex.mass.edu
