How to Host a Zoom Online Meeting or Class in 2022

hi there jamie here today at teachers  tech hope you're having a great day today   today i want to show you how to host  a meeting or teach online with zoom this how to use zoom video tutorial is for  the user that's new to hosting on zoom or   maybe you're teaching your first class on zoom  so i want to go through the settings that will   be most efficient for you to use i'll show you  things like breakout room or scheduling meetings   so let's get started on how to use all these  features in zoom everything in this video   will be timestamps so you can look below in the  description of this video and then jump around to   different parts of the video if you're looking for  something specific now first of all you do need a   zoom account to access zoom and to start a zoom  and you can do it in a couple different ways maybe   you're part of an organization that has a zoom  account for you and you can be logging in with   that email or you can sign up for free uh you  can take a look at the plans and pricing here   the free one right here you can switch over to  the monthly build here so it gives you an idea   how much a month it is so you can sign up for free  on it i'm going to be logging in with my account   and then we'll start talking about some of the  settings to maybe change before you even start   your zoom so i'm going to go ahead and get logged  in here and i'm just going to go up to sign in so

i'm selecting sign in and if you had your way of  email password you can do that what i do is i'm   just going to log in through my google because  that's how i have it set up so i'm clicking on   google and i'm choosing the account that i want to  be logged into so at this point i could quickly go   ahead and start a meeting host a meeting i  could just go up here and click on here and   host a meeting with video offer on but before you  do that i think settings are really important to

understand how are you going to be presenting how  do you want to have control over the participants   in this meeting or class so where i'm going to go  to start with is the settings over on the left   hand side so i'm just selecting settings because  i want to show you some of the options that you   have now if you look at this we have you can kind  of jump down the page by clicking these links here   but some things that you might want to look at  i'm just going to go down here waiting room do   you want a waiting room so this will stop people  from coming in so if you don't want a waiting room   you can go ahead and leave this off if you want  a waiting room turn it on but then you have to   allow people to come in and notice that they're  waiting for you and then let them in so something   to think about there as you go through check out  some of these settings i'm not going to talk about   all of these but i am just going to go down a bit  further here and i just want to point out a few   other things so uh when you schedule a meeting do  you uh host videos start videos with host video on   you can see particip participant videos on or off  you can choose that i'm going to go down before   down below here allow participants to join before  the host so you can turn that on and off is it   okay for them to be there before you get there so  if you're teaching a class you might not want that   so you can turn that off and you can tell them  how far in ahead do you want it to participants   can join before the start time some other things  you might want to look at as you go through here   and as i said i'm not showing everything  mute all participants when joining a meeting so   all of them will be muted when they come in and  that's kind of a handy thing to ha turned on   because a lot of people don't realize that they're  mute or unmuted and you could force that to happen   so at this point i'm just going to go down  a little bit more you can see that there's   chat allow the chat on this one do you want  private chat so again if you have a class do   you want to just keep it to group chat you can  turn off the private chat to allow private chat   here i'm going to continue going down is there  a co-host on this so this is important if the   other people are presenting with you and you can  give them control you would need to turn this on   as i continue on screen sharing this is a very  important one are you going to be allowing   screen sharing to participants or to  host only so think about how you're setting   up is there other people going to be needing  to share their screen and take a look at these   as i go down do you need a white board in there  on or off some of these will be defaulted on   but you can check the settings for these  some other important ones and i mentioned this   at the very beginning is here so breakout room  this isn't usually on by default do you want to   use breakout rooms do you want to assign people  into individual groups where you'll be able to   put them randomly or assign them to different  ones make sure you turn this on and you can see   you have a couple of more uh settings here do you  want to allow host to broadcast message to all   participants that's handy when everybody's in the  breakout rooms that you can send out that message   so take a look at some of these important settings  uh here's virtual backgrounds on or off do you   want to be using those before you even start your  meeting for the very first time so the other thing

you might want to take a look at right before your  first meeting making sure it's set up if you go up   to profile this is where you can put your picture  in that will show up and you you'll see when i   start my video where it would show up but if i  want this changed if you don't have one in there   you can just go ahead and click on it and then go  ahead and hit change on this or delete this and   then go ahead and save it the other thing you'll  probably want to change is if you go to edit   and take a look at what the display name will  be on so you can take a look at this and fill   different information out for what you want  to be displayed when people see your little   square and go ahead and save that afterwards now  i'm about to start a meeting from this up here   with video on but i do want to point out you can  schedule meetings over here so if i go to meetings

