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Setting Up A Webinar

Zoom is a cloud-based meeting platform that provides video, audio, and screen sharing options for the host and participants across multiple platforms, including mobile.

Logging In

  1. Go to http://conferencing.psu.edu/
  2. Click Login in the upper right.
  3. Click the Sign In
  4. Enter your Access Account user ID and password, if needed.

The Zoom interface will display with the Profile option on the left selected. Update your profile information as needed.

NOTE: The first time you use Zoom in a new browser, you will be required to download and install the Zoom Launcher.

Creating a New Webinar

A Zoom webinar allows up to five hundred500 participants to attend an online webinar with limited interaction options. 

  1. Click the Webinars option on the left.
  2. Click the Schedule a Webinar
  3. Enter a Topic for the webinar.
  4. Enter a date, time, duration and appropriate time zone.
  5. Click the Schedule
  6. The Webinar ID and URL for the meeting are displayed. Click the Copy the Invitation link to copy the webinar information, including dial-in information for those using phones instead of internet audio.

New Webinar ID and invitation information

Figure 1: New Webinar ID and Invitation information.

NOTE: A Zoom webinar has the option of having panelists. This feature allows more than one person to present in the space. You can add individuals as panelists when you are setting up the webinar or you can promote them from the viewers list by rolling over their name and clicking the Promote to Panelist button.

Hosting a Webinar

Opening a Webinar

  1. Click the Start Webinar You can also enter a webinar using the URL or by entering the Webinar ID into the Zoom website or mobile app.
  2. Select Zoom Meetings in the Launch Application dialog box.
  3. Click the Open Link
  4. Select the audio option you will be using from the dialog box displayed.

The Webinar Interface will display including the URL. 

Webinar host interface with no video or screen sharing displayed

Figure 2: Webinar host interface with no video or screen sharing displayed.

NOTE: To display the menu bar at the bottom of the meeting window, roll your mouse over the area.

Using Audio

  1. Click the Unmute icon in the menu bar at the bottom to begin talking.
  2. Click the Mute icon to turn off your audio.

NOTE: Clicking on the up arrow to the right of the Mic icon displays additional menu options. The Audio Options will allow you to test your mic and speakers or switch to an alternate audio source.

Using Video

  1. Click the Start Video icon in the menu bar at the bottom to begin your video.
  2. Click the Stop Video icon to stop sharing your video stream.

NOTE: Clicking on the up arrow to the right of the Video icon provides additional menu options.

Recording the Webinar

Per Pennsylvania wiretapping law, you must inform participates if you plan on recording.

  1. Click the Record icon in the menu bar at the bottom. A Recording icon will appear in the upper left.
  2. Click the Stop icon in the menu bar to finish the recording.

NOTE: The recording will automatically be saved to the computer that initiated the recording.

Interacting with Participants

Zoom provides a Raise Hand icon, chat, and Q&A options for interacting with participants. 

  1. Click the Participants icon in the menu bar to open the list of participants.

Participant list displayed with viewers tab visible

Figure 3: Participant list displayed with viewers tab visible.

  1. If a participant has raised their hand, this icon will be visible beside their name. You can promote them to panelist if you would like them to speak by rolling over their name and selecting Promote to Panelist
  2. Click the Lower All Hands button to remove all raised hand icons or select Lower Hand from the More menu for an individual participant.

NOTE: Rolling over an individual’s name in the list will display options. 

Using Chat

  1. Click the Chat icon in the menu bar to open the Chat window. This option is available on the main menu bar and from the More drop-down list in the screen sharing menu bar.
  2. Type your message in the Text box at the bottom of the window.
  3. Press Enter to send.
  4. To send a message only to the panelists, click the down arrow in the To: field and select All Panelists.

NOTE: Chat for viewers can be disabled from the More menu in the chat window.

NOTE: When in screen sharing mode and a chat message is received, the menu bar displays and the More option blinks. Click the More icon, select Chat from the list, the Chat window displays.

Using Q&A

The Q&A feature allows participants to pose questions to the panelists within the space. These questions are only visible to the panelists and can be answered either to the entire group or the individual.

  1. Click the Q&A icon in the menu bar. Q&A is also available from the menu bar when in screen sharing mode.
  2. Type your response to the question in the text field.
  3. Check the Send Privately checkbox if you want to send the reply only to the group.
  4. Click the Send

Q&A question displayed with text answer visible.

Figure 4: Q&A question displayed with text answer visible.

NOTE: If you choose not to send the response privately, all participants will see both the question and the response displayed in their Q&A window. 

Sharing Your Screen

Only the host and active panelists have the ability to share their screen in Zoom webinars. 

  1. Click the Share Screen icon in the menu bar.
  2. Select the screen or application you would like to share. The Desktop option will allow you to share everything on your desktop.
  3. Click the Share Screen

The menu bar will move to the edge of your screen.  Rolling over the small menu bar will display the full list of options. 

Screen sharing menu bar in expanded view

Figure 5: Screen sharing menu bar in expanded view.

  1. Click the Annotate icon to open the annotation menu. Use each option as needed to make notes.
  2. Click the X in the upper right of the annotation menu to close this feature.
  3. Click the More icon to view additional options.
  4. Click the Stop Share in the small menu bar to stop your screen share.

Ending a Webinar

  1. Click the End Meeting option in the menu bar to close the meeting.

NOTE: If you recorded the webinar, a box will appear when you end that converts the file and allows you to select where you would like to save the video. 

Training for: 
Faculty
Staff
Students
Type of Training: 
DocumentationDocumentation
Training Topic: 
Collaboration
Teaching and Learning
Service or Technology: 
Zoom
Training Level: 
Introduction

Training for: 
Faculty
Staff
Students
Type of Training: 
DocumentationDocumentation
Training Topic: 
Collaboration
Teaching and Learning
Service or Technology: 
Zoom