Virtual Community Conversation
– Guidance for attendees and event etiquette
A COMPLETE GUIDE
A PROJECT BY: Nottingham Equal Mojatu Foundation FMB Radio Project Fearless Youth Association C o n v e r s a t i o n s Tr a i n i n g
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TABLE OF CONTENTS ZOOM What is Zoom? ......................................................................................... 3 Getting Prepared for The Meeting ............................................................ 4 Guidance During the Meeting ................................................................... 7 Event Etiquette ......................................................................................... 7 Enabling Recording Of The Zoom Meeting .............................................. 8 Starting a Local Recording ....................................................................... 9 Assigning Recording Privileges to a participant .................................... 11 Changing Local Recording Settings ....................................................... 13 Recording Multiple Audio Files ............................................................... 13 Enabling Zoom Live Streaming Feature ................................................. 15 Setting Up Your Streaming Platform Ahead of Time ............................... 16 Setting Up the Stream in Zoom .............................................................. 19 Steps to Complete Immediately Before Your Meeting ............................ 20 Going Live from Your Zoom Meeting ...................................................... 22 GOOGLE HANGOUTS Creating a Meeting Using Google Hangouts .......................................... 24 Start and stop a recording ...................................................................... 26 Play, share, download, or save a recording............................................. 26 GOOGLE CLASSROOM How to Use Google Classroom ............................................................. 28 WHATSAPP How to Record A Video call on WhatsApp .............................................. 31
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Virtual Community Conversation – Guidance for attendees and event etiquette ALL ATTENDEES PLEASE NOTE: This Document summarizes the necessary information about how to use, record and disseminate Zoom meetings, how to use Google Hangouts and Google classrooms. The majority of the meeting are being recorded and will be stored by the Fearless Youth Association and its’ partner organisations and might be posted social media after the event. Therefore, by participating in the event, you are consenting to your video / audio etc being used. If you do not wish to be filmed, please turn off your camera. Also, by registering to this event, you are agreeing to the Event Etiquette of the organising organisations.
WHAT IS ZOOM?
Zoom is a web-based video conferencing tool that you can use to meet and talk to individuals and groups of people online. Only those who preregister for the event will be allowed to attend. All attendees will be sent a personalised log-in and password to ensure everyone’s privacy and safety.
How Does It Work? 1. You do not have to download anything to your desktop to take part in our online courses via Zoom*. Go to www.Zoom.us 2. Click the “Join a Meeting” tab. You can find the tab on the top right corner of the Homepage
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3. When prompted, add your designated Meeting ID (The Meeting ID can be a 9, 10, or 11-Digit number). The Meeting ID will be emailed to those registered between 24- 48 hours before the event. The Meeting ID must not be shared with anyone. Only those registered
will be able to join the event.
Getting Prepared For The Meeting: To make sure you get the best experience from the event, below are some helpful hints and tips:
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Set-up your electronic device around 15 mins before your meeting begins. Ensure that your device has a power supply or charged battery. Check that you have a good internet connection. Disconnect any nonessential devices from the internet, disable any applications you are not using on your computer / iPad / mobile device and turn off any streaming services. Try to sit in a quiet, indoor location to control ambient noise. Be mindful that you and your background will be visible to everyone. Ensure that anything you do not want others to see is not in view. Zoom has the ability for you to choose different backgrounds or to ‘blur’ your background. Look at the camera (not the screen) when you speak to others in the meeting, so it feels like you’re talking directly to them. Set-up the camera so that a full head and shoulder shot of you is visible.
Once You Have Joined The Meeting You Will: -
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Be placed into a ‘virtual’ holding/reception area. As part of our security measures, a member of the event team will check you off our RSVP list and admit you to the event. For those who are not on the RSVP list – a member of staff will contact you to confirm that you have registered before letting you in. All attendees must have registered via our online form prior to the event. Once you have been accepted into the event, you will be able to see the other people in the ‘virtual’ room. When you enter the room, you will be automatically placed on MUTE. Due to the large number of people potentially attending the event, we need to manage the audio to make it easier for people to hear the discussion. Therefore, throughout the event, you will not have the ability to switch your microphone on or off. The event staff will do this for you, when the host invites you to speak.