i can go ahead and create a meeting right here  so schedule a meeting when i select this i can   go through give it a name i can add a description  when duration time zone everything like that the   different options and then when you're done you  can go ahead and save it and then when you go back   to meetings you'll see all your upcoming zooms and  you can just hit start from there and it will open

it up now in today's tutorial i'm just going to go  to host a meeting with video on and when i do this   this goes ahead and opens up zoom on my computer  now if this is the first time you've done this it   will ask you to install zoom on your computer  it's going to be an app that gets installed so   when i click on this you'll see that you'll  get open and zoom meetings open zoo meetings   and it's connecting here and it just takes a  second you can see there's my profile picture   and at this point right here we have uh join with  computer audio and that's what i would select   and then i have myself on the screen right now  now you can see and i just want to point out a   couple things here before we get started  with me explaining the different parts   this is important down here if you want to  be muted you can see i can just click it   and i would be muted and nobody else could hear  me if i want my camera off i can click on this   and it goes off and then they would just see this  profile picture so depending on how you want it   you can turn that off on off and on right away if  you didn't turn breakout rooms on and i just want   to point this out right here you can see there's  breakout rooms right here if you didn't select it   uh you won't see this breakout rooms option  and if you go back and change it you do have to   end zoom and reload it again for it to pop  open so i just wanted to say those two things   but i want to show you a different way that  you can start a beating and you can do it right   from the app that's installed on your computer  too so i'm going to go ahead and just end this   meeting here and you can see at the very bottom  end or i could just close out and it actually   says end meeting at all if i was just leaving and  keeping it open i would choose that one but i'm

getting rid of this because what i want  to show you is i'm going to go down below   to here and you can see zoom is one of my apps you  could type it in here to search if you're looking   for it if it doesn't come up but i'm going  to open up the app this is the installed app   on my computer and i just wanted to point  at point out that you can do a new meeting   right from here or join a meeting schedule a  meeting screen share and then when i go up to the   settings uh there'll be a few more things i can do  so i just point out you saw that i was on a beach   with the virtual background and i want to show you  where you can change your virtual backgrounds too   so if i click this little gear here take a  look at that background and filters so if

i select this right here you can see this is the  background that i have right now i could do a blur   if i want or pick a different image you go through  and pick uh the ones that you want very quickly   and you can see you have some more options like i  have a green screen and different things like that   but these are some more settings that you can  take a look at that you can customize here so   if i go to recording i just want to point out you  can record your videos and this is where they're   going to be stored and you can change this so if  you don't want this to be saved into this document   zoom folder you could open or change it and give  a different one so take a look at these   different settings in here on the app and remember  you can go ahead and start a meeting at this point   here so i'm just going to just minimize this and  i'm going to go back one spot and then i'm going   to just host a meeting with video on again from  here and open my zoom meetings and then it pops   up again so again either way i could have done it  from my app and i join with my computer audio here   and i can mute myself like i showed you  before so let's talk about probably the   first thing you'll probably want to do is invite  people to your class or meeting that you have

i just want to bring your attention to the unmute  and stop video because if this is your first time   using uh this you could be selecting different  audio or mics or speakers in this too so if i just   click the up arrow you can see you want to make  sure that you're choosing the right one so let's   say if i was using my apple uh earpods airpods  and then i could make sure that they would be   on the list here and i could check those off and  then i could be using those so depending on what   you're using if it's the system setting on your  computer or maybe you're using headphones make   sure you have the right mic and the right speaker  selected here or else it's not going to be working   correctly for you the other thing is you can see  under the stop video we do have some settings   where we can choose our virtual background in here  so a shortcut so a couple different ways that i've   showed you already to get to it but let's say  if you wanted to or some distraction comes in   in the back of you or something happens we  don't want somebody to see it you can quickly   just stop your video and when the coast is  clear you can start it up again just like that   again make sure that you have the correct  video uh if you have different webcams on or   webcams or maybe one on your computer choose the  highest quality one or the one that works best   so i just wanted to point out those two  options before i get into all of these

so right before you invite anybody into your  zoom for your meeting or your class you can   go ahead and check your security so if i click  on security you can see how you can turn things   on and off from here screen share you can see  i now have it unchecked i can click it again   and now we'll be checked so you can take a look  at those security uh availabilities there now when

