Scheduling the Webinar
To get started with Zoom Webinars, please schedule one at: https://ucla.in/2UTF1Tj (https: //ucla.in/2UTF1Tj).
The IT team has a Zoom account with a 1000-attendee license that can be used to create the webinars. If you have any questions or concerns, please contact the IT help desk at help@international.ucla.edu. If you would like to schedule an official event or a practice run, please use the link above and fill out the required information. The IT team will create the webinar and add you as a host so you can start the webinar and control it. Please include the following information when scheduling one:
- Topic/title of event
- Date and starting time
- Duration
- If the event is recurring
- If registration is required for attendees (Without registration, attendees only have to click on a link and enter their name and email, then they can join. With registration, attendees have to fill out an online registration page, then they will receive an email with a unique link for them to join.). If you are requiring registration, please see Registration page questions and Registration page customization below for more details.
- If reminder emails should be enabled (If registration is not enabled, only panelists will receive reminders with this option. You will have to manually email out any reminders to attendees. If registration is enabled, Zoom will send out emails to all panelists and registered attendees. Can set 1 week, 1 day, and/or 1 hour before webinar starting time)
- If Q&A should be enabled
- Co-hosts' and panelists' full names and email addresses
More info
Roles (host, co-host, panelist, attendee): https://support.zoom.us/hc/en-us/articles/360000252726-Roles-in-a-webinar (https: //support.zoom.us/hc/en-us/articles/360000252726-Roles-in-a-webinar)
(https: //support.zoom.us/hc/en-us/articles/360000252726-Roles-in-a-webinar)Registration page questions: https://support.zoom.us/hc/en-us/articles/202835649-Webinar-Registration-Customization (https: //support.zoom.us/hc/en-us/articles/202835649-Webinar-Registration-Customization)
(https: //support.zoom.us/hc/en-us/articles/202835649-Webinar-Registration-Customization)Registration page customization (logo, banner, etc): https://support.zoom.us/hc/en-us/articles/115002548166-Webinar-registration-branding. (https: //support.zoom.us/hc/en-us/articles/115002548166-Webinar-registration-branding.)
Preparing for the Webinar
Once IT creates the webinar, you should get an email from Zoom (below) that has the link for you to join the webinar. Save this link in your calendar.
If needed, you should also do any practice runs with your panelists to check everyone’s video and audio. We recommend everyone to use a different microphone than their laptop’s, such as a headset or headphones with mic (i.e. the one that comes with your phone).
Joining the Webinar
1. To join the webinar, paste the link into a browser and go to it. Click Sign in to Start.
2. It will bring you to the UCLA sign in page. Sign in with your UCLA Logon.
3. After signing in, it will bring you to the page below. Click Open Zoom and it will open up the webinar screen. If you do not have Zoom installed, it may ask you to install Zoom.
4. Once the webinar opens, there may be a small popup about computer audio. Click Join with Computer Audio.
Managing the Webinar
Once you are in the webinar, you’ll see the screen below. You can press Alt on your keyboard so the control options stay on the screen. The webinar is not “Live” until you click Broadcast. Use this time to allow the co-hosts and panelists to join and to test their video and audio. Once everything is good, click Broadcast to allow attendees to join and view the webinar.
Click Participants and Chat at the bottom to open their corresponding windows.
Managing video
The default for webinars is to follow the host’s view. If you will not be speaking during the webinar, you should hide your own video. You should also hide non-video participants. This way the webinar will only show the speaker(s).
1. Click on the three dots in the top-right of your video. Click Hide Non-Video Participants and Hide Self View.
Managing participants
With the Participants feature, the host can hide video or mute audio for panelists. The host can also remove attendees if needed.
Managing Panelists
In the panelist list, hover over the panelist's name and click More. You will see the following options to manage participants:
- Mute / Unmute: Mute or unmute the panelist. If the panelist muted their mic, they need to accept the unmute prompt before they are unmuted.
- Chat: Open the chat window to send messages directly to the panelist.
- Make Host: Assign the panelist to be the host. There can only be one host.
- Make Co-Host: Assign the panelist to be a co-host. You can have an unlimited number of co-hosts.
- Change Role to Attendee: Click this to change the panelist's role to an attendee.
