Getting Started with Zoom Webinars

How to schedule a webinar

Zoom Webinars can only be scheduled through the web portal.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Webinars.
3. Click Schedule a Webinar.
4. Provide a topic for the webinar and adjust the date and time.
5. Adjust security options as needed, such as registration, authentication for panelists and attendees, and a passcode.
6. Select desired video defaults for host and panelists.
7. Select which audio options you want available in the webinar, as well as allowing access to dial-in numbers for attendees.
8. (Optional) Under Webinar Options, enable other optional features for your webinar, such as Q&A, controlling panelists’ appearance with Webinar Session Branding, auto-record, and others.
9. Click Schedule to finish scheduling the webinar.

How to invite panelists

Webinar hosts can assign panelist permissions before a webinar starts. Panelists are full participants in the webinar and are allowed to share content, their audio and video, and view the list of webinar attendees.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Webinars.
3. Click on the topic of the webinar you want to add panelists to.
4. Further down the page, click the Invitations tab.
5. In the Invite Panelists section, click Edit.
6. Enter the panelist’s name and email address.
7. (Optional) Click Add Another Panelist to add more panelists.
8. Select the check box to send the invitation to all newly added panelists.
9. Click Save to invite the provided panelists.
   These panelists will receive an email with information on how they will join the webinar.

How to invite attendees

Invite view-only participants to your webinar. Attendees can interact with the host and panelists through Q&A and chats.

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Webinars.
3. Click on the topic of the webinar you want to invite attendees to.
4. Further down the page, click the Invitations tab.
5. In the Invite Attendees section, click Copy Invitation, then click Copy Attendee Invitation in the pop-up.
   The invitation text will copy to your clipboard.
6. Share the copied invitation with others as needed, such as in an email or chat.

If the webinar requires registration, the invitation text will prompt attendees to complete the registration form before they receive their unique join link.

How to manage Q&A

1. In the webinar controls toolbar, click Q&A.
   Questions submitted by attendees are listed chronologically as the default, with sorting by number of upvotes also available.
2. For each question, you have the following options:

   • Answer Live: Indicates that you will answer the question live in the webinar
   • Type Answer: Send a response directly in Q&A, either available for all to view, or only visible to the attendee that submitted the question.
   • Dismiss: Dismiss the question so that it can no longer be seen by all attendees. Can be reopened by switching to the Dismissed tab.

You can also click the gear in the Q&A window to change settings during the webinar, such as allowing anonymous questions and which questions attendees are allowed to view.

How to connect to audio

1. Upon joining the webinar, you will be prompted to connect to audio.
2. Click Join with Computer Audio.
   Other options may appear, such as calling in to the webinar or being called into the webinar, but this depends on which audio options the host has provided.
3. Click Mute / Unmute in the bottom-left corner of the webinar controls toolbar as needed to control your audio.
   Note: The host may disable your ability to unmute during the webinar. If so, you will be directed to contact the host through chat to unmute your audio.

How to turn on your video and add a virtual background

1. If the host has requested video be on by default, you will be prompted with a video preview. This allows you to see your current video and decide to join the webinar with or without video. Click Join with Video.
2. While you’re in a webinar, you can click Start Video / Stop Video in the bottom-left corner of the webinar controls toolbar as needed to control your video.
3. (Optional) Next to the Start Video / Stop Video button, click the button and select Choose Virtual Background… to select a virtual background. Once you select a background, it will automatically change in the webinar.

Note: The host may disable your ability to enable video during the webinar. If so, you will be directed to contact the host through chat to enable your video.

How to share your screen

1. In the webinar controls toolbar, click Share Screen.
2. Select an entire desktop or screen, one or more specific opened programs, or the classic Whiteboard. You can also switch to the Advanced tab for other sharing options, such as slides as a Virtual Background, computer audio only, a local video file, or content from a 2nd camera.
3. (Optional) Select the check boxes next to Share sound and/or Optimize for video clip to enable either immediately at the start of your sharing.
   These options can also be enabled/disabled during the share.
4. Click Share to begin sharing your screen or content.

How to respond to Q&A

1. In the webinar controls toolbar, click Q&A.
   Questions submitted by attendees are listed chronologically as the default, with sorting by number of upvotes also available.
2. For each question, you have the following options:

   • Answer Live: Indicates that you will answer the question live in the webinar
   • Type Answer: Send a response directly in Q&A, either available for all to view, or only visible to the attendee that submitted the question.
   • Dismiss: Dismiss the question so that it can no longer be seen by all attendees. Can be reopened by switching to the Dismissed tab.

How to chat with host, attendees, and other panelists

1. In the webinar controls toolbar, click Chat.
2. Click in the text input box and enter your message.
3. (Optional) Click the To: drop-down menu to select a specific attendee or panelist to send your message to.
   Note: Your available options may be restricted by the host.
4. Press Enter to send your message.

How to connect to audio

Upon joining the webinar, you will be prompted to connect to audio.

1. Click Join with Computer Audio.
   Other options may appear, such as calling in to the webinar or being called into the webinar, but this depends on which audio options the host has provided.
2. (Optional) Next to the Audio Settings button, click and select from available audio output options, such as speakers, headphones, or other bluetooth devices.
3. If the host allows you to unmute, you will be prompted to do so. After un-muting, click Mute / Unmute in the bottom-left corner of the webinar controls toolbar as needed to control your audio.
   Note: The host may disable your ability to unmute during the meeting. If so, you will be directed to contact the host through chat to unmute your audio.