WE R LIBRARY FORMAT
| Level | Basic |
| Device | Computer (Desktop) |
| Topic | Video Calls |
| Sub-topic | How to Host a Zoom Call (Set Up, Invite, Claim Hosting, and more) |
| Introduction | |
| Limit to one paragraph with three to five sentences. Include where readers could use the information we are about to discuss. Follow the writing style guide for WE R. | |
| Businesses and educational institutions are turning to virtual meetings to connect. Zoom has become a popular tool for hosting these events since it’s user-friendly and easy to set up no matter where everyone is. This tutorial will show you how to get started hosting your seamless virtual meetings that fit all of your needs. | |
| Body | |
| Pointers:Only focus on the required stuff. Avoid fluff. Use the active voice and write using imperative sentences.Use complete and concise sentences.Be consistent with sentence structures,Use screenshots only when needed. Place the text lines that refer to the images first. Bold out any jargon or technical term used | |
| 1. | Turn your computer on. |
| 2. | Click the search box on your screen’s lower left. |
| 3 | Type Zoom in the search box, then click the Zoom app icon under the best match result. |
| 4 | On Zoom, click the Sign In button. |
| 5 | To log in to your existing Zoom account, enter your login credentials (Email address and Password), then click the Sign In button to proceed. You can sign in using SOS, Apple, Google, and Facebook accounts by clicking on your preferred app icon.  |
| Host an Instant Meeting | |
| 1 | Click the New Meeting button on the lower left. |
| 2 | Click Join with Computer Audio to enable your microphone and audio. To automatically set your audio and microphone on when entering a meeting, click the Automatically join audio by computer when joining a meeting checkbox.  |
| Setting up Zoom Instant Meeting | |
| Disable New Participants to Join Meeting | |
| 1 | Prevent new participants from joining the ongoing meeting by clicking the Security button, then clicking the Lock Meeting. |
| Enable/ Disable Waiting Room | |
| 1 | The waiting room is a feature that allows the host to control when participants join the meeting. The host can admit participants one at a time or wait until everyone is in the meeting and then accept them all at once. To Enable or disable the waiting room, click the Security button and click the Enable waiting room.  |
| Customize Participants’ Settings on the Current Meeting | |
| 1 | Click the Security button on the bottom left. |
| 2 | Allow or disallow participants to share their screens during meetings by clicking the Share Screen feature. |
| 3 | Enable or disable participants to send messages while in the meeting by clicking the Chat feature. |
| 4 | Allow or disallow participants to rename their zoom profile while in the meeting by clicking the Rename Themselves feature. |
| 5 | Let participants turn on their microphones during meetings by clicking the Unmute themselves feature. |
| 6 | Allow or disallow participants to start their video in the meeting by clicking the Start Video feature. |
| 7 | Disable all participants’ ability to screen share, audio, and video. This feature also locks the meeting to keep people new participants from joining. Click Suspend Participant Activities, then click the Suspend button.  |
| Admit Participants to the Waiting Room | |
| 1 | Click the Participants button. |
| 2 | Hover your cursor on the name of the participants under the waiting room area, then click the Admit button. |
| Claim Hosting | |
| 1 | Click the Participants button. |
| 2 | Click the Reclaim host button on the bottom right corner of your screen. |
| Send Meeting Invitation Link via Email | |
| 1 | Click your preferred email app. We’ll be using Gmail in this tutorial. |
| 2 | On Gmail, click the Sign In button on the top left corner of the browser. |
| 3 | Enter your Gmail email address or phone number, then click the Next button. |
| 4 | Enter your email account’s password, then click the Next button. |
| 5 | Enter the email addresses of every individual whom you want to invite to join the meeting in the recipients’ text box. |
| 6 | Indicate the meeting agenda by typing in the Subject textbox. |
| 7 | Add further details of the meeting by typing in the body section of the email, then clicking the Send button. |
| Set up a Scheduled Zoom Meeting | |
| 1 | Click the Schedule Meeting button on the lower left. |
| Topic | |
| 1 | Enter the meeting’s name or topic in the Topic textbox. |
| Date & Time | |
| 1 | Set the date and time of your scheduled meeting by clicking their drop-down menu. |
| 2 | Timezone is automatically selected within your device’s time zone. To modify the default time zone, click the drop-down menu. |
Meeting ID | |
| 1 | There are two options for choosing a Meeting ID. Click Generate Automatically to get a random unique Meeting ID. Click Personal Meeting Id to use your account’s fixed Meeting ID.  |
