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Zoom for Workplace - Printable Version

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Zoom for Workplace - Sneakyone - 09-05-2024

Zoom for Workplace: Comprehensive Setup and Usage Guide



1. Sign Up for a Zoom Account
  • Visit the official Zoom sign-up page.
  • Enter your work email address or sign up with your Google, Facebook, or SSO (Single Sign-On) account.
  • After signing up, Zoom will send a confirmation email. Click the link to verify your email address.
  • Once verified, log in to your Zoom account from the Zoom Sign-In page.
  • You can also sign up via your organization's Zoom SSO if applicable.

2. Download and Install Zoom
  • Zoom is available for Windows, macOS, Linux, Android, and iOS.
  • To download the desktop app, visit the Zoom Download page.
  • Select the version for your platform (Windows or macOS) and follow the installation instructions.
  • For mobile users, download the Zoom app from the Google Play Store or Apple App Store.
  • Once installed, open the app and log in with your Zoom account.

3. Set Up Your Zoom Profile
  • To access your profile, log in to Zoom and click on your profile icon in the top-right corner.
  • In the profile settings, you can:
     
    •  
    • Upload a profile picture: Click "Change" next to your profile photo to upload a new one.
       
    • Set your display name: Customize your display name, which appears during meetings.
       
    • Update your time zone: Set the correct time zone to ensure your meetings are scheduled properly.
       
    • Enable two-factor authentication (2FA): Add an extra layer of security to your Zoom account.
       
  • After updating your profile, click "Save Changes".

4. Schedule a Zoom Meeting
  • To schedule a meeting, click on the "Schedule" button on the Zoom homepage or desktop app.
  • Enter the following meeting details:
     
    •  
    • Topic: The name of your meeting.
       
    • Date and Time: Set the meeting date and duration.
       
    • Time Zone: Ensure the correct time zone is selected.
       
    • Recurring Meeting: If this is a recurring meeting, check the "Recurring Meeting" box and set the recurrence schedule.
       
  • Configure additional settings:
     
    •  
    • Meeting ID: Use a randomly generated Meeting ID or your Personal Meeting ID (PMI).
       
    • Passcode: Enable a passcode for an extra layer of security.
       
    • Waiting Room: Enable the waiting room to control who can enter the meeting.
       
    • Video and Audio Settings: Set participant video and audio preferences (e.g., on/off when joining).
       
  • Once all details are filled in, click "Save" to schedule the meeting.
  • Zoom will generate a meeting link and invitation details that you can share with participants via email or calendar invites.

5. Start an Instant Meeting
  • To start an unscheduled meeting, click the "New Meeting" button from the Zoom dashboard.
  • The meeting will start immediately, and you can invite participants by clicking the "Invite" button.
  • From the invite window, you can:
     
    •  
    • Copy the meeting link and send it via email, chat, or other communication channels.
       
    • Invite participants directly via email by entering their email addresses.
       
  • Participants can join by clicking the meeting link or entering the Meeting ID in their Zoom app.

6. Join a Zoom Meeting
  • To join a scheduled meeting, click on the meeting link provided in the invitation or email.
  • Alternatively, open the Zoom app, click "Join", and enter the Meeting ID or Personal Link Name.
  • Once entered, click "Join" to enter the meeting.
  • If the meeting requires a passcode, enter the passcode provided by the host.

7. Manage Meeting Settings as a Host
  • As a host, you have full control over the meeting settings:
     
    •  
    • Mute/Unmute Participants: Click the "Participants" button, then "Mute All" or "Unmute All" as needed.
       
    • Share Screen: Click the "Share Screen" button to present content (e.g., desktop, applications, or specific files).
       
    • Record the Meeting: Click "Record" to save the meeting as a video file for later use (local or cloud recording based on account type).
       
    • Enable Breakout Rooms: Split participants into smaller groups using the "Breakout Rooms" feature.
       
  • To manage advanced settings like co-hosts, click the "More" button and access "Meeting Settings".

8. Screen Sharing
  • Click the "Share Screen" button at the bottom of the Zoom window.
  • Choose what you would like to share:
     
    •  
    • Entire Screen: Share your entire desktop.
       
    • Specific Window: Share a specific open application or window.
       
    • Whiteboard: Share a virtual whiteboard where participants can draw or write.
       
    • iPhone/iPad: Share your mobile device screen using AirPlay or a cable.
       
  • Once selected, click "Share" to start sharing your screen.
  • You can stop sharing by clicking the "Stop Share" button at any time.

9. Use Breakout Rooms
  • Breakout rooms allow you to split participants into smaller groups for discussions.
  • As a host, click the "Breakout Rooms" button at the bottom of the screen.
  • Choose the number of rooms and assign participants either manually or automatically.
  • Click "Create" to open the breakout rooms. Participants will be placed in their respective rooms.
  • You can move between rooms or broadcast messages to all participants.
  • To end breakout sessions, click "Close All Rooms".

10. Record a Zoom Meeting
  • To record a meeting, click the "Record" button during the meeting.
  • You can choose between Local Recording (saved to your device) or Cloud Recording (available to premium users).
  • Once the meeting ends, Zoom will save the recording as a video file (MP4).
  • To access your recordings, go to "Meetings" > "Recorded" in the Zoom app.

11. Zoom Chat for Messaging
  • Zoom also includes a Chat feature for messaging before, during, and after meetings.
  • Click the "Chat" button in the Zoom app to open the chat panel.
  • You can send messages to:
     
    •  
    • Everyone: Post a message visible to all meeting participants.
       
    • Specific Participants: Send a private message to one or more participants.
       
  • You can also share files via chat by clicking the "File" button and selecting the file from your device or cloud storage.

12. Virtual Backgrounds and Filters
  • Zoom allows you to use Virtual Backgrounds and Filters to personalize your video feed.
  • To enable virtual backgrounds:
     
    •  
    • Click the arrow next to the "Stop Video" button and select "Choose Virtual Background".
       
    • Choose from Zoom's preset backgrounds or upload your own.
       
  • Filters can be enabled by selecting "Video Filters" from the same menu.



Key Features of Zoom
  • HD Video and Audio: High-quality video and audio for meetings and webinars.
  • Screen Sharing: Share your entire screen or specific applications with meeting participants.
  • Recording: Record meetings locally or to the cloud for later use.
  • Breakout Rooms: Split participants into smaller groups for more focused discussions.
  • Virtual Backgrounds: Customize your video background for a more professional or creative look.
  • Waiting Room: Control who can enter the meeting and approve participants as they arrive.
  • Team Chat: Built-in messaging for seamless communication during or outside of meetings.
  • Host Controls: Mute/unmute participants, lock meetings, and manage screen sharing.



Troubleshooting and Support
  • If Zoom is not connecting or performing poorly, ensure you have a stable internet connection and close any unnecessary background apps.
  • Update the Zoom app to the latest version by visiting the Zoom Download page.
  • Visit the Zoom Help Center for more detailed guides and troubleshooting tips.
  • Contact Zoom support if you are experiencing issues beyond what troubleshooting can resolve.

Enhance your workplace collaboration with Zoom!