Video-conferencing is a tool that is consistently growing. Whether you need to join a video call with your coworker or want to connect with family members who are far away, Zoom is a great option that’s easy to use.
Zoom allows you to set up a video call with many participants, and it will enable you to be virtually present even though you are not physically there. This tool is valuable when you are working remotely.
How to set up a Zoom meeting
Zoom is free to use with some limitations, namely that meetings are limited to 40 minutes for groups of three or more attendees.
Initiating a Zoom meeting is easy enough. The first thing you need to do is to install the Zoom client on a PC.
Step 1: Go to the Zoom website and sign in to your account. If you don’t yet have an account, click on the Sign Up, It’s Free button in the top right corner and follow the on-screen prompts to create one. You can also click on Sign In and scroll down to sign in with your Google or Facebook account. Once you’re signed in, hover over Host a meeting and then choose to create a meeting with video on, video off, or screen share only.
Step 2: Once you kick off your first meeting, the Zoom client will begin downloading. Open the installer and follow the installation instructions. In this example, we chose to host a meeting with the video already enabled.
Step 3: Another important first step is to test your audio and video. You’ll have this option each time you start a meeting. Click on Test Speaker and Microphone to kick off the process.
You’ll have the option to test and configure your speakers and your microphone. If either doesn’t work immediately, select the proper speakers and/or microphone from the drop-down menus provided.
Once you’ve confirmed that your audio is working, you can join the meeting.
How to mute, stop video, and chat in Zoom
All the most important controls of Zoom are located in the toolbar at the bottom of your screen. Need to mute your audio? Just click Mute in the bottom-left corner. Next to that, you’ll find Stop Video, which will turn off your webcam.
If you click on the Chat button, it’ll pull up the text chat for the meeting, where you can group message the other meeting attendees.
How to share your screen on Zoom
Sharing your screen is a useful feature if you’re giving a presentation or providing instructions. Start by clicking on Share Screen in the bottom toolbar. From there, you’ll be presented with a menu of types of sharing you’d like to perform.
Under the Basic tab, you can choose to share your screen, share a specific app, share your iPhone or iPad display (if that option is configured), or create a whiteboard session. Creating a whiteboard session lets you collaborate on notes and drawings. Under the Advanced tab, you can choose to share things like a portion of your screen or “content from a second camera.” And finally, the Files tab will let you share files from a number of cloud services like Google Drive or Dropbox. Once you’ve made your selection, click the blue Share button to share your screen.
Note that if you choose to share your screen, it’ll share your whole screen, so make sure you’ve tidied up your workspace a bit before showing it to the world.
How to invite people to your Zoom meeting
Since you created the meeting, you have control over a few features. First, you can invite participants to the meeting. To do so, click on the Participants button at the bottom of your screen and then click Invite located on the right side of your screen. Now you’ll have a selection of email clients and services to distribute your invitation.
In this case, we decided to use the default client (Windows Mail). The email sent out will contain all the meeting information and how to gain access. Just add your desired recipient(s), and your chosen email service will take care of the rest.
Another way to invite people to your meeting is by sending them the meeting ID, shown at the top of the window. Look for a numerical code. Lastly, you can click 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. Click on More to see options for the entire session.
Click on the Participants button at the bottom of the screen, and then hover over individual participants listed in the sidebar menu that appears on the right side of the screen, and then click on More for participant-specific options like Ask to Start Video or Make Host.
You can record your meetings as well. To do so, click on the More icon and then choose Record on this Computer from the menu that pops up. Zoom will then start recording the session. A set of controls will show up on the upper-left portion of the Zoom interface. Hit the stop button when recording has concluded. Your video will be saved as an MP4 once your meeting ends.
Once your meeting finishes, you can end the Zoom session. If you want to leave but keep the meeting running, you’ll need to assign a new host.
How to join a Zoom meeting
There are two ways to join a Zoom meeting. The host should provide either a link or a meeting ID. If it’s the full link, just paste it in your web browser, and you’re on your way.
If you just have a meeting ID, just head over to Zoom.us/join. From there, paste in the meeting ID and click Join.
If you haven’t set Zoom up yet, then follow the same instructions as at the beginning of this guide. Once you get set up, you’ll have the same option to join the meeting with audio and to test and configure your audio settings.
Once you’re in the meeting, you’ll have some of the same options as the meeting host but without the administrative functions. You can kick off a chat, record the meeting, invite other participants, share your screen, and view a list of participants. You can also mute your audio and stop your video.
When you’re finished, simply click the Leave Meeting button in the bottom right.
How to update Zoom
Given Zoom’s increasing popularity and utility, the company has been rolling out updates at a record pace to keep up with user demands and fix issues as they occur. Whether you are hosting the meeting or just attending, having an out-of-date version can lead to problems, unnecessary annoyances, and wasted time for everyone involved. Fortunately, there are several options that require minimal effort and help avoid errors with Zoom.
Anyone who has the Zoom client already installed can sign in to their account, click on their profile picture, and select Check for Updates. If there are new updates, you’ll be able to download and install them right away via the updates screen: Just follow the on-screen prompts.
How to change your Zoom reaction’s skin tone
For those who are unfamiliar, Zoom offers two reactions that can be used during meetings — a finger pointed upwards and hands clapping. Personalizing your Zoom reactions with skin tones can help add a more personal element to your meetings and better represent your identity in a digital workspace. All you have to do is be signed into Zoom via your computer or phone.
Once signed in, PC and Mac users can select their profile picture, click on Settings, and select a skin tone from the six options available. Mobile users should sign into the Zoom app and tap the Settings icon > Meeting > Reaction Skin Tone to change their reaction skin tone.
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