How to use Zoom Meeting? Summary of invitation/participation method

Currently, various meeting tools have appeared, but the most recommended one is the “Zoom Meeting”.

Zoom is a popular service used by more than one million organizations worldwide and is highly regarded for its ease of use and high quality.

Here, we will introduce the features and functions of the Zoom Meeting and the actual operation method.

If you are thinking of introducing web conferencing or migrating your current service to Zoom, please check it out.

What is a Zoom Meeting? Service features

Zoom is an online meeting tool used by many companies.

Our proprietary technology has achieved overwhelming compression of communication volume compared to other services, enabling relatively stable communication even in low bandwidth such as mobile lines.

High security and abundance of compatible devices are also some of the reasons for choosing Zoom.

First, let’s take a closer look at the features of the Zoom service.

High reputation for security measures

When conducting a meeting using an online service, perhaps the most worrying part is the security part.

When dealing with particularly important contents, there are concerns about information leaks and unauthorized access.

Zoom has the following features to enhance security.

  • Encrypted communication (AES256, TLS)
  • Password required when entering the conference
  • Entry settings for specific domain users only
  • Forced exit function
  • Lock the conference room after entering the room

There is no problem if you use the free service for personal use within the scope of your hobbies, but we recommend that you use proper security measures in the business scene.

With its various functions including encrypted communication, Zoom is a safe service that can be used for important meetings.

Reduction of installation costs by using existing devices

Another major feature of Zoom is that existing devices can be used without modification.

It is compatible with each OS such as Windows, iOS, and Android, and can be easily used from a PC, smartphone or tablet.

In many cases, it is necessary to purchase a dedicated device separately for other services, and it can be said that it is an advantage for companies to reduce the introduction cost.

Also, since the UI (interface) of Zoom does not change much between PC and smartphone, there should be little confusion about the usability.

Convenient functions that can be used for web conferences and seminars

Zoom Meeting has a number of useful features that you can use during a web conference.

From here, we will introduce the basic functions that can be used in Zoom meetings.

Meeting recording (videorecording)

It is possible to record and save the video and audio in the Zoom meeting.

No need to create minutes, just share the saved data to complete the information transmission to late participants and absentees.

You can also use it to review the content, so you do not have to worry about missing it.

There are two storage methods available for Zoom meetings: local save and cloud save.

To use cloud storage, you need to obtain a business license, but it is recommended because you can leave the data even if the connection is lost.

Also, by storing it in the cloud, you can share it by URL, so you can review the recording file even if you are not on the go or in the office.

Screen sharing

You can even share each other’s screens during a Zoom meeting.

Both the host and client screens can be shared and comments and annotations can be added.

As a result, it will be possible to smoothly convey contents that are difficult to convey verbally, such as explanations of screen transitions and operation method instructions.

Not only PowerPoint and PDF screens but also video files with audio can be shared, so it is also recommended to use for presentations to distant business partners.

It also has a function to add comments and annotations and can be used as a memo.

Breakout room

The breakout room function is useful when you want to divide the members who are attending a meeting into small groups.

The host can specify the group, or it can be specified randomly on the Zoom side.

It is also possible to exchange members, so it is recommended for interviews and group training discussions.

The host is free to participate in the conversation of each group.

Text chat

In Zoom meetings, you can use not only voice conversation but also text chat.

Chat is convenient for content that you want to leave as text, such as event and event schedules and remarks.

If you record it in a chat, you will be able to check the contents quickly because you do not have to re-listen the meeting data from scratch.

How to use Zoom Meeting

Zoom meetings are not only functional but also simple and easy to use.

Finally, let’s check the operation method when conducting a web conference in Zoom Meeting.

Only the host needs to create an account

Many meeting tools are available only if both the host and client have an account.

With Zoom, other participants do not need to create an account as long as the host has an account.

If you want to hold a meeting with Zoom, the host will create an account and hold the meeting.

You can create an account for free from your PC browser or smartphone/tablet app.

Invitation to a web conference

Follow the steps below to open a meeting as a host.

  • Create a new meeting
  • Notify the target person of the invitation URL
  • When the other person clicks the URL, it becomes a participation state

If you want to add new members after starting the meeting, click the “Invite” button displayed on the screen during the meeting.

You can choose to invite by email or invite it to your Zoom account.

Attend a web conference

To join the meeting, just click the invitation URL sent from the host or enter the meeting ID.

The first time you use Zoom Meeting, you will need to download and install Zoom.

Click the URL to automatically go to the download screen, so install it yourself.

After the second time, click the URL to go to the meeting screen.

It is not necessary to prepare any device if it is a laptop computer with a built-in camera, microphone,+ and speaker, or a smartphone or tablet.

After starting Zoom, you can start talking directly.

Meeting scheduling

In Zoom meetings, it is also possible to preset the schedule of the meeting and notify the participants.

Enter the details of the meeting, the date and time, the required time, etc. on the schedule setting screen to register for the reservation.

You can also set a password for the meeting.

It also has a function to notify you of regular meetings, so it is convenient to check it when holding regular meetings with Zoom.

Summary

  • Zoom is a meeting tool renowned for its high security and a wide range of compatible models.
  • Functions such as screen sharing and breakout rooms that are useful for proceeding meetings are also installed.
  • The point is the usability that can be started only by issuing the invitation URL

The Zoom Meeting can be exchanged between PCs and smartphones, and is attracting attention as a tool that allows communication anywhere regardless of location.

This is a service that helps smooth information sharing and cost reduction, so please consider introducing this service.

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