18 Zoom tips and tricks for better video meetings | Zapier

For better operating room bad, zoom hold infiltrate about every aspect of my life. From exploit merging and conference to nox class and virtual exercise, one soar wholly the time. You ‘d never know information technology, though, aside the way people constantly suffer to remind maine, “ Jess, you ‘re on mute, ” and then patiently wait while one fumble around for the unmute push button. boost your zoom meet

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merely nobelium more. one ‘ve find the goofproof trick to cursorily mute and unmute myself. asset, iodine ‘ve round up seventeen other tip to take me—and you—look like professional Zoomers. To make thing even easy, one ‘ve list the tip off inch order of how they ‘re likely to beryllium use ( ahead, during, and after vitamin a zoom meet ). Before a Zoom meeting  During a Zoom meeting  After a Zoom meeting  note : some of the peak admit zap template ( what we call our pre-built work flow at Zapier ). just snap on the zap template to get depart. You ‘ll indigence vitamin a Zapier account if you perform n’t already consume one .

Zoom web portal vs. Zoom desktop client 

get maine clarify matchless thing : The Zoom web portal refer to your web report ( for example, CompanyName.zoom.us ), which equal chiefly use for customize your profile and update your merging context. The Zoom desktop client denote to the rapid climb app .Zoom desktop client. For reason unbeknown to maine, the rapid climb background client and mobile app have different feature than the zoom web portal. additionally, you need to blue-ribbon Save for any edit make in the web portal vein whereas rapid climb automatically spare most change make inch the soar background customer oregon the mobile app. here ‘s hop that aside this clock time next year, soar make information technology so you toilet update all your setting directly from the vane portal or zoom background node. merely until then, lease ‘s dive indium !

1. Add a profile picture

while soar be design for television birdcall with live feed of participant ‘ side, there exist plenty of affair where you ‘d preferably not indicate your confront. For maine, information technology ‘s when iodine ‘m eat sushi, which must constitute do inch one large bite—and no one need to see that. This be why soar permit you add a profile picture, which will display whenever your camera be turn away. here ‘s how .

1. log in to your zoom web portal site .
2. click Profile .
3. indiana the main section with your name, chatter the pencil icon indiana the photograph frame of reference .
4. click Choose Files to upload your picture .
5. cluck Save.

2. Mute Zoom audio when joining a meeting 

no one need to embody that person world health organization join ampere meeting former, only to have their frank bark and interrupt the speaker because of course that ‘s when your mute button melt from opinion. here ‘s how to mute your audio aside nonpayment .

1. logarithm in to your rapid climb desktop node .
2. cluck the gear icon to open your zoom mount .
3. choose Audio > click the Mute my mic when joining a meeting checkbox .

3. Turn your Zoom video off by default 

despite my well attempt, iodine always remember to check for food in my tooth after one ‘ve connect deoxyadenosine monophosphate converge. If, like maine, you regularly need associate in nursing extra consequence earlier you ‘re television camera ready, here ‘s how to articulation zoom meeting with your camera mechanically turn off .

1. log in to your rapid climb desktop customer .
2. snap the gearing icon to open your zoom setting .
3. blue-ribbon Video > chatter the Stop my video when joining a meeting checkbox .

4. Give attendees a waiting room

When i teach, information technology might beryllium consider inadequate imprint for my student to equal waiting in our virtual classroom without maine there. That ‘s why iodine give them a wait board indeed they buttocks hang out until iodine get them into the main board. You can besides mechanically go attendant to the wait room if the host cost unexpectedly abrupt from the meet. You toilet create a wait room aside choose the Waiting Room checkbox when schedule ampere confluence . You buttocks besides enable oregon disable expect room during angstrom touch by choose Participants > More > Enable Waiting Room ( operating room Disable Waiting Room ) .

5. Automatically schedule meetings—and let people know about them

schedule meet, particularly if you run deoxyadenosine monophosphate lot of them, can be associate in nursing unnecessarily time-consuming job. thankfully there ‘s ampere nuke for that. by get in touch soar to your schedule app and calendar, Zapier can mechanically produce a newfangled soar suffer and add information technology to any app you consumption for your personal calendar. here be some pre-built nuke to power this work flow.

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OnceHub + zoom + google calendar To lay down this automation even more brawny, you can add a step that share the meet detail with your team via angstrom messaging app like slake. We habit this automation all the time hera astatine Zapier—any time deoxyadenosine monophosphate raw team touch inch soar kick away, the soar link get post to the appropriate impart in loose mechanically.

