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How to Use Zoom [Free Step-by-Step Guide for Beginners]


Introduction


In this post, we’ll explain why Zoom and video conferencing platforms are still relevant in 2021, explain how to use Zoom and its foundational features, and provide 4 suggestions if you’re new to hosting virtual events with Zoom.


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What is Zoom, and Why Does it Matter?


The most significant trend of 2020 was the video communication software, Zoom. As soon as the COVID-19 pandemic broke out, Zoom was the must-know platform of the year. Now months into the pandemic, the revolutionary software is still critical for the event industry, small businesses, and creative individuals.



According to a study conducted by MarTech Today, 66% of the people surveyed are unwilling to attend an in-person event until the vaccine is out. Although the vaccine distribution may seem like it is right around the corner, we may not see in-person events emerge until 2022.


Your Zoom skills must be up to date to successfully host a virtual event to increase customer engagement, promote your company, and lead the way in your industry.


How to Use Zoom (Setting Up and Starting a Meeting)


Because the Zoom software has many features, today we will focus on the program’s mere basics. These include:


How to Sign Up with Zoom


On Desktop


Step 1: Go to Zoom’s website, www.zoom.us.


Step 2: Click on the upper right button that reads “SIGN UP, IT’S FREE”


Step 3: Enter your birth date.


Step 4: Enter your email address. You are also given the option of signing in with your SSO, your Google account, or your Facebook account. Follow the instructions provided according to whichever option you choose.


Step 5: If you chose to sign up with your email address, click on the confirmation link found in the email sent to you by Zoom.


Step 6: Complete the form, providing your first name, last name, and password.


Step 7: Click on the button that reads “Continue.”


Step 8: Finalize your registration by following the instructions provided.


On Mobile


Step 1: Download the Zoom app from the App Store.


Step 2: Once the app finishes the download, open the app.


Step 3: Tap the text that reads “Sign Up.”


Step 4: Enter your birth date.


Step 5: Complete the form, providing your email address, first name, and last name.


Step 6: Tap the button that reads “Sign Up.”


Step 7: Click on the confirmation link found in the email sent to you by Zoom.


Step 8: Finalize your registration by following the instructions provided.



How to Set Up a Zoom Meeting


On Desktop


Step 1: Once logged in, click on the tab that reads “HOST A MEETING.”


Step 2: When the dropdown menu appears, choose the most appropriate option for your needs. “With Video Off” starts the meeting without turning on your desktop camera. “With Video On” starts the session with your desktop camera turned on. “Share Screen Only” allows you to share a portion or all of your desktop and does not turn on your desktop camera.


Step 3: If you have the Zoom app installed, a pop-up will appear asking for permission to launch the app. If you do not have the Zoom Client app installed onto your computer, click the text that reads, “Don’t have Zoom Client installed? Download Now.” If a text that states “Having issues with Zoom Client? Join from Your Browser” appears, click on the link to continue starting the web page meeting.



On Mobile


Step 1: Once logged in, tap the button with a camera and text that reads “New Meeting.”


Step 2: You may be given the option to turn your video on or off. If the video is on, the participants of your Zoom meeting can see you through your device’s camera. If the video is turned off, your participants will see your name or profile picture as a substitute. You may also choose to start the meeting using your Personal Meeting ID. The Meeting ID is what participants use to join your Zoom meeting. A Personal Meeting ID allows you to have the same Meeting ID for all future meetings hosted by you. If you do not want to use your Personal Meeting ID, Zoom will randomly generate a new Meeting ID for your session.


Step 3: Tap the button that reads “Start a Meeting.”


How to Join a Zoom Meeting


On Zoom.us


Step 1: Click on the tab that reads “JOIN A MEETING.”


Step 2: Enter the Meeting ID or Personal Link Name provided to you by the meeting host. The Meeting ID is a 10-digit ID of numbers usually in the form of *** *** ****, where each asterisk represents a number. The Personal Link Name is represented as https://us04web.zoom.us/j/**********?pwd=********, where each asterisk represents numbers or letters.


Step 3: Click the button that reads “Join.”



Join a Zoom Meeting by entering the ID provided by the host


On the Zoom Desktop App, Zoom Client


Step 1: Click on the button that reads “Join.”


Step 2: Enter the Meeting ID or Personal Link Name provided to you by the meeting host.


Step 3: Enter the name you wish to be visible in the meeting.


Step 4: Choose whether or not to connect to audio or to turn off your desktop camera.


Step 5: Click the button that reads “Join.”



On Mobile


Step 1: Click on the button that reads “Join.”


Step 2: Enter the Meeting ID or Personal Link Name provided to you by the meeting host.


Step 3: Enter the name you wish to be visible in the meeting.


Step 4: Choose whether or not to connect to audio or to turn off your desktop camera.


Step 5: Click the button that reads “Join.”




How to Schedule a Zoom Meeting


On Zoom.us


Step 1: Click on the tab that reads “SCHEDULE A MEETING.”


Step 2: Where it reads “Topic,” enter the title of the meeting you wish to share with your participants.


