What is the Zoom web conference tool? Know the All functions and features

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

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

Zoom is a web conferencing tool that is reputed to be able to easily hold a video conference at any time using a personal computer (pc) or smartphone application.

It is extremely convenient for companies that have many meetings both inside and outside the company, and it is a tool with very high popularity and track record that has been introduced to over 1 million companies worldwide.

Recently, the Ministry of Internal Affairs and Communications is promoting the introduction of telework (remote work) toward the 2020 Tokyo Olympics, and therefore, the degree of attention has recently increased.

Furthermore, Zoom is very effective as a countermeasure against the new coronavirus, so demand is expected to increase further.

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

This article is recommended for:

  • People who want to know the basic information of Zoom
  • People who care about the benefits of introducing Zoom
  • A person who wants to suppress the recommended usage of Zoom

Features and functions of web conference tool “Zoom” service

First, let’s suppress the features and functions of the web conference 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 Zoom, a web conference tool, on the following OSs.

  • Windows
  • macOS
  • Android
  • iOS

Since it can be used on tablets as well as PCs (pc) and smartphones, the ability to hold meetings anytime, anywhere is the appeal of the Web conferencing tool Zoom.

Compared to other web conferencing tools, Zoom requires less bandwidth.

Function usedRecommended band
[1 to 1] High quality video600kbps
[1 to 1] HD video1.2Mbps
[Group] High quality video600kbps/1.2Mbps
[Group] Gallery view1.5Mbps/1.5Mbps
[Screen sharing] No video50-75kbps
[Screen sharing] No video50-150kbps
[Screen sharing] Audio VoIP60-80kbps

 

In other words, Zoom is a call chat system that is not only easy to set up on any device, but also stable calls.

Most Zoom-enabled devices also have built-in cameras, microphones, and speakers. If you are not concerned with sound quality or image quality, one of the attractions is that you do not need to prepare a dedicated device for Zoom.

In most cases, it takes some time to talk to other meeting tools or to have the ID of the other party in order to hold a meeting.

However, with Zoom, you can share the meeting URL and the system will start as soon as you click it.

Features of web conferencing tool to watch

The following features should be noted for the web conference tool Zoom.

  • Recording function
  • Screen sharing function
  • Breakout room function

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 with a free plan.

If you hold a meeting where you are the host (organizer) yourself, you can record a video just by pressing the decoding button.

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

If the client who wants to join the meeting wants to record, he or she must get the permission of the host.

[Screen sharing function]

The screen sharing feature is a feature of Zoom that allows you to share the screen of your device with the people in the meeting.

It is very convenient because you can hold online meetings while showing participants PDF files such as PDF and 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 conference tool Zoom will be useful.

[Breakout room function]

Breakout room function is a function that allows a large number of participants to divide the members into several groups while having a meeting using the room.

The host can specify the grouping of participants, or the group can be created in a random system.

The above is the description of the basic functions of the web conference tool Zoom.

By the way, there are free plans (personal meetings) and paid plans (corporate, business, professional) for the web conference tool Zoom, but if you use it at a company, a paid plan that does not have a meeting use restriction of 3 or more people is recommended.

Free plan features Functions limited to paid plans
Host up to 100 peopleUser management
Unlimited 1:1 meetingsAdministrator function control
Group meetings up to 40 minutesSchedule management
Unlimited number of meetingsReporting
Online supportPhone support
Video conferencing functionUnlimited cloud storage, etc.
web conference function
Group collaboration function
Security

 

Meetings tend to take 40 minutes or more even in in-house meetings, and having a break with a client in the middle of a meeting is a problem with branding, right?

Recommendations for plans and prices will change depending on the number of people and yesterday, so we recommend that you contact us first.

Our Zoom staff can propose the best plan and price for your company.

What can be done with the Zoom system?

By introducing the web conference tool Zoom, you can easily achieve the following.

  • Internal and external meetings
  • Webinar
  • In-house training
  • Telework

By making good use of the rooms feature 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 place of a meeting or prepare handouts or drinks to get a meeting.

You no longer have to worry about preparing cables, cords, and dongles.

It is also an attractive feature of the web conference tool Zoom that you can add as a participant without worrying about the remote location of the meeting.

Other than PC! Easy meeting with smartphone

As I mentioned earlier, the web conference tool Zoom can be used not only on PCs (pc) but also on various devices, so you can hold and participate in meetings with your smartphone.

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

  1. Install Zoom
  2. Register (Sign Up) with Zoom
  3. Check the Zoom settings

install

There are two types of Zoom installation: automatic download and manual download. The difference between the two is literal, but I’ll explain it in a little more detail.

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

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

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

It can be used on a web browser without any problem, but we recommend downloading the app if you want to operate it intuitively and smoothly like other smartphone apps.

Register (sign up)

As I mentioned a little earlier, if someone will be hosting the meeting, you can save yourself the trouble of registering with Zoom.

However, if you want to start a meeting as a host, you will need to register with Zoom. Please register the system after accessing the official website of the web conference tool Zoom.

You will need your email address to register. If you have more than one email address, you can also register your work and personal accounts separately to Zoom. 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 works best for you.

In addition, the registration fee for the web conference tool Zoom is free, and basically there is no cost for using anything. You can use it with confidence because you will only be charged for the paid plans introduced above.

Once you have registered successfully, you can use the web-conference tool Zoom anytime.

Check the settings

You can use the basic functions such as meetings without any problem even with the default settings.

But to get the most out of Zoom, the web conferencing tool, you need to customize the settings for yourself.

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

I will briefly introduce the specific method for changing the settings.

Select “Enable advanced features” in “General settings” to connect to the web conference tool Zoom site.

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

Recommended usage to gain popularity

Although the web conferencing tool Zoom can be used for many functions, here are three recommended and most popular usages.

How to attend an online meeting

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

You can join the meeting immediately if Zoom is installed on your device, but it will take some time if it is not already installed.

Click on 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 be completed, so we recommend that you prepare it before the online meeting.

How to start a meeting

When you start a meeting as a host with the web conference tool Zoom, the flow 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
  7. The meeting starts

If you want to have a Zoom meeting with audio only without using video, proceed with the start flow without checking “Start video” in item 2.

There are other ways to invite to a meeting, but we recommend that you familiarize yourself with the web conferencing tool Zoom using this simplest method.

How to schedule a meeting

To set the meeting schedule for the web conference tool Zoom, follow the steps below.

  1. Select “Schedule”
  2. Enter the item on the opened page
  3. Select “Schedule” after input

The meeting schedule can be set by topic name, date, presence of video, presence of password, etc. There is also a way to manage appointments by linking with Google or Outlook calendars.

To start a pre-booked meeting, just press the scheduled “Start” button displayed on the Zoom home screen to start the meeting immediately.

Cases Where You Should Consider Using Zoom Meetings

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

  • When you want to work closely with the work site
  • If you are hiring a telecommuter
  • If you have overseas transactions
  • When you want to share information on the go

Since Zoom has small bandwidth, mobile communication can be relatively stable. Therefore, you can have meetings without any problems even in the field where you do not have a Wi-Fi environment or on the go.

When implementing Zoom, we recommend that you consider the best way to use it.

Summary

Zoom, which is a web conferencing tool, is not 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 adopt Zoom in the future.

It is recommended that you consider the time when Zoom is introduced and how to use it by referring to the contents introduced this time.

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