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As per the agenda, there will be several opportunities for you to make comments or ask questions to the panel. During these periods, the host will ask people to flag using the ‘Raise Hand’ icon. When the host says your name – your microphone will be ‘unmuted’. - We may have several virtual polls during the event. These will pop up on your screen, and you will be asked to select one of the multiple-choice options. - You will have the ability to turn your camera on and off throughout the event. However, if you wish to ask a question or make a comment, we ask that if you have a camera on your computer or device, you turn it on whilst speaking, if you prefer not to be filmed however, audio only is fine. If you do not have a camera or microphone function on your computer, you can also use the chat function to ask your question.
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Guidance During The Meeting: Think about your actions on camera - If your camera is on, always remember that everyone can see you. Try to stay still as too much movement will affect the signal. Please note that any inappropriate behaviour on screen (see the below for guidance), might risk in your removal from the meeting by event staff. Turn video off/on - You can choose to turn your video off and on again at any time using the ‘stop/start video’ function. Adding to the discussion - If your microphone is muted and you would like to contribute to the conversation, you can send a question or statement to everyone or just to the event staff using the ‘chat’ function. Please note that any inappropriate comments via the chat (see the below for guidance), might risk in your removal from the meeting by event staff.
Event Etiquette We want as many people as possible to be able to hear the presentations and be able to have their say during the event. In order for this to happen, we ask that all attendees are respectful during the meeting. This means that attendees joining this event are agreeing to the below event etiquette: • No swearing • Being respectful of the previous speakers • No discriminatory or offensive comments or behaviour • No Political comments (i.e.: any attempts to sway any political opinion) • No comments that are likely to cause offence to public taste and decency. • No revealing of any personal data or information of other people Whilst we are confident, we won’t have to, should anyone behave in a way that does not abide by the above etiquette, the Chair of the event
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or event staff will mute your microphone or video. Staff will then message the individual to explain why and remind them of the event etiquette. Should the behaviour continue, the event staff has the ability to remove the individual into another virtual room for a conversation. In a very rare occasion, event staff can permanently block the individual from returning to the event.
Enabling Recording Of The Zoom Meeting: Account 1. Sign in to the Zoom web portal as an administrator with the privilege to edit account settings. 2. In the navigation menu, click Account Management then Account Settings. 3. In the Recording tab, navigate to the Local Recording option and verify that the setting is enabled. 4. If the setting is disabled, click the toggle to enable it. If a verification dialog displays, click Turn On to verify the change. 5. (Optional) If you want to make this setting mandatory for all users in your account, click the lock icon, and then click Lock to confirm the setting. Group 1. Sign in to the Zoom web portal as an administrator with the privilege to edit user groups. 2. In the navigation menu, click User Management then Group Management. 3. Click the name of the group, then click the Settings tab. 4. In the Recording tab, navigate to the Local Recording option and verify that the setting is enabled. 5. If the setting is disabled, click the toggle to enable it. If a verification dialog displays, click Turn Onto verify the change. Note: If the option is grayed out, it has been locked at the account level, and needs to be changed at that level. 6. (Optional) If you want to make this setting mandatory for all users in this group, click the lock icon, and then click Lock to confirm the setting.
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User 1. Sign in to the Zoom web portal. 2. Click Settings. 3. In the Recording tab, navigate to the Local Recording option and verify that the setting is enabled. 4. If the setting is disabled, click the toggle to enable it. If a verification dialog displays, click Turn Onto verify the change. Note: If the option is grayed out, it has been locked at either the group or account level, and you will need to contact your Zoom administrator.
Starting a local recording The host must record the meeting or grant the ability to record to a participant. 1. Start a Zoom meeting as the host. 2. Click the option to Record. 3. If there is a menu, select Record on this Computer. Hosts will see the following recording indicator in the top-left corner while recording is active. Participants will see the following indicator in the top-left corner while the recording is active.
