How to use Zoom

Scheduling and launching a meeting

Scheduling a meeting is key, especially for weekly or other regular meetings.

This can be done simply in a few short steps. First, in the Zoom home screen click ‘Schedule’. Then fill in the meeting details, including time, expected duration and whether it is recurring. There are further options such as muting participants when entering the meeting to minimise background noise. The host can also decide who is seen on screen, which is perfect for a large event such as a conference or webinar.

When launching a meeting there are security measures to protect users. This includes a password to enter the meeting or event. In addition, a ‘Waiting Room’ has been added. Those invited can only join once the meeting host has added them.

This ‘Waiting Room’ function can provide simple but effective coverage to groups who have published details of their meeting online. It can allow you to screen attendees, in order to avoid allowing in so-called ‘Zoom Bombers’: people who may want to disrupt the call, harass attendees, or share distressing or otherwise harmful material.

Using a range of media

For longer meetings, conferences and training sessions, one figure talking may be a little boring.

You can mix up the session using different media, including documents, images and video. Zoom allows these to be added by the host during the session. The host can do this by sharing their screen during the session, which is particularly useful if there is a PowerPoint presentation to display.

To share a screen go to the Settings menu and choose the ‘Share Screen’ option. Click on ‘Enable Fullscreen Mode’. You can also show a video feed of the speaker along with the shared screen using the ‘Side by Side Mode’.

The host can also restrict the ability of other attendees to share their screen. This can help to curb disruptive elements.  

A top tip when sharing a screen is to select ‘Silence System Notifications’ when sharing a desktop. This prevents a presentation from getting interrupted by desktop alerts.

Breakout rooms

Breakout rooms are commonplace at in-person conferences and meetings. Zoom provides a feature that replicates these.  

Up to 50 separate breakout rooms can be created and the host can pre-assign the attendees. Each room acts as a stand-alone meeting for assigned attendees, which the host can move between.

In settings open the ‘Meeting’ tab, select ‘In Meeting (Advanced)’ and enable the ‘Breakout Room’ function.

You can also ‘Allow Host to Assign Participants to Breakout Rooms’ when scheduling at this stage. Then click ‘Save’.

Breakout rooms can be accessed by the host via the ‘Videoconferencing’ menu.

Applying background or filter

Whether you’re working remotely and you simply forgot to tidy your makeshift home office, or just want to improve your appearance, Zoom allows users to alter their appearance and add a background.

To set up a new background, click on ‘Virtual Backgrounds’ and choose from preset images, such as the Northern Lights, or add your own image or video. To choose customised background click on ‘Plus (+)’ next to ‘Video Filters’ and add your image or video there.

Need better lighting? Filters can also be applied to achieve this. First, select ‘Settings’, then ‘Video’ and then tick ‘Adjust for Low Light’. This can be altered via a slide menu. A variety of colour and fun filters can be added by selecting ‘Settings’, then ‘Background and Filters’ and then ‘Video Filters’.

Video images can be mirrored, which may be required if you have writing on clothing or in the background. Image-conscious users can also ‘Touch Up My Appearance’, such as smoothing skin and removing lines and wrinkles.

Recording a meeting

Want to make your meeting or event available to a wider audience afterwards? Zoom offers a recording option. Simply click on the red record button. The host can then choose between record on this computer or record to the cloud. After the meeting, the recording is converted to MP4 format and stored in your preferred location.