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7 Zoom Meeting Tips Every User Should Know! - YouTube
Channel: Simpletivity
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(electronic chiming)
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- It doesn't matter if you work remotely,
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if you work from home, or
if you work from an office,
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chances are you are
using video conferencing
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more and more often.
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So in today's video,
I wanna share with you
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seven of my favorite tips
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for getting the most out of Zoom meetings.
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Hello everyone, Scott
Friesen here at Simpletivity,
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helping you to get more
done, and enjoy less stress.
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And let's dive right in.
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Here I am within my Zoom meeting.
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And I'm sharing the
screen here at the moment.
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But my very first tip for you
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has to do with one of my
favorite shortcut keys.
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So let me actually stop
sharing for just a moment here.
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And I'm gonna open up my
participants window here.
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So often, I'm on a call
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with five, seven, 10, 20 or more people,
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and suddenly there's some background noise
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and it's interrupting
either my presentation
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or something that I'm
saying at the moment.
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So one of my favorite shortcut keys
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is the ability to mute
everyone, instantaneously.
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Now yes, here, I can select
that Mute All option,
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but I don't always have this window open,
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I may be in the middle of
showing or doing something else.
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So all I need to do is
select Alt+M on my keyboard,
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that's Alt+M, and that will
immediately mute everyone else.
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Alt+M, of course, for PC,
it is command control M,
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if you happen to be a Mac user.
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And if you just hit it again, of course,
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you're going to unmute everyone as well.
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Now this can be really helpful,
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especially if someone
else is working remotely,
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and you hear a dog barking or
some other background noise
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on someone else's line.
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You'll notice here in the
manage participants area
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that that microphone is
moving when I'm talking.
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But it stops when I'm not talking.
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So this can be a clue for you
to help find that individual
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if you just wanna mute that one person.
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But if you need to, or if
you don't need the time,
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don't have the time to
identify that individual,
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you can use Alt+M to mute everyone else.
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So let's go into sharing my screen.
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I'm gonna share my entire
desktop at the moment here.
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And one of my pet peeves
for the longest time
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with using Zoom, when
I'm sharing my screen,
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is that this little floating menu here,
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which is very helpful as I
make different options here,
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it sort of hides many of my tabs.
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And you can see, I've got
a tab open right here.
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You don't know how many times
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I've accidentally stopped sharing
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because I actually wanted
to select this browser tab,
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but I hit Stop Sharing instead.
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Well, there is a way that we
can minimize this all together.
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And what you need to do
is come over here to more,
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and come all the way down to
Hide Floating Meeting Controls.
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Now yes, there is a shortcut
key Ctrl+Alt+Shift+H,
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I don't know how much
of a shortcut that is,
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if you need four keys to do so.
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So I usually just select this manually.
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But if I select this, you can see
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that that floating Zoom menu is gone.
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So now I can go here,
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I can click through
all these tabs at ease.
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Nothing is in my way.
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And if I need to get back to that menu,
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all I need to do is select
escape on my keyboard.
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Very quickly, one more time
hide floating meeting controls,
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it's telling me right here, press escape.
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If I need to show it again, I
can go about my presentation,
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I can use my computer the way I want.
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And then I can hit escape
to get that menu back
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and visible to me.
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All right, let's go back
at this time around,
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I'm gonna stop sharing,
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and I'm actually gonna
go into my settings here,
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my Zoom meeting settings,
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let's go back, here we
are into the desktop app.
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Let me just move my,
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let me just move my
picture here for a second.
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And what we're gonna do is
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we're gonna hit this little gear icon,
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which is called Settings.
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Now there's an awful lot of settings
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that you can tweak and
adjust here within Zoom,
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but I wanna focus on two important ones,
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or at least they're very important to me.
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The first one is under Video
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and yes, you can preview your video,
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you can choose a different camera
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if you need to here as well.
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But the one that I always
turn on is this one,
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turn off my video when joining a meeting.
