How to join a Zoom meeting

Connection details

You can join the call by clicking on the link that may have been sent to your email or on an event page on this website

1. click on the Zoom link (it will look something like this: https://ipbes.zoom.us/j/123456789) OR
2. Go to https://ipbes.zoom.us/join and Enter the Meeting ID that you have been provided with in the appropriate field and click ‘Join’ (the Meeting ID will be a 9 or 10 digit number)

Joining from a mobile Device

If you are joining from a mobile device you will be prompted to download the Zoom Cloud Meetings app from the applications store. See here for more details

Joining from a computer: install required software

When entering a Zoom meeting for the first time from a computer you will need to download a small application file.mThis process is easy to complete on all commonly used browsers. See examples below:

Mozilla Firefox

Click ‘Save File’  and follow the instruction in the orange box.

Google Chrome

Google Chrome should automatically download the file and point to it as shown above. Clicking on the Zoom_launcher.exe file will install Zoom, there will be a short pause before a blue progress bar appears indicating the installation.

If an ‘Application Launcher’ or ‘External Protocol Request’ box appears simply tick the ‘Remember my choice…’ option box and then click ‘OK’

Just before entering the meeting you will be prompted to enter a display name. This name is simply to identify you in the meeting.Please enter both your given and family names.

Joining from a computer: audio settings

You will then be prompted how you wish to join your audio. If you wish to join audio via the telephone, follow the instructions further down, otherwise simply select Join Computer by Audio (TIP: by ticking the “Automatically join audio by computer…” option box first, will mean you won’t get prompted again in the future)

Join via Telephone

If you are unable to join from Zoom on a computer or mobile device, then you can join on the telephone instead.

If you would like to attend a Zoom meeting via telephone within NZ please call the NZ number (check this link for up to date numbers https://zoom.us/zoomconference). Then enter the Meeting ID and PIN (if required) when prompted.

Please note calls will be charged at standard national rates.

There are also many “local” dial-in numbers from many international locations. You can find more details on these here.

Join via Computer & Audio via Telephone

It is possible to use a combination of computer for video and phone for audio.

If you use this option, then enter by computer first and select the Join By Phone tab when the audio pop-up window appears (see example below). This will display the NZ dial in number for you (or you can change it to display one of the many other countries which have a “local” dial in number by clicking on the flag icon), as well as the Meeting ID to enter and your Participant ID.

Dial in as noted above, however after entering the Meeting ID, you will be prompted to enter your Participant ID. Simply enter this number followed by # and your video and audio will then be synchronised.

Participating in the call

Raising Your Hand

As the non-speaker if you wish to ask a question or make a point during a meeting it is good protocol to use the ‘Raise Hand’ facility.

If the tool bar is not showing at the bottom of the Zoom window, place your cursor over the Zoom window so it appears and select the ‘Participants’ icon.

A window listing other participants will appear, there is also a ‘Raise Hand’ icon, click the icon to make it known to the Host that you would like to raise your hand.

If you wish to lower your hand, click the ‘Lower hand’ icon that will have replaced the ‘Raise hand’ icon.

Using Chat

You can use the ‘Chat’ facility to send text chat to all participants or privately to specific participants.

Click on the ‘Chat’ icon in the tool bar, again hover your mouse over the Zoom window if you can’t see the tool bar.

A chat window will then open. Select ‘Everyone’ or the name of the person you wish to send a chat message to. You can upload and share files with other participants during the meeting by clicking on "File". Files must be in the following formats: pdf, jpeg, jpg, doc,docx, pptx and ppt

Disabling video

It is possible that during the conference participants will be ask to turn off their cameras and move to audio only, particularly if there are problems with the available bandwidth.

To do this simply click on the camera icon at the bottom of the Zoom window.

 Disabling microphone (mute function)

It is recommended to mute your microphone when you are not speaking to reduce background noise and improve audio quality.

To do this simply click on the Mute icon at the bottom of the Zoom window.

Getting attention: Raise hand

At the bottom of the window on the right side of the screen, click the button labeled "Raise Hand." Click "Raise Hand" if you want to say something in the meeting.

Your digital hand is now raised. Lower it by clicking the same button, now labeled "Lower Hand."

The same method can be used to raise your hand in a Zoom meeting on a mobile device, simply tap "Raise Hand" at the bottom left corner of the screen. The hand icon will turn blue and the text below it will switch to say "Lower Hand" while your hand is raised.