As virtual meetings continue being a staple in professional and personal settings, knowing how to set up a Zoom meeting is an essential skill everyone should have. This popular video conferencing tool has emerged as the go-to solution for connecting with colleagues, friends, or family, wherever they are in the world.
Nevertheless, setting up a Zoom meeting is a straightforward process, regardless of the reason for using it. This article comprehensively covers all you need to know about setting up a Zoom meeting by highlighting:
- Understanding Zoom and its key features;
- How to create a Zoom account;
- Step-by-step guide on how to create a meeting in Zoom;
- Guide on how to join a Zoom meeting.
Understanding Zoom: A Versatile Video Conferencing Solution
Zoom has risen through the ranks to become one of the most prominent and versatile solutions for virtual communication. Whether you want to use it for business meetings, casual interactions with friends and family, or large-scale meetings, Zoom has features that can be helpful to you.
So, what exactly is Zoom?
Zoom is a cloud-based video conferencing platform that allows users to host or attend virtual meetings and online events. The platform’s easy-to-use interface, combined with a plethora of features, has made it the go-to solution, especially in this digital age.
Key Features
Some of the key features you can find useful in Zoom include:
- Video conferencing, which allows participants to talk face-to-face virtually;
- Screen sharing for seamless presentations and collaboration;
- Chat and messaging for more effective communication and interaction;
- Webinars and large meetings;
- Recording and playback for future reference or for sharing with other non-participants;
- Breakout rooms for more focused and smaller group discussions during larger meetings.
With these features and its capabilities, you can use Zoom for various purposes, including recording podcasts, business meetings, virtual events, webinars, online education, virtual social gatherings, and professional networking.
So, how do you make a Zoom meeting? Check out these step-by-step guides to help you get started.
Getting Started With Zoom
To get started with Zoom, you have to create an account. To do so, head to the Zoom website (zoom.us). Here’s a step-by-step guide on how to create a Zoom account the easy way:
Step 1: Visit the Zoom Website
Open your web browser, navigate to the official Zoom website (www.zoom.us), and click ‘Sign Up’ if you already don’t have an account. In most cases, you will see the button on the upper right side written: “Sign Up, It’s Free.”
Step 2: Enter Your Email Address
To create your Zoom account, enter your email address in the provided field. Ensure to use an active and accessible email address, as Zoom will send a verification email to this address.
Alternatively, you can use your Google or Facebook account to sign up for Zoom, a process some people may find much smoother.
Step 3: Verify Your Email
After entering your email address, click the “Sign Up” button. Zoom will send a verification email to the address you provided. Check your inbox and click on the verification link in the email to confirm your account.
Should you not receive an email, you can check your spam folder just to be sure.
Step 4: Complete Your Profile
Once you’ve verified your email, you’ll be redirected to the Zoom website to complete your profile information. Here, you will be required to fill in extra information about yourself on your profile, such as your name, and create a strong password for your account.
Step 5: Set Up Your Zoom Account
Once you have correctly entered your details and created a strong password, click on the “Continue” button, which redirects you to a page where you can set up your Zoom account preferences.
Here, you can customize things like time zone and other communication preferences.
Check out some of the best Zoom tips to get insights on how to create a meeting in Zoom and how to run it.
Step 6: Invite Colleagues or Skip for Now
When you are done setting up your account, Zoom may prompt you to invite your colleagues or friends to join Zoom.
This is optional, and you can either invite them by entering their email addresses or skip the step by clicking “Skip for Now.” Doing so takes you straight to your Zoom dashboard.
Step 7: Welcome to Your Zoom Dashboard
This is the final step that you take when creating your Zoom account. If you can access your Zoom account dashboard, you are ready to host or join meetings.
You can take time to explore some of the features you see on the dashboard and familiarize yourself with them. Moreover, you can also check out some good Zoom plugins to enhance your Zoom experience.
How to Set Up a Zoom Meeting
If you’ve just created a Zoom account or are looking to host your first meeting, this step-by-step guide will walk you through the process:
Step 1: Download the Zoom App
To get started, visit the Zoom website (zoom.us) and download the Zoom app for your computer or mobile device. Zoom supports Windows, macOS, iOS, and Android platforms, ensuring compatibility with various devices.
Step 2: Log In to Your Zoom Account
Once you download the app, you can simply sign in to your account using your registered credentials. If you have forgotten your password, you can simply request a password reset, which gets sent to your registered email address.
Step 3: Schedule a New Meeting
To schedule a new meeting, click the “Schedule” button on the main screen. Fill in the meeting details, including the topic, date, time, and duration.
There are numerous meeting customizations that you can do, such as enabling video, audio, screen sharing, etc. Moreover, if you want to know how to make a recurring Zoom meeting, you can follow the same steps and add it as recurring.
