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Offices closed. Travel was restricted. Employers scrambled to knock together hasty virtual setups and access to corporate networks for workers required to work from home. At the beginning of , few predicted that the spread of COVID would have such an effect on our daily lives, our work environments, and day-to-day business operations.
In the new year, little has changed. Also: Best VPNs. As the coronavirus outbreak spread worldwide, we became reliant on our household internet connections to keep working. There are many freelancers and contractors out there who are used to remote work ; however, countless employees once based in the office are now left to master the tools available for teleconferencing on their own.
Once, Skype was a key tool for communicating remotely. However, Microsoft's software has been overtaken by Zoom , a video communications platform that many of us at ZDNet consider easier to use, more lightweight, and without the same spam problems. One of Zoom's key strengths is its simplicity, but this does not mean that the platform is without a variety of advanced features that remote workers will find useful for improving their productivity. Below, we'll show you how to get started, and also offer some tips and tricks that experienced users may be missing out on.
First of all, head over to Zoom in your browser. The layout will be slightly different depending on whether you are on desktop or mobile. There are four plans available; the most popular now likely being the free tier, in which virtual meetings can be held with up to participants, 1-on-1 meetings without a time limit are possible, and meetings with multiple participants can be held for up to 40 minutes. When your time is up, you can simply restart a meeting if need be. The free option also allows users to conduct meetings in HD video and with audio, participants can join via their PC or a telephone line, and both desktops and apps can be shared.
Also: Best video conferencing software for business in Zoom's Pro, Business and Enterprise packages come with additional features, including an increase in meeting duration limits, cloud recording and storage, Skype for Business interoperability, single sign-on options, and company branding.
It is possible to join a meeting just from your browser, but in the interests of longevity and avoiding browser limitations, you should download the application. To start using Zoom, make your choice browser or a direct download and then sign up. You will be prompted to type in your work email -- but any will do -- or sign in through either Google or Facebook.
At the next prompt, Zoom will ask for permission to send resources including product videos and how-to guides your way. Either click "confirm" or "Set Preferences;" the latter option being to receive emails once a week, once a month, or never. Make your selection.
By now, a confirmation email should have landed in your inbox. Open the message, click "Activate Account" or paste the included confirmation link into your browser, and then at the next prompt, you will need to complete account creation with your name and a strong password.
If you wish, on the next screen, you can invite your colleagues to also create an account. If not, click "Skip this step. Now you can choose to create a test meeting if you like, as well as add Zoom as an extension. If you will be using Zoom for the foreseeable future for work purposes, you may want to select and install appropriate add-ons now.
Once you've launched your test meeting, you will be met with a screen similar to below, containing the meeting's URL and the option to invite others. We will go through the core features of the meeting system in a moment, but for now, let's head over to the web portal, zoom. On the Zoom website , head to " Your Account " in the top-right to manage your profile. You can change details under the " Profile " tab such as your name, picture, default meeting ID, password and time zone.
Next, head to " Settings. In the interests of security and to prevent scammers from hijacking a meeting , you should make sure you use strong passwords. Passwords were not always enabled by default, but after Zoom founder Eric Yuan apologized for "falling short of the community's -- and our own -- privacy and security expectations," a rush of security changes were made, including the enabling, by default, of passwords for scheduled, instant, and personal meetings.
Next up is audio type. You can pick telephone and computer audio or one or the other to be automatically permitted. However, given the rapid rise of users, Zoom has warned:. During this time, we strongly recommend using our computer audio capabilities. You can also decide whether or not to allow public and private chats when you host a meeting; you can give permission for files to be transferred, and who can share their screen -- just the host, or participants, too.
There are other, more advanced controls, but these are the main settings you should be aware of for now. The Zoom desktop app has a similar layout, with "Settings" accessible from the top-right corner. The options you can access here are related to your PC, such as whether or not you want to use dual monitors or automatically enter a full-screen mode when a meeting starts. You can also test your microphone and speaker setup, choose a color theme, select a default location for recordings, and tweak accessibility controls, among other functions.
With your basic preferences in place, let's go to the " Meetings " tab in your profile. The first screen you will see reveals any scheduled meetings in your diary. Click "schedule a new meeting" and a new screen will appear, in which you can name your meeting, add a description if you want, and choose the date or time.
