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# Zoom Meetings & Webinars – Complete Troubleshooting Guide

The Osler Institute uses Zoom for live virtual review courses, interactive webinars, educational presentations, and mock oral examinations.
This guide explains how to use common Zoom features and resolve technical problems involving screen sharing, annotation, audio, video, mobile devices, and web browsers.
The instructions apply to Windows and Mac computers, iPhones, iPads, Android devices, and supported web browsers.
**Important:** The availability of certain Zoom features depends on your device, whether you are attending a Meeting or Webinar, and the permissions assigned by the host.
## 1. What is the difference between a Zoom Meeting and a Webinar?
**Zoom Meetings** allow participants to interact through audio, video, screen sharing, and other features when enabled by the host.
**Zoom Webinars** are designed for presentations with a larger audience. Most participants initially join as attendees, with limited audio, video, and screen-sharing permissions.
### How Osler Webinars Work
The Osler Institute provides a general webinar joining link to faculty and participants.
Everyone using this link initially joins as an attendee. When appropriate, the Osler moderator promotes faculty members or participants to panelist status so they can actively participate.
Once promoted to panelist, you may be able to:
* Turn on your microphone and camera.
* Share your screen or presentation.
* Use annotation tools.
* Participate in live discussions.
* Interact with other faculty members and participants.
**Faculty members:** If you join a webinar and cannot activate your microphone, camera, or screen sharing, you may not have been promoted to panelist yet.
Please remain connected and wait for the Osler moderator to grant the necessary permissions.
**Participants:** During interactive educational or public sessions, the moderator may also promote attendees to panelist when needed.
You do not need a separate panelist invitation to be promoted during the live webinar.
## 2. How do I join an Osler Zoom Meeting or Webinar?
1. Locate the Zoom joining link provided in your course instructions or email.
2. Click the link shortly before your scheduled session.
3. If prompted, select **Open Zoom Workplace**.
4. Enter your name if requested.
5. Join the session and follow the moderator's instructions.
If you prefer to join without installing Zoom, a **Join from Your Browser** option may be available.
**Recommendations:**
* Use the Zoom Workplace application whenever possible.
* Join using your first and last name so the Osler moderator can identify you.
* Test your audio and video before your session.
* Faculty should have their presentations ready before joining.
If you see **Waiting for Host to Start This Meeting**, the session may not have started yet.
If placed in a Waiting Room, remain connected until admitted.
## 3. I joined a webinar but cannot unmute, start my camera, or share my screen.
This is normal when you initially join an Osler webinar as an attendee.
The Osler moderator will promote faculty members and selected participants to panelist when their participation is needed.
Once promoted, additional Zoom controls become available.
If you need to participate and have not been promoted:
1. Remain connected to the webinar.
2. Look for the **Chat**, **Q&A**, or **Raise Hand** option.
3. Notify the moderator that you are ready to participate, if instructed.
4. Wait for the moderator to change your role.
After promotion, check your microphone, camera, and screen-sharing controls.
**Do not leave and rejoin the webinar simply because these controls are missing.** Your role may not have been changed yet.
## 4. How do I share my screen or PowerPoint presentation?
Screen sharing allows you to show slides, clinical images, documents, and other educational material.
### Windows and Mac
1. Open the PowerPoint presentation, image, or document you want to display.
2. In Zoom, click **Share** or **Share Screen**.
3. Select the appropriate application window or monitor.
4. Click **Share**.
5. Begin your presentation.
6. Click **Stop Share** when finished.
**Helpful tips:**
* Sharing a specific application window can prevent unrelated information from appearing.
* If using two monitors, select the monitor displaying your slideshow rather than your presenter notes.
* Ask the moderator to confirm that your presentation is visible.
* Avoid displaying confidential patient information or unrelated windows.
### Why is the Share Screen button missing?
In a Zoom Meeting, the host may have restricted screen sharing.
In an Osler Webinar, you must first be promoted to panelist or have another authorized presenting role before you can share your screen.
## 5. How do I use Zoom annotation tools?
Annotation allows users to draw, highlight, point to, or mark areas of a shared presentation.
These tools are especially helpful when discussing pathology slides, radiology images, surgical illustrations, and clinical cases.
### If You Are Sharing Your Screen
1. Start sharing your presentation or image.
2. Find the Zoom screen-sharing toolbar.
3. Click **Annotate**.
4. Select the appropriate tool.
5. Draw or mark the area you want to highlight.
6. Select **Mouse** to return to normal mouse control.
### If Someone Else Is Sharing
1. Move your mouse over the shared content.
2. Look for the **pencil icon**, generally in the lower-left corner.
3. Click it to open the annotation toolbar.
4. Select the tool you want to use.
### Common Annotation Tools
* **Draw:** Create lines, shapes, and arrows.
