How To Use Zoom: A Step-by-Step Guide (2022)

Want to learn how to use Zoom ? With teams across the universe working remotely during the COVID-19 pandemic, video conferencing tools like Zoom have become highly popular. however, if this is your first time using Zoom, understanding it might be challenging ! But don ’ t worry.

This article is a bit-by-bit scout to help you get started with Zoom promptly. We ’ ll besides cover the tool ’ second key features and pricing to help you determine if it ’ s the right field video tool for you and your team. additionally, we ’ ll highlight three tips to help you conduct effective virtual meetings. See how Time Doctor’s easy-to-use time tracking software can help your team be more productive.

This article contains:

( Click on the link to jump to a particular section ) What Is Zoom ? How To Use Zoom Meetings ( Step-by-Step Guide ) 3 extra Features Of Zoom ( and how to use them efficaciously ) Zoom pricing Three Tips For Effective Video Conferencing Zoom FAQs Let ’ s beget started.

What Is Zoom?

zoom Zoom is a cloud-based video conferencing joyride that lets you host virtual one-on-one or team meetings well. With knock-down audio, television and collaboration features, this distant communication joyride connects remote team members with each early. Zoom ’ s key features include :

  • 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 Meetings (Step-by-Step Guide)

Zoom makes it super easily for anyone to set up and conduct a virtual face-to-face meet — but if you ’ ve never used the creature ahead, this can still be crafty. To help you out, here ’ s a bit-by-bit guide to using Zoom Meetings the right field way. We ’ ll cover the steps for both desktop and mobile platforms on :

  • How to Get Started with Zoom
  • How to Set Up a Zoom Meeting
  • How to Join a Zoom Meeting
  • How to Schedule Meetings
  • How to Record Meetings

A. How to Get Started with Zoom

1. For Desktop

Step 1: To get started with Zoom, head to their web site, and snap on the “ SIGN UP ” button that ’ randomness at the top-right corner of the sieve. zoom sign up Step 2: You have two options when it comes to creating a Zoom bill. 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 ’ re using Zoom for a company meet or other work purposes, it ’ second best to sign up using your work e-mail address. Step 3: Zoom will now send you an e-mail with a confirmation connection. Click on that radio link to go to Zoom ’ s Sign Up Assistant and sign in using your credentials. email confirmation zoom signup Step 4: Download the desktop app/Zoom client from the Zoom web site for easy access.

2. For Mobile

Step 1: Download the Zoom io or Android app from the App Store/Play Store. Step 2: Sign up or sign in to Zoom by following the on-screen instructions that are like to the background process.

B. How to Set Up a Zoom Meeting

here ’ s a bit-by-bit template to set up a Zoom meeting easily :

1. For Desktop

A. Starting a Zoom Meeting Step 1: Log in to your Zoom report. zoom upcoming meetings Step 2: Hover your cursor over the “ HOST A MEETING ” yoke at the top-right corner of the sieve, and select one of the follow options :

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

Step 3: The web site will redirect you to the Zoom app and start a suffer. hera, you can edit meet settings or copy the “ Invitation URL ” that you send to the attendees. meeting invitation for zoom meeting Note: You can besides start a touch promptly through the background app by following the instructions we list for mobile devices late on. B. Adding Participants Step 1: Start a new meet on the Zoom desktop app. zoom desktop app Step 2: In the new touch blind, suction stop on the “ Invite ” clitoris in the toolbar at the bottom. invite people to meeting Step 3: here, Zoom will give you the options to either “ Copy URL ” or “ Copy Invitation ”. You can send these to participants via textbook, electronic mail or instant message. send meeting invitation Step 4: You can besides directly email the meet details through your choose electronic mail node via the Zoom app itself.

2. For Mobile Devices

A. Starting a Zoom Meeting Step 1: Open the Zoom mobile app and gestural in to your account. Step 2: Tap the orange “ New Meeting ” icon that appears on your screen. Step 3: Edit meet settings according to your preferences ( such as switching video recording off for participants, using a personal meeting ID, etc. ). once you ’ re done, tap the blue sky “ Start a Meeting ” button. B. Adding Participants Step 1: Once the meet starts, tap the “ Participant ” picture in the toolbar at the bottom of your riddle to add and manage participants. Step 2: In the Participants window that opens up, exploit on the “ Invite ” option at the bed left. Zoom will nowadays give you the option to share your converge details via a variety of communication platforms. These include versatile text, electronic mail and messaging apps on your smartphone.

C. How to Join a Zoom Meeting

here ’ s a bit-by-bit guide to join a Zoom meet quickly : Note: The lapp steps apply to both your background and your earphone.

A. Join Using a Meeting Link

If you have a join connect for a suffer, just click on it or paste it into your world wide web browser to join the meet.

B. Join Using a Meeting ID

Step 1: Open the Zoom app and snap on the “ Join ” icon. zoom main window Step 2: Paste the Meeting ID in the box provided, add your display name for the meet and chatter on the “ Join ” button. join meeting You ’ re now all set to communicate with your team members !