Step 3: Where it reads “Description,” you may enter a brief description of what the meeting will entail.


Step 4: Where it reads “When,” enter the date and time you wish to meet.


Step 5: Where it reads “Duration,” enter the expected length of the meeting in hours in minutes. The duration you set is only for scheduling purposes for your participants. The program will not cut you off if you go over your expected time. NOTE: the ‘Basic’ Zoom plan only allows for meetings of 40 minutes with 3 or more participants. You may choose to upgrade your plan or restart the session once the 40 minute time period is over.


Step 6: Where it reads “Time Zone,” enter the time zone you wish to use for your meeting.


Step 7: If you have a recurring meeting about the same topic with the same participants, you may choose to click on the option that reads “Recurring meeting.” Once clicked, you will be able to choose how often the meeting occurs, how often it repeats, and when the recurring meeting ends.


Step 8: Where it reads “Passcode,” you may enter a customized password that all participants must use to enter your meeting.


Step 9: Where it reads “Waiting Room,” you may click this option so that when you host the meeting, you will be able to accept participants into your meeting manually.


Step 10: Where it reads “Video,” you may choose to automatically turn on or off the video cameras of your participants or the host.


Step 11: Where it reads “Meeting Options,” you are given the option to choose to allow participants to enter your meeting room even after the meeting takes place, mute participants’ microphones once they enter your meeting room, record the meeting, and block users.


Step 12: Once you finish setting up your future meeting, click on the button that reads “Save.”


Step 13: To view your upcoming scheduled meetings, click on the tab that reads “Meetings.”


Step 14: By clicking on one of your scheduled meetings, you can view the details of your meeting, add the meeting to your calendars, copy the meeting invitation to send to your participants, and start the meeting.




You can easily view the scheduled event details, add the event to your calendar, and share the invitation!



On the Zoom Desktop App, Zoom Client


Step 1: Click on the button that reads “Schedule.”


Step 2: Where it reads “Topic,” enter the title of the meeting you wish to share with your participants.


Step 3: Where it reads “Date & Time,” enter the date and time you wish to meet. NOTE: the ‘Basic’ Zoom plan only allows for meetings of 40 minutes with 3 or more participants. You may choose to upgrade your plan or restart the meeting once the 40 minute time period is over.


Step 4: If you have a recurring meeting about the same topic with the same participants, you may choose to click on the option that reads “Recurring meeting.”


Step 5: Where it reads “Time Zone,” enter the time zone you wish to use for your meeting.


Step 6: Where it reads “Meeting ID,” you may choose to generate a random Meeting ID or use your Personal Meeting ID. The Meeting ID is what participants use to join your Zoom meeting. A Personal Meeting ID allows you to have the same Meeting ID for all future meetings hosted by you. If you do not want to use your Personal Meeting ID, Zoom will randomly generate a new Meeting ID for your meeting.


Step 7: Where it reads “Passcode,” you may enter a customized password that all participants must use to enter your meeting.


Step 8: Where it reads “Waiting Room,” you may click this option so that when you host the meeting, you will be able to accept participants into your meeting manually.


Step 9: Where it reads “Only authenticated users may join,” you may click this option so that only users that have Zoom accounts can enter your meeting.


Step 10: Where it reads “Video,” you may choose to automatically turn on or off the video cameras of your participants or the host.


Step 11: Where it reads “Audio,” you may allow participants to join your call by dialing in through phone, by computer audio, or both.


Step 12: Where it reads “Calendar,” you may choose which calendar software to save the invitation.


Step 13: Where it reads “Advanced Options,” you are given the option to choose to allow participants to enter your meeting room even after the meeting takes place, mute participants’ microphones once they enter your meeting room, record the meeting, enable additional data center regions, and allocate different hosts other than yourself.


Step 14: Once you finish setting up your future meeting, click on the button that reads “Save.”


Step 15: To view your upcoming scheduled meetings, click on the tab that reads “Meetings.”


Step 16: By clicking on one of your scheduled meetings, you can view the details of your meeting, copy the meeting invitation to send to your participants, and start the meeting.




It is very easy to schedule a meeting on the desktop app


On Mobile


Step 1: Tap on the button that reads “Schedule.”


Step 2: Where it reads “Topic,” enter the title of the meeting you wish to share with your participants.


Step 3: Where it reads “Starts,” enter the date and time you wish to meet.


Step 4: Where it reads “Duration,” enter the expected length of the meeting in hours in minutes. The duration you set is only for scheduling purposes for your participants. The program will not cut you off if you go over your expected time. NOTE: the ‘Basic’ Zoom plan only allows for meetings of 40 minutes with 3 or more participants. You may choose to upgrade your plan or restart the meeting once the 40 minute time period is over.


Step 5: Where it reads “Time Zone,” enter the time zone you wish to use for your meeting.


Step 6: If you have a recurring meeting about the same topic with the same participants, you may choose to click on the option that reads “Repeat.” Once clicked, you will be able to choose how often the meeting occurs, how often it repeats, and when the recurring meeting ends.