The Institute For Woman-Centered Coaching

Tips for Getting Set Up and
Getting the Most out of Zoom

How To Participate via Zoom

We’ll be utilizing Zoom technology for our gathering, and it’s very simple to use!

If you’ve never used this kind of technology before, you’re strongly encouraged to give yourself plenty of time to download Zoom and get comfortable with the interactive components.

Please Note: If you have any trouble joining via your computer (or with the video option) at the time of the event, you can also join in by phone (see your program email for the phone number and meeting ID).

What You Need To Get Started

• An internet connected computer or laptop with a camera device
• Your meeting access information
• A phone if you’re unable to receive video via your computer, laptop, or device
• A headset or earbuds (optional)

What Do You Need Support With?

• Downloading Zoom
• Raising My Hand
• Starting and Stopping Video
• Gallery or Speaker View
• Breakout Groups
• Closed Captioning Translation
• Side-by-Side Mode
• Troubleshooting

Download Zoom to Your Computer

To download the Zoom desktop client:

1. In your internet browser, enter https://zoom.us/download.
2. Under Zoom Desktop Client, click the Download button.
3. At the bottom left of your screen, the Zoom installer will automatically start downloading the Zoom desktop client. If downloading doesn’t start, double-click the Zoom installer to begin the desktop client install.
   Note: After the Zoom desktop client installation is complete, a Zoom icon will appear on your desktop.
4. Complete the installation process.
5. Double-click the Zoom desktop icon to begin using Zoom.

Once you download the software:

• Click on the Zoom Custom link we sent in your Event Access email.
• If prompted, type in your name so we can identify you and call on you by name if you raise your hand! Feel free to use a pseudonym if you prefer.
• AND there will be a window that pops up—it looks like this:
  
• Make sure “Computer Audio” is highlighted in blue, and then click on “Join with Computer Audio.”

You should now be in the Zoom room!

How to Raise Your Hand
To raise your hand, click on the “Reactions” icon in the center bottom of your screen. A pop up screen will open. In the bottom center will be the option “Raise Your Hand.” Click on that icon and wait for Claire or the audio engineer to call your name and unmute your microphone.

Starting and Stopping the Video Option
If at any point you don’t wish to be visible in the Zoom room, click the Video icon to either STOP or START your camera. You will still be able to hear the audio portion of the event when choosing STOP, but the other participants won’t be able to see you.

Gallery or Speaker View
There are two view options available with Zoom, Gallery or Speaker View.

1. Gallery View allows you to see one large view with multiple screens of participants.
2. Speaker View allows you to see the person speaking as a larger image and rotates with whoever has the floor.

You can choose either Gallery or Speaker View by clicking on the icon in the upper right corner of your screen.

Breakout Rooms
Breakout Rooms are often used during events.

Important Note! You will need the most recent version of Zoom on your desktop or mobile device in order to self-select your breakout room.

To Join a Breakout Room:

1. The host will need to invite you to join the breakout room.
2. Click Join.
3. If you choose Later, you can join by clicking Breakout Rooms in your meeting controls.
4. Click Join Breakout Room.
   
5. You can choose to leave the Breakout Room at any time and return to the main Zoom event.
   

Closed Captioning Translation

A new Zoom feature allows users to view closed-captioning as a translated language. Subtitles can enhance your event experience, making them more inclusive and accessible. Follow these simple steps to enable subtitles in Zoom.

PLEASE NOTE:

• The process below may look slightly different depending on the version of Zoom you currently have installed and your personal Zoom settings.

• This feature works best in the most recent version of ZOOM. To check if your device is using the most recent version or to learn how to update it you can go here:
  https://bit.ly/CheckYourZoomVersion

Viewing translated closed captioning during a meeting or webinar:

1. Start by joining a Zoom meeting.

2. In the meeting controls toolbar, click the Show Captions icon .

   

   TIP: Once the captions appear you can click-and-drag the captions to move their position in the meeting windowYou can also select ‘Full Transcript’ which will show up as a sidebar on your screen.

   Note: If you select ‘Full Transcript’ the Chat feature can only be utilized as a pop-out box.

   If you want to see closed captions in English, you do not need to move onto step 3.

3. You can then select one of over 28 translation options available for closed captioning.

   1. Simply click on the arrow in the upper right corner of the ‘Show Captions’ button.

      

   2. Toggle the ‘Translation’ button to the right.

      

   3. Select the language you’d like the closed captioning to be translated to:

      

   4. If needed, you can further customize your subtitle experience by clicking on ‘Subtitle Settings’ in the Captions menu. Here you can change font size, style and background color to suit your preferences.

4. You Did It!

   1. If at any time you’d like to turn closed captioning off you can select ‘Hide Captions’ in your control bar

   2. You can adjust the closed caption language at any time:

      

   3. IMPORTANT NOTE: If you’re having trouble viewing captions in English, ensure that you have ‘Translation’ toggled off.

      

Side-by-Side Mode

During Empowering Women LIVE! we want to ensure that you have the optimal experience viewing the content. To achieve this, we recommend viewing the event slide shares in Side-by-Side: Speaker mode.

1. While viewing a shared screen, click on View in the top right corner and choose Side-by-side: Speaker.

   

   The shared screen will appear on the left and the speaker will appear on the right.

   You’ll also find the option to enable side-by-side mode under View Options in the center of your screen, but only the View button in the top right corner will give you the option to select Side-by-Side: Speaker mode.

2. To adjust the size of the screen, hover your pointer over the boundary between the shared screen and participants’ video until your pointer changes to a double arrow and you see a grey line separating both views.

   

3. Click and drag the separator to adjust the size of each view.

4. In the top-right corner, click the View button to choose between Side-by-side: Speaker View

Troubleshooting

Most issues with Zoom not working properly are due to not having the latest version of Zoom installed on your device.

We recommend checking regularly if there is a new version.

To update or check if you need to update Zoom:

1. Open Zoom
2. Navigate to the Zoom Menu
3. Select ‘Check for Updates’
4. Zoom will tell you if you need to update and instruct you how.

Still having trouble?

Please use the CHAT feature within Zoom and our Support Team will assist you during the call. At the bottom of your screen, you will see the “Chat” button, which will open a box for you to type your question.