Zoom Rooms meeting controls and settings
On your Zoom Rooms controller, you will see in-meeting controls for Zoom Rooms. Various aspects of the meeting can be controlled using these tools, such as adjusting the volume or managing the participants during the meeting.
Zoom Rooms for Touch controls can be used if you have a touchscreen display.
The Zoom Room user guide can be downloaded if you would like to print this information.
Prerequisites for using Zoom Rooms meeting controls and settings
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For conference rooms, Zoom Rooms are the best option
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It is recommended that you install the latest version of Windows
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There is a minimum global version of macOS or higher required
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Control panel for Zoom Rooms
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In order to run Android, you must have a version that meets the global minimum requirements
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It is recommended that you update to the latest version of iOS
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or
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For conference rooms, Zoom Rooms are the best option
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It is recommended that you install the latest version of Windows
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There is a minimum global version of macOS or higher required
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A touch screen with Windows 8.1 or higher is required
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The computer has been installed with touch drivers
or
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A device that is compatible with Zoom for Home is required
Note: In order to use some of these features, you will need to meet certain prerequisites. For more information about each of the features, please click the embedded links.
How to use in-meeting controls for Zoom Rooms
Note: The on-screen controller can be accessed by tapping the ellipses icon (…) at the bottom-right corner of the screen if you are using Zoom Rooms for Touch or Zoom for Home device.
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Mute / Unmute : The microphone in the room can be muted or unmuted.
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Start Video / Stop Video : The video camera in the room can be started or stopped at any time.
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Share Content or Camera : You can use your mobile or laptop device to share content by following the instructions displayed on your screen.
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Advanced Sharing Options: When someone shares in your meeting, you can select whether anyone can start a new share or if only the host has the ability to start a new share when someone shares in your meeting.
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Annotate on Shared Content: The Zoom Room will allow other participants to add annotations to the shared screen that has been initiated.
Note: Using this feature, participants will only be able to share their screen when they are using direct sharing, sharing.zip.us, or mirroring their screen on Apple products. The admin must make sure annotation is enabled in the room’s settings on the web portal before you can begin using it. -
Optimize Full-screen Video Sharing: If you are going to share a video clip in full screen mode, please make sure to check this box. This should not be checked if you intend to share a screen, because it may result in blurred images.
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Security (only available if the room is the host or co-host): There are certain features that can be enabled or disabled during a meeting. You can also find some of these settings in the list of participants, which you can access via the settings menu.
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Lock Meeting: The meeting in progress must not be interrupted by other participants joining the meeting midway through.
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Enable Waiting Room: If the current meeting has a Waiting Room, you can enable or disable it.
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Allow Participants to: This feature can be enabled or disabled for all participants based on their preferences.
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Share Screen
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Chat
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Rename Themselves: You can allow participants in the current meeting to change the name that appears next to their name when they interact with other participants.
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Unmute Themselves
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Annotate on Shared Content: The Zoom Room will allow other participants to add annotations to the shared screen that has been initiated.
Note: Using this feature, participants will only be able to share their screen when they are using direct sharing, sharing.zip.us, or mirroring their screen on Apple products. The admin must make sure annotation is enabled in the room’s settings on the web portal before you can begin using it.
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Remove Participant: The meeting should be terminated due to the withdrawal of a participant. As long as you do not allow participants to rejoin, they won’t be able to rejoin.
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Report: Alternatively, you can also contact us if you believe that an incident has occurred that violates our Terms of Service or Acceptable Use Guidelines via this web form. We appreciate your feedback.
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Change View : There is an option in the room display where you can change your video layout.
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Camera Control: You are able to change the settings of PTZ cameras, presets, or click on a different camera from a list to change the camera.
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Manage Participants / Participants : View the meeting participants. If you’re the host, you will see controls to manage participants.
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Start Recording : Create a cloud recording and begin recording.
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Chat : During a meeting, you can access the in-meeting chat feature.
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In order to access the chat settings, you will need to tap on the Settings gear icon:
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Show notification on TV: On the Zoom Room display, you can see chat messages as notifications.
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Show full chat panel on TV: On the Zoom Room display, you will be able to see the full transcript of the chat.
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Settings : You can access the settings of your room (you will need the room passcode).
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Volume slider: In the room’s audio system, adjust the volume from 10% down to 100% (this volume will revert back to 10% after the meeting has ended).
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Leave / End : In the case that the Zoom Room is the host of the meeting, you may either leave the meeting or end the meeting for all.
How to use the participants list controls as the host in Zoom Rooms
To access these features as the meeting host, you have to tap the Manage Participants button in the meeting controls section of the meeting screen.
The on-screen controller can be accessed by tapping the ellipses icon (…) at the bottom-right corner of the screen if you are using Zoom Rooms for Touch or Zoom for Home device.
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For these options, you will need to tap the name of the participant:
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Start Video / Stop Video: In the Zoom Room and for all other participants, they can start and stop their video at any time.
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Pin Video: The video has been pinned.
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Request Camera Control
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Allow Recording: Recording should be allowed by the participant.
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Make Host / Make Co-host: Whether it is a co-host or a host, make them the host.
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Assign to Type Closed Caption: They should be assigned the task of typing closed captions.
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Put on hold: You can temporarily disconnect the video and audio of the participant by placing them on hold.
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Put in Waiting Room:
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Remove: Take them out of the meeting and remove them from it. There is also the possibility of allowing them to rejoin.
