Explains the basic settings for Zoom meetings and how to invite and participate!

Explains the basic settings for Zoom meetings

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.

Companies and organizations using Zoom for business should consider switching to a paid license at this opportunity.

Zoom has rapidly spread due to the effects of the corona virus, but there are probably more than a few people who say, “I haven’t used Zoom yet” or “I need to use it urgently, but I don’t know how to do it.” .Therefore, in this article, for those who are new to Zoom, we explain how to perform basic operations such as account registration and inviting/joining meetings.

We also summarize the types of Zoom plans and how to use them properly, so please refer to it for companies and organizations that are considering introducing Zoom.

Settings and methods for holding a Zoom meeting

Settings and methods for holding a Zoom meeting

First, let’s take a closer look at the system requirements needed to use Zoom and how to register for a Zoom account.

Specifications required for using Zoom

The system requirements for using Zoom are as follows.

system requirements

Internet connection Broadband wired or wireless (3G or 4G/LTE)
speaker and microphone Built-in, USB plug-in, Wireless Bluetooth
webcam or HD webcam Built-in USB plug-in HD camera or HD camcorder with video capture card Virtual camera software used with OBS or IP camera (*Zoom client 5.1.1 or higher is required for macOS)
processor Single core 1GHz or more (dual core 2GHz or more recommended)

Supported OS

Windows Windows7, 8, 8.1.10 (S mode is not supported), 11 (version 5.9.0 or later)
Mac Mac OS X, Mac OS 10.9 or later
Other PCs Ubuntu 12.04 or later, Mint 17.1 or later, Red Hat Enterprise Linux 6.4 or later, Oracle Linux 6.4 or later, CentOS 6.4 or later, Fedora 21 or later, OpenSUSE 13.2 or later, ArchLinux (64-bit only)
iOS 8.0 and above
iPad OS 13 and up
Android 5.0x and later
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Supported browser

Windows Edge 12 or later, Firefox 27 or later, Chrome 30 or later
macOS Safari 7+, Firefox 27+, Chrome 30+
Linux Firefox 27 or later, Chrome 30 or later
iOS/iPadOS Safari5 or later ・Chrome
Android Webkit (default), Chrome

How to register an account

If you want to use Zoom Meeting as a host, you need to create an account in advance.

Here‘s how to register for a Zoom account:

Using a PC (Windows/Mac)

  1. Access the Zoom website (https://zoom.us/)
  2. Enter your email address and click “Sign up is free”
  3. Select your date of birth and click Continue
  4. Open the email you received and click “Activate Account”
  5. You will be asked if you want to register as a school representative, so select “Yes” or “No” and click “Continue”
  6. Set your name and password and click “Continue”
  7. Invite others or click Skip Step
  8. Click the Download button on the Zoom desktop client
  9. run the downloaded file
  10. Install according to the instructions

How to use a tablet/smartphone (iOS/Android)

  1. Search for Zoom on the App Store (Google Play for Android)
  2. Tap “Zoom Cloud Meetings”
  3. Tap “Get”
  4. When the installation is complete, launch the Zoom app and tap “Sign up” (If you have already registered an account on your computer,
  5. If you have finished, tap “Sign in” to log in)
  6. Set your birthday, email address, name and tap “Sign up”
  7. Open the email you received and tap “Active Account”
  8. Set a password and tap “Continue”
  9. Invite others or tap Skip Step
  10. Tap “Go to My Account”

Basics of Zoom meeting! How to invite/participate

Basics of Zoom meeting! How to invite participate

Next, let’s check how to “start a meeting”, “invite a meeting”, and “join a meeting“, which are the basic operations of Zoom.

In addition, although the method on the personal computer is summarized here, it is possible to operate in the same way on a tablet / smartphone.

How to start/invite a Zoom meeting

There are two ways to start a Zoom meeting, one is to launch an immediate meeting, and the other is to schedule a meeting to be held at a later date. The steps for each are as follows.

How to launch an instant meeting

  1. Launch the Zoom desktop client and click “New Meeting”
  2. Click “Start meeting” (If you use My Personal Meeting ID, turn it on and click)
  3. Click “Participants” from the toolbar at the bottom of the screen
  4. Click “Invite”
  5. Notify the invitation URL by email or chat within Zoom
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How to schedule for a specific date and time

  1. Launch Zoom’s desktop client and click “Schedule”
  2. Set meeting dates,  webinar page. Here you will see a list of scheduled times, passwords, etc.
  3. Click “Save”
  4. Set members to invite and timing of notifications
  5. Click “Add”

You can also edit the meeting schedule and participant information later.

How to join a Zoom meeting

If you want to use the Zoom meeting as a participant, you can enter the room by clicking the received invitation URL with the desktop client downloaded and installed.

You can also enter the room by starting the desktop client and entering the meeting ID notified from the “Join” button.

Difference between free and paid plans

Difference between free and paid plans

Zoom has a free plan that anyone can use, and three paid plans for business use.

From here, let’s take a closer look at the differences between the free and paid plans.

Features and precautions that can be used in the free plan

With Zoom’s free plan, you can mainly use the following functions.

Since the minimum functions necessary for meetings are provided, it can be said that there is no particular problem with the free plan for private use.

However, please note that the free plan has the following limitations:

  • Up to 40 minutes per call
  • Unable to record/save meetings on the cloud (consumes device capacity)

These disadvantages can be eliminated by subscribing to the paid plan introduced in the next section.

Paid plan types and added features

Zoom has four paid plans: Pro, Business, Business Plus, and Enterprise.

The functions added by each plan and the maximum number of people who can participate in a meeting at the same time are as follows.

plan Maximum number of participants in a meeting Features to be added
Pro plan 100 people Unlimited group calls/Role assignment to each user/Advanced meeting functions such as recording/recording settings/encryption/Reporting on the number of meetings, date, number of participants, etc./Customization of personal meeting ID/Cloud up to 5GB Interoperability with Recording/Skype For Business etc.
Business plan 300 people Admin dashboard/Customize URL/Save data to private cloud/Add account from domain/Login using corporate credentials, etc.
Business Plus plan 300 people Cloud recording up to 10GB/Executive business review/Zoom Phone standard (unlimited within the region)/Discounts for webinars and Zoom Rooms, etc.
Enterprise plan 1000 people Unlimited cloud recordings/webinars and Zoom Room built-in/Zoom Phone built-in (full-featured PBX), etc.
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Unlocking call time restrictions and cloud recording functions are available from the Pro plan.

In addition, the Business plan allows simultaneous meetings of up to 300 people, so this is recommended for large-scale meetings and training.

summary

summary8

  • If there is a possibility of using Zoom as a host, it will be smoother if you register an account first.
  • The methods for holding, inviting, and participating in meetings are basically the same for both PCs and mobiles.
  • When using Zoom as a company or organization, it is recommended to subscribe to a paid plan with enhanced functions and security measures.

Zoom can hold meetings in a simple way while having many functions, so it can be said that it is an easy-to-use tool even for those who are unfamiliar with operating IT tools.

NEC Networks & System Integration sells paid Zoom licenses for businesses and provides installation and operation support, so please contact us if you are thinking of introducing Zoom.