Updated 30 October, 2020
We are updating this page as our understanding of Zoom increases.
Your feedback is always welcome.

Basics for Audience Members

Q:  Do I need to create a ZOOM account before I can attend (watch) a lecture?
A:  No.
Q:  Do I need to install an application on my device before I can watch a lecture?
A:  Yes. You can do so any time before the lecture's start time.

If ZOOM's free app is not already installed on your device, it will download automatically when, using your web browser, you try to "join", to use ZOOM's term, your first ZOOM meeting or webinar, no matter whose. Installation requires no input from you, takes little time, and does not require you to restart your device.

Nonetheless, we re­com­mend installing the app a few days before the lecture you want to watch, if only for your peace of mind. After the app has installed you'll use the app to display any ZOOM event, including ours.

The app is easily downloaded via Zoom's Download Centre (https://www.zoom.us/download).

  • for desktop devices: click "Zoom Client for Meetings" (1st item on the page)
  • for mobile devices: scroll down to "Zoom Mobile Apps" (6th item on the page)

Very Important:  Use the device on which you want the app installed when you browse to the ZOOM website to obtain the installer file. That's because the file you want to obtain must be one configured for your device type and operating system.

Also important: Be logged on to the user account you intend to use when attending Zoom events. Unlike most applications, the Zoom app, once installed, is only avaiable to the user account that installed the app.

Q:  How do I "attend" (join) a HAALSA webinar?
A:  Once it's installed, you can use the Zoom app to "join" any Zoom event for which you have the event's ID and password. You'll be required to enter the ID, your name, and possibly the password.

However, we recommend joining our events via our email message to you that provides the url for joining. Just click on that url. Your device's operating system will open the Zoom app for you and pass the event's url to the app. Since the url contains both the event ID and the password (encrypted), there's nothing for you to type (or mistype!).

Q:  Is a video camera, either build-in or connected externally, required for watching the lectures on my device?
A:  No. Moreover, even if there is a video camera, you are not required to have it turned on while watching our lectures. (Unlike with a Zoom Meeting, a Zoom webinar is configured by default to block any video signals coming from audience members' devices.)

You can configure the ZOOM "client" app to turn off your camera when you are in the app's Join a Meeting screen.

Q:  Is a microphone, either build-in or connected externally, required for watching the lectures on my device or, during- or post-lecture, submitting a question for the presenter?
A:  No. Input from your microphone is automatically "muted" (disabled) by the host for the duration of the event. Questions for the presenter are submitted as typed text via the event's "Q&A" tool. The "Chat" tool can also be used but we ask attendees to reserve the Chat tool for questions that require a response from our Technical Host. That said, however, the Q&A Moderator will watch the Chat feed too, so don't worry if you accidentally use the Chat tool to submit a question.

You can configure the ZOOM "client" app to turn off your microphone when you are in the app's Join a Meeting screen.

Q:  Are speakers, either build-in or connected externally, required for listening to the lectures on my device?
A:  Yes. (Note that our lectures are not streamed with sub-titles or closed captions.)

Troubleshooting for Audience Members

Q:  My pc/tablet/smartphone is running a version of Apple's operating system (OS X 10, macOS 10). The webinar is being broadcast; I can hear the Meeting Host and/or Presenter talking — but my device is not displaying the video feed or has just stopped displaying the video feed! What should I do to obtain the video?
A:  Our go-to Apple expert tells us that the easiest and quickest solution is to close everything (running apps) and re-start your device. Doing so should release certain processes back to the operating system, which can then share them with the Zoom app when you next try to log in to our webinar. (We're told that this is a not uncommon scenario for those who watch Zoom meetings or Zoom webinars on an Apple device.)

This solution may or may not work with devices running other operating systems (eg, Windows 10, Android). We would welcome feedback on this problem from users of non-Apple devices.

Tips for Our Presenters

Q:  How do I share part of my presentation file — the slides — with the audience while keeping my speaking notes visible only to me?
A:  Zoom provides an option for sharing any portion of your device's 'screen or any area within an active app's window, while still allowing you to see all of your screen or all of that app's window. You access that option, labelled "Portion of Screen", from the Zoom Taskbar via "Share Screen > Advanced".
A second way to share a portion of your screen exists but it requires two screens/­monitors, plus your presentation app must be able to display only your slides on that second screen while still displaying your notes on the first screen. Happily, almost all presentation apps can do that. We'll have more to say on this method at the end of this item.
In the case of a presentation app such as Powerpoint or Keynote, you'll likely want to share only your slides, including any animation effects, while still being able to see each slide in turn, your notes for that slide, and optionally, the app's navigation panel, which displays a list of your slides.

In this document we'll use "PPT" as an alias for any presentation app. Refences to specific keystrokes or options will be to those used in Powerpoint. If you're using Keynote or another presentation app, you'll need to translate those references into the keystrokes and options specific to your app. (We hope that task isn't too difficult but if you find that it is, please suggest to our Webmaster how we should word our advice. Be as specific as possible.)

