[Zoom] How to add comments during screen sharing and what to do if you can’t

This time, we will introduce a function to add comments when sharing screens, which can be used when sharing ideas with multiple people. This is a summary of how to use and what to do when you can’t comment.

This article is recommended for people who:

• People who are concerned about Zoom’s commenting function
• People who want to make full use of the commenting function
• People who can’t add comments well

What is Zoom’s “Comment” function?

The commenting function is a function that allows you to add comments during Zoom screen sharing. Comments that can be added include not only text but also pictures and stamps. Specific functions and usage will be described later.

Prerequisites for using features

In order to comment on Zoom’s screen sharing, you need to have one of the following installed on your device.

• Zoom mobile app
• Zoom desktop client

Then, if you host or join a meeting with screen sharing enabled, you can add comments.

How to comment on screen sharing

Now, I will explain how to add comments while sharing the screen in a Zoom meeting.

Since the method of adding comments differs between the host and participants of the meeting, we will introduce them separately.

How to operate the Zoom organizer (host)

To use the function to add comments in a Zoom meeting held as the organizer (host), follow the steps below.

1. Start a meeting on Zoom
2. Share your screen.
3. Click “Comment” that appears in the control bar
4. Select the appropriate function from the menu that appears

It is a good idea to choose the method of commenting according to the shared screen and the content of the comment.

How to operate Zoom participants

Participants have a shared screen on their device, so the menu for commenting is a little smaller.

1. Join a Zoom meeting
2. Receive screen sharing.
3. Click Show Options at the top of the screen
4. Click “Comment”
5. Select the appropriate one from the displayed toolbar

Check how to use each tool of the comment function

Zoom’s commenting function can be operated in various ways. In this chapter, let’s review how to use the commenting tools.

How to use the commenting function 1: Mouse

“Mouse”, one of Zoom’s commenting functions, is used when you want to return to normal.

For example, if you have finished using “Select” or “Text”, which will be introduced later, and want to return to the original mouse pointer, click “Mouse”.

How to use the comment function 2: Select

If you click “Select” on the comment toolbar while sharing your screen, you can frame the part you want to emphasize. We recommend using it when you are collaborating with multiple participants using Zoom or when you want to highlight important explanations.

If you “select” the corresponding part by dragging, it will be displayed in a grayish state. When you release your finger and stop dragging, the selected part will be de-emphasized.

How to use the comment function 3: Text

As the name suggests, it is a function that allows you to enter text anywhere on the shared screen. You can add text by inserting a text box over the shared screen.

It is good to use when you want to give advice or annotate to the participants.

How to use the commenting function 4: Draw

If you use “Draw” while sharing the screen, you can insert lines and shapes on the screen shared by Zoom. Add shapes such as circles and squares to emphasize areas of interest, or use lines to mark things up freehand.

You can adjust the thickness and color of the line, so it is recommended to set it appropriately and master it.

How to use the commenting function 5: Stamp

There are 6 types of stamps that can be used.

• arrow
• check mark
• cross mark
• star mark
• heart mark
• question mark

How to use the commenting function 6: Spotlight

Use Spotlight while sharing your screen to turn your mouse pointer into a spotlight commonly used in meetings. It’s easier to see than a mouse pointer, so it’s a good idea to use the spotlight when explaining with materials.

In addition, Zoom’s spotlight function is not only a normal red spotlight, but also an arrow mark with a name. When using pointers with multiple participants, spotlights with names are recommended as they are easier to recognize.

You can also select a function called burnishing pen in the same item. This function allows you to draw lines freehand, just like “Draw”, but the lines disappear after a few seconds, so if you want to emphasize a lot, you can prevent the picture from becoming cluttered. increase.

How to use the commenting function 7: Eraser

Use the eraser while sharing your screen to remove stamps, text, and more. Use this when you have accidentally added a comment or when you no longer need a comment to clean up the shared screen.

How to use the commenting function 8: Format

A format is, so to speak, a setting such as a font. You can change the color, thickness, size, and typeface of lines and text used when sharing your screen.

When sharing the screen with multiple participants via Zoom, it is a good idea to change the colors used by each person in charge.

How to use the commenting function 9: Erase

As shown in the table below, there are three types of “delete” functions for adding comments in Zoom.

What to do if Zoom’s commenting function cannot be used

When you hear that you can use the function to add comments in a Zoom meeting, you may not be able to do it well if you actually try it. In this chapter, we will explain the possible causes and solutions when the commenting function cannot be used during a Zoom meeting.

Reason 1 for not being able to comment: Screen sharing is not allowed in the first place

As mentioned above, in order to use the commenting function of Zoom, the use of the screen sharing function must be permitted.

When holding a meeting as the organizer (host), check the screen sharing settings in advance. If you are a participant in a meeting, ask the organizer (host) for permission to share your screen.

How to allow participant screen sharing

Here‘s how to allow participants to share their screens on the organizer (host) side.

1. Click the Share Screen arrow on the bar that appears during the meeting
2. Click “Advanced Sharing Options”
3. In the window that appears, change the option for “Who can share with?” to “All participants”

If you change the Zoom settings according to the above procedure, participants will be able to share the screen and use the commenting function.

Reason 2 if you cannot comment: You are not using the latest version of Zoom

Zoom is frequently updated to improve the service. Please note that if you do not set automatic updates and continue to use an old version of Zoom, you may not be able to use the commenting function.

You can check if the latest version of Zoom is installed on the Zoom download site. If you want to join the Zoom meeting on your smartphone, open the app download tool and check the version.

summary

Zoom’s commenting feature will allow for in-depth discussions. You can also expect smoother communication.

Make full use of the commenting function and try to conduct a better Zoom meeting.