we do participants so if i click participants you  notice that on the side this comes out since this   was just a kind of a spur of the moment meeting  i haven't invited anybody prior this is where my   invite is i'm just going to click on go back to  a scheduled meeting which is underneath so i'm   just going to go and show you if i go ahead and  schedule a meeting i just have this called example   hit save at this point you can uh go ahead here  is the invite link so i could copy this invitation   right here and so if i was scheduling it i  could tell them what time it's going to be   i could send the to the them this prior this one  so i'd copy and send it through here then maybe   i could add it to a calendar and you can see i  can add different things to calendars right here   uh so i just want to point that out if you did  your meeting prior i so if you do have a schedule   you could send it out like this and that the link  is already created if it's a spur of the moment   video like this one then i can invite people  right as i go so i can hit the invite here   and this is where i can invite all  these different people if they're part   of my part of my group if i go to email  i could use default email gmail yahoo   i could copy the video link the invite link or the  whole invitation which will have the link in it so   if i go ahead and copy this and i go to my email  and i'll make an email and put this into a link   so i'm over here in gmail right here i could send  it to whoever i wanted to go to and i'm just going   to put it to a couple of my exam example other  accounts we could give it a title and i could   just paste that link in and then when they get it  they can just click on this link and it's going   to open up that meeting for them to join and  depending on your settings you could have them   just coming right into it or be put in a waiting  room so i'm going to go ahead and send this   and then all i have to do is wait for them to  appear right in here so i had a couple people

join me on this zoom call here i just have one  i set up my phone in one room so no one's here   with me tonight so i was able to find some other  participants here uh right away i noticed that   when you look at mine right here see i'm muted if  you take a look down here they're not and maybe   if you're teaching and dealing with kids they  might forget to mute i if i hover over i can mute   them like this and then they are muted so i can  go ahead if there is noise maybe a person doesn't   know how to mute you can go ahead and do it for  them on the side here i get to see who's been   added so right here i can ask unmute if they  are trying to talk or something like this i can   ask them to unmute this shows me that with it  crossed out that they are muted it shows me that   they have video here if i click on more take a  look i can stop video i can pin would put   it to the top or the main one just like that so  if i was watching somebody i can pin it usually   what tends to happen is that the person's  talking is showing up i can remove the pin   over here so and then i can go ahead and  put it back here so at this point here   the other thing you might want to think about  first is uh maybe starting to record down here

is the record button you want to capture  the speeding you want to capture this class   i can go ahead click record and you can see  it says recording up here where i can pause it   or stop it now usually people who are watching get  get a message saying that this is being recorded   are you okay with this and everything so when  i'm done this so if i go ahead and maybe just   i was done recording i can stop this part and  what it's telling me the recorded file will be   converted to mp4 when i end the meeting and  then it will be saved in that spot where i   showed you in the settings or if you've changed  it from there okay so then the other thing i just   want to show you is the view up here so i could  click on view and i can change it back to gallery   i could go full screen like this so you  have a few different views to choose from   on this so i'm just going to exit this and now the  other thing i want to point out right away is the

chat so if i click on the chat i can go ahead and  start typing a message here so i could say hello   and this goes to everybody's screen so i'm just  hitting enter hello they all see this now if i   drop down i could message one of them individually  so if i picked thingy and said hi to them   and hit enter that's only going to go to  them and you can see that's a direct message   now remember in the settings you  can stop this if you don't want this   to be happening from the people or inside this  meeting or class too so something to think about   your settings a lot of times if i need to share  files in a zoom i'll copy and paste the link   right in here and paste it so that they everyone  gets it they can click on the link and open it up   but if you take a look here you can see  that you can connect from dropbox to   onedrive to google from your computer uh so you'll  be able to put those uh files needed right through   these parts and you do have your emojis uh that  you can be adding uh very quickly uh to it to   kind of indicate how maybe how the meeting or the  class is going if you need help with your meeting

and maybe i or you have a planned co-teacher or  someone else coming in to present uh you could   make them a host or co-host so if i go up to  the more over top of any of these you can see   we have make host or co-host maybe you'd have to  leave the meeting early you can make somebody else   the host and then if you leave it's okay and  the meeting will continue with everybody else   but if there is no other host then the meeting  won't be able to continue so do remember that and   i wanted to point out you can rename on these two  so in case somebody put an appropriate name you   could go ahead and rename them uh just by clicking  on it and putting a different name uh in here so   just to point that out so notice my hand was still  up i'm just going to go back to it and just lower   hand on that i wasn't even paying attention that i  forgot to take my hand down so now i want to show

