Program Equipment, Software and Applications
All Teams and Special Meeting Expectations:
To participate in All Teams Meeting and other special meetings must be prepared to use email and Zoom application. Zoom is a free application and can be used on: Computer (preferably), iPad and/or Smart phone. Please note what Zoom application cannot be used on a flip phone. Facilitators are going to very closely monitor attendance and participation during the whole orientation week. Only time spent logged in to the zoom call will be considered work time during orientation (unless otherwise arranged by program).
Etiquette for a Meeting:
Do not speak when others are speaking.
Allow others to participate.
Use the Raise the Hand feature (on smart phones) or physically raise your hand for acknowledgement (on computers; your video photo will display your face and hand).
Use the Chat feature to make a comment or ask a question, particularly when the host is presenting, or a video or PowerPoint is playing.
Mute yourself if you are eating or drinking.
Please keep your mouth closed if eating or drinking.
Stage your video area: Keep in mind that people aren’t just seeing you, they’re also seeing whatever the camera is pointed at behind you.
Dress appropriately as others will be able to see you: Don’t wear your pajamas.
Use appropriate language and gestures.
Be accepting of the other participants. Allow others to speak, comment, and question in a safe environment without fear of criticism, judgement or belittling from others.
Do not record the meeting.
Do your own tech support before you start.
Don’t do other private things while on a meeting.
How to use ZOOM Application:
Acquiring the Zoom app:
On your device, go to your App Store
On the App Store, search for Zoom Cloud Meeting App
Click on Get
Once the blue circle has completed (gone full circle), Click on Open Screen
Features:
Tap the Screen to access the Screen Features if using a smart phone or Ipad, OR Move the mouse to access the Screen Features if using a computer.
Available features are:
Start Video: toggle to show or hide your screen photo and show only your name
Mute
Chat: The Host can send a chat to everyone or one participant; participants can chat to the host or other participants. Chat screen will appear on the right side of the screen. To exit the Chat screen, use the drop-down arrow on the top left side of the Chat screen.
Record: do NOT record the session.
Reactions: can click on the Clapping Hands or the Thumbs Up
Hand raising: this feature is on mobile phones otherwise you can ask participants to physically raise their hand.
Share Screen: the Host should disable Share Screen for the participants so they do not take over the meeting.
Adding a Virtual Background:
On the bottom of the screen, Click/tap on More…
Click/tap on Virtual Background
Click/tap on the + sign
Click/tap on “Allow Zoom to access your photos”
Click/tap OK
Select a photo for your background (either to enhance your presentation or to block out your room features)
Click/tap Done
Prepping for a Zoom Meeting:
Select a location that is comfortable for you and has a table at a good height for you to set your device on for viewing so you don’t have to hold it. If others are in the house, perhaps choose a location that is secluded.
Choose a device (computer, iPad or smart phone)
Have the device fully charged or plugged in.
Acquire the Zoom app.
Locate headphones and plug into your device (others in your household will appreciate the noise reduction).
Adjust the volume for your optimal hearing.
Open your email
Locate the email from the host
Click on the invitation link from the email.
If prompted, enter your name.
If prompted, enter the member id and password.
Waiting Room:
a. The Waiting Room is just like it sounds. It’s a virtual staging area that prevents people from joining a meeting until the host is ready.
b. The host will admit participants either as a whole group or by individual participants.
c. This is a security enhancement by Zoom to protect from “zoom bombing” (uninvited guests whose purpose is to disrupt the meeting).
Locate an appropriate photo on your device that you can use for your Virtual Background (this will block out your location)
View Step-by-Step Guide on how to join a Zoom Meeting - Watch here
Other Program Applications:
Signature on Outlook 365
Create an email signature
Go to Settings > View all Outlook settings > Compose and reply.
Under Email signature, type your signature and use the available formatting options to change its appearance.
Note: You can have only one signature per account.
If you want your signature to appear at the bottom of all new email messages that you compose, select the Automatically include my signature on new messages I compose check box.
If you want your signature to appear on messages that you forward or reply to, select the Automatically include my signature on messages I forward or reply to check box.
If you don’t select these options, you can manually add your signature to a selected message. For details, see Manually add your signature to a new message below.
Select Save when you're done.
Note: You can always return to the Compose and reply page and select or clear the check box for automatically including your signature.
Manually add your signature to a new message
If you've created a signature, but didn't choose to automatically add it to all outgoing messages, you can add it later when you write an email message.
Go to your mailbox and choose New message.
Type your message, and then choose > Insert signature at the bottom of the compose pane.
When your email message is ready, choose Send.
Instructions for classic Outlook on the web
Create an email signature
On the top bar, choose Settings > Mail, which opens the Options panel on the left.
In the Options panel, under Mail, choose Layout > Email signature.
In the text box, type your signature and use the available formatting options to change its appearance. Note: Inserting an image file (in a .gif or .jpg format for example) for your signature isn't supported, but you can copy an image from a webpage and paste it into the signature box.
If you want your signature to display at the bottom of all outgoing email messages, including replies and forwards, select the Automatically include my signature on new messages I compose check box. If you don’t select this option, you can manually add your signature to a selected message. See the next section for more information.
Select Save when you're done. Note: You can always return to the Email signature page and select or clear the Automatically include my signature on new messages I compose check box.
Manually add your signature to a new message
If you've created a signature, but didn't choose to automatically add it to all outgoing messages, you can add it later when you write an email message.
Go to your mailbox and choose to create a new email message.
Type your message, and then choose More > Insert signature on the toolbar.
When your email message is ready, choose Send.
Video tutorial on how to use TEAM APPLICATION on the phone - Watch here
Step-by-step tutorial in under 10 minutes, on how to use Microsoft Teams - Watch here