If your device has only one screen..

either build-in as with a laptop or tablet, or an external monitor as with a desktop pc, we recommend the following steps:

  1. After you've finalized both your slides and your notes, and before your practice session with HAALSA, decide how you want to view your notes while delivering your presentation. Your choices are:
    1. On a print out; if so then..
      • print your notes now. We recommend not stapling the sheets together. Just be sure they are in the correct order. In PPT: "File > Print > Settings", then enable these options: All Slides, Notes Pages, and One Sided.
    2. On the screen/­monitor of a second laptop, tablet or pc; if so then..
      • put a copy of your presentation file on a usb stick or the hard drive on that second device;
      • ensure that you can open the file and display your notes with that second device.
  2. During the webinar broadcast — When you are about to start your presentation or when, during your presentation, you want to start sharing your slides:
    • If you haven't already done so: close all apps that you don't need open during the webinar broadcast.
      • This optimizes the amount of memory available to Zoom and your presentation app.
    • Open your presentation file.
    • Resize your presentation app's window so that it occupies 75% to 80% of your screen.
      • Ensure that you can still see the Share Screen button on the Zoom taskbar.
    • Put your presentation app in the view mode that displays only your initial slide.
      • In PPT: "Slide Show > From Beginning". In Keynote: "Play > Rehearse Slideshow" (see also Customize Presenter Display).
      • This mode enables any animation effects in your slides.
      • Do not click anywhere within your app's window.
        • Doing so now will trigger the first animation effect, if any, or display your second slide.
  3. In the Zoom app:
    • click on this sequence:  "Share Screen > Advanced";
    • double-click the "Portion of Screen" option;
      • A green rectangle will appear on your screen;
        • You're now sharing the area enclosed by the rectangle.
      • The Zoom window is now simply a taskbar at the top of your screen.
    • "grab" and drag the rectangle as you would any window; position it over your initial slide.
      • The rectangle's colour is orange while you are moving or resizing it.
    • resize the rectangle so that it encloses all of, but no more than, your slide. Any borders or blank areas surrounding your slide should not be within the rectangle.
  4. Advance through your presentation as you usually would while in Slide Show mode. In PPT: use your mouse, the Arrow keys, or the PgDn and PgUp keys.
    • Remember to keep your notes in sync with your slides. If using a printout, set each page aside in turn. If using a second device, advance through your notes with the appropriate keystroke.

If your device has two screens..

either one build-in and a second, external monitor; or two external monitors, as with a desktop pc, then you very likely have a second method of sharing a portion of your presentation app's window.

If your presentation application has a display mode by which the portion of the app's screen that you want to share can be sent to the second monitor, then you can make use that feature to share only your slides with your audience, while retaining your capacity to see the app's entire window, including your notes, in the first screen.

Instructions on how to do this vary across apps, so check your app's Help or online resources for guidance concerning a presentation view. In PPT: Slide Show > Use Presenter View. In Endnote: Play > Rehearse Slideshow.

You would then use Zoom's "Share Screen > Basic" sequence to select "Screen 2", and then apply your selection by clicking the Share button at the bottom-right corner of the Basic window. At that point the Zoom app will shrink to become a taskbar positioned at the top of your screen.

Q:  I want to share a portion of my screen. On the taskbar in the Zoom interface, the "Share Screen > Advanced" window lacks the "Portion of Screen" option. How can I restore that option?
A:  You can't but your meeting's Host (aka the Technical Host) may be able to restore it, either immediately or in a few hours or days.

The "Portion of Screen" option will be missing if the Account Owner, the Account Administrator, or the Technical Host has enabled (turned on) the "Disable desktop/screen share for users" option.

Zoom describes the effect of this option as follows:  "Disable desktop or screen share in a meeting and only allow sharing of selected applications." In our experience this description is quite misleading, at least for webinars. When the option is enabled at both the PERSONAL and ADMIN levels or at the Technical Host's level (PERSONAL level), participants can still share their screen. The only impact we're aware of is that the "Portion of Screen" option will be missing from the "Share Screen > Advanced" window. So,..

  • Ensure that this option is DISABLED (Off) at both the PERSONAL and ADMIN levels. It is normally OFF at both levels.
  • Your Technical Host will be unable to disable the option if the Account Owner or the Account Administrator has previously enabled and locked the option in that state. The Host will have to ask the Owner or Administrator to unlock and then disable the option

We recommend that you ask your Technical Host to check on the state of this option a few days before your event. Neither of you would want to discover that the option is both enabled and locked just moments before your event goes live!

The Zoom-account Owner, the account Administrator or the event Host (Technical Host) can check/­change this option with the following steps:

  1. Under "ADMIN > Account Management > Account Settings > the Meeting tab"
    • Search the page for the text "desktop/screen" OR if you can't search the page then..
      • Under the "Meeting tab, click on the "In Meeting (Basic)" link.
      • In the contents column, sroll down from "In Meeting (Basic)" to the minor header "Screen sharing".
      • scroll down a little further to the "Disable desktop/screen share for users" option.
    • Ensure that the option is DISABLED (Off).
  2. Under "PERSONAL > Settings > the Meeting Tab
    • Execute the above steps, A and B, again.
Q:  What are some useful things to know about Sharing an Application?
A:  Well, did you know that..

you can share an app's entire window by this sequence: "Share Screen > Basic >" and then clicking in the Basic window on the image of the window (app) you wish to share. Of course, the app in question must be open (running). The target app can be minimized on your Desktop's taskbar; selecting that app restores the app's window to its previous size.

Here some other useful-to-know behaviours:

  • If you minimize a shared app, screen sharing is paused (not stopped).
  • If you maximize the shared app, screen sharing continues. Attendees (probably) do not notice any difference.
  • If you open a window by right-clicking on something in the shared area, and a child window opens within the shared area, the attendees see that child window, just as you do.
  • If you open a window with the shared app and that window is independent of the shared window — can remain open after the app has been minimized or even closed (exited) — attendees do not see that independent window.