VideoConferencingManual

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HelloandwelcometotheDSCZoomManual.Weknowyouareexcitedtobelearningaboutwebconferencing!TheZoomManualisdesignedinthreeparts:

1)Basic—informationyouneedknow2)Advanced—ifyouareadventurous3)Troubleshooting

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Part1:Basic Page

GettingStarted

Computers,TabletsandCellPhonesUsedwithZoom 6

InternetBrowsersUsedwithZoom 7

WhatYouWillNeed 8‐10

HowtoJoinaMeeting 11

JoinMeetingFromaZoomMeetingEmailInvitation 12

GoodtoKnowWhenJoiningforFirstTimeUsers 13‐14

JoinbyComputerandTelephoneorTelephoneOnly 15‐16

CanYouHearMe? 17

ProtocolsforZoomCommunication 18

CanYouSeeMe? 19

LeaveMeeting 20

SettingsandFeatures 21

HostingaMeeting 22

InvitePeopletoJoinYourMeeting 23‐24

Part2:Advanced

Chat 26

ScreenSharing

ScreenShareinWindows 27‐28

ScreenShareinMac 29‐33

ScreenShareinAndroid 34‐35

ScreenShareinanAppleDevice 36

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Part3:Troubleshooting Page

TestAudio 38‐39

WhyisthereAudioEchoinaMeeting? 40

WhatifYouDon’tSeeYourself? 41

WhatHappensiftheCameraIsn’tWorking? 42‐43

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Part1Basic

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GETTINGSTARTED

Mac

Windows7,8,8.1,or10

WindowsVistawithSP1

WindowsXPwithSP3orlater

Ifyouuseoneofthesecomputers,Zoomwillworkforyou.

MicrosoftTablet—SurfacePRO2runningwithWindows8.1

MicrosoftTablet—SurfacePRO3runningwithWindows10

iPadoriPhone(AppleiOS)

Androiddevices

GoogleNexus

SamsungGalaxyCellPhone

HTCCellPhone

LGMobile

Blackberrydevices

Ifyouhaveoneofthesetabletsorcellphones,Zoomwillworkforyou.

Note:Yourtabletdeviceorcellphone

willneedtohaveacameraforpeople

toseeyouinaZoommeeting.

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GETTINGSTARTED

Whatdoyouusetogoontheinternet?Ifyouuseoneofthefollowing,thenyoucanuseZoom:

IfyouhaveacomputerthatusesWindows,Zoomcanbeusedwith:

InternetExplorer

Firefox

Chrome

IfyouhaveaMaccomputer,Zoomcanbeusedwith:

Safari

Firefox

Chrome

InternetBrowsersthatcanbeusedwithZoom

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InternetConnection

Speakersandamicrophone

Thespeakersormicrophonewillbebuiltintoyourcomputer.Ifyou

don’thavespeakers,thenyoucanjoinbycomputerandtelephone

(seepages15‐16).

Webcamera(built‐inorUSBplug‐in)

FormoreinformationregardingPCandMacsystem

requirements,pleaseclickhere.

Note:IfyouhaveusedSkypebeforeyoushouldbereadytogo!

WHATYOUWILLNEED

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Theimagebelowshowsyouwhatabuilt‐inwebcamerawilllooklikeonyourcomputer.Itwillalsolooksimilaronyoutabletorcellphone.

WHATYOUWILLNEED

Ifyouhaveadesktopcomputer,youprobablyneedtohaveanexternalwebcamerausinganUSBplug‐in.

YouwillhavetoplacethecameraontopofyourcomputerscreenandconnectthewiretoaUSBportconnectedtoyourcomputer.

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Ifyourcomputerdoesnothaveawebcamera,youwillneedtoacquireone.Pleasecheckintowhichwebcamera itsintoyourparticularcomputer.

Herearesomesuggestionsforwebcameras:

LogitechC270720p3‐MPWidescreenHDWebcam

LogitechHDWebcamC310

LogitechHDProWebcamC920

LogitechWebcamC210

WHATYOUWILLNEED

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HOWTOJOINAMEETING

JoinfromaURL(web)linkinthee‐mailcontainingtheZoommeetinginvitation

Joinfromaninternetbrowser

JoinfromtheZoomApp

JoinbyTelephoneDial‐in

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HOWTOJOINAMEETING

JoinfromZoommeetinginvitation

IfZoomisalreadyinstalledonyourcomputer,whenyouclickonthelinktojoinitwillpromptyouto“LaunchApplication.”

