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How to use Zoom on your computer or mobile device – a quick guide to video conferencing basics
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Whether it’s a Friday team check-in or a Wednesday school workshop, Zoom lets you stay in touch with colleagues and classmates to get work done remotely.
Although the platform is very easy to use, its basic functions are configured differently depending on whether one is using the desktop version or the mobile version.
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However, most of the main functions are easy to see with minor changes: scheduling or attending calls, tracking contacts and meetings, and changes to account settings.
Many companies may already have video services in place, but Zoom is a big help for high school and college courses, allowing up to 100 participants with a free account subscription.
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1. Open any browser on your Mac or PC and go to the Zoom website to create and manage an account. After logging in, click on “My Account” to provide your account details.
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2. At the top of the screen you can schedule, join or schedule a meeting. Click on one of these three options and follow the instructions to set up a video call or join a network. To join the call, you will need a meeting ID or name.
3. On the right, you’ll find several options, including the first and perhaps most important: Profile. Here you can change your profile picture, correct your email or password and make other changes in this settings section. You’ll also find the option to sign out of Zoom on all your devices at the bottom of this page.
4. Under your profile tab, you will find a summary of your sessions. You can start or delete future sessions or review previous sessions on top.
5. The other tabs on the left side are Webinars, Recordings and Your Settings. The webinar feature can only be enabled if you pay for an account, and registration will prompt you to enable the feature for you and your meeting attendees.
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6. At the bottom of the right panel you will find more advanced settings, including managing users and rooms. You can upgrade your account under “Billing” or manage payment information if you have already upgraded to Pro, Business or Enterprise.
If you’ve downloaded the desktop app, you’ll find a simplified version of these options when you open it. The app is organized into four main tabs at the top of the screen: Home, Chat, Meetings and Contacts.
1. The “Home” tab allows you to start a new meeting, join an existing call, schedule an upcoming event, or share your screen. If you have upcoming meetings for the day, you will find them in the checklist on the right. You can always click on your profile in the top right corner. This will open a drop-down menu for quick changes, such as changing your presence or profile picture.
2. You can also access the settings in that menu from any page, or by clicking the gear icon in the upper right corner of the “Home” tab. This will open the full settings menu. Browse through the tabs on the right for changes. In the “General” section you can also find “View more settings” below, this will open your online profile for full access to your Zoom account.
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3. The “Chat” tab keeps track of your conversations between contacts. You can easily access starred or favorite conversations or monitor your recent conversations. You will also receive “Contact Requests” if someone has requested to join your directory. Also, files shared between contacts will appear in the “Files” section.
4. The “Meetings” tab displays a summary of upcoming meetings organized by date. You can also change upcoming sessions and recordings at the top, or tap the plus sign for a new schedule. Click on any existing session to view options to start, copy, edit or delete the invitation. You can also click the meeting invitation to show which invitations were sent.
5. Finally, the “Contacts” tab keeps track of the colleagues and classmates you add to the platform. View contact information by browsing the categories on the right: Starred, External, and Cloud Connections. You can also click to view each channel, which is a group of contacts to help organize your activities. Click the plus sign to add a new contact or channel.
The mobile version of the app for iPhone, iPad and Android offers a simplified version of the Zoom online platform, with the main tabs below: Meeting and Chat, Meetings, Contacts and Settings. (Order may vary slightly due to limited space.)
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1. Meet and Chat combines the “Home” and “Chat” tabs on the desktop. The main options are at the top: new session, subscription, schedule and screen sharing. Below, you’ll see your recent call and chat history, as well as any pending contact requests. Tap to view a conversation or accept a request with any contact. You can also tap the star icon in the top right corner to view your personal preferences or the pencil icon in the top right corner to draft a new message.
2. “Encounters” show a series of future events. You can initiate a call, send an invitation or edit the current event at the top of the page. Tap on one of these options to get started and follow the instructions provided. Your “Personal Session ID” is your unique code to start a one-on-one session. Click on the next session to view its details or delete it entirely. Tap a meeting and you’ll have the option to add an invitation and send the invitation to that contact via email or text.
3 “Contacts” is similar to the desktop version and lists your favorites with a star, as well as any others in your company directory. Find the links at the top of the page. Tap the plus sign in the top right corner to open a pop-up menu, add a contact, create a new channel or join an audience. You can switch between contacts and channels at the top.
4. Finally, enter “Settings” to make changes to your account. Zoom settings are organized by Meetings, Contacts, Chat, and General. You can also add a Siri shortcut. To make changes to your profile, tap your name at the top of the screen, where you can change your profile picture, reveal your name, or update your password. You can also finish it in the Zoom app.
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Marissa Perino is a former editor covering executive life. He previously worked at Cold Lips in London and Creative Nonfiction in Pittsburgh. Along with creative writing, he studied journalism and communications at the University of Pittsburgh. Find him on Twitter: @mlperino A white circle with a black border around a chevron marked above. It shows “Click here to return to the top of the page”.
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