4. Click Participants to see which participants are currently recording.
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Note: Dial-in participants will hear a message informing them that the meeting is now being recorded unless disabled by the host. 5. After the meeting has ended, Zoom will convert the recording so you can access the files.
6. Once the conversion process is complete, the folder containing the recording files will open. Note: By default, the audio/video file (MP4) will be named Zoom_0.mp4. The audio only file (M4A) is named audio_only.m4a. Note: If the meeting unexpectedly shuts down or if the conversion process is interrupted, the recording files could become corrupted and nonrecoverable. Restarting or shutting down your computer, putting the hard disk to sleep, or closing your laptop will interrupt the conversion process. â—? If the conversion process is not successful after the meeting has ended, you can try to convert the files again by navigating to the recording location and double clicking the recording files. â—? You can record the meeting in different layouts including Active Speaker, Gallery View, and shared screen. â—?
Stopping or pausing a local recording During a Zoom recording, a participant can Stop or Pause the recording. If a participant stops the recording and starts it again, a new video file will be created for the next recording segment. If a participant pauses the recording and starts it again, Zoom will record to the same video file for the recording segment.
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1. After a recording has been started, click Pause or Stop Recording at the bottom.
The recording can also be stopped or paused by clicking the indicator in the top left corner. 2. When a recording is paused, the following indicator will be displayed in the meeting. 3. To resume the recording, click Resume Recording at the bottom
The recording can also be resumed by clicking the indicator in the top left corner. 4. After you stop the recording, you can access the local recording files on your computer.
Assigning recording privileges to a participant 1. In a Zoom Meeting click on Manage Participants. 2. In the Participants menu navigate to the participant who will be granted recording privileges. Click More next to their name.
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3. Select the option to Allow Record.
The participant will receive the following notification:
4. When a participant is recording, the participant menu will display a recording icon next to the participant's name.
5. To disable the participant's ability to record, click More next to the name, then click Forbid Record.
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Changing local recording settings To change local recording settings in the Zoom client: 1. Open the Zoom client and click Settings. 2. Clickthe Recording tab. This will open your recording options that you can change using the client. Note: Setting the default location to a cloud syncing folder (such as Dropbox, Google Drive, or One Drive), an external drive, or network storage device may cause issues with saving and converting the local recording. Zoom strongly recommends keeping the default location on a local drive for recordings.
Recording multiple audio files When recording locally, the host can record all participants' audio streams as separate audio files, one file for each participant. To enable this option: 1. Open the Zoom client and click Settings. 2. Click the Recording tab. 3. Enable Record a seperate audio file for each participant.
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4. Record and save the meeting to your computer. 5. Once the meeting is over and the recording has processed, open the recording folder. 6. Within the folder, open Audio Record.
7. Once in the Audio Record folder, each participant's audio track will be listed as its own file in with the file name ending in the participant's name.
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Enabling Zoom Live Streaming Feature 1. Login to your Zoom Meeting Settings 2. Scroll down or click In Meeting (Advanced) in the left-hand navigation links to find Allow live streaming meetings 3. Click the toggle switch to enable live streaming 4. Four checkboxes appear: Check the boxes for where you would like to Livestream to: • Uncheck Facebook and Workplace by Facebook unless you plan to use them so that your meeting interface stays less cluttered. • YouTube: Checking YouTube allows you to set up Livestreaming with a University-connected YouTube account. o Note: Setting up YouTube to work with Zoom for the first time requires you to go through the livestreaming process immediately, without testing. Make sure you are ready to go live with a test meeting when using this option. • Check Custom Live Streaming Service to set up livestreaming before your meeting using any service besides Workplace by Facebook - including YouTube. o A text box appears where you can enter any notes for hosts who will be live streaming your meeting. Otherwise, leave this box blank and click Save. Continue to the Setup Your Streaming Platform section below.