If this is to be a continual meet up with colleagues, there is a handy " recurring meeting " checkbox under the timezone tab. If you select it, you can then choose how often the meeting needs to be repeated -- whether daily, weekly, and monthly. The short answer is: you must do so manually. There are two ways to do this: through calendar invites, or via your own email account.
If you wish to invite others through a calendar, links to Google Calendar, Outlook Calendar, and Yahoo Calendar are displayed once your meeting has been saved. Alternatively, next to the "join URL" link on this screen, there is an option to "copy this invitation.
Clicking on this page element brings up a screen with all of the important information required for the meeting, including the URL, of which the meeting ID is already embedded. Copy this to your clipboard, open your email client, paste the details into a new message, and invite away. So, in short, all participants need is the meeting URL , date and time , and a password if applicable. If you want to try out features before bringing other people in, create a test meeting at this stage and select "Start this meeting.
The first prompt, in either case, will ask you to join with computer audio if you are on PC, and will also give you the option to test your speaker and microphone. At the top right of the meeting window, you can choose to go full screen. We are now going to go over the basic settings you need to know about in meetings for management purposes.
If you are using an external microphone, speaker, or camera, open up the arrow tabs next to these options to choose which equipment you want to use external or inbuilt. Moving on, the " Manage Participants " tab is particularly important. Under this tab, you can find " invite ," which is useful if you've forgotten to bring someone into a session. Clicking this option will bring up a box with everyone connected to the meeting.
In the interests of privacy, however, hosts and other participants cannot control individual camera feeds. A handy feature to note here under " More " is " lock ," which stops anyone else from joining an active session. Speaker or Gallery view : At the top, you can pick one of two view options -- but this only impacts how you view a meeting, and not others.
By default, Active Speaker is the default video layout -- in which the person talking is ramped up to a larger screen -- but there is also a gallery layout that brings in every participant on one screen through a grid.
The " Share Screen " tab has a number of interesting features. When selected, under " Basic ," you can choose to share your PC screen with others, including your full desktop, browser, or open applications. There is also a whiteboard option that can be annotated -- we will talk about this more shortly -- and it is possible to share iPhone screens if you are on the move, too. Under " Advanced ," you can share a screen portion, music or sound only, or content from a second, connected camera.
There is also a file-sharing tab under "share screen" shown under "Files" , which includes application links to Dropbox, Microsoft OneDrive, Google Drive, and Box. As a host, you can also use the arrow next to the "Share Screen" tab to control whether participants are limited to one screen share at a time, or alternatively, you can give permission for multiple screens to be shared at once.
Now, let's talk about messaging. The " Chat " tab on the main bar is designed for users to type out questions and messages, as well as share files either hosted by cloud storage providers or stored directly on your PC. As a host, you can also select the " The final tab of note is the " Record " option, which you may want to use if you are discussing work matters and want to save the session in order to email a copy of it to others later.
By default, no one except the host can record a session unless the host gives permission to do so. More: Check out TechRepublic's guide to recording Zoom meetings. Finally, the " End Meeting " tab finishes the session.
If the host needs to leave but the meeting should carry on, they can assign the host status to another participant -- but enabling co-hosts has to be selected first in the "Meetings" tab and can only be selected by subscription holders. Alternatively, you can leave the meeting or end the meeting for all. The company added a "Security" icon for meeting hosts to more easily access settings including lock, waiting room, and remove participants.
Under this tab, scattershot security settings are now clustered together. This includes the "lock meeting" function, whether or not to enable the "waiting room," and participant control -- allowing or disabling screen sharing, chat functions, renaming, and annotating. In addition, you can quickly remove gatecrashers or disruptive participants. Now that the basics have been covered, there is a range of settings and features that more experienced users might want to use.
Let's head back over to the web portal to run through a few options. If you have a Pro, Business, or Enterprise plan, you can take advantage of the webinars option. Webinars can be set up that broadcast to up to 10, view-only attendees at a time. Screens, video, and audio can be shared; chat sessions between attendees and panelists can be hosted, and webinars can be run on either a pre-registration or Good Books 150 Pages Quota open basis. Virtual backgrounds can be used to hide the chaos and clutter of your home. There are specific hardware requirements, which can be accessed here.
Most modern PC setups should be able to manage -- but the virtual background works best with a green screen and uniform lighting. To set up a virtual background, go to the desktop app, "Settings," and choose "Virtual Background.
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