- Forbid Record / Allow Record: Forbid or allow the attendee to start or stop a local recording of the webinar. Panelists do not have access to start a cloud recording.
- Assign to type Closed Caption: Assign the panelist to type Closed Caption during the webinar.
- Rename: Change the panelist's name that is displayed to other participants.
Note: To change your own name that is displayed, hover over your name in the participants list and click Rename. This change only applies to the current webinar. To permanently change your name, see My Profile.
- Put on hold: Place the panelist on hold. This will Temporarily remove them from the webinar so that they cannot hear you, see your screenshare or your video. Their webinar screen will change to the message: "Please wait, the meeting host will let you in soon", followed by the name and date of the webinar.
- Remove: Remove the panelist from the webinar. They will not be able to rejoin unless you allow participants and panelists to rejoin.
Managing Attendees
To manage attendees, click on the Attendees tab, hover over the attendee's name, and click More. You will see the following options:
- Allow to Talk: Allow the attendee to unmute and speak in the webinar. All participants will be able to hear them.
If you allowed the attendee to talk, you will see these options:
o Mute / Unmute: Mute or unmute the attendee. If the attendee muted their mic, they need to accept the unmute prompt before they are unmuted.
o Disable talking: Revoke the attendee's ability to talk. This will mute the participant and prevent them from unmuting themselves.
- Chat: Open the chat window to send messages directly to the attendee.
- Promote to Panelist: Make the attendee a panelist.Remove: Remove the attendee from the webinar. Remove the panelist from the webinar. They will not be able to rejoin unless you allow participants and panelists to rejoin.
Additional Controls
There are some additional controls at the bottom of the Participants panel in the Panelists tab:
- Mute All: Mute all of the panelists and any attendees who you have given permission to talk.
- Unmute All: Unmute all panelists and any attendees who you have given permission to talk. The attendees without permission to talk will remain muted.
- Mute Participants On Entry: Mute all new panelists upon entry, but they will be able to unmute themselves. Attendees are automatically muted (and will not be able to unmute unless you promote them to panelists or allow them to talk).
- Play Chime for Enter/Exit: Play a chime whenever a new panelist or attendee joins.
- Lock Webinar: Prevent any new panelists or attendees from joining the webinar, until you unlock it.
- Allow panelist start video: Allow panelists to start their video if they would like to. If you uncheck this option, it will not stop the video feed of any panelist who already has their video on.
- Allow attendees to:
o Raise Hand: Allow attendees to raise their hand in the webinar. This feature is typically used if you want to know who would like to ask questions out loud.
o View the participant count: Allow attendees to see how many panelists and attendees are in the webinar. The number of panelists includes the host. It will appear at the top of their screen, after the meeting ID.
- Set video layout for attendees: Set the video layout that the attendees see during the webinar. By default, they see active speaker view.
o Follow host view mode: Participants will see the same view that the host is using, whether active speaker view or gallery view. If the host is sharing their screen, the attendees will have side by side mode with the host's share and the active speaker's video. The attendees can adjust the share and video size.
o Active speaker view: This view will switch between the host or panelist who is speaking.
o Gallery view: This view will show the host and all panelists if their video is on.
Q&A Session
Only attendees can submit questions via Q&A. New questions can only be seen by hosts and panelists, not by other attendees. Once the questions are “answered”, they become visible to all the attendees.
Answering questions
1. As the host, co-host, or panelist, click Q&A in the webinar controls.
2. Find the question you would like to answer.
o Click Answer Live to answer the question out loud during the webinar.
o Click Type Answer to type out your answer for the attendee.
Type your answer and click Send.
(Optional): Check Answer Privately before clicking send, if you would like to answer to the attendee only.
Dismissing questions
1. As the host, co-host, or panelist, click Q&A in the webinar controls.
2. Hover over the question that you would like to dismiss and click Dismiss.
Reopening dismissed questions
1. As the host, co-host, or panelist, click Q&A in the webinar controls.
2. Click the Dismissed tab.
3. Find the question you would like to reopen and click Reopen Question.
Chat
With the Chat feature, hosts can send messages to the panelists and attendees. Attendees and panelists can also chat with each other.
