What is the popular web conferencing tool “Zoom” that you should know? Explanation of functions and features

What is the popular web conferencing tool  Zoom that you should know
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 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. 

Do you know the existence of a tool called “Zoom”?

Zoom is a popular web conferencing tool that allows you to easily hold video conferences at any time using a personal computer (PC) or smartphone application.

It is very convenient for companies with many meetings, both inside and outside the company, and is a very popular and proven tool that has been introduced to more than 1 million companies around the world.

The Ministry of Internal Affairs and Communications is promoting the introduction of telework (remote work) in preparation for the 2020 Tokyo Olympics, and it has been attracting a lot of attention recently.

In addition, Zoom is very effective as a countermeasure against the new coronavirus, so it is expected that demand will increase further.

Therefore, this time, we will explain in detail the basic points of the web conferencing tool Zoom, the benefits of introducing it, and the recommended usage.

This article is recommended for people who:

  • People who want to know basic information about Zoom
  • People who are concerned about the benefits of introducing Zoom
  • People who want to know how to use Zoom

Features and functions of the web conferencing tool “Zoom” service

First, let’s take a look at the features and functions of the web conferencing tool “Zoom” service.

Features of web conferencing tools

The biggest feature of the web conferencing tool Zoom is that it enables web conferencing on various operating systems. Specifically, you can use the web conferencing tool Zoom on the following OS.

The appeal of the web conferencing tool Zoom is that it can be used not only on PCs and smartphones, but also on tablets, so you can hold meetings anytime, anywhere.

Zoom has the feature of requiring less bandwidth than other web conferencing tools.

Function used Recommended band
[1 to 1] High quality video 600kbps
[1 to 1] HD video 1.2Mbps
[Group] High quality video 600kbps/1.2Mbps
[Group] Gallery View 1.5Mbps/1.5Mbps
[Screen sharing] No video 50-75kbps
[Screen sharing] No video 50-150kbps
[Screen Sharing] Audio VoIP 60-80kbps

In other words, it can be said that Zoom is a call chat system that not only can be easily set up on any device, but also allows stable calls.

Also, most of the devices that can be used with Zoom have built-in cameras, microphones, and speakers. If you don’t care about sound quality or image quality, one of the attractions is that you don’t have to bother to prepare a dedicated device for Zoom.

Most of the time, you need to make a call with other meeting tools, or ask for the ID of the other party to hold a meeting.

However, with Zoom, if you share the meeting URL, the system will start immediately when you click it, so it is easy to use.

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Features to watch out for in web conferencing tools

The features of the web conferencing tool Zoom that we would like you to pay attention to are as follows.

  • Recording function
  • Screen sharing function
  • Breakout room feature

The above three are the main functions of Zoom, but I will briefly explain what each function is.

[Recording function]

Zoom is a web conferencing tool that allows you to use the recording function even on the free plan .

If you host a meeting yourself, you can record video by simply pressing the recording button.

When the meeting ends, the recorded content is automatically exported as a file.

Note that if a client joining the meeting wants to record, they must get permission from the host.

[Screen sharing function]

The screen sharing feature is a feature of Zoom that allows you to share the screen of the device you are using with the person in the meeting.

It is very convenient because you can have an online meeting while showing the participants a file such as PDF or PowerPoint.

If you want to share how to use a dedicated system or how to operate a specific system, the screen sharing function of the web conferencing tool Zoom will be useful.

[Breakout room function]

The breakout room function is a function that allows you to divide the members into several Channels . You can add contacts, create contact groups when you are having a meeting with a large number of participants using a room.

Either the host can specify the grouping of participants, or a random system can create the groups.

The above is an explanation of the basic functions of the web conferencing tool Zoom.

By the way, the web conferencing tool Zoom has a free plan (personal meeting) and a paid plan (enterprise, business, professional), but when using it in a company, the paid plan with no time limit for meeting use is recommended.

Free plan features Paid plan only features
  • Can host up to 100 people
  • 1:1 meetings up to 40 minutes
  • Group meeting up to 40 minutes
  • Unlimited number of meetings
  • online support
  • Video conferencing function
  • Web conference function
  • Group collaboration function
  • Security

Even internal meetings tend to be 40 minutes or more, and if a meeting with clients is cut off in the middle, it’s a problem for branding, right?

The recommended plan and price will change depending on the number of people and the date, so we recommend that you contact us first.

A Zoom representative can propose the best plan and price for your company.

What is possible with the introduction of the Zoom system?

If you introduce the web conferencing tool Zoom, you can easily achieve the following.

  • Internal/external meetings
  • Online seminar
  • In-house training
  • Telework

If you make good use of the rooms function of the web conferencing tool Zoom, you can have online meetings with anyone at any time.

