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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.
In this article, we introduce tips on how to use the screen sharing function in presentations and the recommended Zoom license for using presentations .
We have also compiled useful functions that you would like to use along with screen sharing, so please refer to it if you are a company or organization that is worried about creating a sales tool or a mechanism for exchanging opinions during the corona crisis.
How to give a presentation using Zoom’s screen sharing function
First, let’s take a closer look at what the screen sharing feature is and how to set it up in PowerPoint.
What is the screen sharing function?
The “screen sharing” function that comes standard with Zoom is a function that allows you to share what is displayed on your screen with the other person’s screen .
The screen sharing function is classified into three types, “Basic”, “Advanced”, and “File”, depending on the data to be shared, and the following files can be selected for each.
| basic | Screen, whiteboard, iPhone/iPad, other running apps |
|---|---|
| detail | PowerPoint (virtual background), part of the screen, computer audio only, 2nd camera content |
| File | Dropbox, OneDrive, Google Drive, Box, Skype. However, very interesting alternatives have emerged to the well-known Microsoft SharePoint |
The sharing of PowerPoint introduced here is possible by combining not only the screen sharing function but also the “virtual background” function.
How to set PowerPoint as background
The procedure to display a PowerPoint slide show in the background using the screen sharing function is as follows.
- Launch the Zoom app and start the meeting
- Click “Screen Share” in the toolbar at the bottom of the screen
- Click “Details”
- Click “PowerPoint as Virtual Background”
- Click “Share”
- Select the PowerPoint file you want to use for your presentation
- Click the “Open” button
PowerPoint is now displayed in the background.
After sharing, you can switch between slides by clicking “<” and “>” displayed at the bottom of the screen.
Change your position, size, or hide yourself
In a normal Zoom meeting, your face is displayed in the center of the screen, but when displaying PowerPoint, you can change the position and size so that your face and the contents of the slide do not overlap.
To change the position, drag your own image, and to change the size, click on your image and drag the square handle to adjust.
You can also temporarily hide your face by clicking the “…” in the slide menu and choosing “Tear off video from PowerPoint”.
It is recommended to use them properly according to the content of the presentation .
Convenient functions of Zoom that you want to use for presentations
When giving a presentation using Zoom, be careful not to make the presentation progress one-sidedly.
Next, let’s take a closer look at “a device to keep the listeners from getting bored” using the Zoom function.
leave time for questions and answers
Instead of proceeding with the presentation indifferently, by setting up time for questions and answers and quizzes in the middle of the presentation, the listeners will change from viewers to participants, and they will be able to concentrate more on the content .
At this time, if you are giving a presentation to multiple people, it is recommended to proceed with a nomination ceremony so that it is clear who you are asking questions to.
Also, if you use Zoom’s paid license, you can use the “voting” function that can be used to collect opinions and quizzes, so if you want to use it, schedule a meeting and vote in advance on the Zoom site. Let’s create it.
Reactions such as stamps and comments
Zoom has a function called “reaction”, and you can display any emoji here.
This is convenient for checking the progress of a presentation or for making minor majority votes such as approval or disapproval.
Zoom also has a text chat function, so it is also recommended to get opinions on the presentation in the form of comments instead of pictograms.
If you want to use it more effectively, a paid license is recommended.
Presentations using Zoom are very convenient, but be aware that some functions are limited in the free plan .
Finally, let’s take a closer look at the features that are not available in the free plan and the feature list of the paid plans.
Note that Zoom’s free plan has call time limits
Zoom’s free plan has the following limitations:
- Calls up to 40 minutes, even for meetings with two participants
- Some functions such as cloud recording and voting cannot be used
Call time is limited to 40 minutes, even for meetings with two presenters and two listeners.
After 40 minutes, you have to start by inviting them to the meeting again, which would be an extra burden for both the host and the participants.
This issue is resolved by obtaining a Pro plan or higher license.
If you have a paid plan, you can give presentations with unlimited talk time.
Zoom has a free plan that anyone can use, and three paid plans that can be selected according to the size of the company.
The maximum number of users and functions of each are as follows.
| plan | Features to be added | Maximum number of participants in a meeting |
|---|---|---|
| Pro plan | Unlimited group calls/Role assignment to each user/Advanced meeting functions such as recording/recording settings/voting/encryption/Reporting on the number of meetings, dates, number of participants, etc./Customization of personal meeting ID/1 license Cloud recording up to 1GB per | 100 people |
| Business plan | Admin dashboard/Customize URL/Add users from domain name to account/Login using corporate credentials (single sign-on) etc. | 300 people |
| Enterprise plan | Unlimited cloud recording/500 person webinar license bundled and more | 500 people |
If you have a Pro plan or higher license, there is no time limit for calls, so you can make presentations of 40 minutes or more.
In addition, “cloud recording” that can record the contents of presentations and save them online, and a function that can report the records of past presentations will be added.
If you want to use Zoom not only for internal operations, but also for business activities with business partners, we recommend signing up for a paid plan that allows unlimited group calls .
summary
- By using Zoom’s “screen sharing”, it is possible to give a presentation while displaying a PowerPoint slideshow.
- It is recommended to combine functions such as Q&A, reactions and comments so that the presentation does not become one-sided.
- Since the free plan has a call limit of up to 40 minutes, it is convenient to use a Pro plan or higher license when using it for presentations.
Zoom is not just a meeting tool, but a convenient tool that can be used in a wide range of situations such as presentations, seminars, training and interviews.
With a Pro license or higher, there are plenty of functions to use Zoom more effectively, so if you are using it for a company, consider signing up for a paid plan.