Zoom for Government

Tech Support Client Team

1 Thursday, February 3,
2022
 Agenda
• What is Zoom?
• How to get help
• Benefits of Zoom for Global Collaboration
• More Zoom Features
• Collaboration – Pick Your Tool
• FAQs
• How To Get Started
• Using the Zoom Options
• Setting Your Settings
• How To Schedule a Meeting
• How To Use Meeting Options
• Whiteboards and Annotations in Zoom
• Learning and Help
• Q&A

2 Thursday, February 3,
2022
How to get help
Go to ITnow
first!
Access it from this Or from the link
shortcut on your at the top of
desktop: APOnline:

You can search for answers or

use the quick links to make a
request, submit an issue,
access help centers and more.

Tip!
Use the translate
button at the upper
right to change the
language.

3 Thursday, February 3, Air Products Internal Use Only

2022
 Need more help?
Use the Live Chat
feature located in the
bottom right of the
ITnow main page.

Live Chat is currently provided

in English only.

Call the IT Service Center to

speak with an agent.

A link to the phone Tip!

The Useful Links
numbers for each list offers easy
country is available in access to popular
the Useful Links section information.

of the ITnow main page.

Air Products Internal Use Only

4
What is Zoom?

• Zoom is an enterprise video conferencing tool.  It is secure and

powerful and integrates with our conference rooms.  

• Zoom for Government includes all the features within Zoom

Commercial but functions in a dedicated, safe and secure
infrastructure.

• Zoom is the newest addition to the suite of tools we are providing to

power collaboration across the company.

• Zoom, Microsoft Teams, and Skype each fill collaboration

requirements in their own way.

5 Thursday, February 3,
2022
Benefits of Zoom for Global Collaboration
• Connect to Zoom meetings via • Make your videoconferences
desktop, laptop, and mobile lively and interactive with
devices breakout rooms and polling.
• Seamless integration with • Everyone can join in creative
Outlook to manage meetings or collaboration, using the
assign delegates to manage interactive whiteboard in Zoom.
your events. • Large meetings and webinars are
• Improve remote and global easy to set up and run. You can
collaboration by sharing video manage participants interaction,
feed for up to 25 conference sharing, and more.  (A webinar is
participants with Zoom's a more formal meeting, ideal for
Gallery view. training and presentations to
large audiences)

6 Thursday, February 3,
2022
More Zoom Features
 Up to 500 participants
 Can share slides, screen, video, and audio
 Allows internal and external participants
 Recording (for training and knowledge sharing Tip!

purposes in alignment with AP Policy) Zoom powers our Air

Products conference
 Live Captioning rooms

 Q&A/Chat Teams is not

 Hard mute compatible with our
conference room
 Attendance Reports hardware.

7 Thursday, February 3, Air Products Internal Use Only

2022
Collaboration – Pick Your Tool
Zoom should work for most of your audio and video conferences, but Teams is still available, and
Skype works for audio conferencing. Skype is currently our supported instant messaging tool, but
you can chat in Teams and Zoom.

Zoom Teams
• For video conferencing and audio • MS Teams workspaces continue to
conferencing provide an ideal environment for more
• If you are including an Air Products focused collaboration efforts, allowing
conference room in your meeting us to keep documents, chats,
(Teams is not compatible with our discussions, and meeting information
conference rooms) all in one place.
• If you need dial-in numbers and can’t • We are not turning off Teams for video
use Skype. and audio conferencing

Note: if there are any charges for the call, the

caller will be charged. Tip! Review
this linked table for
more details
on what each tool
8 Thursday, February 3,
2022 can provide
 FAQs
Q. Can we use Zoom or Teams to make external calls?

A. We are not implementing external calling from Zoom or Teams currently, so external
calling is only available with Skype for Business.

Q. What tool should we use for sharing files?

R. You can share individual files through OneDrive for Business

To collaborate and share with a group of people, you can use MS Teams.

Q. What tool should we use for videoconferencing?

R. Zoom is ideal as a video conferencing tool and must be used in our Air Products
conference rooms as Teams is not compatible with our conference room hardware.
Teams can be used for videoconferencing when not using a conference room. Skype
for business is not recommended for videoconferencing but can be used for IM and
audioconferencing.

Q. Can I install these applications on my mobile?

A. Yes, all Zoom for Government, Microsoft Teams, and Skype for Business can be
accessed on mobile via Company Intune Portal

9 Thursday, February 3,
2022
How To Get Started
Installation: Signing In:
Zoom should already be installed on You will be prompted to sign
your device; if not, install from in when you first install Zoom.
Software Center. Zoom for Mobile, Instructions are in ITnow
can be installed via the Company
Portal. Instructions are in ITnow

Ongoing verification:
Whenever you are prompted to sign in to Zoom, you must sign in. If you are not signed in, you will
join any Zoom meetings as a guest and not as an authenticated user.

10 Thursday, February 3,
2022
Using the Zoom Options
Menu Bar:
• Home: Displays the screen that you see in the
screenshot
• Chat: Allows you to connect with your colleagues for
chat.
• Meetings: Displays your schedule for the day.
• Contacts: You can mark your favourites here and
access them easily.

