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Using Zoom for virtual conference attendance

Zoom is the Partners supported videoconferencing platform and will be used extensively going forward for online and virtual meetings and conferences.

Once a meeting has been scheduled in Zoom you will be sent the meeting details in an email allowing you to join the conference at the allotted time.  You have the option to join using your computer or dialing in by phone.  You can also use the Zoom app on your smartphone, instructions for joining this type of conference attendance are not included here.

Join using your computer

Mac and PC instructions are almost identical so please use this document regardless of your computer type. 

  • To join via computer, find the link in the email you have been sent; this will generally be in the form

https://partners.zoom.uk/j/653654968

  • Click on the link.  This will direct you to the Zoom website and prompt you to download the videoconference software if you have not already done so.  You will be able to join the meeting once installation has finished.
  • If you are asked to enter your name, please type in your name as you are known at the Institute.  This helps the Host be aware who is attending.
  • Once connected to the conference, before you can participate you will be asked whether you wish to use the computer audio or telephone.  Unless there is a problem with your computer audio, you should select Use Computer Audio.*

You will then enter the conference and you should wait for other participants to join the meeting.

Join using your phone

If you are away from your computer you should dial in.

  • To join via phone, you need to locate the section in the meeting invitation listing phone numbers and find the number which is located geographically closest to you.  In the Greater Boston Area this will be the NYC number  +1 646 876 9923

If you are elsewhere in the US or are based Internationally you can find your local phone number by visiting https://partners.zoom.us/u/ads1Xioej7

  • Once you have dialed the number you will need to enter the Meeting ID, which will also be in the meeting invitation email.  
  • Enter the pound sign # after you have entered the Meeting ID.  You will then be asked for the participant ID.  This is not necessary and you can just enter pound (#) again. You will then be informed that you have joined the conference and how many participants there are.

Once you have joined – Computer

Once you are in the Conference you should be aware of your audio and video settings so that you do not transmit video or any audio that could interrupt the meeting unnecessarily.  If you are muted at any time you can unmute your computer microphone if you need to speak. Clicking mute again will mute your microphone.

Sharing screens

If you have arranged to share a presentation (using PowerPoint, for example) you can click on the Share button on the Zoom Toolbar at the bottom of the Zoom window.  This will show your screen to the other participants.  If you have multiple screens or Desktops configured ensure you select the correct one for the presentation. If you use PowerPoint in Presenter Mode, choose the Slide View screen and not the one containing your slide notes.

Once you have joined – Phone

Be aware, the Host (see below) may control your audio settings if there appears to be background noise that is disturbing the conference for the other participants.

Leaving the Meeting

You can hang up the phone, or simply quit the Zoom application once the meeting is over or you wish to leave.

Ragon IT can help with Zoom Videoconference questions.  Please email RIT@partners.org or call extension 87227 for assistance.

Zoom meetings – general information

  • You do not need a Zoom account to participate in a meeting
  • To schedule a meeting you can set up a free Zoom account, but this only has basic features: 100 participants per meeting but each meeting has a 40 minute limit.
  • There are existing Enterprise accounts at the Ragon that can be used to book meetings on your behalf:
    • 2 Institute Director accounts
    • 2 Institute general accounts

Please contact Ragon IT (RIT@partners.org) to schedule a Zoom meeting using the Institute accounts.

  • Further accounts can be created:
    • $17 per month, $204 per year
    • Apply through Partners Collaborative Media, visit http://pcm.partners.org/request-a-service.aspx
    • Select ‘Desktop Videoconferencing’ and complete the request form. You will need to supply a budget code.

Recording

There may be a requirement to record the meeting, in which case you will be informed prior to the meeting and be reminded of at the start of the meeting.  If you have any concerns about this please contact the meeting organizer in advance for clarification.

All the Ragon Zoom accounts listed above have recording capability.

Hosts

The meeting Host is generally the person who created the meeting and usually oversee proceedings.  They can control the audio and video of all participants, recording of meetings and other aspects of the conference.  If you wish to contact the host, if you are concerned about the audio or video quality, for example, you can use the built-in Chat functionality by clicking on the Chat button on the Zoom toolbar.

*If you are attending the conference at the Ragon Institute in rooms 148 or 980, or are in the Auditorium and the room teleconference system is in use, you should not connect using Computer Audio.  Please contact Ragon IT on extension 87227 or email RIT@partners.org for help on this specific topic.