How to prepare/use Zoom before the day of the event

This article explains how to prepare for and use Zoom in advance.

Please install the “Zoom” application on your PC or smartphone and confirm how to use it before the day of the event.

Contents

Checklist before the day of the event

Please install the Zoom application and register your user information before attending the event to ensure smooth participation on the day of the event.

How to install the Zoom

<PC>

  • https://explore.zoom.us/en/products/meetings/
  • The email sent by Zoom will take you to the account creation page, where you can set up your password.
  • Go to the link above and click on “Sign Up is Free” in the upper right corner. On the next page, enter your date of birth and e-mail address to sign up.
  • Click “Start Meeting Now” to begin downloading the program.

<Smartphones and Tablets>

  • Search for the “Zoom” app in the AppStore or Google Store. App name: “ZOOM Cloud Meetings”
  • After installation is complete and the application is launched, you will be taken to the top screen.
  • Tap the “Sign Up” button in the lower left corner and enter your date of birth, email address, and name to sign up.

How to join Zoom on the day of the event

How to enter Zoom from the URL

<PC>

  • On the day of the event, we will send you an invitation URL to our Instagram DM group.
  • Click on “Open Zoom Meetings”.

<Smartphones and Tables>

  • On the day of the event, we will send you an invitation URL to our Instagram DM group.
  • Click on “Open Zoom Meetings”.
  • Tap “Join with video” or “Join without video” to enter Zoom.

How to enter Zoom with Meeting ID and Password

<PC>

  • Open the Zoom application and click “Join”.
  • On the day of the meeting, a meeting ID and password will be sent to the DM group on Instagram. Enter your meeting ID and the name, and click “Join”.
  • Enter your meeting password to join Zoom.

<Smartphones and Tables>

  • Please open the Zoom application and tap the “Join” button at the top of the screen.
  • On the day of the event, a meeting ID and password will be sent to the DM group on Instagram. Enter the meeting ID and the name, and tap “Join”.
  • Enter your meeting password to join Zoom.

How to operate while participating on the day of the event

How to change display name

Zoom allows you to change your display name at will. Please register your user name in Pococha in advance or on the day of the event.

■ Log into Zoom

  • Open the Zoom application and click on the settings symbol in the upper right corner.
  • Go to “Profile,” then “Edit Profile,” and set the name.

■ The day of the event (Participating in the event)

  • Click on “Participants” at the bottom of the Zoom screen.
  • Place the cursor over your name, go to “…” then “Rename,” and enter the name you wish to display.

<Smartphone and Tablets>

  • Open the Zoom app and tap “More” in the lower right corner of the screen.
  • Tap the name displayed at the top of the screen, go to “Display Name”, and please set the name you wish to display in advance.

■ The day of the event (Participating in the event)

  • Tap “Participants” at the bottom of the Zoom screen.
  • Tap your name, go to “Change Name” and enter the name you wish to display.

How to change your background setting

Zoom allows you to set a background image for your own video.

Some events give away background images, so be sure to set up your backgrounds!

<PC>

■ Log into Zoom

  • Open the Zoom app and click on the settings symbol in the upper right corner.
  • Click on “Background & Effects” and select the background of your choice.
  • You can add your favorite image from the “+” button on the right side of the virtual background selection screen.
  • If you would like to set a background for your own video, please set it in advance.

■ The day of the event (Participating in the event)

  • In the lower-left corner of the Zoom screen, click on the “^” to the upper right of “Start/Stop Video”.
  • Click on “Choose Virtual Background” and select the background.
  • You can add your favorite image from the “+” button on the right side of the virtual background selection screen.

<Smartphone and Tablets>

■ Log into Zoom

  • Open the Zoom app and tap “New Meeting” to start a meeting.
  • Tap “More” in the lower right corner of the Zoom screen, go to “Backgrounds & Effects” and select the background of your choice.
  • You can add your favorite images by clicking the “+” button at the bottom of the virtual background selection screen.
  • If you would like to set a background for your own video, please set it in advance.

■ The day of the event (Participating in the event)

  • Tap “More” in the lower right corner of the Zoom screen, go to “Backgrounds & Effects” and select the background of your choice.
  • You can add your favorite images by clicking the “+” button at the bottom of the virtual background selection screen.

How to mute/unmute

Please use the mute function when general announcements are being made by the management team or during breaks. When this function is turned on, the audio will not be heard by other participants.

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  • You can toggle the mute function on and off by clicking the “Mute” button in the lower-left corner of the Zoom screen.