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By default, whether I'm the host
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or whether I'm joining
someone else's Zoom meeting,
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I want my video to be turned off.
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Now the reasoning for this,
is that I wanna make sure
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that I initiate that video.
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I don't wanna click a link on something
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and then forget that,
"Oh, yeah, that's right,
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"I'm on video and, and what's
behind me or what's going on,
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"do I have my mic set up?"
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All of this type of thing.
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So by default, I wanna
have my video turned off
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when I either host or join
any type of Zoom meeting,
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and then I can initiate it, right?
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I can initiate it with a single click.
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The other tip that I
wanna share with you here
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within settings, has to do with video,
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but it has to do with something
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that's called Virtual Background.
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And this is something that Zoom
has had for a little while,
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but maybe you've never experimented
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with virtual background before.
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So here you can see I've got
nothing here in the background.
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You can just see the
background of my office here.
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But what zoom allows you to
do, is to upload other images
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that you would like to
add as your background,
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and you don't need a green screen.
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You can see I don't have a
green screen behind me here,
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I can just select one of these images,
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and put them as my background.
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Now I'm showing you some
of the default images here.
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I also wanted to show you
can upload actual images,
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you can have a an image, a
video background, if you want.
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Here are the Northern Lights,
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here's the tropical
seaside if you want to.
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But the one that I
choose to use most often,
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this is one that I created.
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It's very, very simple,
it's it's mostly black,
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it's mostly dark, but it also
has my logo in the corner.
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So the reason why I use
this virtual background
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more and more often, is number
one, I don't have to care
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about what's going on in the background.
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I may be at a busy cafe,
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I may be working from my
kitchen island at home,
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and I don't have to worry
that there's a fridge
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and a dirty stove behind me,
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'cause I've got my virtual
background working here.
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The other nice benefit that I like here,
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is that I can actually add some branding.
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So here you can see, I've got
my logo in the top corner.
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You can have your full
name, you can have an icon,
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whatever you would like to add to it.
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You can add your own
colors if you want to.
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So it adds a little bit
of branding to it as well.
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And the next one on our
list I wanna show you
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is actually something that
I use every single day.
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In fact, this is probably the
most used feature that I use
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when it comes to Zoom.
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And it has to do with
scheduling your meetings.
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So I'm gonna jump into Google Calendar,
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and I'm gonna open up
this little fake meeting
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that I set up here, and I'm
gonna go into the edit mode.
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Whether you use Microsoft Outlook
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or whether you use Google Calendar,
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I implore you to download and
use the add ons or extensions
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for your calendar.
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So in this case, I have
the Google Calendar,
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the Google Chrome extension installed.
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You can see up here I've
got that little icon,
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this allows me to schedule
a meeting, if I want to,
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or I can start a meeting immediately.
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It even gives me conveniently the option
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to start with video off,
or start with video on.
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But the other bonus, as you can see here,
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as I'm creating this meeting
within Google calendars,
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I have an additional button,
called Make it a Zoom Meeting.
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So as I'm adding the title, and my guests,
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and maybe a few other details,
with just a single click,
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I can say make it a zoom meeting.
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And here I've got that meeting link here,
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under the location area.
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And if I scroll down to the description,
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it's got all this other great information,
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which my guests are going to
need, whether it's the link,
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I mean, they can click
this link right away,
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but depending on where they are,
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they can use the one tap mobile option.
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If they need to dial in by a phone,
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if they can't connect by
audio, by their computer,
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they can choose one of these
dial-in numbers as well,
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all in a single click.
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And then when I come back in here,
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when it's time for this meeting,
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all I have to do is select
Join the Zoom Meeting.
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I don't have to click somewhere else,
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I don't have to go to the Zoom interface,
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I can just say Join the Zoom Meeting,
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and it's gonna launch it
for me, and dive right in.
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So whether you're an Outlook
user, or a Google user,
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please, please download the extension
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so that you can get even
more out of this tool.
