How to send a private chat on Zoom. How to limit the functions of participants?

How to send a private chat on Zoom. How to limit the functions of participants
Notes
・Since this content is intended to provide general information, it includes initiatives in which we are not involved.
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・The content of this blog is based on the information at the time of publication. Therefore, regarding the content of the product, images and operation procedures may differ from the current version due to version upgrades.

*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 of 3 or more people.)
Companies and organizations using Zoom for business should consider switching to a paid license at this opportunity. 

More and more people are using Zoom as a web meeting tool, but some people may not know that they can send personalized chats during meetings.

Small pieces of information that don’t need to be shared with everyone in the meeting may be more convenient in a private chat.

Therefore, this time, we will introduce in detail how to send a chat to an individual with Zoom. The procedure will be explained according to the device you are using, so even those who are not familiar with how to use Zoom can rest assured.

This article is for people who:

  • People who want to send Zoom chats to individuals
  • People who do not know how to use the chat function of Zoom
  • People who want to restrict private chat between participants during a meeting

There are two types of Zoom chats: “to individuals” and “to everyone”

There are two types of Zoom chats

Zoom’s chat is divided into “private chat” addressed to individuals and “open chat” sent to all meeting participants.

Depending on which chat you want to use, the method of sending messages and files will differ, but this time we will mainly explain how to chat with individuals.

Meeting hosts can’t see private chat content

In Zoom meetings, even the host cannot see the contents of private chats addressed to individuals.

Of course, anyone other than the host must also be included in the recipient list to see the content and files of private chat messages.

[PC version] How to use private chat

[PC version] How to use private chat

First of all, I will show you how to use a personal private chat on a personal computer (PC). Let’s check how to send messages and files, and how to save chats.

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How to send a message

The procedure for sending private chat messages to individuals on a personal computer (PC) is as follows.

  1. Sign in to Zoom
  2. Open meeting screen
  3. Click “Chat” at the bottom of the screen
  4. Change the destination from “Everyone” to the person you want to share
  5. enter your message
  6. Press Enter to send message

How to send files

Zoom can send not only messages but also files to individuals from private chats. The method for sending files to individual participants from a personal computer (PC) is as follows.

  1. Sign in to Zoom
  2. Click “Chat” at the bottom of the screen
  3. Change the destination from “Everyone” to the person you want to share
  4. Click “File” above the message entry field
  5. Select the file you want to send to an individual and click “Open” 

However, if your organization has a contract with Zoom, file transmission may be disabled for reasons such as preventing information leakage outside the company.

If it is absolutely necessary to send files, it is a good idea to consult with the administrator of the organization to allow only specific groups to send files in the group settings.

How to save chat

Zoom personal chats can be saved manually or automatically. Let’s check how to use each function in order.

How to save manually

If you want to manually save the chat, here‘s how to do it.

  1. Sign in to Zoom
  2. Click “Chat” at the bottom of the screen
  3. Click the “…” displayed on the right side of the chat screen
  4. Click “Save Chat”

How to set autosave

If you would like to auto-save Zoom personal chats, you will need to change the default settings. The change procedure is as follows.

  1. Sign in to Zoom
  2. Click “Settings”
  3. Click “General”
  4. Click “Show more settings” at the bottom of the screen
  5. Click In Meeting (Basic)
  6. Change the “Chat Autosave” toggle to blue

[Smartphone version] How to use personal chat (messages, files)

[Smartphone version] How to use personal chat (messages, files)

Next, I will show you how to use Zoom chat on your smartphone app. Just like the PC version, let’s check how to send messages and files and how to save chats in order.

How to send a message

If you’re using Zoom on your phone, send a message like this:

  1. Open the Zoom app
  2. Tap “Details” at the bottom right of the screen
  3. Tap “Chat”
  4. Select destination
  5. enter your message
  6. send a message

How to send files

In fact, with the Zoom app for smartphones, you cannot share files regardless of whether they are addressed to individuals or to everyone. If you want to share files through Zoom, you must send them from a Windows or Mac personal computer (PC).

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If you really want to give the file to the other party of the Zoom meeting on your smartphone, you should use tools such as Box, DropBox, and email to share it.

How to save chat

I explained earlier that there are two ways to save Zoom chats: manual saving and automatic saving, but the smartphone app can only use automatic saving, which saves data in the Zoom cloud. (Manual saving is also available with a free license, but manual saving cannot be used with the smartphone app.)

Therefore, in order to save chats on the smartphone version of Zoom, it is necessary to obtain a paid license with a cloud recording function.

If you have a paid license, you can change the settings for automatic saving of chat data.

Zoom can also be set in detail if necessary

Zoom can also be set in detail if necessary

We have mainly introduced how to use Zoom’s personal chat, but you can change the settings of Zoom’s chat function to your liking.

We have summarized the detailed settings for Zoom’s chat in the table, so let’s check if there are any settings that you are interested in.

In addition, detailed settings for Zoom’s chat function can be operated from “My settings” by opening “Show more settings” from the “Settings” page while signed in to Zoom.

Items displayed in Zoom content
Encryption is required for third-party endpoints Toggle blue to encrypt chats (useful if you want your chats to be more confidential)
chat Toggle blue to allow chat functionality for all meeting participants
private chat Toggle blue to allow sending chats to individuals
chat auto save Toggle blue to autosave chats (license required)
Send file Toggle blue to allow sending files via chat

If you’re having trouble following the instructions on how to use personal chat, check the default settings. Please note that if the toggle is grayed out, you will not be able to use the full chat functionality.

Related information: How to limit the features that participants can use

So far, we have introduced how to use individual chat during a Zoom meeting, but if you host a meeting as a host, you may find it difficult to manage the use of chat between participants.

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However, Zoom has a way to edit participant permissions and restrict chat functionality so that hosts can better manage participants. Here’s how to use it.

  1. Sign in to Zoom with an administrator account
  2. Select “Account Management”
  3. Select “IM Management”
  4. Select the “IM Settings” tab
  5. Select “Security”
  6. Gray the toggle for “Allow users to chat with other users”
  7. A pop-up will appear asking you to confirm the setting change, so select “Turn off”
  8. Make the padlock that appears to the right of the toggle blue

Setting the padlock to blue will force the setting to be applied to all accounts. You can prevent users from changing individual settings, so please give it a try.

summary

summary

As long as you have a communication terminal such as a personal computer (PC) or smartphone and an Internet environment, the appeal of Zoom is that you can easily hold meetings anytime and anywhere and send chats to individuals.

Zoom has many useful functions other than the chat function introduced this time. Therefore, if you introduce it to your company, you can expect to improve work efficiency and facilitate communication.

If you haven’t fully introduced Zoom yet, please consider using Zoom on this occasion.