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How to use Zoom

Host a video call, send Zoom meeting links to Slack and learn a few other tips for using Zoom web conferencing software.

1. Schedule a meeting

While there is nothing to stop you from setting up meetings on an ad-hoc basis, it’s a better idea for all concerned if they are scheduled for a known time. On the first screen of the Zoom application, click the ‘Schedule‘ button and fill in the details such as a date, time and topic, and choose the calendar through which the meeting will be organised – Outlook, Google Calendar, or something else – and click the ‘Schedule’ button again.

2. See who attended

Say you’re using Zoom to hold a mandatory event, like a university lecture or a safety training session. You probably want to know who attends. You can get that information from a report once the meeting is finished. The attendee list for all meetings lives in the Zoom Account Management > Reports section. Look for Usage Reports, and then click Meeting to find the meeting you want, select the report type and date range, and generate the report.

3. Collect information from attendees

In addition to getting an attendance sheet, you can also gather information from meeting attendees about themselves before they join the call. For example, you might want to require that attendees provide their name, company affiliation, or industry. To collect this information, first you need to require Registration, an option found in the My Meetings tab of the Zoom web app. Then, you can set up a form that attendees must fill out before they can join the meeting.

4. Essential keyboard shortcuts

If you use Zoom more than once a week, there are a couple of keyboard shortcuts worth learning to save you oodles of time.

I is for invite. Press Cmd+I (macOS) or Alt+I (Windows) to jump to the Invite window, where you can grab the link to the meeting or send invitations to others via email.

M is for mute. Press Cmd+Ctrl+M (macOS) or Alt+M (Windows) when you are the meeting host and want to mute everyone else on the line.

S is for share. Press Cmd+Shift+S (macOS) or Alt+Shift+S (Windows) to share your screen.

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