Before you start, you may need to:
Zoom is one of the leading services for hosting online meetings. Bryn Mawr provides licensed Zoom accounts for all students, faculty, and staff. They may be used to host class sessions, academic events, club programs, and meetings.
Warning: Some hosting features are not available on mobile devices. Also, mobile devices' reduced screen sizes can be challenging. We recommend using a computer to host meetings that are large or complex.
Hosts, co-hosts and alternative hosts
Zoom meetings and webinars can only have one host. However, you can share meeting management powers with other people by making them co-hosts or alternative hosts.
- To enable others to start a meeting, add them as alternative hosts in the meeting settings (co-hosts cannot start a meeting). You can only designate those with a BMC Zoom account as an alternative host.
- The person (host or alternative host) who starts the meeting automatically becomes the host. If the person who created the meeting joins after it has started, they will have the option to reclaim their role as host. If they do this, the alternative host will become a participant. Hosts may designate previous alternate hosts, along with any other participants, as co-hosts during a meeting.
- Co-hosts and alternative hosts can do almost everything that a host can. However, they cannot designate other co-hosts, admit people from the waiting rooms, start closed captioning, start live streaming, or end the meeting for all.
Start a meeting
Depending on whether you are holding a pre-scheduled or impomptu meeting, you may start your meeting in slightly different ways.
For a pre-schedule meeting
- Find your meeting in one of the following ways:
- Start the meeting:
- If you're on Zoom's website: find the meeting you want to open and hover over title. Select the Start button that appears when you do this.
- If you're in the desktop or mobile app: click on the meeting you want to open. On the next page, select Start.
- If you're in Outlook: open the event you created for your meeting in Outlook Calendar. click on the meeting link within the event. If prompted to sign in, select Sign in with SSO. This will launch the meeting on your Zoom desktop or mobile app.
- If prompted, click Join with Computer Audio
- Click on the Microphone icon to mute/unmute yourself and the Camera icon to turn your webcam on/off
This is going to be the option you use most often, as most Zoom meetings are scheduled ahead of time.
For an unplanned meeting
- Do one of the following:
- Go to brynmawr-edu.zoom.us and Sign in with SSO. Once logged into your account, click on Host. Then, select your preferred option: With Video On, With Video Off, or Screen Share Only.
- Open the Zoom app on your desktop or mobile device. From your Home screen, select New Meeting. If prompted, click Join with Computer Audio
- Click on the Microphone icon to mute/unmute yourself and the Camera icon to turn your webcam on/off
- Click on Participants > Invite to share the meeting with others so they can join.
Admit and manage participants
If the waiting room is enabled, hosts and co-hosts will will see pop-up notifications whenever someone enters the waiting room and needs to be admitted. From this pop-up, you can select Admit to let someone in the room. However, you can also admit someone by doing the following:
- Click Manage Participants to open the Participants list. Individuals in the waiting room are at the top.
- Do one of the following:
- Click Admit all to let everyone in.
- To selectively admit people, select their names and then click Admit (or Remove).
- Click Message if you want to post a message to the waiting room screen — for example, to explain a delayed start or give instructions.
Zoom also has advanced options for Managing participants in a meeting, such as muting speakers individually or collectively. You're not required to use them, but they may be helpful depending on what you want to do during a meeting.
Share screens and files
- Click Share Screen.
- You may need to grant Zoom access for screen-sharing and recording. If so, follow the pop-up prompts provided by Zoom.
- Zoom covers the difference between the available options of screen and file sharing. Zoom allows you to share from an individual web tab, web window, or device connected to the one you're using to run the meeting. In addition, it can connect with files stored on outside services like OneDrive.
Warning: Zoom cannot be used for any kind of permanent file storage. Use OneDrive or Panopto to save files outside your device.
Advance meeting management tools
Once you have started a meeting, Zoom provides a number of tools to manage it effectively. As a next step, we recommend reading our article, Zoom: Security. This will provide guidance on what to do if an unwanted guest tries to disrupt your meeting with inappropriate behavior, also known as Zoom bombing.
Beyond that, these articles from Zoom cover the advanced management tools available to run your meeting effectively:
Questions?
If you have any additional questions or problems, don't hesitate to reach out to the Help Desk!
Phone: 610-526-7440 | Library and Help Desk hours
Email: help@brynmawr.edu | Service catalog
Location: Canaday Library 1st floor
