Getting started in Zoom webinar for Hosts

Zoom webinar is our current choice of platform for webinars due to its accessibility (ie. it’s
free for us). Many of you will be familiar with the layout of Zoom but there are a few extra
features that we will be utilising during our sessions.
Please read through the Webinar Etiquette tips before starting a session to minimise sound
interference and delays.

Hosting a webinar
If you are on hosting duties, but haven't signed into Zoom as ‘opus-education’, then you
won't have your full host rights. You will need to either:

A. sign out completely and sign in again as the Host

B. find "claim the host role" if you are already in the meeting

A. Signing in as a Host
User: opus-education@unimelb.edu.au
1. Go to https://zoom.us/profile
2. At the sign in window, enter the login Password: ToniArdino1
details on the right (don’t click SSO sign in).

Note: if you enter the meeting automatically without being asked to sign in (ie. you just
clicked on the meeting link and joined as yourself), skip to Claim Hosting rights

3. Click on webinars and find your scheduled webinar.

B. Claim Hosting rights

1. Click on Participants in the bottom menu of your Zoom window (below)

2. Click Claim Host in the lower right of the participants panel

3. Click Login to Claim Host and enter the same login details as above.

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 The Zoom webinar interface
The interface is much like a normal Zoom. The menu at the bottom of the Zoom main room
includes options that allow you to:
6. Leave the webinar
1. Change the way you view your 7. Chat
screen/videos of participants – gallery 8. Share your screen
view or speaker view 9. View the participant list and Raise
2. Enter and exit full screen mode your hand option
3. Raise your hand to request permission 10. Stop/start your video transmission and
to speak access video settings
4. Send group messages 11. Mute/unmute your microphone and
5. Send private text messages access audio settings.

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 Screen view – gallery view and speaker view
When you enter your webinar room, you may be able to see other participants who have
joined the webinar (depends on the settings chosen). In Gallery view, the speaker’s window
is highlighted in green (A, below).
In the Speaker view, the speaker is expanded while attendees appear at the top in a
horizontal row (B, below). You can toggle between the two options in the top right corner of
your webinar room.

Raise hand

During the Q&A session, attendees can raise a hand – this is your cue to open their
audio/video by right clicking their name and turning the feed on. After the question, you can
turn these settings off or keep them as is. This is also handy for speakers to ask a closed
question to the audience (eg. Raise your hand if you ate breakfast this morning) which the
moderator can then monitor for the speaker.

1. On the menu at the bottom, click Participants.

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2. To dismiss the hands, inside the Participants panel, in the bottom-right corner (C, above),
click Lower all hands.

Question and Answer session

During the presentation, attendees can questions for you to answer live. Speakers should
refer to this box at all times to respond. These questions will be moderated by the Host so
the speaker doesn’t need to click around and filter questions. Speakers should avoid looking
at the Chat Room unless it’s from the Host!

Group and private chat

During the presentation, audio/video will be turned

off for all attendees. You can still communicate with
everyone, the host, the speaker, etc (see right) via the
chat room for any troubleshooting matters.

1. On the bottom menu, click Chat.

2. To send PMs during the session, click the drop down
in the To: field. You can send messages to Everyone
or just the Panellists
3. This might be handy for communicating with just the
Panellists during the sessions.

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Share screen
You have the option to share your:
• presentation slides
• your desktop
• the whiteboard
• any windows you have opened
We recommend sharing the desktop if you know that you will be clicking on links in your
presentation or require
other programs.

1. Click the green Share

Screen button in the
centre of the bottom
Zoom menu.
2. Select the screen
that you want to
share
3. Your Zoom menu will
switch to the top of
the screen now

4. Click the Advanced

tab if you want to
select a specific
portion of your
screen
5. Speakers who have
be given co-host
rights (instructions
for assigning co-hosts
on page 8) are able to
stop your feed and
share their screen

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 When sharing a screen, click on the More button at the top menu for further options. If you
selected Whiteboard when sharing your screen, you will have an extra menu (below) with
drawing options.

Break out rooms

Breakout rooms provide the opportunity for webinar participants to work in groups and have
full audio, video and screen share capabilities. The Host creates the rooms and assigns
attendees to them, but for the purposes of our OPUS webinars, we likely won’t be using
these rooms!

1. The Host can assign attendees to separate rooms randomly (Automatically) or selectively
(Manually).

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2. Once inside, attendees can use the Share Screen, Chat, Mute/Unmute and Start/Stop video
options as normal.

3. Attendees can click Ask for Help to ask the Host to join their breakout room.
4. To leave the breakout room, click Leave Breakout Room on the bottom right in red text.

