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HomeRemote WorkThe right way to use Zoom: A step-by-step information (2024)

The right way to use Zoom: A step-by-step information (2024)


Wish to learn to use Zoom?

With groups internationally working remotely in the course of the COVID-19 pandemic, video conferencing instruments like Zoom have turn out to be extraordinarily in style.

Nonetheless, if that is your first time utilizing Zoom, understanding it may be difficult!

However don’t fear.

This text is a step-by-step information that can assist you get began with Zoom shortly. We’ll additionally cowl the device’s key options and pricing that can assist you decide if it’s the suitable video device for you and your group.

Moreover, we’ll spotlight three ideas that can assist you conduct efficient digital conferences.

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Desk of Contents

Let’s get began.

What’s Zoom?

Zoom homepage

Zoom is a cloud-based video conferencing device that allows you to host digital one-on-one or group conferences simply. With highly effective audio, video and collaboration options, this distant communication device connects distant group members with one another.

Zoom’s key options embody:

  • HD video chat and conferencing
  • Audio conferencing utilizing VoIP (Voice over Web Protocol)
  • Prompt messaging
  • Digital backgrounds for video calls
  • Display sharing and collaborative whiteboards
  • Internet hosting video webinars

The right way to use Zoom conferences (step-by-step information)

Zoom makes it tremendous straightforward for anybody to arrange and conduct a digital face-to-face assembly — however should you’ve by no means used the device earlier than, this may nonetheless be tough.

That will help you out, right here’s a step-by-step information to utilizing Zoom Conferences the suitable method.

We’ll cowl the steps for each desktop and cellular platforms on:

  • The right way to Get Began with Zoom
  • The right way to Set Up a Zoom Assembly
  • The right way to Be part of a Zoom Assembly
  • The right way to Schedule Conferences
  • The right way to File Conferences

A. The right way to get began with Zoom

1. For desktop

Step 1: To get began with Zoom, head to their web site, and click on on the “SIGN UP” button that’s on the top-right nook of the display screen.

zoom sign up

Step 2: You have got two choices in relation to making a Zoom account.

You may both:

  • Create a brand new account utilizing your work e-mail deal with.
  • Check in utilizing SSO (Single Signal-On) or your Google or Fb account.

In the event you’re utilizing Zoom for an organization assembly or different work functions, it’s finest to enroll utilizing your work e-mail deal with.

Step 3: Zoom will now ship you an e-mail with a affirmation hyperlink.

Click on on that hyperlink to go to Zoom’s Signal Up Assistant and register utilizing your credentials.

email confirmation zoom signup

Step 4: Obtain the desktop app/Zoom shopper from the Zoom web site for straightforward entry.

2. For cellular

Step 1: Obtain the Zoom iOS or Android app from the App Retailer/Play Retailer.

Step 2: Enroll or register to Zoom by following the on-screen directions which can be just like the desktop course of.

B. The right way to arrange a Zoom assembly

Right here’s a step-by-step information to arrange a Zoom assembly simply:

1. For desktop

A. Beginning a Zoom assembly

Step 1: Log in to your Zoom account.

zoom upcoming meetings

Step 2: Hover your cursor over the “HOST A MEETING” hyperlink on the top-right nook of the display screen, and choose one of many following choices:

  • With Video On
  • With Video Off
  • Display Share Solely

Step 3: The web site will redirect you to the Zoom app and begin a gathering. Right here, you possibly can edit assembly settings or copy the “Invitation URL” that you simply ship to the attendees.

meeting invitation for zoom meeting

Word: You too can begin a gathering shortly by means of the desktop app by following the directions we record for cellular gadgets afterward.

B. Including contributors

Step 1: Begin a brand new assembly on the Zoom desktop app.

zoom desktop app

Step 2: Within the new assembly display screen, click on on the “Invite” button within the toolbar on the backside.

invite people to meeting

Step 3: Right here, Zoom provides you with the choices to both “Copy URL” or “Copy Invitation”. You may ship these to contributors through textual content, e-mail or prompt messaging.

send meeting invitation

Step 4: You too can straight e-mail the assembly particulars by means of your most popular e-mail shopper through the Zoom app itself.

