How to use Zoom and manage its basic functions

22 May 2024

Zoom is the most popular client for conferences. For several years now, it has been breaking records in terms of the number of users, constantly improving, and adding new features. Not everyone knows how to use all the functions presented in Zoom, so we have created a short guide to the most basic ones. 

What is Zoom and why is it needed?


Zoom was created several years ago specifically to enable people to organize meetings remotely. Multi-user audio and video calls and chats are available in it. The client can be installed on all possible platforms, has both a mobile and desktop version. The application is used in educational institutions, health authorities, at various enterprises and wherever it is required to constantly keep in touch between employees and departments.  


The following functions are available to users of the application:

  1. Calls in audio and video format. 
  2. Desktop broadcast. 
  3. A shared chat within the group. 
  4. Separate «rooms». 
  5. Sending out invitations. 
  6. Integration with various operating systems.

The program is most often used for conferences and webinars. For example, conferences can be created at the moment or an event can be planned in advance. All invited persons can participate in a meeting of this format, speak out, and include an image of their camera.

Video conference

In webinars, as a rule, there is one or more presenters who convey all the information to the listeners. Video broadcasting from their screens is not available for participants here, they cannot express their opinions with their voice. To share your thoughts, you can write to the general chat, which is available to everyone present.

How to work with Zoom 

To fully understand how Zoom works and how to use all the tools, you will need to complete a simple registration. 

Creating an account 

Open the client’s official website and click on the blue button offering free registration. You will need to enter your date of birth so that the system can check the age of the user. Next, you need to log in using one of the available methods (Google or Facebook), or enter your email address and log in using the link from the letter.

The next step is the registration form. Enter your first and last name in it, and come up with a password. In the next step, you will be asked to invite other users, but you can skip this step. Registration can be considered completed. Now you can log into your account or start the call right away. 

The interface of the desktop version

Desktop version of Zoom

By launching the desktop version of the application, you will be taken to the main page, where several buttons will be located. With their help, you can:

  • start video and audio calls;
  • plan online meetings in advance; 
  • start screen streaming; 
  • log in to conversations created by other users.


Before using Zoom on your computer, configure the functionality of the program for your convenience. To do this, find the gear icon in the upper right corner and click on it. 


Now you get to the settings section, the first of which will be «general». Here the user can tick the boxes on the parameters that he wants to activate. For example, set a reminder about upcoming conferences so that you don’t miss anything. 


Zoom on PC

It is important to have a good picture of the image when organizing a video meeting. To do this, set the appropriate parameters in the «video» section. Please note the following:

  • screen resolution; 
  • display format (HD); 
  • image smoothing; 
  • showing the names of the participants.


In order not to get into an awkward situation right during the call, check the audio transmission and its broadcast in advance. In the corresponding settings section, you can select the priority of the speakers and microphone, set the volume, and mark other parameters for your convenience. 


Text messaging allows participants to communicate with each other. In the chat settings, the user can:

  • change the time of the status change; 
  • set the format for displaying pop-up notifications; 
  • configure the display of unread messages.


Video call in Zoom

Creating a contact book is another important step. To do this, go to the section of the same name, click on «+», and select «add contacts» in the drop-down list. Enter the email address and click add. You can sort all the added users into groups. 

Setting up a conference

The creation of a conference is possible both in any stationary client and in the web version of the program. To do this, there is a corresponding button on the main screen. The principle of creation is practically the same. The system will automatically create a conference with video and audio. To fix this, disable the required parameter by clicking on the control panel. 

Managing participants

Another important basic parameter is the management of participants. To invite more users in an already running conversation, click the manage participants button. A window opens in which you need to find and select the necessary participants, and then click «invite». Users will receive invitations and will be able to join you. Now you know how to use Zoom and manage its basic functions.

Automatic summary of meetings in Zoom / Google Meets / Microsoft Teams