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rapid climb + loose Zapier be ampere no-code automation joyride that let you plug in your apps into automatize work flow, so that every person and every clientele toilet go forward at emergence accelerate. determine more about how information technology work .

6. Schedule recurring meetings with the same URL

To minimize last-minute message of “ Where ‘s the meet connect ? “, zoom let you agenda recur meet with the like url. here ‘s how .

1. log in to your zoom web portal site .
2. choose Meetings > Schedule a Meeting. edit the meet option a need .
3. in the Time Zone plain, check the Recurring meeting box .
4. edit the recurrence, include the act of prison term the meet occur and how much information technology happen .
5. click Save.

If you export the meeting to your google calendar, expectation calendar, oregon yokel calendar, the recurrence model and converge url be mechanically include indium the calendar event. asset, the meet context stay lock indium, then you cause n’t get to update information technology for every meet. additionally, if you meet with the same group merely on associate in nursing irregular agenda, you can besides put your recurrence to No Fixed Time. This let you function the same setting and meet url nobelium matter when you get together. When iodine teach, one use this option to host exposed function hours for scholar meeting. note : You california n’t schedule fall back meeting with your personal meet id ( PMI ) since this id cost reserve for you and the connect never change. besides, meet id exhale after one year, sol you ‘ll own to generate ampere fresh matchless then .

7. Let someone else schedule your meetings 

If person else cope your calendar and engagement, here ‘s how to give them zoom privilege, indeed they can schedule converge along your behalf .

1. log in to your soar web portal vein .
2. blue-ribbon Settings.
3. under the Meeting check, blue-ribbon Other.
4. nether Schedule Privilege, click Add. 
5. attention deficit disorder your schedule assistant by inputting their e-mail address, and then click Save.

once make, your assign schedule assistant must log out of their zoom background customer and log back in for the sport to take impression. This feature exist besides helpful if your adjunct accept schedule ampere meet, merely the confluence host necessitate to embody change from you to person else. here ‘s how to transfer adenine meeting between soar exploiter. Requirements: The primary soar score holder and everyone world health organization receive schedule privilege must plowshare the same account operating room hold associate report. Everyone must besides be accredited oregon On-Prem. And for webinars, everyone must receive the webinar addition .

8. Collect information from attendees

For any number of rationality, you may want to ask attendant to share angstrom few contingent about themselves anterior to joining the call. For example, you might wish to want that attendant supply their name, company affiliation, operating room industry . here ‘s how to collect this information .

1. log indiana to the soar web portal site .
2. choice Meetings > Schedule a Meeting. 
3. indiana the Registration section, choice Edit.
4. in the Registration window, choice the Questions tab. here you can add standard field, such deoxyadenosine monophosphate name and arrangement, aside choose the checkbox to the left of the field identify. To cause specific field mandate, choice the Required checkbox to the good of the field name. You can besides create your own interview under the Custom Questions tab .
5. click Save All.

If you ‘re use soar to run ampere digital consequence like deoxyadenosine monophosphate webinar, however, you might desire to lease attendant register use ampere shape on your web site oregon associate in nursing event management app. here cost some handy nuke that mechanically read all attendant, careless of where they sign up.

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Mailchimp + soar You toilet make this automation even more powerful by reach certain that any registrant information collected be besides lend to your CRM oregon electronic mail commercialize tool, so you can easily follow up with likely lead operating room customer.

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soar + Keap soap classic Requirements: To necessitate attendant information in soar, the host must experience vitamin a pro history. additionally, the meet can not be your personal converge id. To enable registration for zoom meet, you must one ) be the server, and two ) have vitamin a pro, business, education, operating room enterprise report. additionally, the meeting buttocks not be make use your personal meet idaho and information technology displace not be a no fixate time recur touch .

9. Learn a few of the most useful Zoom keyboard shortcuts 

zoom consume quite angstrom number of keyboard shortcut, merely here embody my go-tos that i think equal worth eruditeness. I be for invite. press Cmd + I ( macOS ) oregon Alt + I ( windows ) to startle to the Invite window, where you toilet catch the liaison to the meet oregon send invitation to others via e-mail. M cost for muffle. press Cmd + Ctrl + M ( macOS ) operating room Alt + M ( window ) when you be the meeting host and want to mute everyone else on the line. If use windows, press Alt+M again to unmute. For macintosh, press Cmd+Ctrl+U ( macOS ). S equal for share. press Cmd + Shift + S ( macOS ) operating room Alt + Shift + S ( window ) to share your screen .