2. For cellular gadgets

A. Beginning a Zoom assembly

Step 1: Open the Zoom cellular app and register to your account.

Step 2: Faucet the orange “New Assembly” icon that seems in your display screen.

Step 3: Edit assembly settings in line with your preferences (similar to switching video off for contributors, utilizing a Private Assembly ID, and so on.).

When you’re carried out, faucet the blue “Begin a Assembly” button.

B. Including contributors

Step 1: As soon as the assembly begins, faucet the “Participant” icon within the toolbar on the backside of your display screen so as to add and handle contributors.

Step 2: Within the Contributors window that opens up, faucet on the “Invite” choice on the backside left.

Zoom will now provide the choice to share your assembly particulars through quite a lot of communication platforms. These embody varied textual content, e-mail and messaging apps in your smartphone.

C. The right way to be part of a Zoom assembly

Right here’s a step-by-step information to affix a Zoom assembly shortly:

Word: The identical steps apply to each your desktop and your cellphone.

In case you have a be part of hyperlink for a gathering, simply click on on it or paste it into your internet browser to affix the assembly.

B. Be part of utilizing a gathering ID

Step 1: Open the Zoom app and click on on the “Be part of” icon.

zoom main window

Step 2: Paste the Assembly ID within the field supplied, add your show identify for the assembly and click on on the “Be part of” button.

join meeting

You’re now all set to talk together with your group members!

D. The right way to schedule conferences

With a busy schedule, you possibly can simply overlook about appointments or upcoming enterprise conferences.

Fortunately, Zoom helps you to schedule conferences prematurely to keep away from this!

You may schedule a gathering by setting:

  • Its date and time
  • Assembly ID
  • Whether or not it requires a password to affix or not
  • And extra!

Right here’s a step-by-step information to schedule conferences in Zoom simply:

A. For desktop

Step 1: To schedule a gathering, head to the Zoom app and click on on the blue “Schedule” button (seems like a calendar icon).

zoom main window

Step 2: Enter assembly particulars within the Schedule Assembly pop-up window that seems.

You may set its date and time, privateness and entry settings. You too can choose your most popular calendar (between iCal, Google Calendar or others) to schedule the occasion in your calendar.

schedule zoom meeting

Fast Tip: Setting a gathering password will help keep away from Zoombombing, which occurs when somebody who hasn’t been invited to the assembly joins and disrupts it.

Step 3: When you’ve adjusted preferences, click on on the “Schedule” button on the backside proper of the display screen.

B. For cellular

Step 1: Open the Zoom app.

Step 2: Go to the Meet & Chat homepage and click on on the “Schedule” button.

Step 3: Enter the assembly identify, date and time and click on “Executed.”

Step 4: Zoom will redirect you or open one other kind for including the occasion to your most popular calendar. Enter particulars like participant names and set the notifications into your calendar occasion, then faucet “Executed.”

You have got now scheduled a Zoom assembly!

E. The right way to document Zoom conferences

Recording a gathering helps you to simply use it as a reference to doc the whole lot that was mentioned. That is particularly vital for distant groups who use Zoom video conferencing as their key mode of communication.

Zoom means that you can document conferences simply and save them both to your native gadget or the Zoom cloud. By saving it to the Zoom cloud, your group members can entry it throughout a number of platforms simply.

Right here’s document Zoom conferences:

A. For desktop

Step 1: Begin a gathering.

Step 2: Within the Zoom toolbar, click on on the “File” icon.

Record Meeting

Step 3: Select between “File on this Laptop” or “File to the Cloud.” This begins the recording, and all assembly members will see the phrase “Recording” in pink on the high of the display screen.

Step 4: Click on on “Pause/Cease Recording” to cease recording the assembly. Alternatively, it’s also possible to finish a gathering to cease recording it.

