SEPAG Leaders: Canva and Zoom FAQs

How is Canva different from Google Docs or Microsoft Word?

Unlike Google Docs or Word which are mainly for writing documents, Canva is designed for visual layouts. That means:

• You can easily move text and images around

• Designs are already formatted for flyers and social media posts

• It’s much easier to make something that looks polished and professional
  

Do I need to create an account to use a template?

Yes, you will need to create a free Canva account to edit and save your work. You can sign up using:

• Your email

• A Google account

• Or another login option

Do I need to pay for it?

No, Canva has a free version that includes everything you need to edit our templates. There is a paid version (Canva Pro), but it is not required.

If you are a K–12 teacher or work in a school, you are eligible for a free Canva for Education account, which includes additional “pro” features (canva.com/education)

How do I open a template?

1. Click the template link shared with you or one provided on the BRIDGE Resource Portal

2. It will open in Canva

3. Click “Use template” or “Edit design”

This will create your own copy that you can edit.

Can I use Canva on my phone, or do I need a computer?

You can use Canva on:

• A computer (recommended), easier for editing

• A phone or tablet, but it may feel a little harder to navigate

If possible, BRIDGE recommends using a computer for your first few times.

Should I download the desktop app? Or can I just use it on the browser?

You can do everything you need in your web browser (like Chrome, Safari, or Edge). No download is required.

How do I change the text (date, time, location, event name)?

1. Double click directly on the text you want to change

2. Start typing to replace it

3. Use the top toolbar to adjust size, font, or color if needed

Tip: If you make a mistake, you can always click Undo.

Can I change the colors or fonts?

Absolutely! We recommend doing this carefully to keep the design clear and professional. You can:

• Change text color using the color tool

• Select a different font from the top menu

Why can’t I click on certain parts of the design?

Some parts of the design may have been “locked” by the original creator so they don’t move accidentally. If you can’t click something:

• It may be a background or locked element

• Try clicking around it to find the editable text or imageYou have the option to lock an entire page, or just specific items.

  • Clicking an item will display a lock icon. Toggle this to lock or unlock the specific item.

  • Check the top of the page itself for the same lock icon. Toggle this to lock or unlock the whole page.

I made a mistake, how do I undo it?

Click the Undo arrow at the top of the screen. You can click it multiple times to go back step-by-step.

How do I add our district or SEPAG logo?

1. Click Uploads on the left menu

2. Click Upload files and select your logo

3. Drag the logo onto your design

Alternatively, you can also drag or copy/paste an image from your computer directly onto your design. It will then be automatically added to your uploads folder in Canva.

How do I resize or crop an image?

• Click the image

• Drag the corners to resize

• Click Crop (top menu) to adjust what part of the image shows

What parts of the template can I change?

We invite you to add your group’s specifics to any of our templates! To make them your own you should change:

• Event name

• Date, time, and location

• Contact information

• Colors (to match your district’s and/or group's)

• Any specific details for your SEPAG

How do I make a copy of a design for a new event?

• Open your design

• Click File (top left) --> Make a copy

Alternatively, you can also click duplicate page above your document (top right) to make a copy of your current work inside the same Canva document. This is often easier especially for flyers you will be re-using multiple times and only tweaking (e.g. meeting announcements).

Will I mess up the BRIDGE template if I edit it?

Nope! You are working on your own copy. The original template shared by BRIDGE will not be changed.

How do I save my work?

Canva automatically saves your work as you go, so you do not need to click a save button.

How do I download something to export?

1. Click Share (top right)

2. Click Download

3. Choose your desired export type (Image like JPEG/PNG, or PDF)

4. Click Download

What file type should I choose to export?

PDF (Print) - Best for printing

• Use this if you are printing flyers or handouts

• Keeps text sharp and clear

• Best quality for printers

PNG - Best for sharing online (higher quality)

• Great for posting on social media or sending digitally

• Higher quality than JPG (clearer text and images)

• Good choice if you want your design to look crisp

JPG (or JPEG) - Smaller file size

• Also works for social media and email

• File size is smaller (easier to send)

• Slightly lower quality than PNG

Simple rule to remember:

• Printing --> PDF (Print)

• Sharing online --> PNG or JPG (choose PNG if you want higher quality)

How can I share this with other parents?

• Download the file and email it or post on social media

• Share it in a parent group (Facebook, WhatsApp, etc.)