<Smartphones and Tablets>

  • You can turn the mute function on and off by tapping the “Mute” button in the lower-left corner of the Zoom screen.

Video settings

Zoom allows you to hide your own video screen.
For some events, we ask that participants turn on the screen so that event will be more interactive. Please understand this in advance.
If you wish to hide your screen temporarily, please use this function.

<PC>

  • If you wish to hide your video, click “Stop Video” in the lower-left corner of the Zoom screen.
  • To view your video again, click “Start Video” in the lower-left corner of the Zoom screen.

<Smartphones and Tablets>

  • If you wish to hide your video, click “Stop Video” in the lower-left corner of the Zoom screen.
  • To view your video again, click “Start Video” in the lower-left corner of the Zoom screen.

How to use the chat function

Zoom has a “chat function”. We hope that you will make use of this chat function on the day of the event and make it more exciting.

<PC>

  • Zoom has a “chat function”. We hope that you will make use of this chat function on the day of the event and make it more exciting.

<Smartphones and Tablets>

  • Tap “More” in the lower right corner of the Zoom screen, then tap “Chat” to display the group chat screen.

How to Raise Your Hand in Zoom

<PC>

  • Click on “Reactions” at the bottom of the Zoom screen.
  • Click on the “Raise Hand” button.
  • If you want to stop raising your hand, click on “Lower Hand”.

<Smartphones and Tablets>

  • Click on “More” at the bottom of the Zoom screen.
  • Tap “Raise Hand” to raise your hand.
  • If you want to stop raising your hand, tap “Lower Hand”.

How to use the reaction function

<PC>

  • Click on the “Reaction” button in the lower right corner of the Zoom screen and click on the reaction you wish to use.
  • When you click any reaction button, the reaction used will be displayed in the upper left corner of your screen for a certain period of time.

<Smartphones and Tablets>

  • Tap “More” in the lower right corner of the Zoom screen, and several types of reactions will appear at the bottom of the screen, so tap the reaction you want to use.
  • When you click any reaction button, the reaction used will be displayed in the upper left corner of your screen for a certain period of time.

How to join and leave the breakout room

Breakout rooms are a feature that splits a Zoom meeting into several rooms. Using this feature, you will be divided into groups of several people and have time to talk about the theme of your talk and interact with each other.
The Pococha management team will determine the groupings on the day of the event based on the questionnaire to be filled out in advance.

<PC>

  • Once you are assigned to a breakout room by the Pococha management team, you will see “Join Breakout Room” and a small group video call will begin.
  • When the time is up, the Pococha management team will close the small group video call room. At that time, the message “Breakout room will be closed in XX seconds” will be displayed, so please click “Leave Breakout Room” to return to the main session. (You will be automatically returned to the main session after your time has elapsed.)

<Smartphones and Tablets>

  • When the host assigns you to a breakout room, the message “Joining Breakout Rooms” will appear and you will be moved to the breakout room.
  • When the time is up, the Pococha management team will close the small group video call room. At that time, the message “Breakout room will be closed in XX seconds” will be displayed, so please click “Leave Breakout Room” to return to the main session. (You will be automatically returned to the main session after your time has elapsed.)

How to Exit from Zoom

<PC>

  • You can leave by clicking the “Leave” button in the lower right corner of the Zoom screen.

<Smartphones and Tablets>

  • You can leave by clicking the “Leave” button in the lower right corner of the Zoom screen.

Troubleshooting

Can’t join Zoom

  • If you cannot enter the room from the URL, please try entering the room with the meeting ID and password you were provided.
  • If you are unable to enter the meeting ID and password, please double-check that you have entered the meeting ID and password correctly.
  • Please make sure you have the latest version of the Zoom app.
  • If you still cannot get into Zoom, please contact us via the DM group on Instagram for each event.

Can’t hear the voice

  • Please check that the volume of your device is not set to 0.
  • Please make sure that the microphone on the speaker side is not muted.
  • If the “Join to computer audio” button is displayed on the screen, click it.
  • Please make sure you have the latest version of the Zoom app.

When your voice is not reaching the others

  • Please make sure that your device or earphones/headphones have a microphone.
  • Please make sure that the microphone on the speaker side is not muted.
  • If the “Join to computer audio” button is displayed on the screen, click it.
  • Please make sure you have the latest version of the Zoom app.

Accidentally exited from Zoom

  • Please enter again through the URL or by entering the meeting ID and password.

In case of unexpected problems

  • In case of unexpected problems, please check the Instagram DM group for information from the management team.

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