In the digital age, video conferencing calls are becoming more and more important. They are integral to some companies and businesses with global collaborations. With more flexibility in the workplace and more people working remotely, it is imperative that people and teams can come together and collaborate effectively even when not in the same room.
Post-pandemic, and during a time when many people were forced to work from home, tools like Zoom thrived and became all the more important. As a result, Zoom is one of the most popular communication tools, and more and more people are using it. However, without prior experience, it can be difficult and daunting to use, so we will help you learn how to use it by explaining how to install the app, set up a conference call in Zoom, and more.
What is Zoom, and why is it needed?
Zoom is a video conferencing tool that allows you to host virtual meetings online. Using Zoom, participants feel like they are together in one room when they can actually be anywhere in the world. The app has various features to help with video conferencing. These include screen sharing and presenting options, sharing files, and sending messages.
Zoom is popular in many companies and is needed for many reasons. It allows businesses to collaborate with people across the world. You can hold meetings anywhere with Zoom, all while saving time and creating more opportunities. Getting ready for a Zoom conference or meeting, you might find it helpful to use a special tool to upscale photos online or remove your background created by Depositphotos in preparation for your presentation. Zoom is also beneficial for hosting or attending a webinar.
How to create a Zoom account
Registration on Zoom is a straightforward process. Firstly, head to the Zoom website’s homepage, where you will see a big button ‘Sign Up Free’. Click on it to create an account.
Zoom is free with a personal account to use, but there are additional plans for business use with many people. We’ll start using a personal account, so go ahead with that button.
Here, your email address is required to be entered, or you can opt for the sign-in with SSO (single sign-on), Google, or Facebook. It’s up to you what you choose here, but if you need to use Zoom for professional or work purposes, it is always advisable to log in with your work email address and create an account that way. This will be important later, when you receive invites via your email account and send them out from this address.
Once you add your email, you’ll receive an activation letter from Zoom, where you can confirm your address. This means you will now have an account with Zoom ready for you to start using.
How to install Zoom on a computer or smartphone
Zoom works and automatically opens in your default browser whenever you have a meeting. However, there is an option to install it on your desktop or smartphone for more functionality and features. To do this on your desktop, go to the Zoom download page.
Here, you can see and decide what type to download. We recommend downloading Zoom for client meetings, as you will most likely need this basic option. All you need to do is click the download button, and it will start downloading to your desktop. Once the process is complete and Zoom is installed, you can find it in your downloads folder or look for an app icon on your home screen. Now, open to use it.
You can also install Zoom on your smartphone by downloading it from your phone’s app store (Apple or Android). Just search for Zoom and then download it. It will appear on your phone with your other apps.
How to set up Zoom to work
It’s relatively easy to get Zoom to work for you. First, let’s look at joining a meeting, as you will most likely need this to begin with. When you arrive on the Zoom website or open the app through the downloaded version, you will see a “Join A Meeting” button at the top.
The meeting host will previously have sent out a URL to join directly, or find a meeting code that you can put in here to join.
Once you have joined, you can enable your video and microphone so other people in the call can see and hear you. You will also notice a number of different icons along the bottom of the Zoom call interface allowing you to.
- End your video or mute your microphone at any time
- See the list of other participants in the conference
- Send messages with the chat function
- Share your screen to demonstrate what you see or make a presentation with the group
- Record the conference.
“Share Screen” and “Record” functions should be discussed with the meeting leader before starting them.
How to set up a conference in Zoom
On the Zoom homepage or in the installed desktop app, find a ‘host a meeting’ button at the top.
Once you click on it, there are different customization features to adjust the meeting to your requirements. For example, here, you can set the name of the meeting, its time, and choose the attendees to send invites to.
How to schedule a conference
Once you have set up a conference, you need to schedule a time for it to take place. It’s crucial that you choose the correct timezone, mainly if you are working across different countries.
- Choose the date, timezone, and meeting duration, usually 1 hour
- Add the attendee’s email address to the meeting invite
- Set a meeting name so your participants know what this is about
- Set a password to protect the meeting to only those invited
- Confirm your meeting and send out the invitations.
The meeting will appear in your calendar at the scheduled date and time.
How to edit a conference
Sometimes, you may find that you need to edit a conference; perhaps you need to change the date or time, or add new people. Adding new participants is simple, as you can send them the URL or meeting code, which can be found in the meeting invite. Then, you can go back into Zoom and click on the meeting planning to change the time or date. Here you have the option to revise any details and resend the invitation. Alternatively, you can always create a new meeting, should the details drastically change.
Bottom line
Zoom is a popular and valuable tool to help people communicate and collaborate remotely. It makes you feel like you are together in the same space, even though you may be physically far away. Having a better understanding of the app and knowing how to create a meeting in Zoom is useful in today’s digital world. It creates opportunities and opens more doors for people and businesses. Zoom may seem challenging to use, but with this step-by-step setup, it should be clearer and simpler!