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Setting Up Your Streaming Platform Ahead of Time In order for a scheduled meeting to go live using the Custom Live Streaming Service option, you will need to obtain your stream URL, stream key, and live streaming page URL from your streaming platform. This section will cover how to setup your event and obtain these settings in Youtube Live, though you can also use a different streaming service of your choice. 1. Login to YouTube.com with your UMN Internet ID and password. 2. Select the Create a Video or Post button (camera with a plus symbol) in the upper right-hand corner of the Youtube homepage.
3. Choose Go Live a. Create a channel if prompted. You must have a channel in order to use Youtube Live. There is no charge when creating a channel. â–Ş Note: You may need to wait 24 hours to activate your account for livestreaming. Please plan accordingly.
b. You may also be prompted to verify your account via phone call or text message. This is intended to ensure that you are human. Once you have verified your account, return to step 2 above and proceed from there.
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4. A pop up window opens where you fill out your Live Stream information: a. Make sure you are in the Stream tab
b. Create an Event title and add an optional description. c. Choose your stream's viewability: • Public: Anyone can search for and view • Unlisted: Anyone with the link can view • Private: Only you can view. o Note: Select private only for testing, otherwise no one else will be able to view your stream. d. Choose a category that best fits your stream from the dropdown menu e. If scheduling the livestream ahead of time, toggle the switch Schedule for later and then select the date and start time for your stream. f. Upload an optional thumbnail for people to see if they are searching for your Livestream. g. Select the Yes or No radio button under Is this video made for kids? h. Click Create Stream.
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5. A window appears with your Stream Key and Stream URL. For a prescheduled livestream, you will need this information later so copy and paste them on your computer such as in a note or text file.
6. In the upper-right, select the share button and copy the Livestream URL. Add this link to your saved links file from step 5.
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Setting Up the Stream in Zoom 1. Find the scheduled meeting you will livestream in your list of upcoming meetings 2. Select the meeting topic
3. Scroll to the bottom of the page and select the Live Streaming tab next to Poll
4. Select the link configure live stream settings
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5. A pop up window opens with fields to input the Stream URL, Stream Key, and Live streaming page URL you saved from your streaming platform. Fill in each field and then click Save.
Steps to Complete Immediately Before Your Meeting Begin these steps at least half an hour before the start of your event. 1. Start your Zoom meeting 2. Select the More... button on the Zoom meeting control toolbar 3. Choose Live on Custom Live Streaming Service.
4. This starts the Live Stream process with the settings you entered in the Setting Up the Stream in Zoom section above, and opens the live stream for viewing in your web browser. o Note: The Livestream is not live on YouTube yet.
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5. Start your stream on your streaming platform. a. If using Youtube Live through Live on Custom Live Streaming Service, go back to your YouTube Live Stream window • If you do not have your Live Stream window open anymore: • Click the Create a Video or Post button (camera with a plus symbol) in the upper right-hand corner of the Youtube homepage.
• • • •
Choose Go Live Click the Manage tab Click on the title of the stream that you setup in Step 4 Click the Go Live button in the upper right-hand corner
b. Using Live on YouTube to Go Live Instantly There may be situations where you would like to stream your meeting on YouTube and do not have a meeting scheduled ahead of time. You can choose to go live: • In the middle of a Zoom meeting • After starting a new Zoom meeting • Directly from YouTube using your UMN account If you have enabled the YouTube option in your Zoom settings, as a host you can go live on YouTube from within any Zoom meeting.
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Going Live from Your Zoom Meeting 1. From your Zoom meeting, click More... 2. Select Live on Youtube.
3. A new window pops up, prompting you to select an account to go live with. Choose your UMN account. • Note: If this is your first time connecting your account, you will be prompted to give YouTube access to Zoom, your webcam, and microphone.
4. On the next screen, give your YouTube livestream a title and select your preferred privacy option for viewing: • Public: Anyone can search for and view • Unlisted: Anyone with the link can view • Private: Only you can view.
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Note: Select private only for testing, otherwise no one else will be able to view your stream.
