Hello Zoom community,

I've been using Zoom for both work and personal meetings for a while now, and I'm looking to enhance my knowledge and skills. What are some advanced tips and features in Zoom that you find particularly useful or interesting?

Whether it's a hidden feature, a productivity hack, or a creative use of Zoom, I'd love to hear your insights. Let's share our experiences and help each other make the most out of this powerful platform!

Thanks in advance for your contributions!

Time really is money — it needs to be spent wisely. We only get so many hours in the day to do everything we need to, like move through our to-do lists, make an impact at our jobs, and spend time with loved ones at the end of the day.

So it’s vital you make the most of the time you do have, which often means finding ways to maximize productivity and reduce redundant or monotonous tasks. But increasing productivity can feel easier said than done — it’s hard to say no to a new project, and you can’t push off your mundane tasks to someone else. That’s where technology comes into play.

By finding solutions that help you trim back on unnecessary tasks, you can streamline workflows and make your workday work better for you. A few productivity hacks to start with:

Bring note-taking into your communications platform

You’ve taken notes since you were in school. They’re essential for remembering important items and reflecting on what you learned, and the same goes for today’s working professionals. Many people use digital note-taking tools to summarize and track action items for projects or during meetings. And while these are necessary for documenting details, jumping from your note app to your meeting solution can hurt your focus. After a call, you usually have to spend a few extra minutes sharing the notes with everyone, and then wait a few extra hours or even days to get their input in there. This adds up, especially if you have a lot of meetings on your calendar.

Our advice: bring your note-taking app into your existing communications platform. By combining the two, you can have everything you need in one place to stay productive, easily tracking your to-dos before, during, and after meetings.

That’s why we’re offering Zoom Notes (planned to be available by Sept. 11). With Zoom Notes, you can create and take notes right in the Zoom app, which helps you:

• Create a personal or shared agenda before a meeting to help everyone prepare
• Manually capture what is shared in a meeting
• Share outcomes, action items, and decisions after a meeting for visibility and alignment
• Pull up a note in a meeting without the distraction of switching apps
• Build a central repository for personal and shared notes

 Zoom Notes will be available to all paid Zoom customers, with the exception of those on a Zoom United bundle. 

Make finding time to connect the easiest part of meeting

Speaking of skipping unnecessary steps — why use a scheduling tool that’s outside of your meeting solution? Using third-party apps like Calendly means you have to toggle between multiple applications like your email, calendar, and video communications solution just to set up a call, potentially hurting productivity.

Find that same functionality within existing solutions, starting with Zoom Scheduler (now generally available). With our scheduling tool, you can reduce the time and hassle of appointment scheduling by getting it done all within Zoom.

You can use Zoom Scheduler to:

• Generate slots of availability when all relevant stakeholders are available
• Create a recurring instance of availability
• Allow multiple users to sign up for one slot
• Automate and personalize email reminders and confirmations
• Collect preferred information during the attendee booking process
• Customize the colors, logos, and more on your appointment booking page to align to your brand voice
• Set up a session that allows an attendee to find time with an available team member
• Customize and shorten any URLs you generate

Hold efficient, dynamic brainstorming sessions

We all know the feeling: you need to get started on a project, but you can’t find the inspiration or motivation. You’re wasting precious time trying to figure out how to get out of your creative slump or writing block.

Another productivity hack: find a free-flowing space to get a brainstorm going, spark an idea, or conceptualize something visually.

A virtual whiteboard can be the key to unlocking new levels of creativity and collaboration. With a digital canvas, you can expand and clarify ideas in a visual way, helping you move past mental roadblocks and on to tackling the project at hand. And with Zoom Whiteboard, you can watch ideas come to life together with your team, using it to collaborate before, during, and after meetings.

