7 Zoom Meeting Tips Every User Should Know!

It doesn’t matter if you work remotely,

if you work from home, or

if you work from an office,

chances are you are

using video conferencing

more and more often.

So in today’s video,

I wanna share with you

seven of my favorite tips

for getting the most out of Zoom meetings.

Hello everyone, Scott

Friesen here at Simpletivity,

helping you to get more

done, and enjoy less stress.

And let’s dive right in.

Here I am within my Zoom meeting.

And I’m sharing the

screen here at the moment.

But my very first tip for you

has to do with one of my

favorite shortcut keys.

So let me stop

sharing for just a moment here.

And I’m gonna open up my

participants window here.

So often, I’m on a call

with five, seven, 10, 20 or more people,

and suddenly there’s some background noise

and it’s interrupting

either my presentation

or something that I’m

saying at the moment.

So one of my favorite shortcut keys

is the ability to mute

everyone, instantaneously.

Now yes, here, I can select

that Mute All option,

but I don’t always have this window open,

I may be in the middle of

showing or doing something else.

So all I need to do is

select Alt+M on my keyboard,

that’s Alt+M, and that will

immediately mute everyone else.

Alt+M, of course, for PC,

it is command control M,

if you happen to be a Mac user.

And if you just hit it again, of course,

you’re going to unmute everyone as well.

Now, this can be helpful,

especially if someone

else is working remotely,

and you hear a dog barking or

some other background noise

on someone else’s line.

You’ll notice here in the

manage participants area

that that microphone is

moving when I’m talking.

But it stops when I’m not talking.

So this can be a clue for you

to help find that individual

if you just wanna mute that one person.

But if you need to, or if

you don’t need the time,

don’t have the time to

identify that individual,

you can use Alt+M to mute everyone else.

So let’s go into sharing my screen.

I’m gonna share my entire

desktop at the moment here.

And one of my pet peeves

for the longest time

with using Zoom, when

I’m sharing my screen,

is that this little floating menu here,

which is very helpful as I

make different options here,

it sort of hides many of my tabs.

And you can see, I’ve got

a tab open right here.

You don’t know how many times

I’ve accidentally stopped sharing

because I wanted

to select this browser tab,

but I hit Stop Sharing instead.

Well, there is a way that we

can minimize this all together.

And what you need to do

is come over here to more,

and come all the way down to

Hide Floating Meeting Controls.

Now yes, there is a shortcut

key Ctrl+Alt+Shift+H,

I don’t know how much

of a shortcut that is,

if you need four keys to do so.

So I usually just select this manually.

But if I select this, you can see

that that floating Zoom menu is gone.

So now I can go here,

I can click through

all these tabs at ease.

Nothing is in my way.

And if I need to get back to that menu,

all I need to do is select

escape on my keyboard.

Very quickly, one more time

hide floating meeting controls,

it’s telling me right here, press escape.

If I need to show it again, I

can go about my presentation,

I can use my computer the way I want.

And then I can hit escape

to get that menu back

and visible to me.

All right, let’s go back

at this time around,

I’m gonna stop sharing,

and I’m gonna

go into my settings here,

my Zoom meeting settings,

let’s go back, here we

are into the desktop app.

Let me just move my,

let me just move my

picture here for a second.

And what we’re gonna do is

we’re gonna hit this little gear icon,

which is called Settings.

Now there’s an awful lot of settings

that you can tweak and

adjust here within Zoom,

but I wanna focus on two important ones,

or at least they’re very important to me.

The first one is under Video

and yes, you can preview your video,

you can choose a different camera

if you need to here as well.

But the one that I always

turn on is this one,

turn off my video when joining a meeting.

By default, whether I’m the host

or whether I’m joining

someone else’s Zoom meeting,

I want my video to be turned off.

Now the reasoning for this,

is that I wanna make sure

that I initiate that video.

I don’t wanna click a link on something

and then forget that,

“Oh, yeah, that’s right,

“I’m on video and, and what’s

behind me or what’s going on,

“do I have my mic set up?”

All of this type of thing.

So by default, I wanna

have my video turned off

when I either host or join

any type of Zoom meeting,

and then I can initiate it, right?

I can initiate it with a single click.

The other tip that I

wanna share with you here

within settings, has to do with video,

but it has to do with something

that’s called Virtual Background.

And this is something that Zoom

has had for a little while,

but maybe you’ve never experimented

with virtual background before.

So here you can see I’ve got

nothing here in the background.

You can just see the

background of my office here.

But what zoom allows you to

do, is to upload other images

that you would like to

add as your background,

and you don’t need a green screen.

You can see I don’t have a

green screen behind me here,

I can just select one of these images,

and put them as my background.

Now I’m showing you some

of the default images here.

I also wanted to show you

can upload actual images,

you can have an image, a

video background, if you want.

Here are the Northern Lights,

here’s the tropical

seaside if you want to.

But the one that I

choose to use most often,

this is one that I created.

It’s very, very simple,

it’s mostly black,

it’s mostly dark, but it also

has my logo in the corner.

So the reason why I use

this virtual background

more and more often, is number

one, I don’t have to care

about what’s going on in the background.

I may be at a busy cafe,

I may be working from my

kitchen island at home,

and I don’t have to worry

that there’s a fridge

and a dirty stove behind me,

’cause I’ve got my virtual

background working here.

The other nice benefit that I like here,

is that I can add some branding.

So here you can see, I’ve got

my logo in the top corner.

You can have your full

name, you can have an icon,

whatever you would like to add to it.

You can add your own

colors if you want to.

