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Video Conferencing: sub-module 7 of 15 of learning online: computer skills category

In this section, you will learn about Zoom and Cisco Webex

Your professor may be using this software to hold classes online. You can also use this software to meet with classmates for group projects or study groups. This guide has information to help you get started with the different software, including tips and tricks. It also has links to a few resources to help you if you want more information.


Using Zoom

Getting Started with Zoom

Watch the video below to get familiar with Zoom and to find out how to use it. You can also download a checklist below the video that you can use for your reference as you get set up and start using Zoom.

What is expected of me on Zoom? (Zoom etiquette)

Watch the video below to learn about what is expected of you on Zoom and how to make a good impression. 

Zoom etiquette Video Transcript - RTF

Setting Up a Meeting With Your Group

To schedule your own Zoom meetings, you will need to sign up for a Zoom account. Follow the process below to find out how to sign up for Zoom, schedule a Zoom meeting, and join a meeting that.

  1. Sign up on the Zoom website 
  2. Download the Zoom app.

Zoom licenses are free to all students. Please note that student hosted meetings with more that 2 participants have a 40 minute time limit. Students can host meetings with up to 100 participants.

Watch the demo below to find out how to get started.

  1. Sign in to the Zoom website.
  2. Select Meetings and then Schedule a New Meeting.
  3. Fill in the details and click Save. Note: Make sure to automatically generate a new meeting ID for each meeting. Do not use your personal meeting ID.
  4. Click Copy the invitation.
  5. Paste the meeting invitation into an email and email it to your group members. 

Watch the video below to learn how to schedule a meeting or visit the Zoom support website for more information.

  1. Open the Zoom desktop app.
  2. Click Meetings at the top.
  3. Select the meeting and click Start.

The following safeguards will help protect your personal privacy while attending online classes or meeting using Zoom.

  1. Create a Zoom account with a strong password. Use a minimum of 12 characters, with at least one upper and one lower-case letter, one number and one special character. Do not use the same password as you use for something else.
  2. Ensure your Zoom app is updated to get the best performance and the latest security updates. To check for updates, navigate to the profile image in the top right-hand corner of the Zoom application and click “Check for Updates.”
  3. Only conduct Zoom video meetings in private. This makes sure that there is no risk that someone will overhear your personal information.
  4. Ensure that you have a background appropriate for a classroom setting. If you don’t have anywhere appropriate, you can use a neutral virtual background.
  5. Use headphones or earphones. This prevents the people around you overhearing your meeting.
  6. Choose whether you want to appear in a recording. If your instructor informs you that a session will be recorded, you can mute your session and turn off your camera to avoid being recorded.

How do I join a Zoom meeting?

The host of the meeting will send you an email with the meeting information and link to the meeting.

  1. At the meeting time, open the meeting invitation email.
  2. Click on the meeting link.
  3. If the meeting requires registration, fill in the form and click Register, then click the meeting link.
  4. When prompted, open Zoom or download it if you have not already done so. You will then enter the meeting.

Watch the video below to learn how to join a Zoom meeting or visit the Join a meeting for more informaiton.

Using Zoom Tools

View the information below to find out how to use features like sharing your screen or recording a meeting.

When you are meeting with others using the desktop app, you can share your screen.

  1. Click Share Screen from the bottom menu.
  2. Choose to share your entire screen, a whiteboard, or a specific application.
  3. Click Share.

Watch the video and read the instructions on this Zoom article about Sharing your screen.

  1. When viewing a shared screen, click Annotate at the top of the window.
  2. Add text, draw, etc. on the screen.

Tip: you can annotate on your own shared screen or on a screen shared by another group member.

Read more info here: Using annotation tools on a shared screen or whiteboard.

  1. Click Record at the bottom of the screen.
  2. Select Record to the Cloud
  3. Press the Stop button in the top left to end recording.

Note: Zoom will email you when your recording is ready. It may take time. 

For more info, watch the video below or read the following articles:

  1. Sign in to the Zoom website.
  2. Click Recordings.
  3. Locate the meeting you want to share; click Share.
  4. Copy the recording link; paste the link in an email to the other participant(s) in the meeting.

For more info:

If you are the host of a meeting, you can set up a poll for your group. 

  1. Sign in to the Zoom website.
  2. Click Meetings and click to open the meeting you want.
  3. Scroll down to the Poll section and click Add.
  4. Add your question and answers and click Save.
  5. Start your meeting in the desktop app.
  6. Click Polls and then Launch Poll. Participants will see your poll.

For more info, watch the video below or visit Polling for Meetings.

Tips and Tricks for Using Zoom

View the information below for strategies and tips to help you use for group meetings and presenting online.