Note:IfyouhaveopenedthelinkinFirefox,itwillaskyoutochoose“Zoom”astheapplicationtolaunch.

TheZoommeetinginvitationwillcometoyouasanemail.

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Youcanjoinonceyouclickonthelinktojointhemeeting.

Itwillhaveyouopenthe“Zoom_launcher.”ThisdownloadsandinstallstheZoomsoftwaretoyourcomputer.Itisaone‐timesetup.

ForFirstTimeUsers

HOWTOJOINAMEETING

ByselectingLaunchApplication,Zoomshouldopen.IfZoomdoesnotopen,thenyouwillhaveto“downloadandrunZoom.”Todothis, irstselectdownload&runZoom.

Thenextpagewillshowyouthenexttwostepsyouhavetofollowinordertodownload&runzoom.

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HOWTOJOINAMEETING

Thesecondsteptodownload&runzoom,istoselect“Zoom_launcher”atthebottomleftcornerofyourcomputerscreen.

Afterselectingthe“Zoom_launcher,”youwillbeaskedifyouwanttoruntheZoom ile.Thethirdstepistoselect“Run”todownloadZoomtoyourcomputer.

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TherearethreewaystojoinaZoommeeting:

Joinbycomputerwithspeakers

Joinbycomputerandtelephoneforaudio

Joinbytelephoneonly(novideo)

Joiningbycomputerwithspeakersisthemainoption.However,whatifyoudon’thavespeakersoryourspeakersarenotworking?Ifthisistrue,thenyoucanjoinaZoommeetingbycomputer(forvideo)andtelephone(foraudio)orbytelephoneonly.

1) JoinaZoommeeting

2)Onceyouareinthemeeting,selectJoinAudiointhemenubar

3) FollowthedialogboxinstructionstoDialIn

TOTELECONFERENCEBYCOMPUTER(FORVIDEO)ANDTELEPHONE(FORAUDIO):

Note:Ifyoudecidedto“Joinviatelephone”after”Joiningviacomputer,”pleaseselectAudioOptionsandLeaveComputerAudio.Thenenter#ParticipantID#.

Otherwiseyoumayhearaudiofeedbackorechointhemeeting.

HOWTOJOINAMEETING

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1)Dialalocalnumber

UnitedStatesdial:

1‐646‐568‐7788(USToll)OR1‐415‐762‐9988(USToll)

Forinternationalnumbers,clickhere

TOJOINBYTELEPHONEONLY

2)YouwillbepromptedtoenterthemeetingIDnumber(thenineortendigitID)providedbythehost.

3)YouwillbepromptedtoenteryouruniqueparticipantIDorpress#toskip.

Note:Youwillsee“joinbyphone”optioninyourZoommeetinginvitation

alongwithyour“MeetingID”numberbelowthephonenumbers.Your

meetingIDnumberwillalsobelistedattheendofthelink.

HOWTOJOINAMEETING

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WhenyoujoinaZoommeeting,youwillseeJoinAudiobyComputerasagreenbutton.

OnceyouselectJoinAudiobyComputer,youhaveaccesstothespeakerandaudiodevice.

CANYOUHEARME?

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DuringtheZoommeeting,allowonepersontospeakatonetime.Anysidecomments

orresponseswhilethedesignatedspeakeristalkingwillinterferewiththe

transmission.

Ifparticipantsleavemicrophonesonduringthesession,allparticipantsmustbe

carefulnottomakesoundsasanotherspeakeristalking.Soundssuchas“uh‐huh,”

“Ohhh,”thatwemakeinthecourseofusualin‐personconversationcreate

interferencewithonlineconversation.Also,becarefulnottoshuf lepapersonyour

desktoomuchbecausethistoocanbedistracting.Theyimpactthetransmissionof

theonespeakerbreakingoffreceptionforlisteners.

TheDarthVaderbreathingcanalsobeadistractionsopleasetryandavoiddeep

breathingintothemicrophone.

