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Guide to attending our online events

We’re looking forward to welcoming you to our online event, which will take place on a platform called Zoom. 

Some people are more comfortable with the online world than others, so on this page, we'll explain how to access the Zoom meeting, and share some hints and tips for using Zoom. 

If you experience any difficulties in accessing the meeting after following the steps on this page, please phone us on 0345 077 1893 or email us using the address in your booking confirmation. 

How to use Zoom 

Let’s start by having a look at how to use Zoom. If you aren’t familiar with the platform, it's a good idea to try accessing the meeting before the course starts, just to make sure you don’t have any problems. 

What you will need 

  • A computer/laptop or mobile phone/tablet. If possible, use a laptop as this is the best way to access the call
  • For all events, except Speakers Live, you will need a working camera and microphone, so other people can see and hear you
  • The secure meeting link, which we will send you. You should be able to just click the link to join. However, we also provide a meeting ID and passcode in case you prefer to join that way (instructions below)

Installing Zoom and setting up an account 

Depending on the device you use you may not need to install Zoom. On a laptop, it is possible to join through your browser without installing the Zoom app. However, you may find your meeting experience is better if you download Zoom – and it is the easiest way if you are not very tech savvy. 

We advise you to get set up on Zoom a day or two before the meeting takes place if possible. This will give you time to resolve any problems. 

To install the Zoom app on your tablet or mobile device: 

  1. Go to your provider’s app store (the ‘App Store’ on Apple devices and ‘Play Store’ on Android devices)
  2. Search for ‘Zoom’ and click on the option to download this to your device
  3. Once this has downloaded, click on the app to open it
  4. You will have the option to ‘sign up’, ‘sign in’ or ‘join a meeting’
  5. If you click on ‘sign up’ and follow the prompts, this will give you the option to set up a Zoom account

To install the Zoom app on your laptop or PC: 

  1. Go to https://zoom.us/download and click ‘Download’ (your device type should be pre-selected but you may need to choose a particular version from a drop-down list)
  2. You should be prompted to save the app on your device
  3. Once the app has installed, find Zoom in your list of applications and open it. This is often on your desktop screen (the main display)
  4. You will have the option to ‘sign up’, ‘sign in’ or ‘join a meeting’
  5. If you click on ‘sign up’ and follow the prompts, this will give you the option to set up a Zoom account

Joining the meeting 

There are different ways to join a Zoom meeting. If you have Zoom downloaded to your device, the simplest way is to click the secure meeting link we have sent you. The meeting should automatically launch in the app. 

You can also join a Zoom meeting without the meeting link, using your meeting ID and passcode, which we will also provide. The way you do this depends on the device you are using. If you have not downloaded Zoom to your device in advance, please follow the instructions in Option 3. 

Option 1: If you have downloaded Zoom and are joining from a Windows or Apple Mac laptop or PC: 

  • Open the Zoom app Join a meeting using one of these methods
    • Click ‘Join a meeting’ if you want to join without signing in
    • OR click on ‘Sign in’ and use the username and password you created for your Zoom account then click ‘Join’
  • Enter the meeting ID and passcode we have sent to you for the meeting, and when prompted add the name you want to be displayed when you join (please note your name is visible to everyone)
  • Click ‘Join’ 

Option 2: If you have downloaded Zoom and are joining from a tablet or mobile device: 

  • Open the Zoom mobile app
  • Join a meeting using one of these methods:
    • Click ‘Join a meeting’ if you want to join without signing in
    • OR sign in to Zoom then tap ‘Join’ 
  • Enter the meeting ID and passcode that we have sent to you for the meeting and when prompted add the name you want to be displayed when you join (please note your name is visible to everyone)
  • Click ‘Join’ 

Option 3: If you have not downloaded Zoom and are joining the meeting from your web browser: 

  1. Open web browser (e.g. MS Edge/Google Chrome/Safari/Brave)
  2. Go to https://zoom.us/join
  3. Enter the meeting ID we have sent to you for the meeting then click ‘Join’. When prompted, enter the passcode and the name you want to be displayed when you join. Please note your name is visible to everyone in the meeting 

Have a look at these video instructions from Zoom (YouTube) for a visual guide to joining a Zoom call. 

Tips and hints for using Zoom 

You will probably find Zoom easy to use but there are a few things it is useful to know. Instructions are mainly aimed at laptop/PC users but are very similar on a mobile device. 

Granting Zoom permission to use the camera and microphone 

You may need to grant permission for Zoom to use your device’s camera and mic when you join. You will usually be prompted to do this – accept the prompt. You will still have control over whether your camera or mic are on or off. 

Turning your camera and mic on and off 

At the bottom of the screen, you will see camera and microphone icons. Click/tap these to turn your camera and mic on and off. A diagonal red line through either icon means the camera or mic is off. You may want to leave your mic off when you are not speaking to avoid background noise interfering with the call. For example, if your mic is on and you speak to someone in the room with you, the other meeting participants will be able to hear you. 

If your camera or mic doesn’t work 

You may find your camera or mic appears not to be working. This may be because Zoom does not know which camera or mic to use. Go to the camera/mic icon and click/tap the arrow, then follow the steps to choose the correct camera/mic. 

Accidentally muting yourself 

If you are trying to speak and no one appears to be able to hear you, you may be accidentally muted. Click the mic icon to unmute. If it still doesn’t work, try following the instructions under the previous tip: ‘If your camera or mic doesn’t work’. 

Changing your name 

You are prompted to choose a name when signing up for Zoom or joining a meeting for the first time. At this point, you can allow Zoom to remember your name for future meetings. 

At any point, you can change your name from within a Zoom call. There are a few ways to do this, but the easiest way is to look at the participants list, find your own name (it will say ‘(You)’ next to it), clicking/tapping the three dots, and selecting rename. Please note that everyone on the call can see your name. 

Using the chat 

Depending on the event, you may be asked to use the chat. To do so, please click the ‘Chat’ option (with a speech bubble icon) at the bottom of the Zoom app, and type your message into the box, then click/tap the paper aeroplane button. Unless the facilitator has changed the settings, all participants can see your messages by default. 

The facilitator may have disabled the chat feature, in which case you won’t be able to post messages. 

Switching between different views of the meeting participants 

You can choose between a few different views of the meeting participants. To do so, click the little grid button (usually at the top of the window) and select the option you prefer: 

  • Speaker view – the present speaker fills most of the Zoom window
  • Grid view – participants are displayed in a grid. If there are many participants, they may be over two pages. You can use the little arrow to switch to the other page
  • Multi-speaker view – with this view option, if more than one speaker is talking, these multiple speakers fill most of the window, with other speakers displayed at the bottom 

Using the virtual ‘hand-up’ feature 

On some calls, meeting facilitators may invite you to put your hand up if you want to speak. You have the option of doing this using an virtual hand in Zoom. To do this, click the ‘Reactions’ option then choose ‘Raise hand'. A little hands-up icon will appear and the facilitator will know you have your hand up. When you are invited to speak, don’t forget to unmute yourself! 

There are lots of other things you can do in Zoom, but these are the main features you are likely to need for a Breast Cancer Now event. 

If you experience any difficulties in accessing the meeting after following the steps on this page, please phone us on 0345 077 1893 or email us using the address in your booking confirmation.