D. How to Schedule Meetings

With a interfering schedule, you can easily forget about appointments or upcoming clientele meetings. fortunately, Zoom lets you schedule meetings in progress to avoid this ! You can schedule a converge by dress :

  • Its date and time
  • Meeting ID
  • Whether it requires a password to join or not
  • And more!

here ’ s a bit-by-bit usher to schedule meetings in Zoom easily :

A. For Desktop

Step 1: To schedule a meet, head to the Zoom app and suction stop on the blue “ Schedule ” button ( looks like a calendar icon ). zoom main window Step 2: Enter merging details in the Schedule Meeting pop-up book window that appears. You can set its date and clock, privacy and entree settings. You can besides select your preferred calendar ( between iCal, Google Calendar or others ) to schedule the consequence in your calendar. schedule zoom meeting Quick Tip: Setting a suffer password can help avoid Zoombombing, which happens when person who hasn ’ metric ton been invited to the meet joins and disrupts it. Step 3: Once you ’ ve adjusted preferences, cluck on the “ Schedule ” button at the bottomland right of the sieve.

B. For Mobile

Step 1: Open the Zoom app. Step 2: Go to the Meet & Chat home page and click on the “ Schedule ” button. Step 3: Enter the meet name, date and time and click “ Done. ” Step 4: Zoom will redirect you or open another human body for adding the event to your preferred calendar. Enter details like participant names and set the notifications into your calendar event, then tap “ Done. ” You have now scheduled a Zoom confluence !

E. How to Record Zoom Meetings

Recording a meeting lets you well use it as a reference to document everything that was discussed. This is particularly authoritative for outside teams who use Zoom video conferencing as their samara mode of communication. zoom allows you to record meetings easily and save them either to your local anesthetic device or the Zoom defile. By saving it to the Zoom cloud, your team members can access it across multiple platforms easily. here ’ s how to record Zoom meetings :

A. For Desktop

Step 1: Start a suffer.

Step 2: In the Zoom toolbar, chatter on the “ Record ” icon. Record Meeting Step 3: Choose between “ Record on this Computer ” or “ record to the Cloud. ” This starts the recording, and all meeting members will see the son “ Recording ” in loss at the top of the riddle. Step 4: Click on “ Pause/Stop Recording ” to stop recording the merging. alternatively, you can besides end a meet to stop recording it. Step 5: After you end the meeting, Zoom converts the recording to MP4 format and stores it in your prefer location. You can now easily access your record sessions any time you want !

B. For Mobile

The mobile version of Zoom lets you save meeting recordings only to the Zoom Cloud. here ’ s how to record a Zoom touch from your mobile : Step 1:  During a meet, tap on the “ More ” option in the toolbar. Step 2: Select the “ Record to Cloud ” sport to begin recording. Step 3: You can pause or stop the commemorate by clicking the “ More ” button. Step 4: After the meet, you can find your recording in “ My Recordings ”. You can access this section by logging into your Zoom account on a web browser.

F. How to Track Attendance in Zoom

As an account owner or an administrator of a pro Zoom account, you can review assorted Zoom statistics on the Reports section of the Zoom network portal site. This includes data such as registrations, attendees list, webinar poll results, performance, and Q & A. Follow the under steps to entree the attendance report card : Step 1: Log in to your account on the Zoom web portal site. Step 2: In the impart panel, click on Reports.
If you are an admin, the Reports connect will be available under the Account Management link in the lapp panel. Step 3: Go to Usage Reports and choose Usage.
All your previous Zoom meetings will be listed here. The following data will be displayed for each of those meetings :

  • Meeting topic
  • Meeting ID
  • Start and end time of the meeting
  • Duration of the meeting
  • Number of participants in the meeting

Step 4: Select the date and click Search. Step 5: Click on the Participants link to generate a meet Participants report.
The watch information will be shown in the report :

  • Meeting participants
  • Their joining time
  • Their leaving time
  • Their meeting duration

Step 6: Export this report in CSV format. Zoom attendance tracking

3 Additional Features of Zoom (and How to Use Them Effectively)

You now know how to use Zoom Meetings. But since there are so many features, it can still be slightly overpowering ! Don ’ deoxythymidine monophosphate concern. here ’ s a detail spirit at three extra Zoom features and how to use them effectively.

1. Screen Sharing

Zoom lets you share your screen with other meeting participants easily. This lets you :

  • Host virtual presentations and workshops.
  • Explain processes in detail.
  • Review work and project documents together with your team.

To share your screen, just pawl on the “ Share Screen ” icon in the toolbar at the bottom. This lets you share :

  • A specific app or window.
  • A whiteboard.
  • Apple iPhone / iPad screen (if your device supports this).

screen sharing on zoom If you want more screen communion options, pawl on the “ Advanced ” check at the top of your riddle. here, you can choose to contribution :

  • A part of your screen or the entire screen.
  • Only your computer’s sound or your microphone’s sound as well.
  • Content from a second camera or content only from your screen.

