For best results and due to security reasons, organisers reccommend to use licensed version of Zoom during QUINT PhD Summer Institute. We therefore encourage all attendees to install Zoom beforehand. Check for latest updates if you have an installed version of Zoom.
Installing Zoom on a personal computer or device
On computers:
- Download "Zoom Client for Meetings" from the Zoom Download Center.
- When the download is complete, locate the "ZoomInstaller" file (or its equivalent) that was downloaded and double-click it to begin the installation.
- Follow the instructions that appear on your screen to complete the installation.
For phones and tablets, "Zoom Cloud Meetings" is available from AppStore for iOS and from Google Play for Android.
Join the sessions
List of rooms (links to Zoom rooms) with relevant links are uploaded in the programme. Passcode is distributed to all registered attendees beforehand.
Test sound and video before the meeting
Before joining a meeting for the first time, if you have have new equipment or you have disconnected and reconnected equipment, you may want to test that everything works. If you want to test in advance, do the following:
1. Open Zoom and click on New Meeting (on the Home tab)
2. Zoom opens.
If the window is black, you either do not have a camera or you have problems with your camera. Check all connections, and try again. But do not despair, as long as the sound works, you can still attend a meeting or a lecture.
To test audio, use the dialog that opens with the Zoom window (which hopefully shows video of you.) The dialog looks like this, and you click Test Speaker and Microphone.
3. Zoom plays a test sound. Wear your headset or make sure the speaker is turned on. If you hear the sample sound, click Yes and continue.
If you do not hear a ringtone, click No. Then the selection of audio device in the Speaker 1 pop-up menu changes, and the test sound is played again. A headset is selected in the image used for illustration here. What you see may be different.
Try selecting other devices from the menu or click No until you hear the test sound.
When you hear the test sound, click Yes and continue.
If you do not hear a test sound at all, something is wrong.
4. After clicking Yes for headset/speaker sound, proceed to test the microphone in the next dialog that appears. Say a short sentence, such as "test, test, I am testing". If the microphone works, you can hear what you said from the speaker/headset. If you hear what you said, click Yes and continue.
If you do not hear anything, click on No. The choice of audio device in the pop-up menu Microphone 1 changes, and and you say your test sentence again. A headset microphone is selected in the image used for illustration here. What you see may be different.
Try selecting other devices from the menu or click No until you hear what you are saying.
If you do not hear your test sentence, others in the meeting will not hear what you say. If there is a small meeting you are to actively participate in, this is a critical problem and you should contact local IT support. If you are going to attend a lecture or an event where you are just going to listen, it is not that crucial, but you should still get it fixed.
5. When you have tested and made settings so that you can both hear and be heard, this summary appears and you click Join with computer audio. If another dialog appears, click on Join with computer audio there as well, and you are in the meeting.
If you have done this in a test meeting, just close Zoom and you are ready when the real meeting begins. You also have the opportunity to test sound when you enter a meeting. It's okay to test sound then, but if you discover problems that cannot be solved by choosing another device you already have, you may not be able to attend the meeting. It is often a good idea to test in advance, especially if you have new equipment.
Ask for permission to speak / raise your hand
If you want to ask questions, comment or join a discussion, you can raise your hand and thus ask for permission to speak. The host can see that you raise your hand, and lets you talk when it's your turn. Remember that you should mute your microphone when you are not speaking, but remember to turn it on when you speak.
NOTE: The host of a meeting cannot raise his hand. If you are the host and want to say something, you decide for yourself when, and then speak.
To raise your hand in a meeting:
1. Move the mouse pointer to the bottom of the Zoom window in an active meeting. Click on Participants.
2. A list of the participants in the meeting is displayed on the right. At the bottom of the list of participants you will find some symbols for activity. To ask for permission to speak, click the Raise hand icon.
3. The hand icon will appear next to your name in the list, and the host of the meeting will let you speak when it's your turn. Remember to turn on the sound when talking and turn off the sound again when you are done (mute/unmute). You can do this by clicking on the microphone icon next to the hand icon in the list.
4. If you change your mind and do not want to say something anyway, you can lower your hand by holding the mouse pointer over your name and click Lower hand.
Participate in a chat
If it's not appropriate to speak, or you just want to post a link or send a message to one or all participants, you can join a chat in the Zoom meeting:
1. Move the mouse pointer to the bottom of the screen. In the menu bar that appears, click the Chat icon. If the Chat icon does not appear, click the More icon (three dots) to display more icons.
2. You will see the Chat window. All participants in the meeting are displayed in the To drop-down menu, and you can choose whether the message you write should go to only one participant or to all.
Share your screen / show a presentation
An important element in many meetings is to share the content on the screen with all participants or show a presentation.
Participate in groups (breakout rooms)
During icebreaker on 30 August, you will be divided into breakout rooms. Click OK to go to your group (in Zoom). When the host of the meeting wants to gather the participants again, you will be notified again, and you click OK to return to the full meeting. The group rooms will be closed at a specific time, so if you have not clicked OK before, you will be returned to the original meeting anyway.