Step 5: After you finish the assembly, Zoom converts the recording to MP4 format and shops it in your most popular location. Now you can simply entry your recorded classes any time you need!

B. For cellular

The cellular model of Zoom helps you to save assembly recordings solely to the Zoom Cloud. Right here’s document a Zoom assembly out of your cellular:

Step 1: Throughout a gathering, faucet on the “Extra” choice within the toolbar.

Step 2: Choose the “File to Cloud” function to start recording.

Step 3: You may pause or cease the recording by clicking the “Extra” button.

Step 4: After the assembly, you will discover your recording in “My Recordings”. You may entry this part by logging into your Zoom account on an online browser.

F. The right way to observe attendance in Zoom

As an account proprietor or an administrator of a professional Zoom account, you possibly can evaluate varied Zoom statistics on the Stories part of the Zoom internet portal.

This contains information similar to registrations, attendees record, webinar ballot outcomes, efficiency, and Q&A.

Observe the beneath steps to entry the attendance report:

Step 1: Log in to your account on the Zoom internet portal. 

Step 2: Within the left panel, click on on Stories.
If you’re an admin, the Stories hyperlink will likely be out there below the Account Administration hyperlink in the identical panel.

Step 3: Go to Utilization Stories and choose Utilization. 
All of your earlier Zoom conferences will likely be listed right here. The next data will likely be displayed for every of these conferences:

  • Assembly matter
  • Assembly ID
  • Begin and finish time of the assembly
  • Period of the assembly
  • Variety of contributors within the assembly

Step 4: Choose the date and click on Search. 

Step 5: Click on on the Contributors hyperlink to generate a Assembly Contributors report.
The next data will likely be proven within the report:

  • Assembly contributors
  • Their becoming a member of time
  • Their leaving time
  • Their assembly period

Step 6: Export this report in CSV format. 

Zoom attendance tracking

3 extra options of Zoom (and use them successfully)

You now know use Zoom Conferences.

However since there are such a lot of options, it could actually nonetheless be barely overwhelming!

Don’t fear.

Right here’s an in depth have a look at three extra Zoom options and use them successfully.

1. Display sharing

Zoom helps you to share your display screen with different assembly contributors simply.

This allows you to:

  • Host digital shows and workshops.
  • Clarify processes intimately.
  • Evaluate work and challenge paperwork collectively together with your group.

To share your display screen, simply click on on the “Share Display” icon within the toolbar on the backside.

This allows you to share:

  • A selected app or window.
  • A whiteboard.
  • Apple iPhone / iPad display screen (in case your gadget helps this).
screen sharing on zoom

If you’d like extra display screen sharing choices, click on on the “Superior” tab on the high of your display screen.

Right here, you possibly can select to share:

  • Part of your display screen or your complete display screen.
  • Solely your laptop’s sound or your microphone’s sound as nicely.
  • Content material from a second digicam or content material solely out of your display screen.

2. Zoom cellphone

Zoom Telephone makes use of the Voice over Web Protocol (VoIP) that can assist you make Zoom calls over the cloud. That is just like calling from a cellphone quantity, besides that the calls listed below are hosted over the web.

Zoom Telephone comes with loads of extra options to make your calling expertise seamless.

These embody:

  • Integration with CRMs like Salesforce.
  • Name conferencing and delegation.
  • Name recording and voice mail options.

Nonetheless, Zoom Telephone isn’t out there with the usual pricing plans. As a substitute, you should pay for it individually. Costs begin at $10/consumer monthly and require you to have a minimum of one paid licensed host.

3. Zoom rooms

Zoom Rooms are basically digital convention rooms the place solely particular members have entry.

You should utilize these rooms for varied functions similar to:

  • Video conferencing
  • Audio conferencing
  • Display sharing

Zoom Rooms provide varied options, similar to:

  • One-touch sharing and conferencing.
  • Use as much as 12 whiteboards at a time.
  • Digital signage/show round an workplace.