you how you can share your screen and that's just  below here so i'm going to hit share screen and   you're going to see a bunch of different options  the basic up here you can see that there's screen   share or screen one or two i have dual monitors  here do i want to share this screen or this screen   you can see kind of the messy desktop do i want  a whiteboard so this is great you can choose a   whiteboard and be annotating drawing uh on it and  then everybody will see that i can share an iphone   ipad we could share a video so maybe you have a  youtube video so for an example if i was going   to share this youtube video i want to make sure  i click share sound right there and optimize for   video clip you can go ahead and choose that so if  i was going to go and share this and select share   this comes up here now i can go ahead and  play this video i could maximize this video   and then this is what they're going to see and i  have to make sure i turn that on now up top here   i'm going to just go ahead and stop the share  and it goes back to this so again hit the share   video make sure you hit share sound  choose the window or application do i   want to show this microsoft teams over here  you can check the other options too we have   advanced here we can do a powerpoint as virtual  background portion of the screen   computer audio video this way too and content from  a 2d camera we can do also share of files through   those same different ways that were in the chat  where we could bring them up and share them out   so sharing screen is made quite easy it's good to  practice with it too to making sure depending on   your system setup if you have dual monitor just  so you're prepared when you're teaching or giving   that meeting that you're not stalling just to test  everything out to make sure it's working but once   you select the correct window  just go ahead and hit share just like that

so at this point i want to show you the use of  breakout rooms which is right here and remember   the settings you have to have that turned on for  this to show up i'm going to click on breakout   rooms and i get some options how many breakout  rooms do i need now don't worry you can always   create more take them away too i'm going to create  just two breakout rooms i'll leave it like that   assign automatically assign manually let  participants choose room now this depends   on how your meeting or class you want to  set up i've been in all different types   where we just put people out automatically  but maybe they need to be in grade level or   department levels and you can have that set up or  you can let them choose just by letting know what   room is what so if i go ahead i'm going to go to  assign manually here just for this example and go   create you can see room 1 room 2 here i can rename  this so maybe if this was by in a business if it   was finance or marketing i could rename that  or if it was grade level grade one grade two   or you know whatever it might be that you want the  different groups are i'm not going to rename this   i can delete this but at this point i can assign  people so if i click a sign it shows me everybody   that would be in the cl in this meeting or class  i can go and click and then they're assigned to   that room and at this point i can go and click  this room as soon as i hit open all rooms what's   going to happen though is that they are going  to be asked and this will say that they will   that they need to join so they'll click join  on their end and then they'll go into those   groups so i'm going to go ahead and just open all  the rooms and then they're going to be invited   to join and i can also jump around to different  uh by going to different groups see it says join   if i go join i can go join this person or this  person but let's wait till they join the room   so at this point if i look by this green dot right  here when the circle's green i can see that these   people are actually in their room so these two  people are in a room by themselves if i go ahead   and go to thingy i can hit join room two  yes and that's so it's putting me into this room   that at that point i can have that conversation  with it with this breakout group so   it could be a number of different people so i  could hit leave room and now like end meeting no   leave breakout room yes so i'll leave this  breakout room then i go back to the main   session so i wait for that to pop open now if  i click on breakout rooms again you can see it   pops open and at this point i can join a  different one so i could go ahead hit join   this one i can go to that one i can actually move  people from room to the room so if i take this   move to room one and now i have uh i wait  for that person to join then they're in like   that so you can move people around when needed  the other thing i want to show that you can do   if i go over to share screen just talking about  how i just showed you this but now notice that   there's a since i'm in breakout rooms i have this  option right here share to breakout rooms so i   could share my screen to the breakout rooms but i  got to make sure i collect this if i'm presenting   maybe when they're in groups and they're working  and then i can present to them so that's a great   option to have so if this disappears if you close  it down people are still in their breakout rooms   but i go ahead and click it and close all rooms  then what will happen is you can see there's a   countdown right here that will automatically close  these rooms and it will return them to the main   room here but they'll have something on their  screen where they can leave faster than the 40   countdown right here so then after people weren't  watching that or still working they'd wait till   the end then they would join back in the main  session and you can talk to everybody at once   so everybody's back in the main room now and let's  say this is our end of class or meeting we can go

ahead and hit end and remember if you're recording  this is whenever you ever stopped it or paused it   when you end the meeting that's when it's going  to record the meeting if it's a long meeting   sometimes it takes a little while for that  to process but you can go ahead and hit end   like this and then it would be done so if i  click end you can see you could leave meeting if   you were the host or end meeting for all so i've  gone over the main points of here of helping you   set up your maybe your first host you're hosting  that meeting for zoom or maybe teaching that first   class in zoom hopefully this has helped helped  you out let me know what else what other things   you're going to be wanting to know about zoom or  other online ways to teach or do meetings thanks   for watching this time on teachers tech i'll see  you next time with more tech tips and tutorials