Zoom User Guide
What is Zoom?
Zoom is a cloud-based video conferencing tool that allows you to easily host one-on-one or group virtual meetings.
Key Features of Zoom
HD video chat and conferencing
Audio conferencing using VoIP (Voice over Internet Protocol)
Instant messaging
Virtual backgrounds for video calls
Screen sharing and collaborative whiteboards
Hosting video webinars
How to Use Zoom: Your Step-by-Step Guide
The Zoom app makes it easy for anyone to set up and hold virtual meetings—but if you have never used the tool before, it can still be tricky. To help you, here is a detailed, step-by-step guide to using Zoom Meetings the right way.
We will cover the steps for both desktop and mobile platforms on:
How to get started with Zoom
How to set up a meeting in Zoom
How to join a Zoom meeting
How to schedule meetings
How to record meetings
How to get started with Zoom
On Desktop
Step 1: To get started with Zoom, head to their website and click the "Sign Up" button in the top right corner of the screen.
Step 2: You have two options when it comes to creating a Zoom account.
You can either:
Create a new account using your work email address.
Sign in using SSO (Single Sign-On) or your Google or Facebook account.
If you are using Zoom for work purposes, it is best to register using your work email address.
Step 3: Zoom will send you an email with a confirmation link. Simply click that link to go to Zoom’s Sign Up Assistant and sign in using your credentials.
Step 4: Download the desktop app/Zoom client from the Zoom website for easy access.
On Mobile
Step 1: Download the Zoom iOS app from the App Store or the Android app from the Play Store.
Step 2: Sign up or log in to Zoom by following the on-screen instructions, which are similar to the desktop process.
How to set up a meeting in Zoom
Here is a detailed, step-by-step guide to setting up a Zoom meeting with ease:
On Desktop
Step 1: Log in to your Zoom account.
Step 2: Hover your cursor over the "HOST A MEETING" button in the top right corner of the screen, and select one of the following options:
With video on
With video off
Screen share only
Step 3: The website will redirect you to the Zoom app and launch the meeting. Here, you can adjust meeting settings or copy the "invite URL" to send to attendees.
Adding Participants
Step 1: Start a new meeting on the Zoom desktop app.
Step 2: In the new meeting window, click the "Invite" button on the toolbar at the bottom.
Step 3: Zoom will give you options to Copy URL or Copy Invitation, which you can send to participants via text message, email, or instant messaging.
Step 4: You can also email meeting details directly through your preferred email client via the Zoom app itself.
On Mobile
Step 1: Open the Zoom mobile app and sign in to your account.
Step 2: Tap the orange "New Meeting" icon that appears on your screen.
Step 3: Edit the meeting settings according to your preferences (such as turning off participant video, using a Personal Meeting ID, etc.). Once finished, tap the blue "Start a Meeting" button.
Adding Participants
Step 1: Once the meeting starts, click the "Participants" icon on the toolbar at the bottom of the screen to add and manage participants.
Step 2: In the Participants window that opens, tap the "Invite" option at the bottom left.
Zoom will now give you the option to share meeting details across a variety of communication platforms, including various text messaging, email, and messaging apps on your smartphone.
How to join a Zoom meeting
Here is a step-by-step guide to quickly join a Zoom meeting:
Joining using a meeting link
If you have a meeting link, simply click it or paste it into your web browser to join the meeting.
Joining using a Meeting ID
Step 1: Open the Zoom app and click the "Join" icon.
Step 2: Paste the Meeting ID into the provided box, enter your display name for the meeting, and click the "Join" button.
That's all; you are now completely ready to connect with your team members, now that you know how to use Zoom and how to join any meeting!
How to schedule meetings
With a busy schedule, it is easy to forget upcoming appointments or meetings. Fortunately, Zoom allows you to schedule meetings in advance to avoid that!
You can schedule a meeting by setting:
Its date and time
The Meeting ID, and whether it requires a passcode to join or not
Here is a step-by-step guide to easily schedule meetings in Zoom:
On Desktop
Step 1: To schedule a meeting, open the Zoom app and click the blue "Schedule" button (which looks like a calendar icon).
Step 2: Enter the meeting details in the "Schedule Meeting" pop-up window that appears.
You can now set the date, time, privacy, and access settings. You can also select your preferred calendar (such as iCal, Google Calendar, or others) to schedule the event on your calendar.