So it adds a little bit

of branding to it as well.

And the next one on our

list I wanna show you

is something that

I use it every single day.

This is probably the

most used feature that I use

when it comes to Zoom.

And it has to do with

scheduling your meetings.

So I’m gonna jump into Google Calendar,

and I’m gonna open up

this little fake meeting

that I set up here, and I’m

gonna go into the edit mode.

Whether you use Microsoft Outlook

or whether you use Google Calendar,

I implore you to download and

use the add ons or extensions

for your calendar.

So in this case, I have

the Google Calendar,

the Google Chrome extension installed.

You can see up here I’ve

got that little icon,

this allows me to schedule

a meeting, if I want to,

or I can start a meeting immediately.

It even gives me conveniently the option

to start with video off,

or start with video on.

But the other bonus, as you can see here,

as I’m creating this meeting

within Google calendars,

I have an additional button,

called Make it a Zoom Meeting.

So as I’m adding the title, and my guests,

and maybe a few other details,

with just a single click,

I can say make it a zoom meeting.

And I’ve got that meeting link here,

under the location area.

And if I scroll down to the description,

it’s got all this other great information,

which my guests are going to

need, whether it’s the link,

I mean, they can click

this link right away,

but depending on where they are,

they can use the one-tap mobile option.

If they need to dial in by phone,

if they can’t connect by

audio, by their computer,

they can choose one of these

dial-in numbers as well,

all in a single click.

And then when I come back in here,

when it’s time for this meeting,

all I have to do is select

Join the Zoom Meeting.

I don’t have to click somewhere else,

I don’t have to go to the Zoom interface,

I can just say Join the Zoom Meeting,

and it’s gonna launch it

for me, and dive right in.

So whether you’re an Outlook

user, or a Google user,

please, please download the extension

so that you can get even

more out of this tool.

Now the other thing that I wanna show you,

and we’ll just stick on this

dummy meeting invite here,

is a couple of settings here,

a couple of options, I should

say, with this floating menu.

And the two in particular are

New Share and Pause Share.

So at the moment, I’m

sharing my screen right now,

pretty common, pretty

standard here within Zoom.

But a lot of people are not familiar

with what these mean,

or how they should be using them.

So in this case, if I

wanna move from this,

showing you my browser here,

and I wanna go to say a Word document,

all I need to do is select New Share,

and now I can go and

find that other document

or that other place, that

I would like to share.

So let’s say it is a Word document,

so I’m gonna click on this Word document.

Remember, no one in my

meeting is seeing this window.

I’m seeing this because I’m the organizer

and I’m wanting to share

something at the moment.

As soon as I click on

this, this Word document

and select Share, I’m instantly

taken to that Word document,

and so is everyone else that

is viewing this screen share.

So they don’t see any

of that me selecting it,

they don’t see me looking for a folder,

nothing along those likes.

And if I wanna go back up

here, and I say New Share,

and I wanna go back to the web,

I can select it and say Share,

I’m instantaneously brought back here.

So you can remove all sort of

that clunky feeling of

minimizing, maximizing,

finding the thing that

you wanna share next,

make it a smooth transition

for those people who are

at the meeting with you.

The other one is Pause Share.

Now, this can be used very similarly,

if I want to say, you know, just pause,

and here you can see your

screen sharing is paused,

and then I could go

and find that document.

But the other great thing I

find about the pause function

is that, let’s say I’m

giving a presentation,

I want to review some notes,

or I want to go look something else up,

but I don’t want everyone else to know

that I’m looking that up or

I’m finding this special number

or whatever the case may be,

I can hit pause and they

can remain on this screen,

it’s as if nothing else has happened.

I can go back and find some information,

go reference a file, that type of thing.

And then when I’m ready, I

can just say Resume Share,

and here I am back on this screen.

I can hit pause, and I could

go somewhere else as well

if I want to, but take a look

at both New Share and Pause

Share to make your presentations

and make your screen sharing

just a little more polished.

And then the last thing,

the final tip today

that I wanna share with you

has to do with annotations.

Something that I think it’s overlooked.

Here it is, it’s the very

last option before More,

and yet it’s so valuable.

If you click Annotate, there’s

a variety of different ways

that you can highlight

things on your screen.

A few of my favorites,

one would be Spotlight.

Here, it adds a little red spotlight,

so if people have trouble

following your cursor,

you wanna make sure people know exactly

what you’re talking about,

they can follow you along with

this little red spotlight.

There’s also this little arrow,

it’s like an arrow stamp.

So if I want people to

look at this Guests field,

I can click over here, or I

can highlight and then click.

Do you see this little white

arrow, no one is seeing this,

no one on my meeting is

seeing this.

It’s not until I click on it,

it’s gonna put this little

stamp here with my name,

so they know that I’m the

one who placed it there.

Because remember, you

can allow other people

to annotate as well.

And if you want to undo or redo,

you can always click these

buttons here as well,

or hit clear to clear

all of your drawings.

You can draw, you can add

text, you can add other stamps.

This arrow is a little bit different.

This allows you to keep permanent arrows.

So instead of one at a time,

I can go down a variety of fields here.

And again, I can hit

undo if I wanna go back,

or just clear all my drawings.

So Annotate can be a

really helpful one as well.

So I’d love to hear from you next.

Which of these seven

tips were your favorite?

And did I miss anything?

Is there a special Zoom meeting

tip that you love to use?

Make sure you share that with us,

and with the rest of the

Simpletivity community down below.

Thanks so much for watching, and remember,

being productive does

not need to be difficult.

It’s very simple!

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