[Beginner’s commentary] What is an easy way to invite participants to a Zoom meeting?

[Beginner's commentary] What is an easy way to invite participants to a Zoom meeting

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 including 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 very convenient tool that allows you to have a web conference meeting without worrying about time or place as long as you have a device such as a smartphone or computer.

You can join a meeting organized by the host, or you can prepare the meeting yourself and invite participants.

However, some people who are not familiar with Zoom may be in trouble, “I don’t know how to invite participants to the meeting.”

Therefore, this time, we will explain in an easy-to-understand manner the preparations and specific methods for holding a web meeting using Zoom. Let’s also check the information that is useful to know.

This article is for people who:

  • People who are unfamiliar with using Zoom
  • People who want to know how to invite to a meeting
  • People who are wondering whether to introduce Zoom

Zoom account required to invite participants

Zoom account required to invite participants

To hold a web meeting from yourself, you need to register with Zoom, get an account, and invite participants.

Even if you say that you have an account, you only need to enter the necessary information such as your email address and 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, so you can register with Zoom in a few minutes.

The Zoom account registration method is slightly different for a computer (PC) and a smartphone app, so we will introduce it in two parts.

How to register an account (1) Personal computer (PC)

If you’re thinking of using Zoom for personal use, follow these steps to get an account.

  1. Access the Zoom home page ( https://zoom.us/ )
  2. Select “Sign up is free”
  3. Enter the address you use for Zoom in “Work email address”
  4. Select “Sign up”
  5. Access the URL described in the email sent from Zoom
  6. Enter required information such as name and password
  7. Select “Continue”
  8. Download desktop app
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If you already have an SSO, Google, or Facebook account, you can sign in using your registered information. You can omit entering your email address and name, so we recommend using it wisely.

How to register an account ② Smartphone

If you want to install Zoom on your personal smartphone and hold a meeting to invite participants, follow the steps below.

  1. Open App Store or Google Play
  2. Search for the Zoom app (official name: Zoom Cloud Meetings)
  3. Start downloading the app
  4. Open Zoom and tap “Sign up”
  5. Enter your email address and name
  6. Check “I agree to the Terms of Service” and sign up
  7. Tap “Activate your account” in the email sent from Zoom
  8. Open the Zoom app and sign in

How to invite participants to a meeting as the host

After registering your Zoom account, let’s invite the participants to the web meeting.

There are two methods of inviting users: “Selecting and inviting people registered by the host” and “Telling the meeting ID”.

Method 1: Select and invite registered people

First, I will show you how to invite people who are registered with Zoom to a web meeting.

When inviting from a computer (PC)

Follow the steps below to invite participants from a computer (PC).

  1. Open Zoom on your computer (PC)
  2. start a meeting
  3. Select “Participants”
  4. Choose who you want to invite to the meeting
  5. Select “Invite”

When inviting with a smartphone app

If you want to invite participants using the Zoom app on your smartphone, follow the steps below.

    1. Open the Zoom app
    2. Select “Invite”
    3. Choose an invitation method

 

In addition, four invitation methods are displayed, but you can choose the one you like.

  • Send email
  • Send message
  • Inviting contacts
  • Copy invite link

The easiest of the four methods is “inviting contacts”, but if you invite contacts during a meeting with the free version of Zoom, you can invite the other party’s email address in advance before the meeting You should add it to the list.

If you want to easily invite users from the same organization to a meeting by selecting them from your contacts, it is recommended to subscribe to the paid version of Zoom.

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Method 2: Tell the meeting ID

Alternatively, the host can invite participants to join the meeting by giving them the meeting ID.

Meeting ID is the ID assigned to the meeting room. There are two types, so you should use them according to the frequency of meetings with participants.

ID type overview Use scene
My Personal
Meeting ID
ID not changed by meeting Tell and invite people who meet in the company or
regularly meet
Instant
meeting ID
Randomly assigned ID for each meeting room Tell and invite people who have meetings outside the company or
irregular meetings

When inviting with My Personal Meeting ID

Here’s how to invite attendees using your permanent My Personal Meeting ID:

    1. Open Zoom
  1. Pull down “New Meeting”
  2. Select “Use My Personal Meeting ID (PMI)”
  3. Select “Copy Invitation”
  4. Invite participants to the meeting by email, LINE, etc.
  5. Select “New Meeting” to start a meeting
  6. Select “Join audio by computer”

When the invited users come to the meeting room, allow them to join.

When inviting by instant meeting ID

Here’s how to invite participants using a randomly generated Instant Meeting ID for each web conference.

    1. Open Zoom
  1. Pull down “New Meeting”
  2. Uncheck “Use My Personal Meeting ID (PMI)”
  3. Select “New Meeting” to start a meeting
  4. Select “Join audio by computer”
  5. After the video screen appears, select “Participants”
  6. Select the user you want to invite and select “Invite”
  7. Select “Copy Invite Link”
  8. Share with participants via email, LINE, etc.

By the way, even if the person invited to the web meeting does not have Zoom installed, they can join the meeting by clicking the URL in the shared message.

The number of people you can invite to a meeting depends on your plan.

Zoom has a free plan, but if you want to use it in earnest at a company, it is safe to subscribe to a paid plan.

How to use Zoom that is convenient to know

Finally, I will introduce how to use Zoom that you will benefit from if you know it.

How to book a web meeting

You can book a meeting by setting the meeting time in Zoom.

First, open Zoom on your computer or smartphone and log in. Then select the “Schedule” button on the first screen that appears. It is very easy because you can set it just by entering the time of the meeting etc.

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Since it is linked with tools such as Google Calendar, it is also recommended to use it together.

As soon as the meeting schedule is decided, you can register with Zoom so you don’t have to worry about forgetting the meeting. You can also notify the participants of the schedule through Zoom, so please take advantage of it.

How to set a password for each meeting

If you want to limit the number of participants in your meeting and increase security, you may want to set a password. The setting method is as follows.

  1. Open Zoom
  2. Select “Schedule”
  3. Set meeting date and time
  4. Check “Meeting password required”
  5. enter any password
  6. Select “Schedule”

Don’t forget to share the password along with the room URL with the users you invite to the meeting.

Article summary

Article summary

This time, I introduced how to invite users to a meeting using the web meeting tool Zoom. Here is a summary of the important points:

  • If you want to become a host, you need to download Zoom in advance
  • There is a difference in the invitation method between PC and smartphone
  • If you share the meeting URL and ID with participants, you can invite them to the meeting
  • You can also schedule meetings and set passwords