Step 4: Invite Participants
After scheduling a meeting on Zoom, you will get a unique meeting link and ID, which you can share with other participants.
Alternatively, you can click the “Copy Invitation” button and send the details to others. You can also simply click “Invite” to send email invitations directly via Zoom.
Step 5: Choose Your Meeting Options
Before the meeting starts, Zoom offers a plethora of options to enhance your virtual meeting experience.
There are features you can enable, such as waiting rooms, which allow you to control when other meeting participants can enter the meeting.
Moreover, you also have the option to turn on or off the ability for participants to join before the host and many other options.
Step 6: Start Your Zoom Meeting
When the scheduled time arrives, open the Zoom app, and click the “Start” button next to your scheduled meeting. Participants can join the meeting using the unique link or the meeting ID you provided.
Ensure you have your meeting transcription set in case you wish to have a written record of the conversations.
Step 7: Manage Your Zoom Meeting
As the meeting host, you have various controls to manage the session effectively. You can mute participants, control screen sharing, and manage breakout rooms for smaller group discussions. Moreover, you can get an AI meeting summary of the key meeting discussions using a tool like Krisp.
For comprehensive post-meeting insights, take advantage of AI Zoom’s transcription feature, which provides accurate written records of your conversations.
After the meeting concludes, click “End Meeting” to close the session for all participants.
As you become more familiar with Zoom’s features and capabilities, you can explore additional tools like recording the meeting, using virtual backgrounds, blurring the background, and integrating with other applications to enhance your virtual communication experience.
How To Join A Zoom Meeting
Assuming you are not the host but just a participant in the meeting, here’s a quick step-by-step guide to help you know how to join a Zoom meeting.
Step 1: Check the Meeting Invitation
Before joining a Zoom meeting, ensure you have received an invitation with the necessary details. The invitation typically includes the meeting link, ID, and password (if required). You may receive the invitation via email, calendar invite, or instant message.
Step 2: Open the Zoom Application or Website
To join a Zoom meeting, you can use the Zoom desktop application on your computer or the Zoom mobile app on your smartphone or tablet.
Alternatively, you can join via the Zoom website using a web browser.
Step 3: Click on “Join a Meeting”
Once the Zoom app is open or you are on the Zoom website, click the “Join a Meeting” button. You’ll find this option prominently displayed on the main page or in the app’s navigation menu.
Step 4: Enter the Meeting ID or Personal Link Name
In the provided field, enter the Meeting ID or Personal Link Name associated with the meeting. This information can be found in the meeting invitation you received. If there is a password, you’ll be prompted to enter it as well.
Step 5: Customize Your Display Name
You can customize your display name after entering the Meeting ID and password. This name will be visible to other participants during the meeting. Enter your preferred display name, and make sure it’s appropriate for the context of the meeting.
Step 6: Choose Audio Connection
Next, you’ll be prompted to select your audio connection. You can join using computer audio, which utilizes your computer’s microphone and speakers, or join by phone if you prefer using a telephone to dial in.
However, if you are using an AI note-taker, such as Krisp, you will be required to switch the microphone and speaker to Krisp, which enables the tool to seamlessly integrate with your Zoom account for smoother transcriptions and note-taking.
Step 7: Join the Meeting
Once you’ve entered all the required information, click the “Join” button to enter the Zoom meeting. You’ll be directed to the virtual meeting room to interact with other participants and the host.
If the host has the waiting room activated, you will wait until the host manually allows you into the meeting.
To leave the meeting, click the “Leave Meeting” button at the bottom right corner of the Zoom window. Confirm your decision to leave, and you will exit the meeting.
Let the virtual calls begin!
Zoom has proven to be an indispensable tool for virtual communication, easily connecting people from all corners of the world. Its user-friendly interface and extensive features have made it a go-to solution for various purposes, from business meetings to social gatherings and online education.
To take your Zoom meetings to the next level and ensure a seamless and productive experience, consider integrating Krisp, an AI-powered noise-cancellation and productivity tool.
Krisp’s Zoom noise-cancellation feature works like magic, eliminating background noise and distractions, and providing crystal-clear audio for all participants. This is particularly beneficial when joining meetings from noisy environments, ensuring that your voice is heard loud and clear, and fostering better communication and engagement.
Moreover, Krisp’s AI meeting assistant offers a game-changing advantage. With its verbatim transcription capabilities, every spoken word in the meeting is accurately recorded, making it easier to revisit crucial discussions, recall action items, and clarify any missed points.
But it doesn’t stop there; Krisp goes beyond transcription by generating comprehensive meeting summaries, condensing essential points, action items, and decisions into digestible notes. These summaries enhance collaboration and productivity by providing a clear roadmap for follow-ups and next steps.
Try Krisp for free today and take your Zoom meetings to new heights.
