Zoom : User manual

1 zoom : User manualConference Technician-IBDThisUserManualprovidesuser -friendlyinformationaboutZoomanddescript ionofitsfeaturestoparticipants, the for event participants for event hosts and co-hosts for interpreters1. Joining the meetingIBD / CONFERENCE TECHNICIAN zoom : user manualRECOMMENDED: Go to before the meeting day in order to ensure that your system is compatible with the connection. We do not recommend you to use Internet Explorer. Openyourcalendarinviteandclickonthelinkp rovidedorcopyandpasteitonyourbrowser.

2 / CONFERENCE TECHNICIAN zoom : user manual You will be taken to the zoom website, where you will be asked to download the zoom App or join from your browser. IfduringjoiningthemeetingyouvisitaZoomwe bsitethroughaconcretebrowserforthefirstt ime, , / CONFERENCE TECHNICIAN zoom : user Zoomclientformeetings (recommendedbrowser).IBD / CONFERENCE TECHNICIAN zoom : user , / CONFERENCE TECHNICIAN zoom : user manualOncetheinstallationprocessiscomple ted,youwillbereadytojoinaZoommeetingusin gthe JoinaMeeting (password,meetingID)willbesenttoyouinadv anceinthemeetinginvitation.

3 If you join the meeting using your browser, it is recommendable to disable the use of the Functional and Advertising cookies allowing only the Required cookies. Note that this could limit your experience in the / CONFERENCE TECHNICIAN zoom : user manual If you join using your browser, you can allow it to access your camera and microphone when prompted. If your camera or mic still don t work, click on the padlock on the upper left corner of your browser, next tothe search bar. You should be able to see the option to allow the access to your camera and / CONFERENCE TECHNICIAN zoom : user manual2.

4 Guidelines for event participantsIBD / CONFERENCE TECHNICIAN zoom : user Notification for start of a recording Iftheeventisbeingrecordedinthetool, ,forcompellingandlegitimategrounds,youca nalwaysexerciseyourrighttoobject,byindic atingittothehost(verballyorthroughthecha t),sothattherecordingispausedduringyouri ntervention. Please, / CONFERENCE TECHNICIAN zoom : user Overview of features available for participantsOnceyou have joined the event, you will see a toolbar at the bottom of your , note that some features may not be available if you join through your can mute/unmute your microphone, start/stop your camera, chat with the host.

5 You cannot share your screen/files and record the / CONFERENCE TECHNICIAN zoom : user Raisinghand In webinars and large meetings your microphone may be muted by the organizers. Press the Participants button. At thebottom right of the participants white box you will see a button to raise your hand (request to speak). The hosts will then see your raised hand and allow you to speakIBD / CONFERENCE TECHNICIAN zoom : user Chat: To all participants To an individual participantIBD / CONFERENCE TECHNICIAN zoom : user InterpretationIBD / CONFERENCE TECHNICIAN zoom : user manualInterpretation service can be addedSelect the language and mute the original audio if you interpreter in the channel will hear the original meeting audio which they can translate.

6 Participants in a language channel will hear the translated audio and also the original audio at a lower volume. 3. Guidelines for event hosts and co-hostsIBD / CONFERENCE TECHNICIAN zoom : user ,notethatthedepartment/serviceresponsibl efortheinvitationoftheparticipantshastoe nsurethatparticipantsreceiveinadvancethe dataprotectiondisclaimercontainingthePri vacystatementforZoom, ,please, / CONFERENCE TECHNICIAN zoom : user Recording It is recommendable to do recordings on your Office computer/laptop choosing the option: record on this computer.

7 ,notifyverballytheparticipantsthattheeve ntwillberecordedandinformparticipantsabo utthepurposeoftherecordingandtheoptionth eyhavetoopt-out:Ifaparticipantwantstoint erveneduringthesessionbutforcompellingan dlegitimategroundsdoesnotwishtoberecorde d, / CONFERENCE TECHNICIAN zoom : user Overview of features available to hosts/co-hostsOnceyou have joined the event, you will see a toolbar at the bottom of your screen. Please, note that some features may not be available if you join through your your microphoneStart/stop your cameraSee participants list and actionsPolls for the participants (if enabled by host)Share your screen or individual programsChat to all or one of theparticipants Only the host can record the meeting: computer or cloudShare some reactionsSwitch to another audio language (if translation is available for the meeting)IBD / CONFERENCE TECHNICIAN zoom : user manualSecurity features-Lock meeting.

8 Once all invited participants are connected, this prevents unwanted participants from joining the meeting. Please note that if any of the participants drop they won t be able to join again (unless the meeting is unlocked temporarily to let them chat and participants renamingIBD / CONFERENCE TECHNICIAN zoom : user Security Mute/unmuteparticipantsIBD / CONFERENCE TECHNICIAN zoom : user Screen Share: Press Annotate to draw, write and highlight on your shared content. A second taskbar will appear. The notes can be savedIBD / CONFERENCE TECHNICIAN zoom : user Screen Share: Allow host to control the annotationIBD / CONFERENCE TECHNICIAN zoom : user Screen Share:Share screen: option 1 Share screen: option 2 Share screen: option 3 IBD / CONFERENCE TECHNICIAN zoom : user Remotecontrol Allow a co-host to control your screen when sharing contentIBD / CONFERENCE TECHNICIAN zoom : user Breakout opening the rooms, the host can configure the rooms.)

9 The time, countdown,.. closing the rooms, the host can open the rooms again with the last configuration of / CONFERENCE TECHNICIAN zoom : user Breakout participants will be assigned to the different rooms will be opened for the participants by the / CONFERENCE TECHNICIAN zoom : user Breakout host can move the participants to other breakout host can write to the breakout roomsIBD / CONFERENCE TECHNICIAN zoom : user Breakout participant can request help to the host from a breakout / CONFERENCE TECHNICIAN zoom .

10 User PollsHosts can create polls and launch them for the participants to answer (single or multiple choice). The Host and co-hosts are notallowed to vote. The results of the voting are presented in an aggregated way and can be shared with the participants or seen by the hosts only. No reports can be generated about the polls / CONFERENCE TECHNICIAN zoom : user PollsIBD / CONFERENCE TECHNICIAN zoom : user manual3. Guidelines for interpretersIBD / CONFERENCE TECHNICIAN zoom : user manualIBD / CONFERENCE TECHNICIAN zoom : user manualIfyouare aninterpreter, whenthehost startstheinterpretation, theparticipantswindow, : user manualStatusDRAFTA pproved by owner-Authors-RSGRut Sanz Garijo-CRRC arlos Rodr guez RiberaContributors-ESElitsa Samuilova-Revision , CRRF irst , , ESThirdversio