Step 3: Once your preferences are set, click the "Schedule" button at the bottom right of the screen.
On Mobile
Step 1: Open the Zoom app.
Step 2: Go to the "Meet & Chat" home tab and tap the "Schedule" button.
Step 3: Enter the meeting topic, date, and time, and tap "Done".
Step 4: Zoom will redirect you or open another form to add the event to your preferred calendar. Simply enter details such as attendees' names and set notifications in your calendar event, then tap "Done".
You have now scheduled a Zoom meeting—isn't learning how to use Zoom easy?!
How to record meetings
Recording a meeting allows you to easily reference and document everything that was discussed. This is especially important for remote teams that use Zoom video conferencing as their primary mode of communication.
Zoom allows you to easily record meetings and save them either locally to your device or to the Zoom Cloud. By saving them to the Zoom Cloud, your team members can easily access them across multiple platforms.
Here is how to record Zoom meetings:
On Desktop
Step 1: Start the meeting.
Step 2: On the Zoom toolbar, click the "Record" icon.
Step 3: Choose between "Record on this Computer" or "Record to the Cloud", and the recording will begin.
Step 4: Click "Pause/Stop Recording" to stop recording the meeting. Alternatively, you can end the meeting to stop the recording.
Step 5: After ending the meeting, Zoom will convert the recording to MP4 format and save it in your preferred location. You can now easily access your recorded sessions whenever you like!
On Mobile
On mobile devices, Zoom only allows you to save meeting recordings to the Zoom Cloud. Here is how to record a Zoom meeting from your mobile phone:
Step 1: During the meeting, tap the "More" option on the toolbar.
Step 2: Select the "Record to the Cloud" option to start recording.
Step 3: You can pause or stop the recording by tapping the "More" button.
Step 4: After the meeting, you can find your recording in "My Recordings". You can access this section by signing in to your Zoom account on a web browser.
Screen sharing
Zoom allows you to easily share your screen with other meeting participants, which enables you to:
Host virtual presentations and workshops.
Explain processes in detail.
Review work and project documents with your team.
To share your screen, simply click the "Share Screen" icon on the toolbar.
This will present you with several options:
Share a specific application or window.
Share a whiteboard.
Share an Apple iPhone / iPad screen (if your device supports it).
If you want more screen sharing options, just click the "Advanced" tab at the top of your screen.
Here, you can choose to share:
A portion of your screen or the entire screen.
Only computer sound or microphone sound as well.
Content from a second camera or content from your screen only.
3 additional tips for effective video conferencing via Zoom
Most in-office teams may not be accustomed to video conferencing and dealing with the extra challenges it brings. To make your experience smoother, here are three tips that can help team members conduct Zoom meetings and calls seamlessly:
Tip 1: Always mute your microphone when you are not speaking
Make sure to mute your microphone when you are not speaking; this eliminates any background noise or audio interference.
To mute your microphone, use the microphone button at the bottom left of the Zoom toolbar displayed on the meeting screen. Alternatively, you can configure your Zoom meeting preferences to automatically mute your microphone at the start of every meeting.
To unmute yourself, use the microphone button or press and hold the spacebar while you are speaking. This basic rule allows group meetings or conversations to run smoothly!
To eliminate background noise more efficiently, use noise cancellation tools such as Krisp to take your audio quality to the next level.
Tip 2: Inform participants before recording the meeting
Before recording any audio or video conference, ensure that all meeting participants are aware that it is being recorded and permit you to record it. You can even obtain this consent in writing or record it at the beginning of the meeting.
Why?
Not only is this common courtesy, but it may also be legally required by consent laws and regulations in many companies and jurisdictions.
Tip 3: Make sure everything is working properly before starting the meeting
It is very common for video conferences to be delayed or interrupted due to technical glitches. To make sure this doesn't happen, turn on your device and check whether Zoom is working properly at least 10–15 minutes before every meeting. If something goes wrong, alert the meeting host as soon as possible (and if you are the host, inform the participants).
While running a check before every meeting might feel tedious, it is much better than feeling embarrassed or frustrated when something goes wrong during a Zoom meeting!
What is (Zoom?
Zoom (Zoom) is a cloud-based video conferencing tool (Cloud) that allows you to easily host one-on-one or group virtual meetings.