  • Become familiar with the basic controls and features in Zoom. Watch Zoom 101: In Meeting Controls (Basic).
  • You can use Zoom tools to participate:
    • You can "annotate" a shared screen. When you're seeing a screen that was shared by you or someone else in the meeting, you can add text, circle things you don’t understand, and more. Just click the annotate tool from the options drop-down menu at the top of the screen.
    • Use a whiteboard. When you click Share Screen, you can choose to share a built-in whiteboard. You and your group members can add text, draw on the screen and more.
    • Add comments in the chat. If you're meeting with your professor and the rest of your class, they might have everyone else's microphone muted to cut down on noise. You can still participate by adding comments in the chat box. 
    • Send and receive files in the chat. If there is something you want to share with your group members or professor, you can send it through the chat feature. Your professor may also use the chat to send files to the class.

Strategies for Meeting and Presenting

View the information below for strategies and tips to help you use for group meetings and presenting online.

Watch the video below to learn strategies for delivering a presentation online using Zoom.

delivering presentations Video Transcript - RTF

Cisco Webex

How to Join a Meeting in Webex

When you have been sent an invitation to a Webex meeting, follow the instructions below. Watch the video for a demonstration.

To join a Webex meeting:

  1. Open the email or calendar invitation with the meeting link.
  2. Click Join Webex meeting.
  3. Enter your name and email address and click Join Meeting.
  4. If this is your first Webex meeting, install the Webex desktop application or the web add-on when prompted.
  5. When you are connected to the meeting, choose how to connect to the meeting audio using the drop-down menu. The easiest way is to connect through computer audio.
  6. Click Connect Audio and Video to join the meeting.

How and Why to Sign Up for a Webex Meetings Account

If you want to schedule your own meetings in Webex meetings, you will need to create an account in one of two ways:

  • If your college uses Webex for remote lectures, follow instructions provided by your college. 
  • If you are creating a personal account, visit, click Start for Free, and follow the registration instructions. 

You can register for a free account or pay for an account in order to access more features. Here is a comparison of the two types of account. 

Free Version  Starter Paid Version 
  • 50-min meeting maximum 
  • Up to 100 people can join 
  • No alternatives hosts for your meetings 
  • Record meetings and save to your computer 
  • 24-hour meeting maximum 
  • Up to 150 people can join 
  • Alternative host options  
  • Record meetings and save to the cloud 


How to Schedule in Webex

When you have a Webex account, you can schedule your own meetings and invite others to join them. Watch the video for a demonstration and read the instructions below.

To schedule a meeting from the Webex website:

  1. Sign in to Webex and navigate to your homepage.
  2. Click Schedule.
  3. Add the meeting information such as the name of the meeting and the date and time.
  4. Set a password for your meeting.
  5. In the Attendees box, add the email addresses of the people you want to invite, separated by a comma or semicolon.
  6. Set up advanced options, such as a meeting agenda or automatic recording.
  7. When you’re ready, click Schedule.

How to Share Your Screen in a Webex Meeting

If you want to show something on your screen to other participants of your meeting, you can share either your entire screen or one specific application. We recommend that you open whatever it is that you want to share ahead of time so that is ready during your meeting. Watch the video to see a demonstration and read the instructions below.

To share your screen:

  1. In your meeting window, click the Share Content button from your meeting controls.  
  2. Choose how to optimize your display based on the type of content you want to share. You can choose from the following two options:
    • Optimize for text and images 
    • Optimize for motion and video 
  3. Select either Screen to show your entire screen, or a specific application or window to display that. Note: We recommend only sharing one window at a time to avoid accidentally sharing private information.
  4. When you want to stop sharing your screen, click Stop Sharing.  


How to Share a Video in a Webex Meeting

Sharing a video is a lot like sharing any other content in Webex meeting. There are just a few extra settings you need to use to allow participants to hear the video and see a smooth video. Watch the video for a demonstration and read the instructions below.

To share a video:

  1. In your meeting window, click the Share Content button from your meeting controls.
  2. From the drop-down menu, choose Optimize for motion and video.
  3. Make sure that the check box for “Share your computer audio” is selected. This allows participants to hear the audio in the video.
  4. Choose the window or application that has the video.
  5. Play the video.
  6. When you want to stop sharing your screen, click Stop Sharing.


How to Record a Meeting in Webex

You can record your Webex meeting to view again later. If you have a free account, your recording will be saved on your computer. If you have a paid account, your meeting recordings can be saved to the cloud. You must be the host in order to record a meeting. Watch the video for a demonstration and read the instructions below.

To record a meeting:

  1. In a meeting where you are the host, click the Record button from the meeting controls to open the Record menu.
  2. Choose where to save the recording and click Record.
  3. Open the Record menu to pause or resume the recording as needed.
  4. In the Record menu, click stop the end the recording.
  5. Locate your recording in one of the following places, depending on where you chose to save it:
    • Your computer (free accounts and paid account).
    • The Webex website, in the Recordings tab (paid accounts only). You will receive an email when the recording is ready.