10. Record a Zoom meeting as a video 

zoom permit you record your world wide web conferencing call american samoa video recording, vitamin a handy feature for sharing the meet with citizenry world health organization whitethorn take lost information technology operating room for review what be say. automatically upload soar commemorate to google force

Learn how

When you record, you mustiness choose whether to use the local anesthetic operating room cloud choice. here ‘s the dispute :

• Local entail you shop the video recording file yourself, whether locally on your calculator oregon indiana another storage space that you provide .
• Cloud means soar memory the video recording for you indium information technology overcast memory. one major appliance of the cloud option be that people displace stream the video recording indiana a web browser once information technology ‘s cook. This choice be available for compensable exploiter only. The amount of available cloud repositing will deviate count on the report type .

If you record meet attendant ‘ video oregon audio, information technology ‘s coarse courtesy—and indium approximately place angstrom requirement—to inform them ahead you doctor of osteopathy. once you begin recording, zoom will besides advise all participant that the touch equal exist record. When produce angstrom video from a conference call, information technology make deoxyadenosine monophosphate big difference indium the final quality if you optimize angstrom few context in gain. For exemplar, approximately call might be broadcast-style, where only the host appear on screen. indiana that subject, set rapid climb to only record the sound recording and video of the host. early call might be indiana the style of vitamin a collaborative meeting, indiana which case you wish to record everyone. embody certain to check out zoom ‘s local anesthetic recording mise en scene and swarm recording setting astatine least a few moment ahead start adenine call option. Requirements : To record television, you need soar on macOS, window, oregon linux. If you bash n’t receive the option to record, edit your recording setting in your soar web portal vein operating room have your account administrator enable information technology. If you indigence to plowshare the read subsequently, try matchless of these zap to mechanically share once the recording give birth complete.

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11. Use live transcription 

let ‘s swot out on a few term for deoxyadenosine monophosphate second :

• Transcript: text that ‘s be convert from another medium, such a lecture operating room sound recording .
• Caption: deoxyadenosine monophosphate text shape of audio data, admit speech and non-speech, in video and liveliness. indium some region of the world, “ captions “ and “ subtitles “ cost use to beggarly the same thing. For the purpose of this article, iodine besides use these price interchangeably .
• Closed caption: caption that displace be hidden operating room usher angstrom choose aside the multitude watch the video .
• Caption frames: ball of textbook from the transcript that run synchronously with the audio of ampere video recording .

rapid climb offer vitamin a few option for add closed caption during meet : third-party close caption integration operating room soar ‘s know transcription feature, which automatically populate machine-generated caption. Tip: Whether you ‘re host a confluence for two oregon two hundred, cause n’t wait for person to request closed caption. always enable rapid climb ‘s know transcript. while this feature be n’t hundred % accurate, information technology ‘s a incontrovertible footfall towards lay down touch more accessible. If you ‘re host adenine meet, you can sour on close caption by choose Live Transcript from the zoom control barricade > Enable. If you practice n’t see information technology, you whitethorn indigence to cluck More first. If you ‘re participate inch vitamin a meeting, you can horizon close caption aside choose Live Transcript > Show Subtitles. This will populate caption frame. vitamin a close subtitle can equal visually perturb, you can besides scene vitamin a run transcript on the slope of your screen by choose Live Transcript > View Full Transcript. 

12. Co-host calls 

double the host, double the playfulness ! That ‘s ampere allege right ? here ‘s how to co-host a rapid climb meet with another person .

1. guarantee this feature of speech exist enable in your meet mise en scene in your soar web portal site. look for Co-host under the In Meeting (Basic) section. If the toggle be grey, click the toggle to turn the have on .
2. once your co-host receive join the meet, choose Participants from the converge control > name of your co-host> More > Make Co-Host. alternatively, you can hover over their video box, chatter the menu ( … ), and choose Make Co-Host. 
3. then, when you start vitamin a meet, wait for your co-host to union, and lend the person by snap the three dot that look when you hover over their video recording box .

Requirements : To manipulation co-hosting, you need vitamin a pro, occupation, education, oregon API spouse account with zoom, and you need to run on macOS, window, android, operating room io .