Key features of (Zoom)
- HD video chat and conferencing
- Audio conferencing using (VoIP) Voice over Internet Protocol).
- Instant messaging
- Virtual backgrounds for video calls
- Screen sharing and collaborative whiteboards
- Hosting video webinars
How to use (Zoom): your step-by-step guide
The Zoom app makes it easy (Zoom) for anyone to set up and conduct virtual meetings—but if you have never used the tool before, it can still be challenging. To help you, here is a detailed, step-by-step guide to using (Zoom Meetings) the right way.
We will cover the steps for both desktop and mobile platforms on:
- How to get started with (Zoom)
- How to set up a meeting in (Zoom)
- How to join a meeting (Zoom)
- How to schedule meetings
- How to record meetings
- How to get started with (Zoom)
- On Desktop
Step 1: To start using (Zoom), head to their website, and click the “"Sign Up"” button located in the top-right corner of the screen.
Step 2: You have two options when it comes to creating an account: (Zoom).
You can either:
- create a new account using your work email address,.
- or log in using (SSO) Single Sign-On ) or your (Google or Facebook) account.
If you are using (Zoom) for work purposes, it is best to sign up using your work email address.
Step 3: will send you (Zoom) an email containing a confirmation link. All you have to do is click this link to go to (Zoom’s Sign Up Assistant) and log in using your credentials.
Step 4: Download the desktop app / client (Zoom) from the website (Zoom) for easy access.
- On Mobile
Step 1: Download the (Zoom iOS) app from (App Store) or (Android) app from (Play Store).
Step 2: Sign up or log in to (Zoom) by following the on-screen instructions, which are similar to the desktop process.
How to set up a meeting in (Zoom)
Here is a step-by-step guide to setting up a meeting (Zoom) easily:
- On Desktop
Step 1: Log in to your (Zoom) account.
Step 2: Hover your cursor over the button “HOST A MEETING” in the top right corner of the screen, and select one of the following options::
- With video on
- With video off
- Screen share only
Step 3: The website will redirect you to the (Zoom) and start the meeting. Here, you can edit meeting settings or copy “the URL invite” to send to the attendees..
Adding Participants
Step 1: Start a new meeting on the (Zoom) desktop app.
Step 2: In the new meeting screen, click the “Invite” button on the toolbar at the bottom..
Step (31): will give you (Zoom) options to copy the URL URL or copy an invitation, which you can send to participants via text message, email, or instant messaging..
Step 4: You can also email meeting details directly through your preferred email client via the (Zoom) app itself..
- On Mobile
Step 1: Open the (Zoom) mobile app and log in to your account..
Step 2: Tap the “New Meeting” orange icon displayed on your screen..
Step 3: Edit the meeting settings according to your preferences (such as turning off video for participants, using your Personal Meeting ID, etc.). Once done, tap the blue “Start a Meeting“.
Adding Participants
Step 1: Once the meeting starts, tap the “Participants” icon on the toolbar at the bottom of the screen to add and manage participants..
Step 2: In the participants window that opens, tap the option “Invite” at the bottom left..
will now give you (Zoom) the option to share meeting details across various communication platforms, including text messaging, email, and messaging apps on your smartphone..
- How to join a meeting (Zoom)
Here is a step-by-step guide to joining a (Zoom) meeting quickly::
- Joining using a meeting link
If you have a meeting link, simply click it or paste it into your web browser to join the meeting..
- Joining using a Meeting ID
Step 1: Open the (Zoom) and click the “Join“.
Step 2: Paste the meeting ID into the box provided, enter your display name for the meeting, and click the “Join“.
That's it; you are now all set to connect with your team members, now that you know how to use (Zoom) and how to join any meeting.!
- How to schedule meetings
With a busy schedule, it is easy to forget upcoming appointments or meetings. Fortunately, (Zoom) Schedule meetings in advance to avoid this!
You can schedule a meeting by selecting :
- Its date and time
- The Meeting ID, and whether it requires a passcode to join or not
Here is a step-by-step guide to scheduling meetings in (Zoom) easily:
- On Desktop
Step 1: To schedule a meeting, open the (Zoom) and click the blue button “Schedule” (which looks like a calendar icon).
Step 2: Enter the meeting details in the pop-up window " Schedule Meeting " that appears.
