WE R LIBRARY FORMAT
| Level | Basic |
| Device | Smartphone (Android) |
| 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. | |
| It can be tricky to manage work operations and communicate with employees in different locations, but thankfully we have the technology to thank for making it possible. Zoom is a cloud-based online meeting and conferencing tool that most people use for business and educational purposes, making it perfect for easily hosting virtual meetings. This article guides you on how to customize and host a Zoom meeting like a pro. | |
| 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 | To begin, tap the Zoom app icon. |
| 2 | On Zoom, tap the Sign In button on the bottom right. |
| 3 | To log in to your existing Zoom account, enter your login credentials (Email address and Password), then tap the Sign In button to proceed. You can sign in using SOS, Apple, Google, and Facebook accounts by tapping your preferred app icon.  |
| Host an Instant Meeting | |
| 1 | Tap the New Meeting button on the lower left. |
| 2 | To turn on/off your camera upon entering the meeting, tap the toggle switch button, then tap the Start a Meeting button. |
| 3 | A notification message from Zoom appears. Letting users know they’ll need your permission to access your microphone, camera, and storage. Tap Got it to continue. |
| 4 | To allow the camera on Zoom meetings to record and video, tap the Allow button. |
| 5 | Tap Join Audio on the bottom left, then tap Wifi or Cellular Data to enable your microphone and audio. |
| Setting up Zoom Instant Meeting | |
| 1 | Tap the More button on the bottom right. |
| Disable New Participants to Join Meeting | |
| 1 | Tap the Security. |
| 2 | Tap the toggle switch button of Lock Meeting to prevent new participants from joining the ongoing meeting. |
| Enable/ Disable Waiting Room | |
| 1 | Tap the Security. |
| 2 | 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, tap the toggle switch button of the Waiting Room.  |
| Customize Participants’ Settings on the Current Meeting | |
| 1 | Tap the Security. |
| 2 | Tap the toggle switch button of the Share Screen to allow or disallow participants to share their screens during meetings. |
| 3 | Tap the Chat feature to enable or disable participants to send messages. |
| 4 | Tap to select the allowed participants to chat at the meeting. |
| 5. | Allow participants to rename their zoom profile while in the meeting by tapping the toggle switch button of the Rename feature. |
| 6. | Let participants turn on their microphones during meetings by tapping the toggle switch button of the Unmute. |
| 7. | Allow or disallow participants to start their video in the meeting by tapping the toggle switch button of the Start Video. |
| 8 | Dismiss a participant by tapping Remove Participants. |
| 9 | Disable all participants’ ability to screen share, audio, and video. This feature also locks the meeting to keep people new participants from joining. Tap Suspend Participant Activities, then tap the Suspend button.  |
| Admit Participants to the Waiting Room | |
| 1 | Tap the Participants button. |
| 2 | Tap the Admit button on the name of the participants under the waiting room area. |
| Claim Hosting | |
| 1 | Tap the More button on the bottom right. |
| 2 | Tap the Claim Host button. |
| Send Meeting Invitation Link via Email | |
| 1 | Tap Participants on the bottom right. |
| 2 | Tap the Invite button on the bottom left. |
| 3 | Tap the Gmail option. |
| 4 | Enter your Gmail email address or phone number, then click the Next button. |
| 5 | 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 | Enter further details of the meeting in the body section of the email, then tap the Send button on the top right. |
| Set up a Scheduled Zoom Meeting | |
| 1 | Tap the Schedule Meeting button. |
| Topic | |
| 1 | Enter the meeting’s name or topic in the Topic textbox. |
| Date & Time | |
| 1 | Tap to set the date of your scheduled meeting. |
| 2 | Tap to select the start time and end time of your scheduled meeting |
| 3 | Time zone is automatically selected within your device’s time zone. To modify the default time zone, tap the time zone. |
Meeting ID | |
| 1 | There are two options for choosing a Meeting ID.Turn on the toggle switch button of Personal Meeting ID to use your account’s fixed Meeting ID. Turn off the toggle switch button of the Personal Meeting ID to get a random unique Meeting ID.  |
| Security | |
| 1 | To change the default passcode of the meeting, tap the passcode textbox, and enter your preferred meeting passcode. |
| 2 | Enable or disable the waiting room on the scheduled meeting by tapping the toggle switch button on the right side of the Waiting Room. |
Video | |
| 1 | Turn on/off the host’s video when joining the meeting by tapping the toggle switch button. |
| 2 | Turn on/off the participants’ video when joining the meeting by tapping the toggle switch button. |
Advanced Options | |
| 1 | Tap the advanced options. |
| 2 | Allow participants to join the meeting before the scheduled time or without the host by tapping the Allow participants to join before host. |
| 4 | Record the meeting on your device by tapping the toggle switch button of Automatically record meeting. |
| 5 | Customize participants’ countries or regions by tapping the Approve or block entry of users from specific countries/regions. |
| 6 | Tap allow or block options, then select specific regions or countries. |
| Calendar | |
| 1 | Send out invites to the meeting participants by tapping the toggle switch button of your calendar. |
To save all changes and set your scheduled meeting, tap the Done 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. | |
| Here’s a guide on how to customize and host a Zoom meeting like a pro:Tap the Zoom app icon, then tap the sign in button. Enter your login credentials (Email address and Password), then tap the Sign In button to proceed.You can sign in using SOS, Apple, Google, and Facebook accounts by tapping your preferred app icon. To host an instant meeting, tap the New Meeting button. Tap the toggle switch button of the video, then tap the Start a Meeting button.A notification message, lets users know they’ll need your permission to access your microphone, camera, and storage. Tap Got it to continue. Manage your instant meeting by tapping the More button. Tap the Security, then tap the toggle switch button of Lock Meeting to prevent new participants from joining the ongoing meeting. To Enable or disable the waiting room, tap the toggle switch button of the Waiting Room. If you want to customize the settings for any participants in the recent meeting, tap on the “Security” button. You’ll be able to allow or disallow features such as screen sharing, audio, and video, as well as chat. You can also rename each participant during the meeting, Dismiss participants, and suspend participants’ activities.Admit participants to the waiting room by tapping the participants’ button and the admit button. Claim Host in a meeting by tapping the More button, then tap the claim host button. To send a meeting invitation via email, tap Participants, tap the invite button, then tap Gmail. Enter your login credentials, then tap Next. Enter the email addresses you want to invite, the email subjects, and details for the meeting, then tap the send button. Set up a scheduled Zoom meeting by tapping the schedule meeting button. Enter the meeting’s name or topic in the Topic textbox, set the date and time of your scheduled meeting, and modify the time zone if necessary. Make sure the “Personal Meeting ID” toggle switch is turned on in your account settings if you want to use your account’s fixed Meeting ID. If you want a random, unique Meeting ID, make sure the toggle switch is turned off. To change the passcode, tap the passcode textbox, and enter your preferred meeting passcode. You can enable or disable the waiting room by tapping the toggle switch button. This way, you can control whether or not people have to wait before entering your room. When joining a meeting, you can turn on or off the video for both the host and the participants by tapping the toggle switch button. For more options, tap Advanced options. Finally, if you want to allow participants to join the meeting at any time, tap Allow participants to join before host. You can also record meetings on your device and customize participants’ countries or regions from specific countries/regions. Send meeting invites to participants by tapping the toggle switch button of your calendar. Tap the done button to save and set the scheduled meeting. | |
| Related Articles/Links | |
| Make sure to link back jargon or technical terms to articles or glossary terms from our existing library. | |