To send a message to all panelists and attendees, click on the “All panelists” next to “To” and change it to “All panelists and attendees”. Then you can send your message.
Hosts can disable chat for the attendees by clicking the three dots and selecting “No One.”
Share Screen
You can use share screen to show a PowerPoint or video. If you are sharing a video or audio clip, make sure to check “Share Computer Sound” when sharing so viewers can hear the audio and “Optimize for full screen video clip” for better quality.
1. Click the Share Screen button located in your meeting controls.
2. Select the screen you want to share. You can also choose an individual application that is already open on your computer, the desktop, a whiteboard, or an iPhone/iPad.
3. (Optional) Enable these features:
o Check Share Computer Sound: If you check this option, any sound played by your computer will be shared in the meeting.
o Check Optimize for full screen video clip: Check this if you will be sharing a video clip in full screen mode. Do not check this otherwise, as it may cause the shared screen to be blurry.
4. Click Share.
o Zoom will automatically switch to full screen to optimize the shared screen view. To exit full-screen, click Exit Full Screen in the top-right corner or press the Esc key.
o To disable automatic full screen when viewing a shared screen, disable this option in your desktop client settings: Enter full screen automatically when a participant shares screen.
Record
Only the hosts and panelists can record the webinar in Zoom. Hosts can disable panelists from recording if needed. Please be aware that viewers can use third-party apps or their phones to record their screens.
1. Click the option to Record.
2. If there is a menu, select Record on this Computer.
Hosts will see the following recording indicator in the top-left corner while recording is active.
Participants will see the following indicator in the top-left corner while the recording is active.
3. After the meeting has ended, Zoom will convert the recording so you can access the files.
4. Once the conversion process is complete, the folder containing the recording files will open.
Note: By default, the audio/video file (MP4) will be named Zoom_0.mp4. The audio only file (M4A) is named audio_only.m4a.
Stopping or pausing a local recording
During a Zoom recording, a user can Stop or Pause the recording. If a user stops the recording and starts it again, a new video file will be created for the next recording segment. If a user pauses the recording and starts it again, Zoom will record to the same video file for the recording segment.
1. After a recording has been started, click Pause or Stop Recording at the bottom.
The recording can also be stopped or paused by clicking the indicator in the top left corner.
2. When a recording is paused, the following indicator will be displayed in the meeting.
3. To resume the recording, click Resume Recording at the bottom.
The recording can also be resumed by clicking the indicator in the top left corner.
Accessing and converting local recording files:
By default, all recordings will be placed in a Zoom folder found in the following file path on these devices:
- PC: C:\Users\User Name\Documents\Zoom
- Mac: /Users/User Name/Documents/Zoom
More (Live Streaming)
Hosts can stream the webinar to Facebook or YouTube. Please consult with IT if you want to stream your event.
Live on Facebook
1. In the meeting/webinar controls, click More.
2. Click Live on Facebook.
3. Your default browser will open and you will be prompted to log into Facebook if you aren't already logged in.
4. Log into Facebook using either your email address or phone number and your password.
5. Choose where on Facebook you would like to Go Live.
6. Click Next.
Note: If you are not able to start the live stream, clear your browser's cache and cookies, then try again.
7. When you are ready to start the broadcast on Facebook, click Go Live.
8. Wait for the notification from the Zoom client that your Webinar is Live on Facebook, then begin your Webinar.
9. Streaming stops when you end the webinar or meeting or click the Stop Streaming icon on the Zoom client.
Live on YouTube
1. Click More in the Meeting/Webinar Controls.
2. Click Live on YouTube.
3. Log in to YouTube.
4. After you authenticate successfully, the following page displays:
5. Specify the following settings on the Broadcasting to YouTube Live page:
o Zoom Webinar title on YouTube
Automatically populated with the Zoom Webinar topic. Navigate to the text box to change it.
o Privacy
You can choose Public, Unlisted, or Private.
6. Click the Go Live! button.
7. You will now see a progress bar, letting you know that your session is being prepared for streaming.
8. Wait for the notification from the Zoom client that your Webinar is Live on YouTube, then begin your Webinar.
9. Streaming stops when you end the webinar or meeting, or click More then Stop Live Stream in the meeting controls.
Published: Friday, July 24, 2020