* **Text:** Type comments on the shared screen.
* **Stamp:** Add symbols such as checkmarks.
* **Spotlight:** Highlight an area using a visible pointer.
* **Eraser:** Remove annotations.
* **Undo:** Reverse the most recent annotation.
* **Clear:** Remove annotations from the screen.
* **Mouse:** Return to normal mouse control.
Some tools are available only to the person sharing the screen.
**Note:** Webinar attendees generally cannot annotate. Faculty members and participants who have been promoted to panelist may use annotation when permitted.
## 6. Why can't I find the annotation tools?
If you cannot see the annotation option:
1. Confirm that someone is sharing content.
2. Look for the pencil icon or **Annotate** option.
3. Make sure you have the necessary meeting or webinar permissions.
4. Check whether the host has disabled annotation.
5. Update the Zoom Workplace application if needed.
**Faculty members:** If you are attending an Osler webinar, confirm that you have been promoted to panelist.
**Apple users:** Annotation controls differ on iPhones and iPads. See the mobile-device sections below.
## 7. How do I stop other people from drawing on my shared screen?
If you are sharing your screen and unwanted annotations appear:
1. Locate the screen-sharing toolbar.
2. Click **More**.
3. Select **Disable Annotation for Others**.
4. Open the annotation toolbar and select **Clear** to remove existing markings.
You may also enable **Show Names of Annotators** to identify who is annotating.
This option is particularly useful during interactive case discussions.
## 8. Participants cannot see my PowerPoint slides.
This commonly occurs when the wrong screen or application window is selected.
Try these steps:
1. Click **Stop Share**.
2. Open your PowerPoint presentation.
3. Click **Share** again.
4. Select the correct PowerPoint window or monitor.
5. Restart the slideshow.
6. Ask the moderator to verify that the correct slides are visible.
### If You Have Two Monitors
PowerPoint may display the slideshow on one monitor and Presenter View on another.
Make sure Zoom is sharing the slideshow, not your presenter notes.
### If You Have One Monitor
Consider displaying PowerPoint in a window:
1. Open PowerPoint.
2. Select **Slide Show → Set Up Slide Show**.
3. Select **Browsed by an Individual (Window)**.
4. Start the slideshow.
5. Share the PowerPoint slideshow window in Zoom.
## 9. Why can't participants hear a video or audio clip I am sharing?
When sharing a video, Zoom may not automatically transmit the computer's audio.
To share sound:
1. Click **Share** or **Share Screen**.
2. Select the screen or application containing the video.
3. Enable **Share Sound**.
4. If showing a full-screen video, consider enabling **Optimize for Video Sharing**.
5. Click **Share**.
6. Play the video and confirm that attendees can hear it.
If you are already sharing your screen, check the sharing toolbar for an option to enable computer sound.
**Important:** Optimize for Video Sharing should normally be disabled for regular PowerPoint slides, static clinical images, or text-heavy presentations because it may reduce image clarity.
## 10. I cannot hear the instructor or other participants.
If you cannot hear the webinar or meeting audio:
1. Check your computer or device volume.
2. Make sure your speakers or headphones are connected.
3. In Zoom, click the arrow beside the microphone or audio control.
4. Open **Audio Settings**.
5. Select the correct speaker.
6. Click **Test Speaker**.
7. Adjust the volume if needed.
If you are using Bluetooth headphones, verify that Zoom is sending audio to the correct device.
If the problem continues, leave and rejoin the session.
**Remember:** Webinar attendees should still be able to hear the presentation even though their own microphones may be disabled.
## 11. My microphone is not working.
If other participants cannot hear you:
1. Verify that your microphone is not muted.
2. Click the arrow beside the microphone icon.
3. Choose the correct microphone.
4. Open **Audio Settings**.
5. Select **Test Microphone**.
6. Close other applications that may be using the microphone.
7. Check your computer's microphone permissions.
A headset with a built-in microphone may provide clearer audio than your computer's speakers and microphone.
**Webinar faculty:** If the microphone controls are unavailable, wait until the Osler moderator promotes you to panelist.
