13 functions you want to know at least about the web conferencing tool Zoom and how to use it conveniently

13 functions you want to know at least about the web conferencing tool Zoom and how to use it conveniently

Notes
・Since this content is intended to provide general information, it includes initiatives in which we are not involved.
・Photos and images used in the article are images. It may differ from the content provided by the actual product or service.
・The content of this blog is based on the information at the time of publication. Therefore, regarding the content of the product, images and operating procedures may differ from the current version due to version upgrades, etc.

*Zoom and services that include the name Zoom are services provided by Zoom Video Communications, Inc.

From July 15, 2022, Zoom will have a 40-minute limit even for meetings with two participants if you have a free subscription. (Previously, it was only for meetings with 3 or more people.)
Companies and organizations using Zoom for business should consider switching to a paid license at this opportunity.

Zoom is a web conferencing tool that can be used when you want to hold a meeting online.Its high communication quality and security are the reasons why more than 1 million companies and organizations around the world choose it, but you can’t overlook its extremely convenient functions.

This article mainly introduces the functions of the web conferencing tool Zoom, so if you are already using Zoom or are considering introducing it, please check it out.

There may be new discoveries.

13 functions you should know when using Zoom

Zoom has many useful functions for web conferencing, ranging from large to small.

This time, we will introduce 13 functions that you should know at a minimum.

  1. Hosting and Attending Meetings
  2. Schedule meetings in sync with your calendar
  3. Meeting password setting
  4. video recording
  5. screen sharing
  6. chat
  7. Whiteboard
  8. Virtual background setting
  9. breakout room
  10. Remote control
  11. spotlight video
  12. Works with Slack
  13. Document file sharing with Box, etc.

There are so many Zoom features. There are more details than can be explained here.

I am very interested in each function. I will briefly explain each one.

Hosting and Attending Meetings

Zoom is of course a web conferencing tool, so you can host and participate in online meetings.

It’s very easy to hold, just download the Zoom app on your PC, smartphone or tablet, install it, and create an account.

After that, if you press the button “Start meeting“, a specialized meeting room will be opened.

Participants have a function to inform the number called meeting ID or create an invitation URL, so just send it. it’s simple.

Schedule meetings in sync with your calendar

Many companies and organizations use Zoom for regular meetings, such as morning assemblies and monthly reports.

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In that case, it is convenient to use the schedule meeting function by integrating with the following calendars.

  • Google Calendar
  • Office 365 (Exchange)
  • Calendar compatible with iCal format

Once you’ve integrated it with your calendar, when you’ve scheduled a meeting, clicking the “Schedule” button will notify participants in advance of your recurring meeting .

Meeting password setting

Zoom is widely used not only for meetings within companies and organizations, but also for web seminars.

In that case, the number of participants will increase and it will be difficult to manage.

set up a password at the individual meeting, go to the settings tab and enable it. This setting will give you an option to set your Password setting is a convenient function in such a case.

If you send the password required to enter the meeting room (seminar room/online salon room) along with the participation URL, you can rest assured when holding internal meetings or paid seminars that require information management .

video recording

Until now, conferences and seminars that used to be held in borrowed conference rooms required recording equipment and sound recording for the purpose of preservation and later sharing.

However, Zoom, which conducts online meetings and webinars, has a recording function (recording function), so there is no need to prepare special equipment or trouble.

You can easily share and save recorded video and audio data.

screen sharing

Here are the functions that are often used when meeting with Zoom.

You can share and show the specified screen to the members participating in the meeting.

This eliminates the need to distribute materials in advance or print them out, and can be shared immediately on the spot.

Since the explanation is given while sharing the screen, it is a great help for image sharing and explanation understanding .

Moreover, since the materials are displayed as images to the members participating in the meeting, the material data itself is not transmitted. It’s perfect for security.

chat

Zoom tends to focus on video conferencing, but it also has a full range of chat functions.

In addition to chat exchanges, you can send chat messages only to the people you select during the meeting.

You can also communicate individually behind the scenes of a video conference where a large number of people are participating .

Of course, you can also send chat messages to all meeting participants.

Whiteboard

Whiteboard is a kind of screen sharing function.

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If you are using Zoom on a desktop, you can use a mouse, etc. If you are using a smartphone or tablet such as an iPhone or iPad, you can write freehand images and numbers on a blackboard or whiteboard . A feature that allows you to communicate with meeting participants as if you were there .

It’s convenient for supplementing a little explanation or using it like an electronic whiteboard.

Virtual background setting

A virtual background allows you to set any image as your background while using a Zoom meeting.

This function is highly effective when using a commercially available plain green background (chromakey), but if it is a simple background such as at home, Zoom automatically separates the person from the background, which is very convenient. is. (Recommend wearing clothes other than green or blue)

breakout room

Many people may be unfamiliar with the term breakout room, but to put it simply, it is a function that allows you to set up small rooms divided into up to 50 teams during a meeting and hold individual meetings there. .

As for usage, it can be said that it is suitable for when you need time to discuss in teams during a general meeting, or when you are divided into several Channels . You can add contacts, create contact groups at a seminar and have a discussion.

Remote control

Zoom’s remote control function is a function that allows you to remotely control the other person’s screen .

For example, it is useful for teaching people who are unfamiliar with using a computer how to use it and where to find files.

You can operate the screen here, or you can have the other party operate this screen.

spotlight video

Spotlight video is a useful function when you have a meeting with 3 or more people including the host.

Normally, when using Zoom for a meeting or seminar, the screen of the person who spoke last is displayed as the main screen, but if you use this spotlight video function, the screen of any person will always be fixed. It is possible to use such as by pressing the

When recording a meeting or seminar, you can think of ways to use it, such as showing the main person all the time or always displaying the commentator or lecturer of the seminar.

Works with Slack

Slack is used by many companies as a business chat tool. Zoom can also work with this Slack.

By linking, you can smoothly start a Zoom meeting from the Slack business chat screen.

This is a very convenient collaboration function for companies that use Slack as a communication gateway.

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Document file sharing with Box, etc.

Document file sharing is one of the functions provided by Zoom. If you link storage services such as Zoom and Box, you can save a lot of time and effort.

For example, you can easily share documents and images stored in Box during a Zoom meeting on your iPhone or iPad.

It’s very convenient to be able to share materials with just the Zoom app.

summary

How was it? This time, we have explained 13 functions that you should know at least about the web conferencing tool Zoom and how to use it conveniently.

Zoom is a web conferencing tool that is used by more than 1 million companies and organizations, and is very easy to use and has a variety of functions.

Due to work style reforms and lifestyle diversity, officeless work styles such as remote work and working from home are expected to increase in the future.

One of the strengths of Zoom is that even people who are unfamiliar with web and IT tools can easily use it.

We will carefully explain the best plan and price.