Zoom & Google Meet: FAQs for SEPAG Leaders

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").

What is Google Meet?

Google Meet is a virtual meeting platform created by Google. It allows you to host online meetings, share your screen, use chat, and communicate with participants.

Google Meet works especially well if your group already uses:

• Gmail

• Google Calendar

• Google Drive

• Google Classroom

How is Google Meet different from Zoom?

Google Meet and Zoom are very similar, but there are a few differences:

• Google Meet is more closely connected to Google tools like Gmail and Calendar

• Zoom has more built-in meeting controls and settings

• Many people find Google Meet simpler to use at first

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

• To join a meeting: Usually no, as long as the host allows guest access

• To host or schedule a meeting: Yes, you will need a Google account

Do I need to download anything?

No. Google Meet works directly in your web browser.

You can also download the Google Meet app on:

• Phones

• Tablets

For most people, using Meet in the browser is easiest when using a computer. Using the app is typically easier for phones and tablets.

How do I schedule a Google Meet?

1. Open Google Calendar

2. Click Create

3. Add your meeting title, date, and time

4. Click Add Google Meet video conferencing

5. Save the event

Google will automatically create a meeting link which you can copy and share.

How do I start a scheduled Google Meet?

You can start a meeting by:

• Opening the Google Calendar event and clicking Join with Google Meet

• Or opening meet.google.com and selecting your meeting

How do I let people into a meeting?

If guest access controls are enabled:

1. Participants may need to request to join

2. You will see a popup asking you to admit them

3. Click Admit to allow them into the meeting

Recommendation: For most SEPAG meetings, monitor who is joining especially if the meeting link is shared widely and/or without a passcode.

How do I remove someone from a meeting?

1. Open the Participants panel

2. Find the person’s name

3. Click More options

4. Select Remove from the meeting

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

1. Click Present now

2. Choose:

   • Your entire screen

   • A window

   • A browser tab

3. Select what you want to share

4. Click Share

How do I control who can share their screen?

Google Meet allows hosts to control who can present during a meeting.

To adjust screen sharing permissions:

1. Open Host controls during the meeting

2. Look for the screen sharing or presentation settings

3. Choose whether participants can share their screen

Recommendation:

• For general SEPAG meetings, limit screen sharing to hosts or presenters only

• Allow participant sharing only when needed for collaboration or presentations

This can help prevent interruptions or accidental screen sharing during meetings.

How can I record a meeting?

Some Google Meet accounts include recording features, while others do not. Recording availability often depends on the type of Google account you are using (personal, school, or organization account).

To record a meeting:

1. During the meeting, click Activities

2. Select Recording

3. Click Start recording

When the meeting ends, the recording will usually be saved automatically to Google Drive and shared with the meeting organizer.

Recommendation:

• Record presentations or guest speakers only

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

How do I make someone a co-host?

Depending on your Google account type, this feature may be called:

• Co-host

• Host management

• Meeting moderation controls

To make someone a co-host:

1. Open the Participants or People panel

2. Find the person’s name

3. Click More options

4. Select Add as co-host (if available)

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?

1. Click the Chat icon during the meeting

2. Type your message in the chat box

3. Press Enter to send

Depending on your meeting settings, you may be able to:

• Send a message to everyone

• Or send a direct message to a specific participant