5.Click Go Live! You will be taken to your LiveStream feed on YouTube. Stopping the Livestream and Ending the Meeting Ending the Livestream Using Custom Streaming Service. If you are streaming to Youtube Live using Live on Custom Live Streaming Service you can end the stream from YouTube. If you are using YouTube Live, continue to the next section: 1. Click the End Stream button in the upper right-hand corner to end your broadcast. 2. Continue to the next section.
Ending the Livestream and Ending the Zoom Meeting 1. In the Zoom meeting, click the More... button in the meeting control toolbar 2. Choose Stop Live Stream 3. Click the End Meeting button on the meeting control toolbar to end your meeting for all participants 4. A confirmation box opens. Choose End Meeting for All.
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CREATING A MEETING USING GOOGLE HANGOUTS: 1. After logging into your Google account on your Mac or PC, visit the Google Calendar site.
2. On the left hand side of your screen, click "Create" to add a new event to your calendar. 3. Fill in the details of the event — i.e. what you want the meeting to be called, the date and time of the meeting, etc. 4. Click the "Add location or conferencing" field and then click "Add conferencing" to enable Hangouts.
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5. In the "Add guests" field, begin typing the email address or contact name of the person or people you want to invite to the Hangout.
6. When all fields are completed, click "Save" to schedule your Google Hangout and send invites to your attendees.
Note, that should you wish to invite additional people to your Google Hangout after the initial event setup, you can do so by clicking on the event in your Google Calendar and typing in their email addresses in the "Guests" tab before clicking "Save."
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Start and stop a recording of Google Hangouts Meetings: Important: Recording is only available with the computer version of Meet. Mobile app users are notified when the recording starts or stops, but cannot control recording. You can’t record if you join the meeting only to present, such as from a laptop while already in a video conference room. Join the video meeting first, start your presentation, and then record. 1. Open Meet
Start or Join a meeting.
2. Click More Record meeting. • If you have trouble, go to I can’t find the recording button. 3. Wait for the recording to start. Other participants are notified when the recording starts or stops. 4. When you finish, click More Stop recording. • The recording also stops when everyone leaves the meeting. 5. Click Stop recording again to verify. 6. Wait for the recording file to be generated and saved to the meeting organizer’s My Drive > Meet Recordings folder. 7. An email with the recording link is sent to the meeting organizer, and the person who started the recording.
Play, share, download, or save a recording from Google Hangouts Meetings: In Google Drive - Recordings save to the meeting organizer’s My Drive > Meet Recordings folder. However, if the organizer changes or if the meeting occurs outside of the scheduled Calendar time, the recording link is sent to the original event creator. To share a recording: 1. Select the file
Share
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2. Or, click Link paste the link in an email or chat message. For best results, download the recording and then play it from your computer: • •
Select the file and click More Download Double-click the downloaded file to play it.
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In Drive, double-click the recording to play it. “Still processing” appears until the file is ready for online viewing. To add a recording to My Drive, select the file and click Add to My •
Drive . From an email link An email with the recording link is sent to the meeting organizer and the person who started the recording. 1. In the email, click the link and wait for the recording to open. 2. Select an option: •
To play the recording, click Play
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To share the recording, click More Share. Enter usernames or email addresses and click Done. Tip: You can also copy and share a link. To download the file, click Download. •
To add the recording to the current folder, click Add to My Drive
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HOW TO USE GOOGLE CLASSROOM: As a teacher Google Classroom is extremely useful to share materials, send quizzes and announcements to your fellow students. This handbook will show you how to use this online platform to provide a quality education. 1. Navigate to www.classroom.google.com . 2. If you are not already logged in into your Gmail account please do so now. 3. Once you are in, you can create a new class by clicking on the ‘+’ symbol on the right corner of the page. And then click on ‘Create Class’. Here you can add a name and other details to your Class. If you are finished with the details click on ‘Create’. If you have been invited by someone to co-teach their class, you will receive an email saying ‘Xy invited you to coteach xy’. Below that click to Join, then log in to your gmail account (if it is not connected automatically) and then click on Accept. Once you are in you can share announcements, upload materials, and invite people. 1. Now your class has been created. • On the ‘Stream’ Section you can see the class code which you can share with you fellow students. Here you can also share
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announcements with them by simply clicking on ‘Share something with your class…’ • • • • • • • •
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On the ‘Classwork’ Section you can add Assignments, Quizzes and even add Materials by clicking on ‘+Create’ and choosing the adequate section. When you create a Material, you can add the name and other details of the lesson along with adding a document from your computer or Google Drive. For Assignments and Quizzes, you can also set the due date. If you create a ‘Quiz’ the server will automatically generate a Google Form for you to edit and use to test your student’s knowledge. On the right side of the ‘Classwork’ page you can see ‘Google Calendar’ where you can see due dates and post dates. On the ‘People’ section you can see the Teacher(s) and the students who are part of your classroom. You can invite students in two ways: You can add people by clicking on and then typing their email address and then click ‘Invite’. Or you can share the ‘Class code’ (which you can find on Stream Section below the Class Title) with your students, with which they will automatically join. On the ‘Marks’ section you can see the marks of the assignments that you issued before.