• In the top right, there is a circle that will show your

profile picture or a logo.
Click there for a dropdown menu with more options.

Options:
• Settings: This takes you to various options to
change video, audio, screen sharing, background,
recording settings.
• Availability status – You can choose to display
your status as Available/Away/Do Not Disturb.
• Check for updates : If you want to manually
update zoom app
• Change Picture : You can change your display
picture
• Switch account – For the few people who have
both Zoom Commercial and Zoom for Government
licenses to switch between the two.
11 Thursday, February 3, • Sign Out
2022
Setting Your Settings

For more …
See the Getting Started section
of the
Zoom Learning Center in ITnow

For more about each option go

to Zoom’s site:
Changing settings in the desktop
client/mobile app – Zoom Help
Center
12 Thursday, February 3,
2022
 For more…
How To Schedule a Meeting See the Scheduling Meetings
section of the
Zoom offers multiple methods to schedule a meeting. A host has control over the Zoom Learning Center in ITnow
options for their scheduled meetings, except for settings that an administrator has
locked for all users in the account or for all members of a specific group.

Scheduling from Outlook

1. Once you have Zoom loaded on your PC, click on Schedule
a Meeting in your Outlook toolbar. (You may need to
expand the width to see all the options)

You can also choose New Meeting from your Outlook Other Options

calendar view and then choose Schedule a Meeting to add Schedule from the Zoom desktop client:
the Zoom details. 1. Go to the Home page
2. Choose Schedule and follow the prompts.
2. A pop-up screen appears that allows you to customize your
meeting, but the defaults should be acceptable for almost Schedule from our Zoom web portal:
all  your meetings.  3. Go to airproducts.zoomgov.com
• The tool autofills the Location to include the Zoom 4. Click Meetings and click Schedule a Meeting.
link.  You can also include a meeting room 5. Select the meeting options.
• The tool may autofill the title, which you will want to 6. Click Save to finish.
replace with a more meaningful one. 
Assigning a Delegate or Being a Delegate:
3. Select Advanced Options near the bottom of the pop-up 1. To have someone else schedule meetings for you, you
screen for other choices such as muting participants as they must first set them as a delegate.
join or automatically recording for training purposes.  2. When a delegate is set, that person can
schedule meetings for you using Outlook or Zoom.

13 Thursday, February 3,
2022
How To Use the Meeting Options?
When you join a Zoom meeting hosted by another user, you are considered a participant, unless the original host 
adds you as a co-host or transfers host controls to you.  A host cannot leave the meeting without assigning someone else to
the host role.

The participant controls appear at the bottom of your screen if you're not currently screen sharing.

Join Audio or Unmute/ Mute: Mute and unmute your Chat : Access the chat window to chat with other participants.
microphone. Share Screen : Start a screen share (if the host allows). You will
Audio Controls: (click the ^ arrow next to Mute / be able to select the desktop or application you want to share.
Unmute) Record : Start or stop a local recording. Participants do not have
Start Video / Stop Video: Turns your camera on or access to start a cloud recording. Only record for training or
off. knowledge transfer purposes.
Video Controls: (click the ^ arrow next to Start Note: The host will need to allow local recordings in their
Video / Stop Video) Change cameras if you have account settings, then give you permission to record.
multiple cameras, select a virtual background, or
access your full video settings.  Closed Caption or Live Transcript: When enabled by the host,
Participants: See who's currently in the meeting and click to start viewing either closed captions or the live transcript.
invite others. You can also access these options by Reactions: Meeting reactions, nonverbal feedback, and Raise
hovering over your display name and clicking More: Hand allow you to communicate issues or feedback to the host
panel and next to your name on the participants or presenter without disrupting the meeting. These reactions are
panel. shown on your video panel and next to your name on the
participants panel.

14 Thursday, February 3,
2022
Whiteboards and Annotations in Zoom
For more…
See the Using Zoom Features
section of the
While you are in a Zoom videoconference, you and your meeting Zoom Learning Center in ITnow
participants can add annotations on the screen – on whatever
screen is being shared. This makes it easy for remote teams to
brainstorm and collaborate.

If you are sharing the screen or whiteboard, annotation controls

will display. If you don't see the annotation tools, click Annotate (if
you are sharing your screen) or Whiteboard (if you are sharing a
whiteboard).

If you are viewing a screen or whiteboard that someone else in the

meeting has shared, click View Options then Annotate at the
top.

Using annotation tools for collaboration – Zoom Support

15 Thursday, February 3,
2022
Learning And Help Are Here For You

Zoom Learning Center in ITnow If things aren’t working as you

covers many topics for getting think they should, check the
started, scheduling meetings, using Troubleshooting section of the
Zoom features and troubleshooting. Zoom Learning Center in
ITnow.

See the learning options listed in the

If you still need help,
Zoom Learning Center in ITnow please submit an
issue through ITnow

or call the IT Service Center.

16 Thursday, February 3,
2022
 Q&A

17 Thursday, February 3,
2022