Almost immediately after becoming familiar with the terms “coronavirus,” “pandemic,” and “COVID-19,” a new word became part of our everyday vocabulary: Zoom. Have you been hearing about this platform for a year, but haven’t used it yet? Do not worry; In this guide we tell you how to use Zoom.
You’ll find recommendations ranging from how to start a meeting to how to easily join one. We also cover more advanced options, such as Breakout Rooms, so you can separate participants into different meetings if you need to. The idea is that you are prepared for when it comes time to “zoomear” with someone.
How to set up a meeting in Zoom
The platform has a free version, which implies that it has some limitations; the one that stands out the most is that the meetings are limited to 40 minutes for groups of three or more attendees. To start a meeting, which is quite simple, the first thing is to install the application on a computer.
Step 1: Go to the Zoom website and log in with your account. If you don’t have it yet, follow the steps to create one. Once you’ve logged in, click Host a meeting, where three options will be displayed: with video off, with video on, and only screen sharing.
Step 2: Once you start your first meeting, Zoom will download. Open the installer and follow the instructions. In this example, it was chosen to host a meeting with the video on.
Step 3: Another important first step is to test your audio and video. You will have this option every time you start a video call. Click Test Speaker and Microphone to start the process.
If one doesn’t work right away, select the appropriate speakers or microphone from the drop-down menu.
Once you’ve confirmed that your audio is working, you can join the meeting.
How to block the audio or stop the video or chat
Virtually all of the important Zoom controls are located on the toolbar at the bottom of the screen. Do you need to block your audio? Click Mute in the lower left corner. Next to this option, there is also the Stop Video button , which turns off your webcam.
When you click Chat , the conversations window for the meeting will open, where participants can send messages to the whole group or private.
How to share your screen
Screen sharing is a useful feature for giving presentations or giving instructions. Get started by clicking Share Screen on the bottom toolbar. From there, you will be given a menu where you can share your entire screen, a specific application or the screen of your iPhone or iPad (if that option is configured), or use a digital whiteboard for others to view notes or drawings you want to show.
Keep in mind that if you choose the option to share your screen, it will actually be displayed all, so make sure you have ordered your workspace a bit.
How to invite other users to your Zoom meeting
From the moment you create the meeting, you have control over some features. First, you can invite participants to it. To do so, click on Invite ; you will be presented with an option as to which email service to use.
Once you make your selection, an email will be set up with the meeting information, and the next step is to add the desired recipients.
Another way to invite people to a meeting is by sending them the meeting ID, which is displayed at the top of the window. Lastly, it is possible to click on Copy Invite Link , which will give you the full link to share with others.
Once your meeting has started and you have participants, you can manage them (first, press the Participants button on the bottom toolbar). Select More at the bottom of the new window to see the options for the entire meeting.
Hover over each participant, then click More to see specific options for each, such as asking to start video or hosting.
To record your meeting, you just have to press the Record button at the bottom right. A set of controls will appear at the top left of the Zoom interface. Press the stop button when you want to stop recording, then follow the instructions to save your clip.
Once your meeting is over, you have the option of ending the Zoom session. If you want to leave, but keep the meeting running, you must assign a new host.
How to join a meeting in Zoom
There are two ways. The host must provide a meeting link or ID. If it’s the full link, just paste it into your web browser and you’ll be practically in.
If they provide you with a meeting ID, go to this link and paste the number in the appropriate box.
Once you are in the meeting, you will have some of the same options as the meeting host, but without the administrative features. Highlights the fact of starting a chat, recording the meeting, inviting other participants, sharing your screen and viewing the list of participants. You can also mute your microphone and stop your video.
When you’re done, simply click on the Leave Meeting button at the bottom right.
How to update Zoom?
Given the growing popularity and usefulness of Zoom, the company has rolled out updates at a record pace to keep up with user demands and fix issues as they occur.
Whether you’re hosting a meeting or just attending, having an outdated version can create problems, unnecessary annoyance, and wasted time for everyone involved. Fortunately, there are several options that require minimal effort and help avoid errors with Zoom.
If you already have the Zoom app installed, you just need to log into your account, click on your profile picture, and select Check for updates. If there are new updates, you can download and install them immediately through the updates screen – just follow the onscreen instructions!
How to change the skin tone of your Zoom reaction?
Zoom offers two reactions that can be used during meetings a finger pointing up and hands clapping. Customizing your Zoom reactions with skin tones can help you add a more personal element to your meetings and better represent your identity in a digital workspace.
If you have a desktop or Mac, you need to log into the app, select your profile picture, click Settings, and choose a skin tone from the six available options. But if you’re thinking of logging in from a mobile device, just tap the Settings icon > Meeting> Skin tone to change your reaction skin tone.
How to raise your hand in Zoom
Just like in college, the best way to indicate that you have a question is by raising your hand. However, instead of having to physically raise your hand and potentially disrupt the meeting, you can perform the digital interpretation of this gesture in Zoom chat. If the host gives you the floor, they may ask you to activate your microphone. When you are not muted, your profile photo and name are displayed to the host and panelists. Only your name is shown to the other attendees.
Step 1: Click Raise Hand in the wizard controls (its icon is a gray hand); This will notify the host that you have asked to speak.
Step 2: Click Lower Hand to stop the gesture. Note that if you have the microphone on, this will not automatically mute you.
How to use breakout rooms in Administrator accounts
As it can be challenging to deal with 10-20 participants in a single meeting, Zoom offers Breakout Rooms. These allow the host to organize and divide up to 50 participants into separate meetings. These meetings can be opened manually or automatically, allowing participants to break up and create individual sessions as needed. Please note that you must be the account owner or have administrator privileges. To use or modify the group room settings.
Step 1: Login to the Zoom web portal as an owner or administrator with account setup privileges.
Step 2: Select My Account > Settings from the navigation menu.
Step 3: tab at the meeting (Advanced), locate the option room groups ( Breakout room and checks) that the option is enabled. Note that you may need to verify the change to ensure the feature is enabled.
You can check the box below the statement as well; this will allow meeting hosts to assign participants to breakout rooms in advance. As well as making settings mandatory for all account users by selecting the lock icon and confirming settings.
How to enable Group Rooms
Step 1: Login to the Zoom web portal as an owner or administrator with account setup privileges.
Step 2: Select User Administration > Group Administration from the navigation menu.
Step 3: Select a group name and click the Settings tab .
Step 4: tab at the meeting (Advanced) , locate the option room groups ( Breakout room and checks) that the option is enabled. You may see this slider grayed out, indicating that the option has been disabled for your account. You can check the box below the statement as well, this will allow the meeting hosts to assign in advance the participants who will go to the group rooms, in addition to making the configuration mandatory for all users of the account by selecting the icon padlock and confirming the settings.
How to enable Group Rooms on individual accounts
Step 1: Login to the Zoom web portal as an owner or administrator with account setup privileges.
Step 2: Select Settings from the navigation menu.
Step 3: tab at the meeting (Advanced) , locate the option room groups ( Breakout room and checks) that the option is enabled. Note that you may need to verify the change to ensure the feature is enabled.
Also read: Zoom: 9 tips and tricks to improve your video calls
