How To Use Zoom: A Step-by-Step Guide () – Best Alternative for Zoom to Host a Meeting

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You’ve probably heard about Zoombombing — when uninvited guests crash your Zoom meeting and disrupt it. One way to help prevent this from happening is by enabling the Waiting Room feature, so you can see who’s attempting to join the meeting before allowing them access.

Click on Meeting , then click Waiting Room to enable the setting. We’ve got more tips on how to prevent Zoombombing in your meetings here. Split your big Zoom meeting into up to 50 separate smaller sessions with breakout rooms.

The meeting host can choose to split meeting participants into separate sessions automatically or manually, or can let participants select and enter any breakout session they like. The host can switch between sessions at any point. Under the Meeting tab , go to Breakout Room , and make sure the setting is toggled on. You’ll also see the option to allow meeting hosts to preassign participants to breakout rooms.

If the Breakout Room option is grayed out, that means it’s been locked and you need to contact your Zoom administrator. Share your screen for a Zoom meeting or to watch a movie or play a game with other participants by clicking the Share screen icon on the toolbar at the bottom of the meeting screen.

You’ll have the option to share your entire desktop, or just one of the windows you have open. Click the red Stop Share button at the top of the screen to go back to being a normal participant in the meeting. If you’re muted in a meeting, you can still let the hosts know your thoughts with emoji reactions. Send a thumbs-up or a clapping emoji to communicate without interrupting the meeting by default, those reactions have a yellow skin tone, but you can customize that in the Zoom desktop app.

Last year, Zoom added about 40 emoji reactions , instead of the six previously available. To react during a meeting, click the Reactions tab at the bottom of the meeting screen it’s in the same panel as mute audio and video, to the right and choose the one you want.

The emoji will disappear after 5 seconds. If the meeting organizer enables the nonverbal feedback feature, participants can place an icon such as a raised hand next to their name to communicate. Every participant will be able to see each other’s feedback. For those who don’t like clicking around their screen, Zoom has a ton of helpful keyboard shortcuts to help you navigate the app on your desktop without using your mouse.

You can find commands to join a meeting, start or stop recording, enter full screen and share your screen more on that below. Check out Zoom’s full list of hot keys and keyboard shortcuts.

Gallery view lets you see everyone in the meeting at once, instead of just the person speaking. To turn that on, click the tab that says Gallery View in the top right corner.

If the meeting has 49 or fewer attendees, you’ll see all of their screens displayed on one page. If there are more, you’ll have the option to move between multiple pages. Change it back by clicking Speaker View in that same top right corner. Try out Zoom’s immersive view feature to put yourself in the same virtual space as your fellow meeting participants. Zoom’s immersive view feature lets you put yourself in the same virtual background as your fellow video chat participants — be it a conference room, classroom or anywhere else you can think of.

If you’re the meeting or webinar host, start the Zoom meeting on your desktop it will be enabled by default for all free and single pro accounts using Zoom 5. In the top right corner, where you find Speaker or Gallery View, you’ll see the option to enable Immersive View.

Click Immersive View , and choose from one of Zoom’s provided scenes, or upload your own. Your meeting participants or webinar hosts will now be placed in the same virtual background and will appear that way on every participant’s screen. On a larger call, your screen can get cluttered with participants, which can be distracting, especially if some don’t have their cameras on. Now you’ll only be distracted by your co-workers’ pets and children who appear on video.

Zoom’s vanishing pen feature lets you draw on your shared screen to call attention to text or objects, but then fades away so you don’t have to go back and erase your markings. To use it, share your screen, and click Annotate. On the menu that pops up, click Vanishing Pen. Both free and paid Zoom subscribers can record their meeting to their laptop or computer using the desktop app you can’t record on mobile at the moment, unless you have a paid account — keep reading for more on that. Those recorded files can then be uploaded to a file storage service such as Google Drive or Dropbox , or a video streaming service such as YouTube or Vimeo.

When you’re hosting a Zoom meeting, click the Record icon on the bottom toolbar. Tap the record button on the bottom toolbar, and you’ll have the option to make it either local or in the cloud. You can do this on either desktop or mobile.

In April, Zoom launched a new Whiteboard feature that allows participants to collaborate on a sharable canvas that you can access even outside of meetings. To enable Whiteboard, make sure you’ve updated to the latest version. Then select the Whiteboards tab from the Zoom app and select New Whiteboard.

For work accounts, your account administrator must have Whiteboards enabled — if you can’t find the Whiteboards tab, your company probably doesn’t have them enabled yet. If you have a group of more than people to host for work or school, you have to upgrade to a paid professional account. Note : You can also set up calendar integration if you want to see Zoom meetings scheduled in third-party calendars to display on the desktop client.

Follow the scheduling privilege PDF guide to learn about scheduling for another user. You can also follow these steps to schedule for another user in the Outlook plug-in. Note : If you want to allow someone else to manage your Outlook calendar, refer to the Office support site.

The user given scheduling privilege will need to logout of the Zoom client and login again for the scheduling privilege option to appear. Did you find it helpful? Yes No. Home Solutions. How can we help you today? Enter your search term here New support ticket. Check ticket status. Solution home Zoom troubleshooting tips Zoom. Sign in to the Zoom Desktop Client.

 
 

 

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