While there are dozens of whiteboarding features you can use to effectively visualize ideas or get inspired, here are a few that will help you streamline brainstorming sessions:

• Launch a meeting from within a whiteboard: Want to walk through a whiteboard live after receiving input? Instantly launch a Zoom Meeting with all of the active collaborators on your whiteboard, and dive into a discussion right then and there.
• Presentation mode: Get the group’s attention by requiring collaborators to follow along when you’re presenting a whiteboard during a meeting. They won’t be able to edit the canvas when you set this feature on, keeping them focused on the subject matter at hand. That way, you can get the input you need in a timely manner.
• Timer: Keep teams on track with an activity timer feature that also serves as a countdown clock. You can extend the time or play sound effects when time is up, inspiring everyone to take quick and effective action.
• Templates: You can design and publish internal whiteboard templates that only your organization can access. So when lightning strikes and a great idea pops into your head, you can quickly launch an existing template and share it with your teams in a snap.

Collaborate over asynchronous video on your own time

Sometimes, you need to hop on a quick video call with someone to explain a convoluted topic or visually display how something works. But what happens if you can’t track them down or get a call on the books?

That’s where asynchronous video tools come into play. With these solutions, you can quickly record yourself and your screen, and then send those videos to relevant stakeholders. Our asynchronous video offering, Zoom Clips, helps you do just that, allowing you to easily record, edit, and share high-quality short-form videos both internally and externally. You can demonstrate important information to teammates in a pinch, add a personal touch to your collaboration, or just share a detailed project update without having to join a live meeting.

With Zoom Clips, you also get a dedicated content library where you can manage, share, rename, download, or delete your clips. And you can share this content with others at any time, so they can then view the clip, leave comments, or use emojis to react to it. You can get your message across without having to waste time getting a hold of someone.

One place to stay productive

The little things add up to a lot of time and energy — the time it takes to share notes with a team, set up a meeting, or get a brainstorming session going. By trimming unnecessary tasks, you don’t just regain productivity, you also pave the way for more strategic, meaningful work.

Whether you’re bringing notes or scheduling apps into your communications platform, simplifying workflows with integrations, or cutting out the mundane with intuitive AI features, the Zoom platform is your one-stop shop for productive, meaningful work. All of these come as part of our Zoom One offering, which combines chat, phone, meetings, whiteboard, and more into one seamless platform. One dedicated space for productive work, with possibilities for limitless connection.

To learn more about saving time with Zoom, watch our on-demand webinar, “Supercharge Your Efficiency: Zoom’s Top 10 Time-Saving Features.”

Original article posted in Zoom Blog

I have been working in Customer Success for a long time, and it has always been my passion to help people. On the other hand, music is another passion of mine, in fact, it is my first love. I never thought there would be a time that I’d experience both which had a great impact on my career here at Zoom and my love for music.

I recently met with this client who offers therapy services specially for children cancer patients – That, itself, is simply enough to melt my heart. Before the pandemic, they reach out to patients in hospitals, clinics and homes in person to sing songs to the children and/or to play musical instruments. This is just part of the healing process, as you know, music can help destress and calm the patients. Apart from playing music, they give medicinal consultations and simple conversations to help ease the patients’ anxiety. Imagine how their services could have been affected when the pandemic hit. Imagine how the children could have missed these curative help that they are getting - Thankfully, Zoom was there that allowed them to continually fulfill their mission. Zoom has helped bridge the gap and for them to virtually deliver their soothing live music, assistance and other services.

Meeting with this client from time to time to provide updates and new features that they can utilize and leverage in making sure they are able to fulfill their heart-warming jobs for the children. Zoom has definitely evolved great in just a couple of years, transforming from a video conferencing tool into a huge communications platform.

Some key features of Zoom include:

• Video Conferencing: Zoom allows users to host or join video meetings with participants from around the world. It supports high-quality video and audio streaming, making it suitable for various purposes, such as business meetings, webinars, virtual events, and personal video chats.
  
  
• Screen Sharing: Users can share their computer screens with others, which is useful for presentations, demonstrations, and collaborative work.
  
  
• Team Chat: Zoom offers text-based chat features for sending messages, links, and files to meeting participants or individuals. It also supports group chat within meetings.
  
