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.
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.
Step 7: Where it reads “Use Personal 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 8: Where it reads “Require Meeting Passcode,” you may enter a customized password that all participants must use to enter your meeting.
Step 9: Where it reads “Enable Waiting Room,” you may choose 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 “Only Allow Authenticated Users,” you may click this option so that only users that have Zoom accounts can enter your meeting.
Step 11: Where it reads “Host Video On,” you may choose to automatically turn on or off the hosts’ video cameras.
Step 12: Where it reads “Participant Video On,” you may choose to automatically turn on or off the participants’ video cameras.
Step 13: Where it reads “Audio Option,” you may allow participants to join your call by dialing in through phone, by device audio, or both.
Step 14: Where it reads “Allow Join Before Host,” you may allow participants to join your call before the host joins the meeting.
Step 15: Where it reads “Automatically Record Meeting,” you may choose to record the meeting for its entirety, even before participants join the meeting. You will then have the option to select where to store the recording.
Step 16: Where it reads “Additional Data Center Regions,” you may choose the regions to share the meeting’s data.
Step 17: Where it reads “Alternative Hosts,” you may allocate additional hosts other than yourself.
Step 18: Once you finish setting up your future meeting, click on the button that reads “Save.”
Step 19: To view your upcoming scheduled meetings, click on the tab that reads “Meetings.”
Step 20: 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.
How to Mute in a Zoom Meeting
On all devices and platforms
Step 1: Once you are in a Zoom meeting, you may automatically have your microphone turned on. If you wish to mute your mic, simply click the button on the bottom of the screen that reads “Mute.”
Step 2: If you are muted, as if your microphone is not on and other participants cannot hear you, click the button that reads “Unmute.”
How to Stop Video in a Zoom Meeting
On all devices and platforms
Step 1: Once you are in a Zoom meeting, you may automatically have your device’s camera on. If you wish to stop your camera from displaying, simply click the button on the bottom of the screen that reads “Stop Video.”
Step 2: If your video is off as if your device’s camera is not on and other participants cannot see you, click the button that reads “Start Video.”
How to Add Participants in a Zoom Meeting
On all devices and platforms
Step 1: Once you start your Zoom meeting, you may add participants by clicking the button that reads “Participants” on the bottom of the screen.
Step 2: A pop-up menu will appear that allows you to send the meeting invitation by email or text message (text messages are only available on the mobile version). You can also invite your contacts from your company or device. You may also copy the invite link and distribute the link through any platform, device, or software.
4 Tips and Reminders for Using Zoom for Virtual Events
Now that you understand some of the Zoom program basics, here are several tips and reminders that you can apply to these instructions for your future virtual events.
Tip #1: Schedule Zoom Meetings for Events to Increase Customer Anticipation
Set up a scheduled event with all of the event details! Include a description with a brief event itinerary to let the audience know what you have planned for your event.
If you already have your invite list, send out the invitation link so that the attendees can add the event to their calendars - building up the anticipation!
By setting up registration through a third-party like Eventbrite, you can include the Meeting ID or link in the description. Set up the meeting so that there is a Waiting Room where you only allow registered participants to attend.
Tip #2: Mute Yourself When Other Users Are Speaking
It is courteous to mute yourself when another participant is speaking. Muting your audio also helps to decrease audio static and reduce distractions. Even if your surroundings may seem quiet to you, your device’s microphone may pick up on background noises or random hums. If you are the host of the meeting, you can also ask your attendees to mute themselves by clicking the “Participants” button and then clicking the “Mute All” button.
Tip #3: Protect Yourself and Your Participants
Use the Security features as much as possible. These features include the Waiting Room feature and the Password feature. Zoom has a history of having intruders attend random meetings in the past, so protect your participants’ privacy by adding these extra measures as a precaution.
Tip #4: Allocate Multiple Hosts, If Possible
Hosting a virtual event is not an easy task. Not only are you presenting information, managing other speakers, and keeping track of the event program, but you are also now in charge of managing the virtual meeting. Virtual meeting management includes managing the chat feature, allowing participants entry from the waiting room, handling any technical problems, and much more! By allocating multiple hosts to your meeting, you may be able to share the burden of managing your virtual event.
Conclusion
Although Zoom is a powerful program with many features, this article laid out the essential steps to starting and joining meetings. These essentials bring you one step closer to hosting a successful virtual event.
However, this is only the mere beginning of your virtual event hosting journey. To have a successful event, you must use most if not all of Zoom’s features to increase audience engagement for your virtual event. Make sure to revisit us at https://www.zoomcatchers.us/blog-1 to learn how to use the program’s more advanced features for your event.
You can also download our “Zoom Essentials Toolkit: A Step-by-Step Guide,” where you can follow all of these instructions on a printable guide for future reference.
If you still need more guidance on using Zoom for virtual events or other instances, book a training with us today! We offer training for different skill levels - there is always something new to learn.
We love to host and manage virtual events! If doing it all yourself is starting to make you feel uneasy, don’t fret! Zoomcatchers offers virtual event hosting, planning, and management through Zoom so that you can focus on forming meaningful connections with your event attendees. Contact us or book a free consultation to learn more!
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