## 12. My webcam is not working.
If your video is black, blank, or unavailable:
1. Click **Start Video**.
2. Click the arrow beside the video icon.
3. Select the correct camera.
4. Close applications that may be using your webcam.
5. Check that your device allows Zoom to access the camera.
6. Restart Zoom if needed.
If your webcam has a physical privacy cover, make sure it is open.
**Note:** Regular Zoom Webinar attendees cannot activate their cameras. If you have been selected to participate, the moderator must grant the appropriate permissions.
## 13. Why is my audio echoing or creating feedback?
Echo typically occurs when a microphone picks up sound from nearby speakers.
To reduce feedback:
* Use headphones or a headset.
* Mute unused microphones.
* Avoid joining with multiple active audio devices in the same room.
* If connected by both telephone and computer, use only one active audio connection.
* Reduce speaker volume if necessary.
**Faculty recommendation:** Use a headset whenever possible, particularly during mock oral examinations and interactive sessions.
## 14. My screen sharing or presentation is frozen.
A frozen screen, delayed slide changes, or poor presentation quality may be caused by internet connection problems or computer performance.
Try the following:
1. Stop sharing your screen.
2. Start sharing again.
3. Close unnecessary applications.
4. Check your internet connection.
5. If possible, use a wired internet connection.
6. Restart Zoom or rejoin the session.
If only one attendee experiences the problem, the issue may be related to that attendee's internet connection or device.
***
# Using Zoom on iPhones, iPads, and Android Devices
## 15. Can I participate in an Osler course using an iPhone, iPad, or Android device?
Yes. The Zoom Workplace mobile application supports participation in Meetings and Webinars.
However, mobile devices have different controls and limitations compared with Windows and Mac computers.
### iPhone
An iPhone can be used to:
* Join meetings and webinars.
* Listen to presentations.
* View shared slides and images.
* Submit questions through available chat or Q&A tools.
* Share the device screen when permitted.
* Use supported annotation tools.
The smaller screen may make detailed clinical images difficult to examine.
### iPad
An iPad offers a larger viewing area and additional annotation options compared with an iPhone.
Some screen-sharing and presentation features still differ from those available on a computer.
### Android Phones and Tablets
Android devices support screen sharing, meeting participation, and annotation through the Zoom Workplace application, subject to device capabilities and host permissions.
**Our Recommendation:** Use a Windows or Mac computer with the Zoom Workplace desktop application for the most complete experience during interactive Osler courses and mock oral examinations.
## 16. How do I share my screen from an iPhone or iPad?
1. Open the Zoom Workplace application.
2. Join the meeting or webinar.
3. Tap the screen to display the controls.
4. Select **Share** or **Share Content**.
5. Select **Screen**.
6. Tap **Start Broadcast**.
7. After the countdown, open the presentation or application you want to display.
8. Return to Zoom and stop sharing when finished.
### Important Limitations
When sharing your entire iPhone or iPad screen, Zoom's normal annotation tools are unavailable.
To annotate, you must use a supported content-sharing method rather than broadcasting the entire device screen.
**Privacy Tip:** Enable Do Not Disturb or Focus mode before sharing to prevent personal notifications from appearing.
## 17. How do I annotate on an iPhone or iPad?
Zoom provides different annotation options depending on the device.
When sharing supported content, tap the **pencil icon** to open the annotation toolbar.
### On an iPhone
Available tools may include:
* Pen and highlighter.
* Spotlight.
* Color selection.
* Eraser.
### On an iPad
Additional tools may include:
* Arrows.
* Lines and shapes.
* Text boxes.
* Undo and redo.
* Clearing annotations.
**Important:** You cannot use Zoom annotation tools while broadcasting your entire iPhone or iPad screen.
For clinical images requiring detailed annotation, we recommend using a computer whenever possible.
## 18. How do I share my screen or annotate from an Android device?
### Screen Sharing
1. Join the session using the Zoom Workplace application.
2. Tap **Share**.
3. Select **Screen**.
4. Allow screen capture when prompted.
5. Open the content you want to display.
6. Tap **Stop Share** when finished.
### Annotation
1. Begin sharing supported content.
2. Tap the **pencil icon**.
3. Choose the pen, highlighter, arrow, or other available tool.
4. Tap the pencil icon again to close the annotation toolbar.
Android tablets may provide additional tools compared with Android phones.
***
# Web Browsers, Safari, and Mac Troubleshooting
## 19. Can I join Zoom using Chrome, Edge, Firefox, or Safari?
Yes. Zoom supports joining through compatible desktop web browsers, including:
* Google Chrome.
* Microsoft Edge.
* Mozilla Firefox.
* Apple Safari.