  
• Recording: Zoom meetings can be recorded for later reference or sharing with others. This feature is often used for archiving important discussions or educational sessions.
  
  
• Scheduling: Users can schedule Zoom meetings in advance and send invitations with meeting details and links to participants. Integrations with calendar apps like Google Calendar and Microsoft Outlook are available.
  
  
• Virtual Backgrounds: Zoom allows users to set virtual backgrounds, which can be fun or professional, to enhance the visual appearance of their video calls.
  
  
• Breakout Rooms: In larger meetings or webinars, hosts can create breakout rooms to facilitate small group discussions, collaboration, or workshops.
  
  
• Security and Privacy: Zoom has implemented various security features, such as password protection for meetings and waiting rooms to control participant access. It also offers end-to-end encryption for Zoom meetings.
  
  
• Cross-Platform Compatibility: Zoom is available as a desktop application for Windows and macOS, as well as mobile apps for iOS and Android devices. It can also be accessed through web browsers.
  
  
• Integration: Zoom can integrate with various third-party applications and services, including productivity tools like Slack, Trello, and Dropbox, to enhance its functionality.

Zoom has become an essential tool for businesses, healthcare, educational institutions, and individuals to stay connected and collaborate remotely, especially during times when in-person meetings and gatherings are limited or not feasible. What is your favorite Zoom feature?

In a highly distributed and security-conscious environment, what are the most advanced strategies and configurations for ensuring end-to-end encryption, access control, and data integrity within Zoom meetings and webinars, especially when dealing with diverse compliance requirements across regions and industries? How can organizations leverage Zoom's advanced security features to maintain confidentiality and compliance, and what are the best practices for seamless integration with existing IT infrastructure?

Hi Everyone,

Zoom is a powerful tool, but security should always be a top priority, especially for organizations using System Management Software. Here are some key security considerations to keep in mind:

1. User Access Control: Ensure that only authorized users have access to your Zoom meetings and account through your System Management Software. Use strong, unique passwords and enable multi-factor authentication (MFA) to add an extra layer of security.

2. Meeting ID and Passwords: Avoid using personal meeting IDs for sensitive meetings. Generate random meeting IDs for each session and use strong, unique passwords. Don't share meeting details publicly, and manage this process through your System Management Software.

3. Waiting Rooms: Enable the waiting room feature to control who enters your meetings, all within your System Management Software (lenovo.com/gb/en/servers-storage/software/management/). This gives you the ability to admit participants individually, reducing the risk of unwanted attendees.

4. Screen Sharing: Limit screen sharing to hosts and trusted participants, with controls managed through your System Management Software. You can restrict screen sharing to prevent disruptions or inappropriate content.

5. End-to-End Encryption: Zoom offers end-to-end encryption for meetings, but you need to enable it in your settings through your System Management Software. Keep in mind that some features, like recording, may not be available with E2E encryption.

6. Updates: Regularly update Zoom to the latest version through your System Management Software to ensure you have the latest security patches and features. Configure automatic updates where possible.

7. Data Privacy: Familiarize yourself with Zoom's data privacy policies and compliance standards. Ensure that your organization complies with relevant data protection regulations like GDPR or HIPAA through your System Management Software.

8. Recordings: If you record meetings, store them securely and restrict access to authorized personnel through your System Management Software. Be mindful of any sensitive information shared in recordings.

9. Third-Party Integrations: Review and audit third-party integrations that you use with Zoom through your System Management Software. Ensure they meet security standards and are kept up to date.

10. Training and Awareness: Educate your organization's users about Zoom security best practices. Conduct training sessions and provide resources to help them use the platform securely, all managed through your System Management Software.

Best Regards,

William

Ever tried pulling off a webinar before? Felt like you were trying to connect with a bunch of distant relatives at a chaotic family reunion? Yep, you've stepped into my realm, friend! 🎉

So, picture this: I'm part of the Zoom squad, and one of the gigs I've got is hosting webinars. But hold up, it's not your typical snooze-fest. Nope, my mission is to make these webinars as lively as a carnival, where I can practically feel the vibes of the audience digging into my content. It's like trying to keep a bunch of energetic puppies focused – a delightful challenge, if you ask me!