| Security | |
| 1 | To change the default passcode of the meeting, click the passcode textbox, and enter your preferred meeting passcode. |
| 2 | Enable or disable the waiting room on the scheduled meeting by clicking the checkbox on the left side of the Waiting Room. |
Video | |
| 1 | Turn on/off the host’s video when joining the meeting by clicking the bullet button for On and Off. |
| 2 | Turn on/off the participants’ video when joining the meeting by clicking the bullet button for On and Off. |
| Calendar | |
| 1 | Send out invites to the meeting participants by clicking the bullet button of your preferred calendar service. (Outlook, Google Calendar, Other Calendars) |
Advanced Options | |
| 1 | Click the advanced options. |
| 2 | Allow participants to join the meeting before the scheduled time or without the host by clicking the Allow participants to join anytime checkbox. |
| 3 | Automatically turn off participants’ microphones upon entering the meeting by clicking the Mute participants upon entry checkbox. |
| 4 | Record the meeting on your device by clicking the Automatically record meeting on the local computer |
| 5 | Customize participants’ countries or regions by clicking the Approve or block entry of users from specific countries/regions checkbox. |
| 6 | Enter countries or regions you want to allow or block, then click the Save button. |
| 7 | To apply all changes, click the Save button. |
| Conclusion | |
| Summarize simple as simply as you could. Encourage readers to try again or connect with our customer assistance team (or hire our VAs!) if they are still confused. Refer readers to the glossary for other topics. | |
| Host a Zoom meeting by following these simple steps:Turn your computer on. Click the search box, then type Zoom. Click to open the Zoom app. Click the sign-in button and enter your login credentials (email or phone number and password). Click the Sign in button to log in to your Zoom account. Host an instant meeting:Click the New Meeting button, then click Join with computer audio.Setup Instant Meeting:Click the Security button. Click the Lock Meeting to prevent new participants from joining the meeting.To Enable or disable the waiting room, click the Security button and click the Enable waiting room. Customize Participants’ Settings on the Current Meeting.Click the Security button, then the Share Screen feature to allow or disallow participants to share their screens during meetings.Enable or disable participants to send messages in the meeting by clicking the Chat feature.Allow or disallow participants to rename their zoom profile while in the meeting by clicking the Rename Themselves feature.Allow or disallow participants to rename their zoom profile while in the meeting by clicking the Rename Themselves feature.Let participants turn on their microphones during meetings by clicking the Unmute themselves feature.Allow or disallow participants to start their video in the meeting by clicking the Start Video feature.Disable all participants’ ability to screen share, audio and video by clicking the Suspend Participant Activities, then click the Suspend button. Admit Participants to the Waiting RoomClick the Participants button. Hover your cursor on the name of the participants, then click the Admit button. Claim HostingClick the Participants button, then click the Reclaim host button. Send Meeting Invitation Link via EmailClick your preferred email app. Enter email addresses, Subjects, and further details for the meeting, then click the send button.Set up a Scheduled Zoom MeetingClick the Schedule Meeting button. Enter the meeting’s name or topic and date & time. Select your preferred Meeting ID. To change the default passcode of the meeting, click the passcode textbox, and enter your preferred meeting passcode.Enable or disable the waiting room by clicking the checkbox of the Waiting Room.Turn on/off the host’s and participants’ videos by clicking the bullet button for On and Off.Send out invites to the meeting participants by clicking the bullet button of your preferred calendar service.Click the advanced options.Allow participants to join the meeting by clicking the Allow participants to join anytime checkbox.Automatically turn off participants’ microphones upon entering the meeting by clicking the Mute participants upon entry checkbox.Record the meeting by clicking the Automatically record meeting on the local computer.Customize participants’ countries or regions by clicking the Approve or block entry of users from specific countries/regions checkbox, enter the countries or regions you want to allow or block, then click the Save button. To apply all changes, click the Save button. | |
| Related Articles/Links | |
| Make sure to link back jargon or technical terms to articles or glossary terms from our existing library. | |