The Zoom Web App supports screen sharing and annotation in compatible desktop browsers, subject to device capabilities and permissions.
However, some advanced features differ from the Zoom Workplace desktop application.
### Supported Browser Versions
Zoom's published minimum requirements for the Web App include:
* Chrome 102 or later.
* Edge 102 or later.
* Firefox 105 or later.
* Safari 16.4 or later.
Use the latest available version whenever possible.
**Recommendation:** Faculty members who need to share presentations or annotate clinical images should use the Zoom Workplace desktop application rather than relying on a web browser.
## 20. Zoom is not working correctly in Safari on my Mac.
If you are using Safari and experience problems with audio, video, or screen sharing, check your browser and macOS permissions.
### Check Safari Permissions
1. Open Safari.
2. Select **Safari → Settings**.
3. Click **Websites**.
4. Check the **Camera** and **Microphone** sections.
5. Make sure Zoom has permission to use these devices.
6. Reload the meeting.
### Check macOS Permissions
1. Open the Apple menu.
2. Select **System Settings**.
3. Click **Privacy & Security**.
4. Check the following permissions:
   * Camera.
   * Microphone.
   * Screen & System Audio Recording.
5. Allow the application or browser you are using.
6. Restart Zoom or Safari if prompted.
If Safari continues to cause problems, try the Zoom Workplace desktop application.
An updated Chrome or Edge browser may also help determine whether the problem is specific to Safari.
## 21. Why can't I share my screen when joining through Safari on my iPhone or iPad?
Mobile web browsers do not support initiating Zoom screen sharing.
This limitation applies to Safari, Chrome, and other mobile browsers on iPhones, iPads, and Android devices.
You may still be able to view a presentation through a supported mobile browser.
To share your own screen:
1. Install the Zoom Workplace application.
2. Join the session using the application.
3. Tap **Share Content** or **Share**.
4. Select **Screen**.
5. Follow the device's instructions to begin sharing.
You must also have the appropriate meeting or webinar permissions.
## 22. How do I fix microphone or camera permissions on my iPhone or iPad?
If Zoom cannot access your camera or microphone:
1. Open the device's **Settings**.
2. Select **Apps → Zoom** (or locate Zoom directly in Settings on older versions).
3. Enable access to the **Microphone** and **Camera**.
4. Return to Zoom.
5. Rejoin the meeting if needed.
### If You Cannot Hear Anything
1. Tap the Zoom window to display the controls.
2. Select **Join Audio**, if displayed.
3. Choose the available internet audio connection option.
4. Increase your device volume.
5. Check whether audio is being sent to Bluetooth headphones or another device.
If necessary, disconnect Bluetooth accessories temporarily and test the device speakers.
***
# Additional Meeting and Webinar Troubleshooting
## 23. How do I ask a question during an Osler Webinar?
The available options depend on how the moderator has configured the session.
### Q&A
1. Click or tap **Q&A**.
2. Enter your question.
3. Select **Send**.
The moderator or faculty may respond through Q&A or answer the question verbally.
### Chat
Click or tap **Chat** to send a message if this feature is enabled.
### Raise Hand
1. Click or tap **Reactions**.
2. Select **Raise Hand**.
3. Wait for the moderator's instructions.
The moderator may allow you to speak or promote you to panelist for an interactive discussion.
If you have been promoted to panelist, additional audio, video, and presentation controls may become available.
## 24. I clicked the Zoom link, but I cannot join.
If your meeting or webinar link does not work:
1. Verify that you are using the correct link for your course or session.
2. Click the link again.
3. If prompted, select **Open Zoom Workplace**.
4. Try entering the Meeting ID and passcode manually, if provided.
5. Restart Zoom if necessary.
6. Confirm your internet connection is working.
### Common Messages
**Waiting for Host to Start:** The session may not have started yet.
**Waiting Room:** Remain connected until the host admits you.
**Invalid Meeting ID or Passcode:** Verify the details provided in your joining instructions.
**Unable to Connect:** Check your internet connection and try restarting Zoom.
For a scheduled mock oral examination or faculty session, use the specific joining information provided for that session.
## 25. How do I update Zoom?
Keeping Zoom updated can resolve problems involving screen sharing, annotation, audio, video, and other features.
### Windows and Mac
1. Open the Zoom Workplace desktop application.
2. Click your profile picture or initials.
3. Select **Check for Updates**.
4. Install any available updates.
5. Restart Zoom if requested.
### iPhone and iPad
1. Open the Apple App Store.
2. Search for