Now, here's the golden nugget: BREAKOUT ROOMS have made their grand entrance into the world of webinars! 🎉 Imagine it like this: you're at a super cool party, and you can just zip around the room to different conversation corners. Well, that's exactly what these breakout rooms do for our webinars!

They let us dive headfirst into interactive sessions, where everyone – from the big shots on the panel to the eager attendees – can mingle, brainstorm, and shoot ideas like confetti cannons. And guess what? If you've already mastered the art of Zoom Meetings, this is like second nature. You'll feel right at home, my friend.

And here's the cherry on top: when the breakout extravaganza wraps up, it's a breeze to get back to the main webinar mode. Just a tap, and we're back in control, ready to drop some knowledge bombs in the most engaging way possible. So there you have it, the magic wand that transforms webinars from monologues into a two-way street of awesomeness. Let's make those virtual stages rock! 🚀🎙️

Now here's where you find out more!

Have you visited the Zoom Learning Center (ZLC) lately? If you’re supported by our Customer Success Advisor team, you may notice a few differences!

We have refreshed the English-language homepage for these customers to make onboarding and ongoing learning as easy as possible, including:

• New specialized tracks for administrators and end users
• Banner and static announcements to let you know what’s happening
• Quick access to the latest resources for ongoing learning opportunities
• And more!

Why not refresh the basics by following the Zoom Admin Onboarding learning plan from your Start Your Onboarding page to achieve your onboarding certificate? Be sure to pass this information on to your end users as well, so they can experience the Zoom User Onboarding learning plan created specifically for them!

Caring for You is an award-winning nursing agency who had a rapid period of growth during the pandemic and needed a solution that would scale with them. They were also looking for a solution to accommodate the nurses in rural areas who need a reliable phone and conferencing solution.

After success with Zoom Phone, they quickly turned to Zoom Contact Center to up-level how their customers’ experience with their agents. The transparent reporting and ability to monitor and measure interactions translated into greater efficiency and an overall better experience for both agents and customers.

As an organization built around helping others, Caring For You uses the convenience of Zoom’s all-in-one communications and collaboration platform to help create a more relaxed atmosphere for agents to serve their clients. 💙👩‍⚕️

Read more of Caring for You's customer story here: https://explore.zoom.us/en/customer_stories/caring-for-you/

The Virtual Background feature allows you to display an image or video as your background during a Zoom meeting, which can provide you with more privacy or a consistent and professional look for a presentation. Depending on the device you are joining the meeting with, you can use the Virtual Background feature with or without the use of a green screen behind you, with the system requirements being higher for virtual background without a green screen.

How to turn on your video and add a virtual background

DESKTOP

• If the host has requested video be on by default, you will be prompted with a video preview. This allows you to see your current video and decide to join the meeting with or without video. Click Join with Video.
• While you’re in a meeting, click Start Video / Stop Video in the bottom-left corner of the meeting controls toolbar as needed to control your video.
• (Optional) Next to Start Video / Stop Video, click the up arrow icon 🔼 to change any of your video settings, such as picking a different camera or choosing a virtual background. If you select a new background, it will automatically change in the meeting.

MOBILE

• If the host has requested video be on by default, you will be prompted with a video preview. This allows you to see your current video and decide to join the meeting with or without video. Click Join with Video.
• While you’re in a meeting, click Start Video / Stop Video in the bottom-left corner of the meeting controls toolbar as needed to control your video.
• (Optional) Next to Start Video / Stop Video, click the up arrow icon 🔼

   

   to change any of your video settings, such as picking a different camera or choosing a virtual background. If you select a new background, it will automatically change in the meeting.

Reference Article : https://support.zoom.us/hc/en-us/articles/210707503-Changing-your-Virtual-Background-image