This normally requires extra {hardware} (a number of webcams, connectors, displays, and so on.) in addition to convention room design concerns. Like Zoom Telephone, Rooms aren’t out there in the usual pricing plans however should be bought moreover at $49/room monthly.

Zoom pricing

Zoom presents 4 totally different pricing plans to fit your particular wants:

  • Fundamental: Free – Host as much as 100 contributors + limitless one-on-one conferences + video conferencing + display screen sharing + native recording + scheduling through Chrome extensions.
  • Professional: $14.99/month per host – Contains all “Fundamental” options + utilization stories + 1 GB cloud storage.
  • Enterprise: $19.99/month per host – Contains all “Professional” options + helps as much as 300 contributors + admin dashboard.
  • Enterprise: $19.99/month per host – Contains all “Enterprise” options + helps as much as 500 contributors + limitless cloud storage.

3 bonus ideas for efficient Zoom video conferencing

Most in-office groups may not be used to video conferencing and dealing with the extra challenges it poses.

To make your expertise extra snug, listed below are three ideas that may assist group members conduct seamless Zoom conferences and calls:

Tip #1: At all times mute your microphone until talking

Be sure to mute your microphone if you’re not talking. This eliminates any background noise or interference within the audio.

To mute your microphone, use the mute button on the backside left of the Zoom toolbar that seems within the assembly display screen and appears like a microphone.

Alternatively, you possibly can set your Zoom assembly preferences to mute your microphone in the beginning of each assembly robotically.

To unmute your self, hit the mute button once more or maintain your spacebar for so long as you’re talking. This primary rule permits group conferences or conversations to run easily!

For extra environment friendly background noise elimination, use noise cancellation instruments like Krisp to raise your audio high quality to the subsequent degree.

Tip #2: Inform contributors earlier than recording the assembly

Earlier than you document any audio or video convention, be sure that all assembly contributors:

  • Are conscious that they’re being recorded.
  • Have permitted you to document them.

You could possibly even get this permission in writing or document it in the beginning of the assembly.

Why?

Not solely does this keep widespread courtesy, however it might be required by consent legal guidelines and laws in lots of firms and areas.

Tip #3: Be certain that the whole lot is working appropriately earlier than beginning a gathering

It’s extraordinarily widespread for video conferences to be delayed or get interrupted as a result of technical snags.

To make sure that this doesn’t occur, flip in your gadget and test if Zoom’s working appropriately a minimum of 10-Quarter-hour earlier than each assembly. And if one thing’s unsuitable, alert your assembly host on the earliest (should you’re the host – inform your contributors of the identical).

Whereas conducting a test earlier than each assembly could really feel tiring, it’s much better than being embarrassed or irritated when one thing goes unsuitable throughout your Zoom assembly!

Conclusion

Most in-office groups have struggled to talk successfully in the course of the Coronavirus quarantine. Nonetheless, utilizing the suitable video conferencing device like Zoom will help you bridge many of the gaps nicely.

Simply comply with the directions on this Zoom information and also you’ll be all set to host your personal video calls to debate initiatives, evaluate group efficiency and interact in digital team-building actions!

And if Zoom isn’t the suitable device for you, it’s also possible to try different video conferencing instruments, like Google Meet (previously known as Hangouts) and Microsoft’s Skype or Groups.

Zoom FAQs

Is Zoom free?

Fundamental licenses for Zoom are free. All it is advisable begin utilizing Zoom is join an account and obtain the applying from Zoom’s web site.

Is my privateness protected on Zoom calls?

As considered one of its major targets, Zoom complies with world privateness frameworks in an effort to maintain you, your calls, and your entire data as secure as potential.

Can I host a webinar on Zoom?

Completely! Nonetheless, you’ll want a webinar license, which is totally different and prices greater than the free primary license. You may improve your license by means of your account’s billing settings.

Can I document my Zoom conferences?

Zoom hosts can document domestically to their laptop until the recording function has been disabled by their account proprietor or admin. Hosts who’re licensed even have the choice of recording in each native mode and thru cloud storage with only one easy click on.

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