Forallparticipantswhoaretuninginviaacomputerscreen,besurethatthelighting

intheroomwhereyouarestationedisNOTcomingfrombehindyou,especiallynot

fromdirectlybehindyourhead.Ifso,yourfacewillappeardarkenedtoother

participants.Trytopositionyourselfsothatthelightsourcefromwhereyouare

tuninginispositionedinfrontofyou,butnotdirectlyonyourcomputerscreen.You

mayalsowanttobeawareofwhatelseisbehindyou.Forexample,sittinginfrontofa

movingceilingfanmayappeartootherparticipantsasthoughthefaniscomingout

ofyourhead.Thiscanbeadistractionintheconversation.

PROTOCOLSFORZOOMCOMMUNICATION

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InaZoommeetingtherearefourvideolayoutstochoosefrom:

Window

FullScreen

Gallery

Allowsyouseeallparticipants(upto25)inthesamewindow

Mini

MiniistheZoomwindowminimized.Youwillonlyseeoneparticipantinthewindow.

Selectingavideolayout

CANYOUSEEME?

InWindowvieworFullScreenview:atthetoprighthandcornerofyourscreenitwillallowyoutochooseGalleryView,enterintoFullScreenVieworminimizeyourwindow.

Byselectingthisbutton,youcanEnterorExitFullScreenview.

ToenterGalleryView,selectthisicon.

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LEAVEMEETING

Toleaveameeting,gotothebottomrightcornerofyourscreen.

Ifyouarehostingthemeeting,youwillsee“EndMeeting”inred.

Ifyouareparticipatingthemeeting,youwillsee“LeaveMeeting”inred.

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Testyourcomputer’sAudio—test,selectandadjustyourspeakers/microphone.

SelectyourVideosource—testandselectyourvideocamera.

SelectGeneralsettings—selectdefaultpreferences.

SelectalocationtosaveyourmeetingRecordings—search/openyourstoredrecordings.

IntheSettingsscreen,youcan

Screenshareyourdesktoporspeci icapplicationscreen

Grouporprivatechat

Recordyourmeeting

Muteandunmuteyouraudio

Selectaudiooptions

Stopandstartyourvideo

Con igureyoursettings

Leaveorendthemeeting

Meetingfeatures

SETTINGSANDFEATURES

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HOSTINGAMEETING

Tohostavideomeeting,loginusingthee‐mailandpasswordthatyoucreated.

Afteryouhaveloggedin,selectStartVideoMeetingtostartaninstantmeeting.

IfyouhavetheZoomappinstalled

Gotozoom.usandselectHostaMeetingatthetoprightcornerofthewebpage.ThiswillstarttheZoomappinstallation.

AftertheZoomapphasbeeninstalledonyourdesktop,signintoStartVideoMeeting.

Ifyoudon’thavetheZoomappinstalledonyourcomputer

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HOSTINGAMEETING

InvitePeopletoJoinYourMeeting

YoucaninviteotherstojointheZoommeetingonceyouhavestartedthevideomeetingoryoucansendaZoomMeetinginvitationviaemail. 

OnceyouhavestartedtheZoommeeting,invitecontactsbyselectingtheInvitetab.

SelectingtheInvitetabwillprovideyoutheoptionstoinvitecontactsviaemail,IMorbyphone.

InMeetingInvite

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HOSTINGAMEETING

ZoomMeetingInvitation

Youcanscheduleameetingandinvitecontactsaftersigningin. 

Select“Enablejoinbeforehost”soinviteesmayjointhemeetingbe‐forethehost.Thisishelpfulifthehostisdelayedforsomereasonandcannotmakeittothemeetingontime.

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Part2

Advanced

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CHAT

TostartChat,clickontheChattabatthebottomofthewindow.

Byselectingthedropdownmenunextto“To:”youcanchoosewhomyouwouldliketosendamessageto.Youcanchatwitheveryoneorchooseacontactpersontosendamessageto.

Tosaveamessage,scrolldownonthearrownextto“More”andclickonSaveChat.

Windows Mac 

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Tostart"ScreenSharing"select"ShareScreen"buttonlocatedinyourmeetingtoolbar.

Afterselecting“ShareScreen,”youcanchoosetoshareyour"Desktop"oran"individualapplication/window."

SCREENSHAREINWINDOWS

Note:Youcanalsoselecttoshare"computersound"whensharingavideoclipsuchasYouTubeoralocallystoredvideoclip.