• Print copies to distribute at events or hang up at school

What is Zoom, and how is it different from Google Meet?

Zoom is a virtual meeting platform that allows you to host online meetings, share your screen, and communicate with participants. If you are familiar with Google Meet, Zoom works in a similar way, but it has more built-in settings and controls especially for managing participants, security, and presentations.

Do I need a Zoom account to join or host a meeting?

• To join a meeting: No account is required

• To host or schedule a meeting: You will need to create a free Zoom account

Do I need to download Zoom, or can I just use it in a web browser?

You can join a meeting using your web browser, but Zoom works best if you download the app.

Recommendation:

• For hosts (running meetings): Download the Zoom app

• For participants: Browser is usually fine, but the app is easier

Should I set up meetings in the app or on the web portal?

You can do either, but the web portal (zoom.us) is often easier for setting up meetings and adjusting settings. You will also be able to see the full list of settings which is not always accessible in the app itself.

Recommendation:

• The web portal (zoom.us) is best for setting up meetings and managing settings.

• The app is best for running the meeting

How do I schedule a Zoom meeting?

1. Log into your Zoom account through the app or website (preferred method)

2. Click Schedule

3. Add your meeting details (date, time, title)

   1. Leave registration unchecked, unless you are hosting an invite-only event. If checked, it will require all participants to register in advance of the meeting. Only then will they be sent the zoom link to join.

   2. You have the option to enable the waiting room here as well. If you forget when scheduling the meeting, you can always enable it in settings later and can toggle it during your meeting as well.

   3. If you have co-leaders or presenters who will need more access to features (like screen sharing and letting people in from the waiting room), you can add them as "alternative hosts". This may be slightly hidden under an "options" tab at the bottom of the meeting scheduling page on the zoom website.

4. Save the meeting
   

After scheduling:

• Zoom will automatically create a meeting link to share (unless you enabled registration)

• Copy the Zoom link provided

• Share it with your group!

How do I start a scheduled Zoom meeting?

1. Open Zoom

2. Go to Meetings

3. Click Start next to your scheduled meeting

How do I let people into a meeting?

If you have the waiting room turned on:

1. Participants will appear in a waiting room list

   1. Click on admin tools

   2. Click on waiting room

      1. The waiting room will show up on the right side of the screen

2. Click Admit to let them into the meeting

If the waiting room is not enabled, people can join anytime after the event is scheduled to start without you having to do anything.

Recommendation:

• For virtual-only meetings, enable the waiting room feature to have greater control over who joins.

• If you are meeting in a hybrid format, make sure someone is assigned to monitor the Zoom during the meeting. Participants may drop off, rejoin, or arrive late, and they can easily be overlooked if the focus is only on those attending in person.

How can I remove someone from a meeting?

1. Click Participants on the bottom of the screen

2. Find the person’s name

3. Click More

4. Select Remove

Note: as an admin you can also rename people in the same settings area within "more".

How can I record a meeting?

1. Click the Record button during the meeting

   1. You have the option of recording to your computer, or to the Zoom Cloud. This can be configured within the main Zoom settings.

2. Choose where to save the recording

Recommendation:

• Record presentations or guest speakers only

• Avoid recording open SEPAG discussions to protect privacy and encourage open sharing.

How do I share my screen (for slides, documents, videos, etc.)?

1. Click Share Screen

2. Select what you want to share (slides, document, etc.)

3. Click Share

   
   

How do I control who can share their screen?

1. During the meeting, click the arrow next to Share Screen

2. Choose who can share (this can also be configured in settings prior to your meeting)

   • Host only (recommended for general meetings)

   • All participants (recommended only if others are needed to share their screens)

How do I make someone a co-host?

To make someone a co-host:

1. Open participants

2. Find their name

3. Click more --> make co-host

A co-host can help admit participants from the waiting room and they can manage chat or screen sharing. This is especially helpful if you are running a larger meeting or virtual event.

How do I message someone during a meeting?

Click on participants on the bottom of your screen. Then, use the dropdown in the chat box (which will appear on the right of the meeting screen) to choose:

• Everyone

• Or, a specific attendee

Note: as an admin you have the option of having zoom save and download the chat after a meeting. This can be helpful especially if you have parents asking questions that you don't want to forget during your meeting. This can be configured in settings (choose "in meeting --> basic").