You can now set the date, time, privacy, and access settings, and you can also select your preferred calendar (between iCal or Google or others) to schedule the event in your calendar.
Step 3: Once your preferences are set, click the "Schedule" button in the lower right of the screen.
- On Mobile
Step 1: Open the (Zoom).
Step 2: Go to the (Meet & Chat) tab and click the "Schedule".
Step 3: Enter the meeting topic, date, and time, and click "Done”.
Step 4: Then, (Zoom) will redirect you or open another form to add the event to your preferred calendar. Just enter details such as attendee names and set notifications in your calendar event, then click “Done“.
You have now scheduled a (Zoom) meeting; wasn't it easy to learn how to use (Zoom) ?!
- How to record meetings
Recording the meeting allows you to easily reference it to document everything discussed, which is especially important for remote teams that use video conferencing (Zoom) as their primary mode of communication.
With Zoom , you can easily record meetings and save them either to your local device or the (Zoom) cloud, and by saving them to (Zoom cloud), your team members can easily access them across multiple platforms.
Here is how to record meetings in (Zoom):
- On Desktop
Step 1: Start the meeting.
Step 2: In the Zoom toolbar, click the “"Sign Up"“.
Step 3: Choose between “Record on this Computer” or “Record to the Cloud“, and the recording will begin.
Step 4: Click “Pause/Stop Recording” to stop recording the meeting. Alternatively, you can also end the meeting to stop recording it.
Step 5: After ending the meeting, (Zoom) will convert the recording to (MP4) and store it in your preferred location. You can now easily access your recorded sessions whenever you want.!
- On Mobile
On mobile devices, (Zoom) allows you to save meeting recordings only to (Zoom cloud), and here is how to record a (Zoom) file for the meeting from your mobile phone::
Step 1: During the meeting, tap the “More” option in the toolbar..
Step 2: Select the “Record to the Cloud” feature to start recording..
Step 3: You can pause or stop the recording by clicking the “More“.
Step 4: After the meeting, you can find your recording in “My Recordings“, and you can access this section by logging into your (Zoom) account on a web browser..
- Screen sharing
Using (Zoom) allows you to easily share your screen with other meeting participants, which enables you to::
- Host presentations and virtual workshops.
- Explain processes in detail.
- Review work and project documents with your team.
To share your screen, simply click the “Screen sharing” option in the toolbar..
icon, which will present you with several options::
- Share a specific application or window.
- Share a whiteboard.
- Share a screen Apple iPhone / iPad (if your device supports this)).
If you want more screen-sharing options, just click the “Advanced” tab at the top of your screen..
Here, you can choose to share::
- A portion of your screen or the entire screen.
- Only computer audio, or microphone audio as well.
- Content from a second camera, or content from your screen only.
- 3 Additional tips for effective video conferencing via (Zoom)
Most in-office teams may not be used to video conferencing and dealing with the additional challenges it presents. To make your experience smoother, here are three tips that can help team members conduct (Zoom) meetings and calls smoothly::
- Tip 1: Always mute your microphone when you are not speaking
Make sure to mute your microphone when not speaking; this eliminates any background noise or audio interference..
To mute your microphone, use the microphone button in the bottom-right corner of the Zoom toolbar displayed on the meeting screen. Alternatively, you can set your (Zoom) meeting preferences to automatically mute your microphone at the start of every meeting..
To unmute yourself, use the microphone button or hold down the spacebar while speaking. This basic ground rule ensures smooth group meetings or conversations.!
To remove background noise more effectively, use noise-cancellation tools such as Krisp to take audio quality to the next level..
- Tip 2: Inform participants before recording the meeting
Before recording any audio or video conference, ensure that all meeting participants are aware that it is being recorded and give you permission to do so. You can even obtain this consent in writing or record it at the start of the meeting..
Why?
This is not just common courtesy; it may also be required by consent laws and regulations in many companies and jurisdictions..
- Tip 3: Make sure everything is working properly before starting the meeting
It is very common for video conferences to be delayed or interrupted by technical glitches. To prevent this, turn on your device and check whether it (Zoom) is working properly at least 10–15 minutes before each meeting. If something goes wrong, alert the meeting host as soon as possible (or if you are the host, – notify the participants).).
While performing a pre-meeting check may feel tedious, it is far better than the embarrassment or disruption caused when something goes wrong during a meeting. (Zoom)!