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SCREENSHAREINWINDOWS

Mute

StopVideo

ManageParticipants

Thisoptionisonlyavailableifyouarethehostofthemeeting.IfyouselectManageParticipantsyouhavecontroloverallfunctionsandfeaturesinthemeeting.Youcan:Mute/Unmuteallparticipantsinthemeeting;LockScreenSharing;LockMeetingsonooneelsemayjoin;MakeHost—selectaparticipanttohostthemeeting.Formoredetails,pleaseclickhere.

NewShare(youcanselectanewwindowtoshareorchooseanotherwindow/applicationtoshare)

PauseShare(youcanpauseyourcurrentscreenshare)

Annotate(usescreensharetools)

Annotationstools

Mouse,Draw,Spotlight,Eraser,Color,Undo,Redo,Clear,Save(youcansaveallannotationsonthescreenasascreenshot).

More(toolbaroptions)

Menu/Features

Afterselectingwhatyouwishtoshare,theScreenSharetoolbarwillappearatthetopofyourscreen.

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SCREENSHAREINMAC

Tostart"ScreenSharing"select"ShareScreen"buttonlocatedinyourmeetingtoolbar.

Afterselecting“ShareScreen,”youcanchoosetoshareyour"Desktop"oran"individualapplication/window."

Note:Youcanalsoselecttoshare"computersound"whensharingavideoclipsuchasYouTubeoralocallystoredvideoclip.

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SCREENSHAREINMAC

Afterselectingwhatyouwishtoshare,theScreenSharetoolbarwillappearatthetopofyourscreen.

Mute

StopVideo

ManageParticipants

NewShare(youcanselectanewwindowtoshareorchooseanotherwindow/applicationtoshare)

PauseShare(youcanpauseyourcurrentscreenshare)

Annotate(usescreensharetools)

Annotationstools

Mouse,Draw,Text(Mac),Spotlight,Eraser,Color,Undo,Redo,Clear,Save(youcansaveallannotationsonthescreenasascreenshot).

More(toolbaroptions)

Menu/Features

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Annotate

SCREENSHAREINMAC

Usingthescreensharetools,youcanannotatewhatyouaresharing.Youcandraw,typetext,eraseyourwork,andmuchmore!OnethingyoucanusetheAnnotateToolwithistheWhiteBoard.Pleaseseenextpage.

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WhiteBoard

SCREENSHAREINMAC

OneoftheoptionsyoucanchoosetoshareisaWhiteBoard. 

UsingtheAnnotatetoolyoucanselect“Text”totypeonthewhiteboard. 

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WhiteBoard

SCREENSHAREINMAC

UsingtheAnnotatetoolyoucanselect“Draw”touseyourmousetodrawsomethingonthewhiteboard. 

SelectingtheDrawtoolwillallowyoutochoosefromavarietyofoptions. 

Youcanalsoselectwhatcoloryouwouldliketodrawin! 

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Start/joinameetingfromanAndroiddevice.

TapthescreentoopentheZoommenuandpresstheSharebutton.

Selectwhichitemyouwouldliketoshare:

Photo(sharefromdevicegallery)

Document

Dropbox(sharephoto/documentfromDropboxfolder)

WebURL(shareawebsite)

PresstheShareWeboptionandenterthesiteURLintothetextboxprovided.

Sharescreen(OnlywithAndroid5.0orabove)

PresstheShareScreenoption

Con irmthatyouwouldliketosharethewholescreen

Youwillbedirectedtothedesktopwhereyoucanshareanyapplication.

PressStopSharetoreturntovideo

Android

Note:Audiowillnotbeheard

Note:Videowillbeturnedoffwhensharingcontent

SCREENSHAREINANDROID

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YoucanAnnotatewhatisshared.

Android

SCREENSHAREINANDROID

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InZoommeeting,selectShareContent.

Youwillbegivenaseriesofoptionstoshare:

Photos

Dropbox

GoogleDrive

MicrosoftOneDrive

WebURLs

Bookmarks

iOS

SCREENSHAREINAPPLEDEVICE

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Part3

Troubleshooting

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Firstmakesureyourspeakeristurnedonornotmuted.

Ifyoustillcannothearaudio,selectthearrownexttothemicrophoneiconforAudioOptions.

Themenuwillshowyouwhatmicrophoneandspeakeriscurrentlyinuse.

Selectadifferentaudiosourcefromthemicrophonedropdownifnoonecanhearyou.

Selectadifferentspeakerfromthedropdownifyoucannothearanyone.

Totestyourcomputer’saudio,selectAudioOptions.

