Do you want to know how to utilize Zoom?

Video conferencing applications like Zoom have become highly popular as teams throughout the world worked remotely during the COVID-19 pandemic.

However, if this is your first time using Zoom, you may find it difficult to grasp! 
This post will walk you through the process of getting started with Zoom. We’ll also go over the tool’s key features and pricing to see if it’s right for you and your team.

We’ll also go over three-pointers to help you run successful virtual meetings.

But don’t be concerned.

What Is Zoom and How Does It Work?

Zoom is a cloud-based video conferencing service that makes it simple to hold virtual one-on-one or group meetings. This remote communication solution links remote team members with a strong voice, video, and collaboration features.

The following are some of Zoom’s primary features:

  1. HD video conferencing and video chat
  2. Using VoIP for audio conferencing (Voice over Internet Protocol)
  3. Messages sent instantly
  4. Video calls with virtual backgrounds
  5. Collaboration whiteboards and screen sharing
  6. Webinars with video

Zoom Meetings: How to Use Them (Step-by-Step Guide)

Anyone can set up and host a virtual face-to-face meeting with Zoom, but if you’ve never used the program before, it can be challenging.

Here’s a step-by-step tutorial on utilizing Zoom Meetings correctly to assist you.

On both the desktop and mobile platforms, we’ll go over the steps for:

  • How Do I Begin Using Zoom?
  • How to Host a Zoom Session
  • How to Participate in a Zoom Meeting
  • How to Make a Meeting Schedule
  • How to Take Meeting Notes

A. How to Begin Using Zoom 

1. For Desktop

Step 1: Go to Zoom’s website and click on the “SIGN UP” button in the top-right corner of the screen to get started.

Step 2: When it comes to creating a Zoom account, you have two alternatives.

You have two options:

  • Make a new account with your company’s email address.
  • Sign in with your Google or Facebook account or SSO (Single Sign-On).

It’s best to sign up for Zoom with your work email address if you’re using it for a company meeting or other work-related purposes.

Step 3: You will receive an email from Zoom with a confirmation link.

To use Zoom’s Sign Up Assistant, go to that URL and sign in with your credentials.

Step 4: For simple access, download the Zoom desktop app/client from the Zoom website.

2. For mobile devices

Step 1: Go to the App Store or Google Play Store and download the Zoom iOS or Android app.

Step 2: Follow the on-screen instructions to sign up or sign in to Zoom, which are comparable to the desktop process.

B. How to Host a Zoom Conference

Here’s how to set up a Zoom conference in just a few steps:

A. Starting a Zoom Meeting on a Desktop

Step 1. Log in to your Zoom account first.

Step 2: Select one of the following options by hovering your cursor over the “HOST A MEETING” link in the top-right corner of the screen:

  • With Video On
  • With Video Off
  • Screen Share Only

Step 3: The website will take you to the Zoom app, where you can begin a meeting. You can change meeting settings or copy the “Invitation URL” that you send to attendees from this page.

Note: If you prefer, you can start a meeting fast using the desktop software by following the instructions below for mobile devices.

B. Including More People

Step 1: Open the Zoom desktop program and start a new conference.

Step 2: In the new meeting screen, in the toolbar at the bottom, click the “Invite” button.

Step 3: Zoom will give you the option to “Copy URL” or “Copy Invitation” at this point. Participants can receive these via text, email, or instant chatting.

Step 4: You can also email the meeting details directly from the Zoom app to your favorite email client.

2. Compatible with Mobile Devices

A. Getting a Zoom Meeting Started

Step 1: Log in to your account using the Zoom mobile app.

Step 2: On your device’s screen, tap the orange “New Meeting” symbol.

Step 3: Customize the meeting settings to your liking (such as switching video off for participants, using a Personal Meeting ID, etc.).

Tap the blue “Start a Meeting” button when you’re finished.

B. Including More People

Step 1: To add and manage participants, press the “Participant” icon in the toolbar at the bottom of your screen once the meeting has begun.

Step 2: Tap the “Invite” button in the lower left corner of the Participants window that appears.

Zoom now allows you to share meeting details across several other communication platforms. On your smartphone, these include numerous text, email, and messaging apps.

C. How to Participate in a Zoom Meeting

Here’s a step-by-step approach to swiftly joining a Zoom meeting:

Note that the processes are the same for both your computer and your phone.

A. Use a Meeting Link to Join

If a meeting has a join link, simply click on it or copy and paste it into your web browser to join the meeting.

B. Use a Meeting ID to Join

Step 1: Launch the Zoom app and tap the “Join” button.

Step 2: Paste the Meeting ID into the box provided, give the meeting a display name, and click the “Join” button.

D. Meeting Scheduling Techniques

You might easily forget about appointments or scheduled business meetings when you have a hectic schedule.

To avoid this, Zoom allows you to arrange meetings in advance.

You can plan a meeting by selecting the following options:

It’s time and date.

Identification for a Meeting

Whether or not a password is required to join, and much more!

Here’s how to simply book meetings in Zoom, step by step:

A. For Computers

Step 1: Open the Zoom app and tap the blue “Schedule” button to set up a meeting (looks like a calendar icon).

Step 2: In the Schedule Meeting pop-up window that appears, fill in the meeting details.

You can change the date and time, as well as the privacy and access settings. You can also plan the event in your calendar using your favorite calendar (iCal, Google Calendar, or others).

Quick Tip: Setting a meeting password will help you avoid Zoombombing, which occurs when someone who wasn’t invited joins and disrupts the meeting.

Step 3: After you’ve updated your choices, go to the bottom right of the screen and select the “Schedule” button.

B. For Mobile Devices

Step 1: Launch the Zoom application.

Step 2: Go to the Meet & Chat site and select “Schedule” from the drop-down menu.

Step 3: Fill in the meeting’s name, date, time, and location.

Step 4: Zoom will lead you to a new page or open a new form where you can add the event to your favorite calendar. Tap “Done” after entering details such as participant names and setting the notifications for your calendar event.

You’ve successfully scheduled a Zoom meeting!

E. How to Take Notes in Zoom Meetings

When you record a meeting, you may quickly utilize it as a reference to memorialize what was discussed. This is especially critical for remote teams who mostly communicate via Zoom video conferencing.

You can quickly record meetings using Zoom and save them to your local device or the Zoom cloud. Your team members may simply access it across many platforms by saving it to the Zoom cloud.

How to record Zoom meetings is as follows:

A. For Computers

The first step is to convene a meeting.

Step 2: Select the “Record” icon from the Zoom toolbar.

Step 3: Select “Record on this Computer” or “Record to the Cloud” as your recording method. The recording will begin, and everyone in the meeting will see the word “Recording” in red at the top of the screen.

Step 4: To stop recording the meeting, click “Pause/Stop Recording.” You can also end a meeting to stop it from being recorded.

Step 5: When the meeting is finished, Zoom transforms the recording to MP4 format and saves it to the location you specify. You may now simply view your previously recorded sessions at any time!

B. For Mobile Devices

Zoom’s mobile app only allows you to save meeting recordings to the Zoom Cloud. Here’s how to use your phone to record a Zoom meeting:

Step 1: Tap the “More” option in the toolbar during a meeting.

Step 2: To begin recording, select the “Record to Cloud” option.

Step 3: Click the “More” option to pause or end the recording.

Step 4: After the meeting, go to “My Recordings” to find your recording. Logging into your Zoom account using a web browser will take you to this section.