Zoom Webinar Attendee Guide

Zoom Webinar Attendee Guide

Note: if you’re hosting the webinar, this guide is not for you. Please use the host webinar page instead.

Notes before joining the webinar:

  • We strongly recommend you download the Zoom app onto your device before the webinar. To do so, please visit the Zoom official download centre at zoom.us/download
  • Please note that there is no standard link for a webinar for your organization, each webinar is unique and will therefore have a unique code each time
  • When choosing a location to join the webinar, be mindful of any objects or sounds that might be in the background. Remember that if you are using a camera, other participants will be able to see what is going on behind you as well as hear noises around you. It is preferable to choose a private location that is quiet and visually neutral if possible
  • If you are in a location where there is the possibility of background noise, it is recommended that you mute yourself when you are not talking to avoid such sounds disturbing the webinar. You can always unmute yourself by pressing the microphone button on your tool bar when you need to speak again
  • It is recommended that you hide or silence all desktop notifications and sounds during the webinar, or else they will be heard by other participants when your microphone is unmuted
  • If for some reason you find the host being disconnected or dealing with a slow connection, stay in the webinar and it will resume as soon as the host reconnects
  • Some webinars may feature polls with questions posed to the participants set up prior to the webinar by the host. In order to participate in a poll, you simply have to select your chosen answer on the window that will appear on your display, and submit your answer. The host will have the answers recorded on their end
  • If you find yourself needing to share your screen, simply select the screen share button and pick the window you plan on sharing with the webinar
    • It’s important to note that if you plan on sharing multiple different windows, you should choose to share your screen, as opposed to a program like your internet browser or PowerPoint. This will let you switch tabs seamlessly
    • Additionally, if you have a video you plan on sharing, you must check the “share computer audio” box on the window where you choose what screen you intend to share
  • It is recommended to test your webcam or camera before joining the webinar to ensure that it is working correctly. This can be done by joining a Zoom test meeting zoom.us/test
  • If for some reason your display is only showing the active speaker, click the “View” button in the top right corner of the zoom window and select “Gallery View”. This will show all speaking participants at once
  • Prior to joining a webinar, we strongly advise testing your computers microphone and speakers, in order to make sure your audio comes in clearly for you and is broadcast equally well to the other participants. There are a couple ways to do this, using the Zoom app or desktop program:
    • For the app: Tap the 3 dots button in the top right of the zoom window in order to access the settings menu, and in audio settings you’ll be able to see if your microphone is receiving audio, as well as selecting the correct input if it is not
    • For the desktop Program: Similarly, click the 3 dots in the bottom bar of the Zoom window, and access the settings menu, and the audio settings window. Here’ you’ll find your audio input/output as well as a test function to see if your microphone is operating
  • If you find yourself joining a webinar prior to the scheduled start time, the hosts are waiting for the webinar to fill up in order to allow for the most people to be present prior to beginning
  • If a webinar will feature a Q&A portion, please use the Q&A button located on your display to leave questions for the host or speaker to access separate from the chat window
  • Please use the chat window to ask for technical assistance as the CWS host will see it there and be able to provide aid quickly and without disruption
  • You should receive an invitation with all of the information for your webinar. The invitation should look like this:

  • Please use a hard-wired internet connection, or at minimum a fast wifi connection. You can test the speed of your connection at speedtest.net, and you should have a download speed of at least 25 Mbps, and an upload speed of at least 5 Mbps
  • Do not use a Virtual Private Network (VPN) or remote desktop system when connecting to the webinar. Connecting through these methods can often cause you to lose connection during the meeting and increases lag time
Joining the call:
  • If joining by computer (preferred method), tablet, or smartphone via the Zoom app: click on the link you received in your email
  • If joining by phone call: dial the number that is in your area code (or closest to), and input your webinar ID and password when prompted, which will look something like “Meeting ID: 123 456 7890” & “Password: 54321”

Within the call:

  • Upon entering the webinar, you’ll see a toolbar like this:

  • In the toolbar, from left to right, you can:
    • Change your audio setting
    • Access the chat panel
    • Raise your hand
    • Access the Q&A panel
    • Leave the meeting
  • To access the Audio settings click on the arrow to the right of Audio Settings:
    • In the Audio Settings you can:
      • Select a speaker
      • Test your speaker and microphone
      • Leave computer audio
      • Access additional audio settings
    • To access additional Audio settings click on the Audio Setting tab in the menu:


Zoom guides:

Getting Started With Webinar

Joining and participating in a webinar

General Meeting/Webinar Guides