TESTAUDIO

Windows 

Mac 

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InAudioSettings,youcantestyourspeakerstomakesureyourcomputerisemittingsound.Byselecting“TestSpeaker,”youshouldhearthetestsound.Ifyoudon’thearthetestsound,thanchooseadifferentspeaker.

Youcanalsotestyourmicrophone.Byselecting“TestMic,”itwillaskyoutospeaktoyourmicrophone.Thetestwillrecordwhatyousay.Thiswillallowyoutoknowifyouwillbeheardduringyourconferencecall.

TESTAUDIO

Windows 

Mac 

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Ifyouhearaudioechooraudiofeedbackduringyourmeeting,itcouldmean:

1)Aparticipanthasboththecomputerandtelephoneactive

Ifyoujoinedfromacomputerandcallinfromthetelephone,makesureyouleavecomputeraudioonyourcomputer.

Toleavecomputeraudio,selectAudioOptionsandselectLeaveComputerAudio(PC/MAC)orDisconnect(Android/iPhone).

2)Theparticipantswithcomputerortelephonespeakersaretooclosetoeachother.

Ifanotherparticipantistooclosetoyou,andbothofyouhavespeakerson,leaveaudioconferenceononeofthecomputersorhanguponeofthetelephoneconnections.

3)Multiplecomputerswithactiveaudiointhesameroom.

Ifyouareinaroomwithmultipledevices,disconnectyourcomputeraudiofromtheotherdevices.

Thesourceoftheechocanalsobefrom:

Speakersthataretooloud(fromasoundbarorTV)

Abadmicrophone

WHYISTHEREAUDIOECHOINAMEETING?

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Ifyouseearedslashmarkacrossthevideocameraicon(bottomleftcornerofscreen),thatmeansyourvideoisturnedoff.Selectthevideocameraicontoturnvideoon.

Ifyoustillcannotseeanyone,selectthearrownexttothevideocameraiconandscrolldowntoVideoSettings.

InSettings,undertheVideotab,youcanpreviewyourcameraorclickonthedrop‐downarrowtoselectadifferentcamera.

WHATIFYOUDON’TSEEYOURSELF?

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GotoStartmenu

SelectDevicesandPrinters

UnderDevicesyoushouldseeyourcomputerlisted.

Double‐clickonyourcomputer

SelecttheHardwaretab

Scrolldownandlookforwebcameradevice(i.e.“IntegratedWebcam”)

ThetypeisanImagingdevice

Double‐clickondevice

Generaltabshowsthedevicestatus

SelectDrivertab

HereyoucanUpdateDriver

UpdateCameraDriver

Ifyouhaveanexternalwebcamconnected,makesurethecameraispluggedintotheUSBportandthecameralensisopen.Also,makesureBluetoothisenabledifyouareconnectingwebcamviaBluetooth.

Ifyouuseyourwebcamerawithanyotherprograms,makesureallprogramsareclosed.

Rebootyourcomputer.

UninstallZoomapplicationandreinstall

Updatethecameradriver

Windows

WHATHAPPENSIFYOURCAMERAISN’TWORKING?

Note:Firstyouwillneedtoasksomeoneforhelptoupdatethedriver.

Ifyouareadventurousandwouldliketodoitonyourown,followthesesteps:

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Ifyouhaveanexternalwebcamconnected,makesurethecameraispluggedintotheUSBportandthecameralensisopen.Also,makesureBluetoothisenabledifyouareconnectingwebcamviaBluetooth.

Ifyouuseyourwebcamerawithanyotherprograms,makesureallprogramsareclosed.

Rebootyourcomputer.

MAC

MakesureyouareconnectedtoyourvideobyselectingVideoinyourZoommeeting.

Makesurenootherprogramsareusingthecameraatthesametime.

UnderSettings,makesureyouhaveallowedZoomtohaveaccesstoyourcamera(GotoSettings,applicationmanager,Zoom).

Restartdevice.

UninstallZoomfromtheapplicationmanagerandreinstallfromPlayStore.

ANDROID

MakesureVideoisselected.

Makesureotherapplications,suchasCamera,arenotcurrentlyusingyourcamera.

UnderSettings,makesureyouhaveallowedZoomtohaveaccesstoyourcamera.

Restartdevice.

UninstallZoomandreinstallfromtheAppStore.

iOS

WHATHAPPENSIFYOURCAMERAISN’TWORKING?

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