15 Jan 2026 • 15:35
3 min read
Zoom is a video meeting tool for online calls, presentations, and group work. Use it when you need live audio, video, screen sharing, or recording in real time.
This guide focuses on practical steps: install, schedule, host controls, security, recording, and simple troubleshooting. Follow the sequence to run meetings that start on time and stay under control.
Download the official desktop or mobile client before your first meeting. Get the installer from the Zoom Download Center: Zoom Download Center.
After installing, sign in with email, Google, Microsoft, or your organization Single Sign-On. Signing in lets you schedule, record, and use host controls.
Open the Zoom app and click Schedule, or schedule from the web portal. You can set date, time, timezone, recurring options, and use your Personal Meeting ID or generate a new meeting ID.
Use calendar plugins for Google or Outlook to add the meeting to calendar invites automatically. Zoom documents explain how scheduling works and calendar integration. Scheduling with Zoom
Participants join from the meeting link, meeting ID, or dial-in number. If audio or video fails, ask them to try the web client or reinstall the app.
Hosts can mute/unmute participants, stop video, invite, share screen, and open chat. Use the Participants panel to manage attendees and the Share Screen button to present slides or apps.
Enable one of the required security options: a passcode, a Waiting Room, or restrict to authenticated users. Zoom and many institutions now require passcodes or waiting rooms for meetings. Security requirement details
When scheduling, prefer generated meeting IDs over your Personal Meeting ID and lock meetings after all expected participants arrive. These actions reduce interruptions and keep the meeting focused.
Decide whether to record and tell participants before you start. Paid accounts can record to the cloud; free or local recordings save to the host’s device. For how recordings are stored and accessed, see Zoom’s recording guidance. Recording meetings locally and to the cloud
Label and move recordings to a shared drive after the meeting so teammates can review highlights without searching multiple locations.
Close unrelated apps and mute notifications before you share your screen. When sharing video, enable "share computer sound" and optimize for video to keep audio and frame rate steady.
Use Spotlight or a clean desktop so shared windows show only what you want. If you need hands-off moderation, promote a co-host to help manage chat and participants.
If someone cannot join, confirm the meeting link, meeting ID, and passcode. Ask them to try the web client if the app fails, or to reinstall from the Download Center.
For poor audio or video, check device permissions, close unused browser tabs, and test with a wired connection if possible. Reassign host or end the meeting if the original host loses connection.
Install and sign in before start time.
Schedule with passcode or Waiting Room enabled.
Share agenda and materials in advance.
Start on time, record if needed, and assign a co-host for help.
Save and organize recordings after the meeting.