As a student the Google Classroom is extremely useful to keep up with your coursework and materials and with having a direct contact with your teacher.
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Stream Section below the Class Title) with your students, with which they will automatically join.
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On the ‘Marks’ section you can see the marks of the assignments that you issued before.
As a student the Google Classroom is extremely useful to keep up with your coursework and materials and with having a direct contact with your teacher.
1. You can join a Google Classroom either by your teacher directly inviting you by using your email address or by sending you his/her class code. If a Teacher sends you the class code all you have to do is log in to www.classroom.google.com then click on the ‘+’ symbol, then ‘Join class’ and add the class code. 2. Once you could join the class you will be able to see the class platform along with ’Stream’, ’Classwork’ and ’People’ sections. • Under ‘Stream’ you can see if the teacher uploaded any material or assignments and you can also read the announcements here. • Under ‘Classwork’ you will find all the materials, quizzes and assignments that your teacher has posted. If you click on them you will see more details of the material or assignments (definition, attached documents, google forms etc.). • Under ‘People’ you will see your fellow classmates and the teacher(s) who lead(s) the class. If you need to invite anyone to your class simply click on this sign at type the needed email address and then click ‘Invite’. Another way to invite others is by sending them the class code which you can find at ‘Stream’, under the class name. If you are given an assignment the due date is usually included so pay attention to that! You can also add the due date to your Google Calendar if the teacher has not done that before. Once you are given an assignment you can work on it until this date and once you are finished just click ‘Turn in’ and it will automatically send it to your teacher.
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HOW TO RECORD A VIDEO CALL ON WHATSAPP: To record a WhatsApp video call on Android, it is necessary to install an app. Android does not natively offer the option, however, some manufacturers natively offer the ability to record the screen (with sound) of your Android smartphone. This is the case with Huawei smartphones in particular. If you do not have such an option, you must download an external application. To record a WhatsApp video call on Android, then follow these instructions: -
Download MNML Screen Recorder from the Google Play Store. The application is available for free. Open the application, click on the three dots at the top right, and select Settings. Click on the recording part named Recording and activate Record Audio.
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Don't forget to turn on the audio or you won't get the sound of your conversation. Go back to the application and click on Record at the bottom right. A three-second counter starts before you start recording your screen (and sound), and a warning message appears indicating that the application will record everything that will be displayed on the screen. Confirm and the recording will start. Don't forget to give the application permission to save your screen. Then open WhatsApp and call the contact you want.Once the conversation is over, click on the stop button (square shape) accessible from the quick notification bar or open the MNML application and click on Stop in the bottom right.
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You have two options to stop recording. Go back to the MNML application. Your WhatsApp video conversation is displayed. You can view it on your smartphone and share it with your friends!
C o n v e r s a t i o n s Tr a i n i n g
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Nottingham Equal
&
Mojatu Foundation
