How to Use Zoom: Beginner’s Guide for Meetings

Zoom is a popular tool for video conferences. It allows people to meet online and collaborate on work, school, and other projects. If you know how to use Zoom, it is a really useful tool. You can share your screen and hold webinars, and you can do all of these things from mobile or desktop. All-in-all, Zoom is a great tool for holding any sort of online event. However, it can be a bit confusing when you are just starting out with the platform.

This guide will walk you through everything you need to know about using Zoom.

How to set up your Zoom account

To start using Zoom, you need to create an account first.

1. Create your account

Go to the Zoom website and select “Sign Up Free” in the top right corner or anywhere else on the page. Enter your email address and sign up. You can also register another way, for example through Google or Facebook. After verifying your email, you have to create your profile. You can do this by adding your name and password. Once you are done with that, you’ll be able to schedule and host meetings.

Join an existing account

The other option to join Zoom is available to you only if your workplace or school already uses it. In this case, you may not need to create a separate account. You can simply download the app or visit the Zoom website and then log in with the email and password that has been assigned to you.

After signing in, you can join meetings and use the features available through your organization’s account.

How to download the Zoom app

It isn’t necessary in every case, but it is safer that before joining or hosting meetings, you download the Zoom app on your device. You can download it on desktop and mobile.

Steps to Download Zoom:

On a Computer, you can download Zoom by going to zoom.com/download. Click Download under Zoom Client for Meetings. Open the installer and follow all of the instructions to install Zoom.

On a mobile device, open the App Store or Google Play Store and search for Zoom Cloud Meetings. Download the app and install it, then sign in using the method you registered with.

When you have the app you won’t be surprised by not having access to certain features during meetings.

How to schedule your first meeting

Once your Zoom account is set up, you can schedule your first meeting. You can set a specific date and time to schedule a meeting , send invitations, or even start an instant meeting.

Start a scheduled meeting or webinar

1. Open Zoom: Sign in to the Zoom app or website.
2. Click “Schedule”: See options for setting the meeting title, date, time, and duration of the meeting.
3. Set up your meeting: You can enable a waiting room, require participants to use a passcode, and decide whether to allow participants to join before the host does.
4. Save and send invites: Once your meeting is scheduled, you can copy the link or send invitations from the app directly via email.

Scheduled meetings are most useful for presentations at work, or team meetings, as well as classes and trainings.

You also have the option to schedule webinars if you need to host a larger audience where you can limit participant interaction and get access to more features as a host.

How to start a test meeting

Before you host or join a real meeting, it’s helpful to start a Zoom test meeting and have a look around the interface. That way you can take a minute to check your audio and video quality, and make sure your internet connection is good. Test meetings are a good way to make sure everything works smoothly.

Steps for a test meeting

To start a test meeting, you have to open the Zoom app or go tothe website and click “New meeting.” After clicking “Join with Computer Audio” or “Call via Device Audio” and entering the test meeting, you can check your mic and speakers to ensure that everything works properly and turn on your camera to take a look at yourself and your surroundings, and even fix your hair.

Doing a test meeting is very useful for beginners or first-time hosts. Make time for a test before the big event to troubleshoot any technical problems in time. You don’t want to do it live during your actual meetings!

How to start your first meeting as the host

Once you’ve done a test and you feel ready, you can host your first Zoom meeting. As the host, you are in control. You make decisions on who joins, what features are available for your participants, and you can manage participants throughout the entire call.

Start an instant meeting

One way of starting a meeting is using the Instant meeting function. To do this, open the Zoom app on your computer or mobile device and click New Meeting. This starts a meeting immediately.

You can check your video and audio settings and then click Join with Computer Audio. Once you are in, you can invite participants by clicking Participants, then Invite and sending them a meeting link they can use to join or an invitation by email.

Hosting an instant meeting is great for quick meetings, but not your only option.

How to invite others to join your meeting

Bring in participants is easy after your Zoom meeting has started. You have many ways to do this. The best method depends on whether they are on Zoom already or joining a meeting for the first time.

Invite via link or email

To invite your participants via link or email, click the Participants button at the bottom of the Zoom window and click Invite. You can then copy the meeting link or send an email invitation directly from the Zoom interface.

Invite Zoom contacts

If the people you want to invite as participants to your meeting are already in your Zoom contacts, all you have to do is select them from the list and click on Invite.

Share Meeting ID and passcode

Each Zoom meeting has a unique Meeting ID and an optional passcode. You can configure this in the settings when setting up a new meeting.