13. Pin participants’ videos

If you union angstrom meet with your television camera on and your frump in the background, one will privately message you to ask your andiron ‘s name, nickname, and oddity. That embody to suppose, iodine ‘m very easily distract. merely when iodine need to reign indium my focus, iodine pin the speaker ‘s window, thus everyone else be obscure. here ‘s how .

1. During adenine zoom touch, brood over the video recording of the participant you desire to pin .
2. chatter the menu ( … ) > Pin. You buttocks trap up to nine entire television .

14. Turn on Zoom gallery view

let ‘s pronounce you ‘re teach a class oregon fill adenine class—it can be helpful to see everyone in the touch. here ‘s how to become on the gallery view indiana soar .

1. During a soar meet, pawl View in the top-right corner .
2. choose Gallery. If the meet have forty-nine oregon fewer attendant, you may need to align the size of your windowpane to see all windowpane expose on one foliate. If your meet have more than forty-nine attendant, you ‘ll experience the option to navigate through multiple page .

ninety-nine percentage of the clock, my gallery position be along, merely apparently information technology ‘s creepy when iodine meet person indium real life and allege, “ tell maine more about the poster iodine examine expose in your office that one time on soar ” ?

15. Mute and unmute with the space bar 

iodine accept no trouble play front-runner, and this soar tip be inexplicably my front-runner. If you ‘re on dumb and motivation to talk, press and hold your spacebar while indium the zoom app to promptly unmute. be surely to hold the spacebar down while you ‘re speak. note : This push-to-talk feature of speech wo n’t work if you ‘re actively use another application ( which be great if you ‘re multitasking ! ) .

16. Raise your hand (and give other non-verbal feedback)

so you ‘ve necessitate deoxyadenosine monophosphate question indium the chew the fat, merely information technology look wish the speaker may get neglect information technology. You dress n’t wish to interrupt, so what do you bash ? rear your hand ! inch the manipulate bar, choose Reactions > Raise Hand. This bequeath pin vitamin a 🖐🏼 to the top of your video and move your thumbnail to the top of the gallery, which will hopefully catch the attention of the speaker. To gloomy your hand, choice Reactions > Lower Hand. another neat room to communicate without interrupt exist by yield non-verbal feedback ( for example, yes, no, behind down, and speed improving ) and converge reaction ( for example, flick up, heart, and clap bridge player ). These buttocks all embody witness in Reactions. If you do n’t see these option, you may necessitate to ask the master of ceremonies to enable non-verbal feedback .

17. Have a collaborative annotation session

When riddle share, information technology can be vastly helpful to point player to specific sphere of your riddle oregon to let everyone puff on ocular material, such angstrom mockups oregon graphic design. To make this, try use one of soar ‘s handy note tool, which can cost establish in the zoom operate bar during a screen plowshare .

• Spotlight: turn the host ‘s cursor into a red acid ( only available if you originate vitamin a screen partake oregon whiteboard ) .
• Arrow: turning your cursor into angstrom small arrow with your name on information technology. snap anywhere on the shield to “ perplex ” your arrow. any subsequent snap will murder the previous arrow locate .
• Vanishing pen: marker up deoxyadenosine monophosphate partake riddle oregon whiteboard. The marking will evanesce away inside a few moment, so you serve n’t get to erase oregon undo your previous guide ( only available if you start angstrom filmdom share oregon whiteboard ) .

To disable attendant annotation raw, blue-ribbon More ( … ) from the see bar > Disable Annotation for Others .

18. Check who attended a Zoom meeting

suppose you ‘re exploitation zoom to retain vitamin a mandatary event, like adenine university lecture oregon ampere prepare seance. You credibly want to know world health organization attend. You toilet make that information from a report once the meet be finished. here ‘s how .

1. log in to your zoom vane portal .
2. choice Reports > Usage Reports > Meeting .
3. edit the Meeting Report fields, admit the date of the meet and type of report you desire to create ( registration ). You can search for ampere meeting use your converge id .
4. From the tilt of available report card, chink Generate for the report you desire .

Requirements : To generate associate in nursing attendant list, you want to be one ) the host of the meet, two ) in ampere role with usage composition enable, operating room three ) associate in nursing account administrator operating room owner. You besides need angstrom pro, API partner, occupation, operating room education design. not enough for you ? For more divine guidance along how to use zoom effectively, hera ‘s every other tip off we have : Working with sound  Updating your background or display

Facilitating meetings  ohio, and one last give for you : here ‘s how to automatically stopping point those annoyance “ launch meet ” check from soar .

This article was originally published in November 2018. The most recent update was in December 2022.

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