Litigation Support, Technology, Uncategorized, Video Conferencing, Zoom

TECH TIP 7 – Sharing an Audio file in Zoom

While in Zoom, click on the green Share Screen at the bottom of your screen.

It will ask you to “Select a window or application you want to share”

Locate the MP3 file that you want to share and click on it.  Participants will be able to hear the audio file.

NOTE:  It’s most helpful to have the location of the MP3 file open for easy access.

To get out of Share Screen, hit the red Stop Share button.  You will be brought back to the participants.

MP3 files can also be hyperlinked and shared in Chat.

Litigation Support, Software, Technology, Video Conferencing, Zoom

TECH TIP 3 – Audio Feedback in Zoom

Multiple computers in one room creating feedback?

Click on the Up Arrow to the right of the Mute button.

ALL participants in the room need to “Leave Computer Audio”

Next, have someone call the phone number on the Zoom invite so everyone can hear the proceedings via a speakerphone in lieu of the computer.

Hyperlinked Exhibits, Litigation Support, Technology, Video Conferencing, Zoom

TECH TIP 1 – Your Zoom Invitation

Doris O. Wong Associates prefers to Host Zoom sessions.

Zoom Protocol:

  • We are happy to provide training to anyone who is new to Zoom.
    • Go over the invitation
    • Do a video and sound check to make sure you have a good connection
    • How to share and view hyperlinked documents
  • A Zoom invitation is sent out the day prior to the meeting to all participants.
  • Zoom sessions are password protected.
  • The court reporter monitors who is allowed to attend each session.
    • We request that you log in with the email address you have provided us. If we don’t recognize an email address, you will not be allowed into the session.
  • The reporter can set up breakout rooms for off-the-record discussions.
  • Doris O. Wong Associates hyperlinks documents. Only hiring counsel and the court reporter are given the files prior to the deposition.  They are well trained to assist in the document sharing and marking of exhibits.
  • For those individuals who cannot participate with video, a phone number is provided.
Hyperlinked Exhibits, Litigation Support, Software, Technology, Video Conferencing, Zoom

TECH TIP 6 – Chat vs. Share Screen in Zoom

The difference between CHAT and SHARE SCREEN:

CHAT SCREEN

Hyperlinked documents are easily shared in CHAT for all to see.  

Doris O. Wong Associates, Inc., hyperlinks documents upon request.

You can also share files from your computer or file sharing programs like Dropbox, Google Drive, OneDrive and Box.com.

Anyone can share a link to CHAT.

Participants click on the link to see the document.  CHAT protocol:  Have the witness identify what they’re seeing before you mark the document as an exhibit.

Participants will lose the video when viewing the document.  Audio stays on.  To get back to Zoom, close out of the document or can click on the Zoom Tab to rejoin the meeting.  If you are using an iPad, can click on the Home button and rejoin Zoom.

SCREEN SHARE

One person shares a document for all to see at the same time.

The document takes up the Zoom screen.

            Options:  Instead of full screen, you can keep participants off to the side.

The host can grant permission to all participants if you would like to mark up the document.

Documents can be annotated with text, arrows, lines, etc.

Annotated documents can be saved as an exhibit.

Litigation Support, Software, Technology, Video Conferencing, Zoom

TECH TIP 5 – Handling last-minute-documents in Zoom

Doris O. Wong Associates is available to hyperlink your documents for easy sharing during Zoom sessions.  As prepared as we would like to be, oftentimes there is a last-minute document that needs to be shared.

Option 1:

When you open the CHAT box, you’ll see a little box in the bottom right-hand corner of Chat. It says “File. Click on that.  This box will appear.

If you are using “Your Computer, “ to store files, go to the file folder where your documents are saved.  Click on the document, and it will appear in your Chat Box.  Attendees need to click on the file to be able to view the document.

If you Share a document from Dropbox, MS OneDrive, Google Drive, or Box, click on the file.  It will ask you to Share Screen.  You’ll see the document in Chat.  Click on this file to create a hyperlink which you’ll paste in Chat.  Participants will click on the hyperlink to view the document.

Option 2:

Share the saved document using Share Screen. Click on the document and everyone can see the document full view at the same time. This is different than Chat.

You can annotate the file and later save it as an exhibit.

NOTE:  Forward the documents to the reporter at the conclusion of the deposition so that they may be digitally marked.