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Now the other thing that I wanna show you,
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and we'll just stick on this
dummy meeting invite here,
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is a couple of settings here,
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a couple of options, I should
say, with this floating menu.
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And the two in particular are
New Share and Pause Share.
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So at the moment, I'm
sharing my screen right now,
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pretty common, pretty
standard here within Zoom.
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But a lot of people are not familiar
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with what these actually mean,
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or how they should be using them.
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So in this case, if I
wanna move from this,
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showing you my browser here,
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and I wanna go to say a Word document,
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all I need to do is select New Share,
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and now I can go and
find that other document
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or that other place, that
I would like to share.
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So let's say it is a Word document,
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so I'm gonna click on this Word document.
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Remember, no one in my
meeting is seeing this window.
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I'm seeing this because I'm the organizer
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and I'm wanting to share
something at the moment.
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As soon as I click on
this, this Word document
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and select Share, I'm instantly
taken to that Word document,
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and so is everyone else that
is viewing this screen share.
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So they don't see any
of that me selecting it,
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they don't see me looking for a folder,
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nothing along those likes.
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And if I wanna go back up
here, and I say New Share,
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and I wanna go back to the web,
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I can select it and say Share,
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I'm instantaneously brought back here.
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So you can remove all sort of
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that clunky feeling of
minimizing, maximizing,
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finding the thing that
you wanna share next,
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make it a really smooth transition
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for those people who are
on the meeting with you.
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The other one is Pause Share.
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Now this can be used very similarly,
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if I want to say, you know, just pause,
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and here you can see your
screen sharing is paused,
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and then I could go
and find that document.
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But the other great thing I
find about the pause function
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is that, let's say I'm
giving a presentation,
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I want to review some notes,
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or I want to go look something else up,
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but I don't want everyone else to know
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that I'm looking that up or
I'm finding this special number
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or whatever the case may be,
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I can hit pause and they
can remain on this screen,
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it's as if nothing else has happened.
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I can go back and find some information,
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go reference a file, that type of thing.
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And then when I'm ready, I
can just say Resume Share,
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and here I am back on this screen.
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I can hit pause, and I could
go somewhere else as well
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if I want to, but take a look
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at both New Share and Pause
Share to make your presentations
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and make your screen sharing
just a little more polished.
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And then the last thing,
the final tip today
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that I wanna share with you
has to do with annotations.
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Something that I think it's overlooked.
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Here it is, it's the very
last option before More,
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and yet it's so valuable.
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If you click Annotate, there's
a variety of different ways
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that you can highlight
things on your screen.
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A few of my favorites,
one would be Spotlight.
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Here, it adds a little red spotlight,
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so if people have trouble
following your cursor,
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you wanna make sure people know exactly
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what you're talking about,
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they can follow you along with
this little red spotlight.
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There's also this little arrow,
it's like an arrow stamp.
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So if I want people to
look at this Guests field,
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I can click over here, or I
can highlight and then click.
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Do you see this little white
arrow, no one is seeing this,
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no one on my meeting is
actually seeing this.
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It's not until I click on it,
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it's gonna put this little
stamp here with my name,
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so they know that I'm the
one who placed it there.
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Because remember, you
can allow other people
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to annotate as well.
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And if you want to undo or redo,
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you can always click these
buttons here as well,
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or hit clear to clear
all of your drawings.
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You can draw, you can add
text, you can add other stamps.
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This arrow is a little bit different.
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This allows you to keep permanent arrows.
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So instead of one at a time,
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I can go down a variety of fields here.
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And again, I can hit
undo if I wanna go back,
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or just clear all my drawing.
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So Annotate can be a
really helpful one as well.
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So I'd love to hear from you next.
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Which of these seven
tips were your favorite?
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And did I miss anything?
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Is there a special Zoom meeting
tip that you love to use?
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Make sure you share that with us,
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and with the rest of the
Simpletivity community down below.
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Thanks so much for watching, and remember,
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being productive does
not need to be difficult.
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In fact, it's very simple!
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