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Report: If you observe inappropriate behavior from the participant, please report it.
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Invite: You can invite someone either by contact, an email, a phone call, or by using a room system.
Note: When the contact is not available or declines to participate in the meeting, the room does not receive a notification of his or her absence. Furthermore, the room does not receive any notification that new participants have joined the room. By displaying Gallery View, you are able to see what new participants are joining as soon as they are added. In addition to their names appearing in the list of participants, you can also see their pictures. -
Mute All: It mutes all participants in the discussion. There will be an active microphone in the room for the duration of the meeting.
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Unmute All: It is important that all participants unmute themselves prior to the discussion. In a prompt, the participant will have the option of unmuting themselves or remaining muted until they are ready to speak.
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You can choose from the following options by tapping More:
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Lock Meeting: In the event that other participants join the meeting midway through the meeting, there must not be any interruptions to the meeting in progress.
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Mute Participants on Entry: As soon as a new participant joins the meeting, the meeting will automatically be muted.
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Show Non-video Participants / Hide Non-video Participants: The Zoom Room’s display can be configured to display or hide the name of participants or their profile picture if their video is not being played.
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Show Self View / Hide Self View: The Zoom Room’s display can show or hide the video feed of your video conference. Your name and profile picture will be displayed or hidden depending on whether you have video turned off.
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Enable Waiting Room / Disable Waiting Room: If the current meeting has a waiting room, you can enable or disable it.
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How to use the participants list controls as an attendee in Zoom Rooms
In order to access these features, you will need to tap the Participants icon on the meeting controls.
The on-screen controller can be accessed by tapping the ellipses icon (…) at the bottom-right corner of the screen if you are using Zoom Rooms for Touch or Zoom for Home device.
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In the participants list, tap the name of the person you would like to communicate with, and then tap Raise Hand to show that you need a response from the meeting host. In the list of participants, you will see that there is an icon next to your name which represents a hand.
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Claim Host: Change to the host computer. The host key will be asked to be entered when the connection is made.
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Show/Hide Non-video Participants: The Zoom Room’s display can be configured to display or hide the name of participants or their profile picture if their video is not being played.
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Show/Hide self view: Your video feed can be displayed either visible or hidden depending on how you configure Zoom Room’s display. There is a choice to turn video on or off, which will determine whether or not your name and profile picture will appear or not.
How to use in-meeting settings for Zoom Rooms
If you would like to access in-meeting settings, tap the gear icon in the corner at the top of the screen.
The on-screen controller can be accessed by tapping the ellipses icon (…) at the bottom-right corner of the screen if you are using Zoom Rooms for Touch or Zoom for Home device.
Note: This requires the passcode for the room to be entered.
Microphone
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Volume: The sensitivity of the microphone is displayed on the screen.
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Source: A Zoom Room microphone is displayed in this area in order to allow you to hear what is being said. The microphone can be changed by tapping on another source.
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Advanced: To prevent Zoom Rooms from optimizing the quality of your audio, make sure that Software Audio Processing is enabled.
Speaker
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Volume: There is a display that shows how loud the speakers are in the room. There is a volume slider on the meeting controls that can be used to change the volume of the meeting.
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Source: There is a speaker displayed in the Zoom Room that is currently in use. The speaker can be changed by tapping another source.
Camera
Source: The Zoom Room’s camera is displayed at the bottom of the window. Changing the camera is as simple as tapping another source.
Display Top Banner
There should be a banner displayed on the display at the top. It is possible that the banner will contain information such as room number, time, and sharing key.
Note: Only the current meeting can be affected by this setting. The display top banner on TV in meeting settings will not be visible if the Display top banner on TV in meeting settings is off in the room’s setting page.
Advanced
Display up to 49 participants per screen in Gallery View
How to participate in breakout rooms in Zoom Rooms
A Zoom Room can be assigned to a breakout room by the host or co-host.
Note: Unless the host has enabled the feature, you will not be able to self-select the breakout room you want to join.
You will receive a notification after you’ve been assigned to a breakout room asking you to join the breakout room as soon as possible. If you choose to join the breakout, you can tap Join, and if you choose to dismiss it later, you can tap Later.
The breakout room icon is located in the top-right corner of the room controller. If you dismissed the notification and want to join your assigned breakout room, you need to tap it.
To invite the host to your breakout room, it is necessary to tap the question mark icon next to the breakout room’s name in the top-right corner. You need to tap the ellipses icon (…) at the bottom-right corner of your screen if you’re using Zoom Rooms for Touch or Zoom for Home devices, then tap the question mark icon to display the on-screen controller.
How to invite participants in Zoom Rooms
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Meetings can be started or joined at any time.
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The on-screen controller can be accessed by tapping the ellipse icon (…) at the bottom-right corner of the screen if you are using Zoom Rooms for Touch or Zoom for Home device.
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Select the Manage Participants option from the menu.
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When you are viewing the list of participants, tap the Invite button in the bottom-left corner.
How to record a meeting in Zoom Rooms
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Meetings can be started or joined at any time.
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To display the on-screen controller, tap the ellipse icon (…) at the bottom-right corner of Zoom Rooms for Touch or Zoom for Home.
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Recording will begin when you tap Start.
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The recording link will be sent to the email address you enter.
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Click OK.
The recording is processed when the meeting ends. As soon as the recording is ready, recipients receive an email with a link to the recording.