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 Co-Hosts
The Co-host feature allows you to share hosting privileges with another user in a meeting or
webinar. This can be useful to allow another user to manage the administrative side of the
meeting, such as muting participants or starting/stopping the recording.

Once a participant has been made a Co-host, they will be able to do the following:

• Mute/Unmute All: have the option to mute/unmute all participants in meeting

• Lock Screen sharing: prevent other participants from sharing their screen
• Mute on Entry: specify that participants are automatically muted as they enter the
meeting
• Play Enter/Exit Chime: specify that a sound is played as participants join and leave the
meeting
• Lock meeting: lock the meeting so that no other participants may join
• Stop Video: stop a participant's video stream so they are unable to start video
• Remove: dismiss a participant from the meeting
• Rename: change the attendee name that is displayed to other participants
• Start attendee on hold: place the participant on hold, removing them from the video and
audio conference. Note that the Allow host to put attendee on hold option must be
enabled prior to starting the meeting. See Attendee on Hold for details.
• Record: record to the cloud or locally to their computer, based on the host's settings. If
they choose to record to the cloud, the recording will go to the host's Zoom account.

Note: The Co-host will not be able to end the meeting or make another user the host. The
Co-host is also unable to create polls or manage breakouts.

Assigning another Host

1. In the case that you are absent on the day, you can assign a back up Host. When
scheduling the webinar, nominate an alternative Host by entering their email and they
will be able to initiate the session in your absence. At this stage, only the following
personnel are able to serve as back up Hosts due to licensing restrictions:

• Samantha Bunzli (samantha.bunzli@unimelb.edu.au)

• Michelle Tew (Michelle.tew@unimelb.edu.au)
• Michelle Dowsey (mmdowsey@unimelb.edu.au)
• Michelle Lam (michelle.lam@unimelb.edu.au)
• Sharmala Thuraisingam (Sharmala.thuraisingam@unimelb.edu.au)
• Jo-Anne Manski-Nankervis (jomn@unimelb.edu.au)
• Penny O’Brien (penny.obrien@unimelb.edu.au)
• Max Catchpool (max.catchpool@unimelb.edu.au)

**If you are from UoM and would like access to this webinar feature, please contact
Michelle Lam (michelle.lam@unimelb.edu.au).

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Using Co-host in a Meeting

You can make a user a co-host once you’re in the meeting.

In the Participants window:

1. Click on Manage Participants at the bottom of the Zoom window.

2. Find the name of the participant who is going to be a co-host, and choose More.
3. Click Make Co-Host.

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 Recording a webinar
Once you have joined your meeting, on the menu bar, click on record. It will then indicate
that you are recording with a Stop recording button in the upper left corner of your
screen. If you want to stop or pause your recording, click on this button.

Once your meeting has finished, and you have stopped recording, it will automatically start
rendering. Once complete, the file is saved to:
PCs: c:\Users\User Name\Documents\Zoom
Macs: /Users/User Name/Documents/Zoom

You will need to ensure that you then save this folder to a USB or copy it to another
folder. If you do not save this, and the computer shuts down, you will be unable to retrieve
your file.

If you have recorded the meeting on your own computer, you can keep it in the C:Drive and
access the recording through the Zoom app on your desktop.

To listen to your recording through the app:

1. Open the app

2. Click on Meetings
3. Click on the Recorded tab
4. Your list of recorded meetings will display
5. From the app you can listen directly to the recording, listen to just the audio, or open
the recording to the file location.

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File Formats
• MP4: Audio/Video format the Zoom recording uses. This is named "zoom_0.mp4" by
default. Each subsequent recording is in sequential order: zoom_0, zoom_1, zoom_2,
...zoom_x
• M4A: Audio format the audio-only file uses. This is named "audio_only.m4a" by
default. Each subsequent recording is in sequential order:
audio_only_0,audio_only_1, ...audio_only_x

• M3U: Playlist file to play/load all individual MP4 files (Windows only)
• Chat: Standard text or .txt file. This is named "chat.txt" by default.

Note: Screen sharing recording uses about 20mb of storage per hour while video recording
uses about 200mb of storage an hour. This is an approximation, since the resolution and
types of video or screen sharing content changes the amount of storage used.

Live Streaming a webinar on Youtube Live

Broadcasting on YouTube Live can be great for certain occasions. There will be a 20 second
delay in streaming due to buffering time.
1. Start the webinar
2. Navigate to the More button
3. Select the Live on Youtube option
4. A browser will open asking you to log into User: opus@opus-tjr.org.au
Youtube. Enter the details on the right to
log into the OPUS Youtube channel Password: ToniArdino1
account:

**Recording the webinar while broadcasting on Youtube live is something Michelle is

working on!

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