How to use Zoom Meeting as a host & Participant?

You have signed up with Zoom, but now what? How do you get started? How to use Zoom Meeting with all its helpful bells & whistles?

Well, let’s cover the basic functionality available to Zoom meeting hosts and participants.

How to Use Zoom Meeting as a Host?

Let’s first see how to use Zoom Meeting as a host. The service’s functionality for hosts is a bit wider than for participants, so we’ll have a lot to cover here.

Hosting a meeting

First, of course, comes hosting your first meeting. Here’s how to do it:

  1. Go to the Zoom web portal and click SIGN UP, IT’S FREE at the top right of the webpage to create a Zoom account. If you do already have an account, click Sign In. You may use your Facebook or Google account to sign in.
  2. After signing in, go to the web portal and click Host a Meeting. You will be prompted to download the Zoom desktop client. If you already have the Zoom client, then skip this step and launch it.
  3. Sign in to your Zoom account in the client. You may again use your Zoom email and password or log in with Facebook or Google.
  4. Click the down arrow, choose if you want to start a meeting with or without video, and then click New Meeting to start an instant Zoom meeting.

Inviting others to your meeting

Your meeting has started, but how do you invite others to your meeting? It’s pretty easy to do once an instant meeting is going.

At the bottom of the Zoom client, you will see a control panel. Click on the Invite button. Then, you will be able to choose how to invite people to your meeting – by email, by contacts, by phone, or via Zoom Rooms (which is a service separate from the base Zoom plans).

Email invitation:

Navigate to the Invite by Email tab and click on one of the 3 email options – your default email application, Gmail, or Yahoo Mail. If you are already logged in, a meeting email will be composed automatically.

Contact invitation:

  1. Navigate to Invite by Contacts.
  2. Search for the desired contact.
  3. Click on the contact. You may select more than one people. You will see a checkmark next to the selected contacts, and their name will appear in the field at the top of the window.
  4. Click Invite.

Manual invitation

You may click Copy URL or Copy Invitation to send the invitation elsewhere. The former button will copy the meeting’s URL, while the latter will copy the entire invitation text. Then, it’s up to you how to deliver the invitation to the desired contacts.

Scheduling a meeting

What we described above applied to the so-called instant meetings. Aside from that, Zoom allows you to schedule meetings long before they actually begin. We have a separate, more detailed post on how to schedule Zoom meetings, but we’ll give a short guide here anyway.

  1. Launch your Zoom client or mobile app and sign in to your account.
  2. Select Schedule.
  3. Adjust the meeting settings, including its name, start time, duration, time zone, video and audio options, recording, co-hosts, etc.
  4. Choose the calendar service to add the meeting to.
  5. Click Schedule in the desktop client or Done in the mobile app to finish.

You may also schedule a meeting through the Zoom web portal by signing in to your account, navigating to My Meetings, and click Schedule a Meeting.

The scheduling process is similar across all platforms, but the settings available to you may differ.

Just like it was with instant meetings, you can invite others to a scheduled meeting. To do so, follow these steps:

  1. Launch the Zoom client or mobile app and log in.
  2. Click Meetings.
  3. Navigate to the Upcoming
  4. Find the meeting that you want to invite others to. Click Copy Invitation. You will be able to paste the invitation text elsewhere to invite others to your meeting.

Finally, you may start a scheduled meeting anytime you want. Here’s one way to do it:

  1. Navigate to the Meetings menu in the client or app (My Meetings on the web portal).
  2. Under the Upcoming tab, find the desired meeting.
  3. Click Start.

Recording a meeting

The last major function we want to talk about is recording a meeting. We have a detailed post on Zoom meeting recording as well, but we’ll give you a quick guide on how to do it here.

Hosts and co-hosts have two recording options – cloud and local, with cloud recording being only available to paid subscribers on desktop. By default, you only get 1 GB of space for cloud recording, but you may buy more.

  1. During the meeting, click Record in the control panel.
  2. Choose either Record on this Computer or Record to the Cloud.
  3. To stop or pause the recording, click on the corresponding buttons.

How to Use Zoom Meeting as a Participant?

Now, let’s find out how to use Zoom Meeting as a participant.

Meeting participants don’t have as much functionality at their disposal, but this does make using Zoom Meeting a bit easier for them.

Here, we’ll cover 2 things – how to join a Zoom meeting and how to record a meeting locally. We again have in-depth posts on these features, so you may want to check them out.

Joining a Zoom meeting

  1. Go to the Zoom web portal and click JOIN A MEETING.
  2. Enter the meeting ID provided by the meeting host in an invitation or through another communication method. You will be prompted to download the Zoom desktop client.
  3. Launch the client. Click Sign In to join with your Zoom account, or click Join a Meeting to join without signing in.
  4. Enter a display name.
  5. Choose whether to connect with audio or video.
  6. Click Join.

Recording a Zoom meeting

  1. The host needs to allow participants to record the meeting.
  2. In the client during a meeting, click Record.
  3. Select Record on this Computer.
  4. Stop or pause the recording with the corresponding buttons.

These were our basic guidelines on how to use Zoom Meeting. There are many more things to know about the Zoom service, so check out our other posts and stay tuned for new guides!

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