2. Zoom Phone

Zoom Phone uses the Voice over Internet Protocol ( VoIP ) to help you make Zoom calls over the cloud. This is exchangeable to calling from a call number, except that the calls here are hosted over the internet. Zoom Phone comes with plenty of extra features to make your calling know seamless. These include :

  • Integration with CRMs like Salesforce.
  • Call conferencing and delegation.
  • Call recording and voice mail features.

however, Zoom Phone international relations and security network ’ deoxythymidine monophosphate available with the criterion price plans. rather, you must pay for it individually. Prices start at $ 10/user per calendar month and require you to have at least one paid licensed horde.

3. Zoom Rooms

zoom Rooms are basically virtual conference rooms where only specific members have entree. You can use these rooms for diverse purposes such as :

  • Video conferencing
  • Audio conferencing
  • Screen sharing

rapid climb Rooms offer diverse features, such as :

  • One-touch sharing and conferencing.
  • Use up to 12 whiteboards at a time.
  • Digital signage/display around an office.

This normally requires extra hardware ( multiple webcams, connectors, monitors, etc. ) adenine good as conference room invention considerations. Like Zoom Phone, Rooms aren ’ thymine available in the standard pricing plans but must be purchased additionally at $ 49/room per month.

Zoom Pricing

Zoom offers four different price plans to suit your particular needs :

  • Basic: Free – Host up to 100 participants + unlimited one-on-one meetings + video conferencing + screen sharing + local recording + scheduling via Chrome extensions.
  • Pro: $14.99/month per host – Includes all “Basic” features + usage reports + 1 GB cloud storage.
  • Business: $19.99/month per host – Includes all “Pro” features + supports up to 300 participants + admin dashboard.
  • Enterprise: $19.99/month per host – Includes all “Business” features + supports up to 500 participants + unlimited cloud storage.

3 Bonus Tips for Effective Zoom Video Conferencing

Most in-office teams might not be used to video conferencing and coping with the extra challenges it poses. To make your feel more comfortable, here are three tips that can help team members conduct seamless Zoom meetings and calls :

Tip #1: Always Mute Your Microphone Unless Speaking

Make sure to mute your microphone when you ’ re not speaking. This eliminates any background noise or hindrance in the audio. To mute your microphone, use the mute release at the bottom leave of the Zoom toolbar that appears in the meet screen and looks like a microphone. alternatively, you can set your Zoom meet preferences to mute your microphone at the begin of every meeting automatically. To unmute yourself, hit the mute push button again or hold your spacebar for a long as you ’ rhenium speaking. This basic predominate allows group meetings or conversations to run smoothly ! For more efficient setting noise elimination, use noise cancellation tools like Krisp to elevate your audio quality to the next level.

Tip #2: Inform Participants Before Recording the Meeting

Before you record any audio or television conference, make sure that all meet participants :

  • Are aware that they are being recorded.
  • Have permitted you to record them.

You could even get this permission in writing or record it at the start of the meet. Why ? not only does this keep common courtesy, but it may be required by consent laws and regulations in many companies and regions.

Tip #3: Ensure that Everything Is Working Correctly Before Starting a Meeting

It ’ second highly coarse for video recording conferences to be delayed or get interrupted due to technical snags. To ensure that this doesn ’ t happen, turn on your device and check if Zoom ’ s working correctly at least 10-15 minutes before every suffer. And if something ’ south ill-timed, alert your meet server at the earliest ( if you ’ re the host – inform your participants of the like ). While conducting a hindrance before every meet may feel tiring, it ’ mho far better than being embarrassed or annoyed when something goes wrong during your Zoom meet !


Most in-office teams have struggled to communicate effectively during the Coronavirus quarantine. however, using the right video conferencing cock like Zoom can help you bridge most of the gaps well. merely follow the instructions in this Zoom template and you ’ ll be all set to host your own video calls to discuss projects, review team performance and engage in virtual team-building activities ! And if Zoom isn ’ t the proper instrument for you, you can besides check out early television conferencing tools, like Google Meet ( once called Hangouts ) and Microsoft ’ south Skype or Teams.

Zoom FAQs

Is Zoom free?

basic licenses for Zoom are free. All you need to start using Zoom is sign up for an account and download the application from Zoom ’ s web site.

Is my privacy protected on Zoom calls?

As one of its primary goals, Zoom complies with global privacy frameworks in an feat to keep you, your calls, and all of your data a safe as possible.

Can I host a webinar on Zoom?

absolutely ! however, you ’ ll need a webinar license, which is unlike and costs more than the release basic license. You can upgrade your license through your bill ’ sulfur bill settings.

Can I record my Zoom meetings?

rapid climb hosts can record locally to their calculator unless the commemorate feature has been disabled by their account owner or admin. Hosts who are licensed besides have the choice of recording in both local mode and through cloud repositing with fair one simple pawl.

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