2020.04.28
How to use the online meeting tool “ZOOM”  [April 2020 edition]
How to use the online meeting tool “ZOOM” [April 2020 edition]

What is ZOOM? The world’s most widely used tool

We will explain how to use “Zoom”, which is used for online meetings and online interviews.

“Zoom” is a tool from the United States that is spreading rapidly all over the world as telecommuting becomes more commonplace due to the influence of the new coronavirus.

Before explaining how to use it, basically, if you’re using it on a computer, you need a webcam and microphone, so be prepared.

Laptops typically come with a webcam and microphone, but having a headset will improve the sound quality.

 

Advantages and disadvantages of Zoom

Zoom is available FREE. Up to 100 peoples can participate in the meeting.

The disadvantage of a free account is that meetings with more than 3 peoples can only be used for up to 40 minutes. However, if it’s a one-on-one meeting, there is no time limit.

It can be used smartphones and tablets as well as PCs. However, you need to install the application.

You also need to create an account to host a meeting (Free).

On the other hand, if you just attending a meeting set up by the host, you do not need to create an account.

* Application download is required.

 

Below, we will explain (1) how to host a meeting and (2) how to join an invited meeting.

* This is an explanation of how to use it on a Windows PC.

 


(1) how to host a meeting
(2) how to join an invited meeting

 

How to host a Zoom meeting

1.Create an account

Sign up from zoom’s official website.

You can sign up from the red frame below.


First, enter your date of birth.

 

You can also create an account with your email address or log in with your Google or Facebook account.

For email address …

① Enter your email address and set a password

② “Activation link” will be sent to the email address you entered, so click the link to authenticate the address.

 

For Google or Facebook account …

① Click on “Sign in with Google / Facebook”

② Dialog box opens

③ Login

* If you have no problem in linking Zoom with Google or Facebook, it is easier to link and there is no need to set a password.

2.Download Zoom application

There are multiple ways to download it.

① Click “Organize a meeting” at the top of the top page of the official zoom website

→ Download will start automatically

 

② Download from “Meetings Client” in the footer of the top page

 

③ Download from this link >> https://zoom.us/download

* You can also download the app from the “Download” menu in the footer when using Zoom on a smartphone (iPhone / Android).

 

Once you have completed the download, click the exe file at the bottom of the screen to install it.

3. Setting up a meeting from the zoom application

After installation is complete, the following window will appear when you click on the Zoom application icon.

 

Sign in using the method set up in “1. Create Account”.

→ You will see the home screen of the app as shown below.

There are two types of meetings. ① Click “New Meeting” in orange if you want to start the meeting immediately, ② Click “Schedule” to set the date and time of future meetings instead of immediately.

 

Let’s take a look at them in order.

 

① Start the meeting immediately

Click the orange “New Meeting”

On another screen, click “Join with Computer Audio”.

* If you check “Automatically join audio on your computer when joining the meeting” at the bottom, it will not be displayed from the next time.

 

The screen will switch to the meeting screen, so click “Manage Participants” at the bottom.

→ Click “Invite” under the list of participants that appears on the right side of the screen.

Select an easy to use contact method for inviting participants to the meeting.

If you want to contact the participants via business chat, “Copy URL” and “Copy invitation” at the bottom.

The information of the meeting is as follows.

As will be described later, you can join the meeting with “URL only” or “Meeting ID & password”.

 

Join Zoom Meeting
https://us04web.zoom.us/xxxxxxxxxxxxxxxxxx

Meeting ID: xxx xxxx xxxx
Password: xxxxxxxxx

 

Once a participant has entered the meeting room, “Participant is in the waiting room” is displayed in “Manage Participants” at the bottom of the screen of the meeting.

→ Click on “Admit” to start the meeting.

 

② Set the meeting by specifying the date and time

First, click “Schedule” from the home screen of the Zoom application.

The following screen will be displayed. You can start set the details of your meeting, such as the date and time.

 

Topic: Setting an easy-to-understand title

Time zone: Set in a zone that is easy to understand for all participants

Meeting ID: Remain default

Password: Remain default

Video: set as needed

Audio: set as needed

Calendar: Set according to the company system. This is explained in “Other Calendars”.

Advanced option: Turn on “Enable Waiting Room”

 

 

When the setting is completed, go to “Schedule” at the bottom and save it.

 

If you select “Outlook” or “Google Calendar” in the calendar field, it will be automatically saved in each calendar. You can also share meeting information with participants using their respective calendar functions.

 

If you do not need the calendar function, select “Other calendar”. The following invitation information will be displayed which you can copy and share it with the participants.


Alternatively, go to the “Meetings” tab from the menu at the top of the app’s home screen and select the appropriate meeting.

You can also share the meeting information with participants by clicking “Copy Invitation”.

 

4.Start a scheduled meeting

Select the meeting from the “Meetings” tab at the top of the app and click “Start”.

Click on “Join with Computer Audio”.


When “Manage Participants” at the bottom of the screen displayed, means that the participants are in the waiting room, click “Admit” to start the meeting.

 

 

 

Join a meeting

There are two ways to join in a meeting set up by the host.

 

The first is to click on the URL and the second method is to use the meeting ID and password. The method of click on the URL is recommended because it does not take time and effort.

 

For important meetings such as an interview, it is a good idea to install the Zoom application in advance by referring to “Download the zoom application” above.

 

① Click on the URL of the meeting sent by the host

Click on the URL sent by the host.

The Zoom meeting application will start up automatically, then click on “Open Zoom meeting”.

If you have not installed the app, you will be directed to the download page here.

Click on “Join with Computer Audio”.

Select with or without video to enter the meeting.

 

The meeting will begins after the meeting host allows you to enter the meeting room.

② Start with a meeting ID and password

Launch the downloaded app

→ Click “Join Meeting”

* Sign-in is not required.

Enter your meeting ID and your name

Enter the meeting password.

The rest of the steps are the same as when using the URL.

 

When the meeting is over, you can disconnect by clicking the red “End” button at the bottom right of the screen