Zoom Webinars: User guide for the hostHOW TO GET THE MOST OUT OF YOUR VIRTUAL EXPERIENCE

To ensure you get the most out of your virtual event experience we have prepared the following reference of functions and actions available for you to use during the webinar. For more information please follow the links.

Note: If you are a host, alternate host or co-host you will not need to register for the webinar.

SCHEDULING Only staff with an MQ email can be the host or

alternate host. Anyone with a Zoom account can be a co-host or panellist. An alternate host can be set in advance and start the session. Co-host can only be allocated/upgraded once in the live session and can not start the session. It is best practise to allocate an alternate host as a back-up in case anything happens to the host or their technology on the day of the webinar.

The webinar can be recorded either locally or in the cloud storage. Local storage is recommended for longterm storage as cloud links may deactivate over time and recordings may be removed. If you wish to save recordings in ‘personal storage’ it is best to use Office 365 OneDrive or Sharepoint as that is backed up in the cloud and you'll have access to that as long as you are an employee of Macquarie University.

Always enable a ‘practice session’ for all Zoom Webinars. The practise session allows the host, speakers and panellists to access the webinar, prepare and test microphones, cameras and functionality before allowing participants into the session.

You don’t need to ask for recording consent from participants as their video and mic will be switched off.

HOUSEKEEPINGDuring this webinar your video will be switched on and microphone enabled. Attendees will not be able to share their video and microphones will be muted. Their only form of communication is by submitting questions through the ‘Q&A’ window which will be answered at the end of the webinar. The webinar will be recorded and shared with all participants following the event, along with the speakers presentations.

When you login to the Zoom Webinar 30 minutes prior to the live event you will need to test your camera,

microphone and confirm any final details about the running of the virtual event. Attendees will not be able to access the webinar until the host selects ‘broadcast’. At this point attendees will start to filter into the session and appear in the participants tab. You will need to wait a few minutes to ensure all attendees have arrived before beginning the presentation.

*Please ensure your microphone is on mute during this time.

WEBINAR SETTINGSThere are three places where you can make any final changes to the webinar setting during the live session. The Participants tab, ‘Q&A’ window and ‘Security’ tab. (Double check all three are set correctly prior to broadcasting your webinar.)

Participants tab – Click on the ‘Participants’ tab to open the Participants window on the right. Navigate to the bottom of this window and click on the three dots symbol next to the chatbox to open all settings. Tick to select and deselect as required.

Q&A window – Click on the ‘Q&A’ tab to open the 1

window. In the top right corner of the window click on the ‘tog’ symbol to adjust the settings as required.

Security tab – Click on the ‘Security’ tab then tick to select and deselect settings as required.

LAYOUT

You will be able to change your preferred layout to view the webinar. In the top right hand corner, you can select either ‘speaker view’ or ‘gallery view’ based on your personal preference.

Changing your screen layout will not affect the layout for attendees.

If you wish to change the view for attendees select ‘attendee settings’ in the bottom right hand corner during the live session.

UNMUTE/MUTE

All attendees will be muted during the webinar with only the host, co-host and speakers able to speak.

Make sure to mute yourself when you are not talking to avoid any distracting background sounds.

*If you need to mute or switch off the camera on behalf of another speaker you are able to control these settings by selecting the individual in the ‘Participant’ tab.

Audio Controls (click the ^ arrow next to ‘Mute/Unmute’): Allows you to change the microphone and speaker that Zoom is currently using on your computer, leave computer audio, and access the full audio settings.

CHAT

Open webinar chat, to send chat messages to the host,

co-host and other speakers.

*Attendees will not be able to chat among themselves or see your chat.

POLLING

You may use the polling function to collect information from the audience live during the virtual event. Once ‘launched’ the poll will pop up on the audiences screens allowing attendees to submit a response. Once you have received most responses you can share and discuss the results on screen. Launching polls during your webinar

*Don’t wait for 100 per cent to complete the poll as some may not be paying attention or may be joining via phone and can’t participate.

Q&A

The ‘Q&A’ window allows attendees to ask questions to the host and speakers. Some questions may be responded to in text within the ‘Q&A’ window and some answered out loud. 

All attendee questions will be answered at the end of the webinar. The moderator will run through the live questions being submitted through the ‘Q&A’ function. The moderator will ask (out loud) for responses from particular speakers based on the question content. If you wish to contribute to a question that you have not been asked of please send a private message to the moderator in the chat function.

*You will be able to view the questions being submitted by attendees but will not be required to monitor or take any action on these. This will be managed by the moderator. All you have to do is turn on your microphone and provide your response when called on.

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SCREEN SHARE

Only the host and speakers will be able to share their screen during the webinar. This function is used to allow you to display and step through your PowerPoint presentation or other material with the audience.

When sharing your screen ensure you select the application rather than entire screen so any other documents or emails won’t be seen.

*Follow this link for specific guidance on sharing a PowerPoint presentation.

If you must share a portion of screen, then this “portion” can only be defined once the meeting has started. Prior to broadcasting, (while participants are still waiting to join), click ‘share screen/advanced/Portion of screen/Share’ and then adjusting the desired area. Then Stop share and it will remember the region for the next time you use ‘Share Portion’.

If you need to swap the source or material that you are sharing click ‘pause’ to freeze on screen, open and select the new material and then ‘continue sharing’ for a seamless transition.

Presentation content: If you wish to include a video in your presentation ensure that the file is downloaded and embedded in the presentation rather than a URL link.

Note: There can be buffering issues for attendees when presenting videos virtually so if it is not necessary it may be best to leave out. You will need to select ‘share computer sound’ from the pop-up settings if you are sharing a video with audio. With our testing we have found that Zoom pre-recorded videos don’t stream well.

Tips for presenting on screen using Zoom

POST-EVENT Zoom software is able to generate a transcript of the

webinar dialogue following the session. This is provided as a VTT file. To access and edit, open in Notepad or WordPad.

It is possible to edit the transcript from the webinar before sharing with attendees. Please mark up your required changes on the transcript and the Events and Domestic Protocol team will be able to edit this in the backend and provide you with a shareable link for attendees.

The Events and Domestic Protocol team will also be able to pull several reports about the webinar session including registration, attendees, attendance duration, Q&A and polling.

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