When you share these with participants they can join from their Zoom app or from the browser.

These are your options for inviting other people to your Zoom meeting. Next we will look at how you can join another person’s meeting.

How to join another user’s Zoom meeting

Joining a Zoom meeting someone else is hosting is simple. There are several methods and the best one depends on what device you are trying to join from.

Join by clicking the meeting link

This is one of the best methods. The host using one of the Zoom features sends you a meeting link, usually via email, chat, or calendar invite.

When you click the link it opens in your Zoom app or browser and you can join the meeting. You may need to enter the passcode if the host has set up the meeting to require a passcode.

Join on the Zoom desktop or mobile app

Another way to join a meeting is using the Zoom app on your computer or phone. Open the app and click Join a Meeting. Enter the Meeting ID and your display name. Enter the passcode if required, then click Join.

Join from a web browser

Your third option to join is using Zoom on a web browser. First, go to zoom.com/join and enter the Meeting ID and your display name. Next, enter the meeting passcode if needed. You can join without downloading the app, but the experience is usually much smoother with the app installed.

These three options allow participants to join from almost any device, whether at home or on the go, which is why Zoom is so popular among many people.

How to use Zoom while in a meeting

When you’re in a Zoom meeting, the web app gives you access to all sorts of features that you may not even know wabout. Let’s take a look at the most important ones.

How to view video in Zoom

Zoom lets you toggle between different views similar to other meeting software like Google Meets.

• Speaker View shows the current speaker
• Gallery View shows all participants

Zoom allows you to adjust the size of the video or hide participants who have video turned off.

How to invite others in Zoom

You also have the option to invite others when you are inside a meeting. To do this, click Participants at the bottom of the screen.

Select Invite and choose to send the link via email or copy and paste it to share.

Share your screen in Zoom

When you want to share your screen in a meeting, you need to click the green Share Screen button at the bottom of the screen. You can decided whether you want to share the entire screen, a specific window, or a whiteboard. We’ll look at whiteboards later in more detail, but sharing your screen can be very useful for presentations or teaching, or even for showing others a document that is relevant to the meeting.

Request remote control in Zoom

If someone is sharing their screen, you can click Request Remote Control. After the host approves your request, you can control their screen. This is great for troubleshooting or collaborating on work.

Start a cloud recording on Zoom

You also have the option to record a Zoom meeting, which is great if you want to share the meeting with people who could not participate or if you want to create a video-to-text transcription of the recording and share that with others. To start a cloud recording, click Record and select Record to the Cloud.

Add and launch polls in Zoom

Polls are a great way to boost engagement during meetings. As a host, you can create polls under the Polls button. Launch them during the meeting so you can gather votes or feedback in real time. This is great for work meetings where you are trying to decide on action items and need input from participants.

Manage Zoom participants

As a host you can view and moderate the participant list. This includes muting and unmuting users or removing participants who are being disruptive to the meeting. Hosts can assign co-hosts to help manage the meeting. Make sure to follow proper virtual meeting etiquette during meetings to keep things cordial and productive.

How to change Zoom background

To change your background on Zoom to a virtual background you can click the small upwards arrow next to Stop Video and click Choose Virtual Background.

Select a background from Zoom or upload your own. Funny Zoom backgrounds can be perfect for situations where the meeting has gotten too serious. The backgrounds work on most computers and the Zoom mobile app.

How to raise hand in Zoom

Raising your hand is useful in classes, webinars, and big meetings where getting the attention of the person presenting or hosting the meeting is difficult or where talking without unexpectedly or without permission can cause chaos. Click Reactions and Raise Hand to signal to the host that you have a question or want to say something.

Use other Zoom features

Zoom has many more features you may be interested in. Here are a few that are particularly useful.

• Chat allows you to send messages to everyone or private messages to specific participants. Others can react to your messages using emojis.
• Breakout Rooms: Hosts can split participants into smaller groups for discussions. Very useful for lessons or brainstorming.
• Zoom phone: If enabled, you can make calls using Zoom’s phone feature.
• Whiteboard: Draw or annotate on a digital canvas for collaborating on work.

Integrate Zoom with Summary AI for a better experience

Zoom makes online meetings and classes a joy to manage, and Summary AI takes it further with an integration with Zoom. The AI meeting assistant joins your calls and summarizes your meetings, highlights key points, and saves you time on note-taking by transcribing everything you need. Together, Zoom and Summary AI help you stay organized and focus on what matters during any video call.