Zoom is a handy app to consult with colleagues anywhere and to present online. The app is especially popular in these times of home isolation. In this beginner’s guide we explain how Zoom works and what you can do with it.
WarningPrivacy experts and the FBI warned in 2020 that Zoom is not secure enough when it comes to privacy. Although Zoom claims to have improved this, we recommend that you be aware of this when you get started with the video calling service. Read more about Zoom’s privacy concerns.
Zoom beginner’s guide: this is how it works
In a short time ‘zooming’ has become a verb. Nowadays we make some video calls with each other. Are you not sure how the app works, or are not all functions clear to you? Then this Zoom beginner’s guide is for you. From installing, joining a meeting, to the most important features, this is all you need to know.
1. Download and install Zoom
Zoom can be downloaded for free on any platform. It does not matter whether you or your colleagues work on iOS, macOS, Android or Windows. Follow the links below to download Zoom for free for your device:
→ Download Zoom for macOS
→ Download Zoom for iOS
→ Download Zoom for Windows
→ Download Zoom for Android
Once you have downloaded Zoom, you can create an account. You can choose to create a new Zoom account or log in with a Google or Facebook profile. Make sure you enter your name correctly, because your colleagues will see them during meetings.
If you are going to use Zoom for work, it is wise to also use your work e-mail address: this way colleagues can easily find and add you. When you have created an account, you have to verify it one more time by clicking on the link in the confirmation email.
2. Join a meeting
There are four functions in Zoom: ‘New Meeting’, ‘Join’, ‘Schedule’ and ‘Share Screen’. If someone invites you to a digital appointment, you don’t need to create an account first: you just need a 9-digit Meeting ID. You do need to have Zoom installed, of course.
To participate, open Zoom and choose ‘Join’. You will then be asked to enter the Meeting ID. You can also choose to turn off your microphone or webcam before participating.
3. Start or schedule a meeting
You can start a new meeting in Zoom yourself by clicking on ‘New Meeting’. You will then become the ‘Host’ of a new meeting, so that you can also invite your colleagues.
With ‘Schedule’ you can plan a future meeting. You only have to share the Meeting ID. Participants can then start the meeting at the agreed time.
4. Brainstorming sessions on Zoom
When a brainstorming session is scheduled, it is very useful to share your screen with the ‘Share Screen’ function. Other participants can then contribute digitally by drawing or writing on your presentation. This way you get remote feedback that immediately becomes visual.
To do this, tap ‘View Option’ and then ‘Annotate’. After that it is possible to add text, drawings, arrows and other things. The presenter can also save this screen for later use. It is of course also possible for the presenter to disable this option.
5. Save recording of your meeting
Was someone unable to attend a meeting, or do you want to watch it again because you missed something? Then you can choose to save a recording of your meeting.
You can choose whether this is done locally (on the device you use) or in the cloud. However, this is only possible for paying Zoom users.
6. Chat via Zoom
Do you just want to ask a short question and it is not necessary to ask your colleagues for it face-to-face to see? Then you also have the option to send a chat message. You do this by navigating to the ‘chat’ tab. After ‘To’ you enter the name of your colleague, just like you would with an e-mail. It is also possible to send a message from your contacts. First go to the ‘Contacts’ tab.
If your colleagues have also signed up with their work e-mail, you will see them under ‘Company Contacts’. Move your mouse over a name. Here you can choose to video call your colleague or send a chat message.
7. Set a virtual wallpaper
A great feature in Zoom is that you can set a virtual background. This way your colleagues will not see your living room or office, but a different image of your choice. It works best if you have a solid background.
To do this, go to ‘Virtual background’ in your settings. Here see yourself, and you can choose different backgrounds that are already in the app. It is also possible to upload an image yourself.
8. Check who is participating
Via Zoom it is also very handy to give a workshop or lecture, for example. But how do you check who was present in your digital lecture hall? You don’t have to do anything for that: Zoom automatically keeps track of who took the lesson.
After your lesson, go to ‘Reports’ and click on ‘Generate’. When you choose ‘Registration’, you can immediately see who attended the digital lecture. This is only available if you pay for Zoom.
9. Limitations in the free version
Zoom is basically free, but there are limitations when you use the unpaid version. For example, you can only meet in groups for a maximum of 40 minutes. There is no limit on individual conversations with each other. Also, saving your meetings and checking attendance is not possible if you don’t pay.
If you do not want these restrictions, you pay 13.99 euros for the cheapest package (Zoom Pro). This allows you to schedule recurring Meetings and save the video afterwards. You get 1GB of cloud storage space.
You also have Business and Enterprise. These subscriptions are aimed at medium-sized and large companies and therefore more at the price: they start at 18.99 euros per month, per employee. These packages include the option to store transcripts, for example. There is a separate subscription for broadcasting lectures: Video Webinar.
10. Alternatives to Zoom
If you still want to go for a different video calling app, there are of course other options to have your planned meetings take place digitally. For example, in our beginner’s guide to Google Hangouts you can read about the ins and outs of this handy video calling program. We also give you practical tips about Microsoft Teams for the novice user.
Working from home with iPhone
Nowadays the office is in the cloud. Working from home has really taken off in recent months. This brings all kinds of advantages, but it takes some getting used to. iPhone therefore helps you on your way with all kinds of ways to get the most out of the situation. For example, take a look at the best project management and video calling apps.