With Zoom, you don’t have to take the trouble to set up a meeting place or prepare handouts or drinks to hold a meeting.

No more hassles of preparing cables, cords and dongles.

The appeal of the web conferencing tool Zoom is that you can add participants as participants without worrying about the remote location of the meeting partner.

Anything other than a computer! You can easily have a meeting with your smartphone

As mentioned earlier, the web conferencing tool Zoom can be used not only on personal computers (PCs) but also on various devices, so you can hold and participate in meetings even on your smartphone.

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The flow of preparation for the web conferencing tool Zoom, including use on smartphones, is as follows.

  1. Install Zoom
  2. Register (sign up) for Zoom
  3. Check Zoom settings

install

There are two types of Zoom installations: automatic downloads and manual downloads. The difference between the two is literal, but let’s be a little more specific.

Even if you have not downloaded the Zoom app to your smartphone, the download will start automatically if the host starts the meeting.

If you want to prepare the web conferencing tool Zoom in advance of the meeting, you can download it from the Zoom download center.

At this time, the point is to properly select the one that matches the OS of the device you are using.

It can be used without problems on a web browser, but we recommend downloading the app for those who want intuitive and crisp operation like other smartphone apps.

Register (sign up)

As I touched on earlier, if someone is willing to host the meeting, it saves them the hassle of registering for Zoom.

However, if you start a meeting as a host, you will need to register with Zoom. Please access the official website of the web conferencing tool Zoom and register the system.

An email address is required for registration. If you have multiple email addresses, you can also register for Zoom with separate accounts for work and personal use. You can also sign in to your Google or Facebook account to use it, so it’s a good idea to choose the one that best suits you and register.

The registration fee for the web conferencing tool Zoom is free, and basically there is no cost regardless of what you use . Money is generated only when you use the paid plan introduced earlier, so you can use it with confidence.

If you successfully complete the registration, you will be able to use the web conferencing tool Zoom at any time.

Check your settings

Even with the default settings, there is no problem in using basic functions such as meetings.

However, in order to maximize the appeal of the web conferencing tool Zoom, you need to customize the settings for yourself.

For example, if you want to exchange files on Zoom or change the file storage location, you have to change the settings.

Here’s a quick guide on how to change the settings.

If you select “Enable extended functions” in “General settings”, you will be connected to the site of the web conferencing tool Zoom.

If you select “My Settings” on the site, you can change the settings of Zoom to your liking, so please try using it.

Recommended usage to gain popularity

The web conferencing tool Zoom has many functions, but we will introduce three recommended ways to use them that are particularly popular among them.

How to join an online meeting

I explained how to join the online meeting a little earlier, but it’s a mechanism that you can join immediately by clicking the URL you received.

If Zoom is installed on your device, you can join the meeting immediately, but if the installation is not finished, it will take some time.

Click the URL sent from the host to jump to the Zoom page, so download and install it.

It will take some time for the process to finish, so we recommend that you prepare it before the online meeting.

how to start a meeting

The flow when you start a meeting as the host on the web conferencing tool Zoom is as follows.

  1. Select the “New Meeting” arrow
  2. If you want to use video, select “Start Video”
  3. Select the “New Meeting” icon
  4. Select “Invite”
  5. Select “Copy URL”
  6. Share the URL with your meeting partner
  7. meeting is started
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If you want to have a Zoom meeting with only audio without using video, proceed with the start flow without checking “Start video” in item 2.

There are other methods of inviting a meeting, but we recommend that you use this simplest method first to familiarize yourself with the web conferencing tool Zoom.

How to schedule a meeting

The method for setting a meeting schedule for the web conferencing tool Zoom is as follows.

  1. Select “Schedule”
  2. Enter the items on the opened page
  3. Select “Schedule” after entering

The meeting schedule can be set with topic name, date, with or without video, with or without 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, etc. There is also a way to manage appointments by linking with Google and Outlook calendars.

When starting a meeting that has been reserved in advance, you can start immediately by simply pressing the “Start” button of the schedule displayed on the Zoom home screen.

Cases where you should consider using Zoom meetings

In the following cases, it will be more efficient to introduce Zoom.

  • When you want to take detailed cooperation with the work site
  • If you hire a telecommuter
  • If you have overseas transactions
  • When you want to share information on the go

Zoom has a low bandwidth, so you can have relatively stable communication even with mobile communication. Therefore, meetings can be held without problems even on-site or on the go, where there is no Wi-Fi environment.

When introducing Zoom, we recommend that you think about the best way to use it for your company.

summary

Zoom, a web conferencing tool, is not very well known in Japan.

However, considering the introduction of remote work and the increase in home workers, it can be expected that more and more companies will introduce Zoom in the future.

We recommend that you consider when to introduce Zoom and how to use it, referring to the content introduced this time.