Mastering Zoom, Part II: Joining a Webinar

Taking a genealogy class via Zoom is a bit different than attending a Zoom meeting. Last week, we talked about meetings and this week, we will concentrate on Zoom webinars. For directions on downloading the Zoom app and logging into a meeting or a webinar, you will want to look at last week's post before reading on.

Zoom Webinars

Webinars are seminars presented over the internet; hence, the name, a web-based learning experience. Whereas meetings are meant to encourage group participation, webinars are meant for one or a few lecturers to deliver information with limited online visibility of audience members. Like in a meeting, a webinar will have a host and also may have one or more cohosts, whose job it is to moderate, assist with questions, and do the technical behind-the-scenes work. The speaker or speakers will be invited to the webinar as panelists, giving them the ability to share what is on their computer screens so they can use software like PowerPoint or KeyNote to make their presentations.

You join a webinar just as you do a meeting; however, usually the host will automatically keep the audio and video for attendees turned off. 

Most webinars are livestreamed, that is, you can watch them as they are taking place. Many webinars are also digitally recorded so you can view them after they are posted on a website. The advantage to taking part in a livestreamed webinar is that you can ask questions of the speaker. The advantage to watching the recording is you can do it at a time convenient for you, stop and start it, or even go back and watch a section again. If a webinar is recorded, you can participate in the livestreamed webinar and then play the recording whenever you choose to, giving you the ability to review, take better notes, or perhaps discover some things you might have missed the first time.

Webinars can be hybrid, just as meetings can. A group can gather for the class or lecture in person while the event is being carried via Zoom to those in remote locations. Everyone watching on their devices can then participate in asking questions along with the people who are actually in the room with the lecturer. Hybrid events are also a way to allow more people to attend than there may be physical space for in a particular location.

Beginning with our September German Special Interest Group (SIG) Meeting, StLGS will conduct hybrid events whenever possible so we can continue to accommodate our many out of town members as well as those who might not be able to participate in person. 

Communicating in a Webinar

There are several ways to speak in a webinar if you are not a host, cohost, or panelist. The use of these features is determined by the webinar's host, so they may be different each time you attend. You can find these controls in the Zoom toolbar at the bottom of your screen. (See below.)

• If you want to ask a question or make a comment in a webinar, the way you most often do it is by using the Q&A icon on the bottom right of your Zoom screen. 
• When you click on that button, a little rectangle will open in which you can type. 
• Your name will appear as well, so the lecturer knows who submitted the query. 
• The lecturer, host, or cohost can answer your question by typing or, more commonly, by speaking aloud to the group. 
• In some webinars, you can use the Chat feature, to send a note to other attendees or to the host or cohost.
• If someone has sent you a note via chat, the button will flash orange on your screen.
• If the Chat feature is not available, it was disabled by the host.
• You may also notice a Raise Hand icon. 
• If that feature is enabled in your webinar, you can use it by clicking the Raise Hand button. You can also raise your hand by clicking the Participants button. Then, in the window that opens, on the right side, click "Raise Hand."
• After your concern is addressed, you lower your hand by clicking the same button, which will now say "Lower hand." 
• This feature may not be available in all webinars; it is turned off and on by the host.

If you want to enable closed captioning, this has to be activated by the host. Once it is enabled, just click in the toolbar where it says "Live Transcript" (see above, far right) and you can view the closed captions and/or the subtitles. You can click and drag the closed captions to move them to a different position on your screen, if they are blocking your view.

Webinar is Full . . . Do I Have to Miss It?

Even though you register for a webinar, you may not always be able to access it. Zoom licenses for groups are based on the number of attendees and when a session reaches the maximum, there is no wiggle room for extra people. However, many groups, like StLGS, provide for an overflow livestream on YouTube or Facebook. Instructions for how to watch a webinar that exceeds its maximum attendees are usually provided by the hosting organization so be sure to look for them, if you think there may be a large turnout for a webinar. You may be able to avoid being disappointed by logging into a webinar early, and, of course, as previously mentioned, you may be able to watch the recording later on.

More Sources of Information

"How to Participate in a Zoom Virtual Meeting or Webinar," https://static1.squarespace.com/static/5c7db94f77b90397ce872711/t/5e79f089153b6c4c02e8ecd7/1585049738342/Participant+How-To+virtual+meeting+basics.pdf

“Joining and Participating in a Webinar (Attendee_,” Zoom Help Center, https://support.zoom.us/hc/en-us/articles/115004954946-Joining-and-participating-in-a-webinar-attendee-

“Participating in a Zoom Webinar Quick Start Guide," Penn State Information Technology, https://itld.psu.edu/training/participating-zoom-webinar-quick-start-guide