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We recommend stable and reliable video conferencing software to you：Zoom meeting and Teams meeting
Operation methods and steps
Create a room
Login to Zoom account: Open the Zoom application or visit the Zoom official website and log in with your account. If you don’t have an account, you can first register for a free account.
Click on “Quick Start Meeting” or “New Meeting”: After logging in successfully, you will see the “Quick Start Meeting” button on the main interface, click it to immediately create a meeting room; Alternatively, click the “New Meeting” button to enter the meeting settings page and create a room.
Set meeting parameters: On the New Meeting page, you can set some basic parameters of the meeting, such as meeting theme, meeting time, etc. The conference theme should be concise and clear, so that participants can quickly understand the main content of the conference. If you want the meeting to end at a specific time, you can set the duration of the meeting.
Turn on video and audio: You can choose to turn on or off your own video and audio devices as needed. If you wish to showcase your image and engage in voice communication during the meeting, it is recommended to enable video and audio.
Click ‘Start Meeting’: After completing the above settings, click the ‘Start Meeting’ button to successfully create and enter the meeting room.
Invite others
Copy meeting information: In the meeting room, click the “Invite” button at the bottom of the screen, and multiple invitation methods will pop up. You can directly copy the meeting number or link, and then send it to the people who need to be invited through email, instant messaging tools, etc.
Send email invitation: Click on the “Email” option in the “Invite” button, and the system will automatically open your default email client and generate an email containing meeting information. You only need to fill in the necessary information such as recipient address, and then click “Send”.
Inviting through Calendar: If you are using a Zoom integrated calendar application (such as Outlook, Google Calendar, etc.), you can click on the “Calendar” option to add the meeting to your calendar and select “Invite Attendees”. The system will automatically send invitations based on your calendar settings.
Share invitation information on the screen: In the meeting room, you can also click on the “Copy Meeting Link” or “Copy Meeting Number” button in the “Invitation” button, and then paste it into other applications or documents, displaying it to participants through screen sharing and other methods, allowing them to manually enter the meeting number or click on the link to join the meeting.
Invite Zoom contacts: If you have previously added Zoom contacts, you can click on “Contacts” in the “Invite” button, select the contacts you want to invite, and click “Send” to send them a meeting invitation.
Operations during the meeting
Managing attendees: As the conference host, you can manage attendees during the meeting, such as muting, unmuting, renaming, removing, and other operations. Click the “Manage Attendees” button at the bottom of the screen to open the list of attendees and manage them accordingly.
Shared Screen: If you need to show documents, presentations, or other content to attendees, you can click the “Share Screen” button, select the screen or application window you want to share, and then click “Share”. Attendees can see the content you share on their own devices.
Recording Meeting: If you wish to record the meeting process for future review or sharing, you can click the “Record” button and choose to record to a local device or cloud storage. The recorded files will include video, audio, and screen sharing content from the meeting.
Through the above steps, you can easily create rooms on Zoom and invite others to attend meetings for efficient remote communication and collaboration.
Another reliable and stable video conferencing software, Teams, is an application under Microsoft CorporationCreate Meeting
Log in to Teams: Open the Microsoft Teams application or access its web version, and log in with your account.
Start meeting: Click on the “Calendar” icon in the left navigation bar of the Teams interface. Then, in the calendar view, click the “New Meeting” button to enter the meeting creation page.
Set meeting details: On the meeting creation page, you need to fill in the relevant information of the meeting. Include the conference theme and briefly describe the main content of the conference; Meeting time, select the specific start and end times of the meeting; Meeting participants can manually enter their names, email addresses, or team member names, and the system will automatically match and add the corresponding personnel.
Meeting option settings: As needed, you can also set other options for the meeting, such as whether to require participants to turn on the video when joining the meeting, whether to allow meeting recording, etc. After setting up, click the “Send” button, and the meeting will be successfully created and sent to the invited participants.
Invite others to attend the meeting
Invite through calendar: When creating the meeting, you have already added some participants. If you still need to invite others, you can click the “Add Participants” button on the meeting details page, then enter the information of the new participants and add them. After the addition is completed, the system will automatically send a meeting invitation email to the newly added participants.
Invite in chat: You can click on the “More Options” button next to the “File” icon in the chat window with team members, and then select “Schedule Meeting”. In the pop-up meeting schedule window, fill in the meeting topic, time, and other information, and click “send” to invite the members in the chat to participate in the meeting.
Share meeting link invitation: After creating a meeting, you can click the “Copy Meeting Link” button on the meeting details page, and then send the meeting link to the people who need to be invited through email, instant messaging tools, etc. They can click the link to join the meeting.
Participants join the meeting
Join through calendar reminder: Once participants receive a meeting invitation, the meeting will be automatically added to their Teams calendar. Before the meeting starts, they will receive a reminder notification from the calendar. Click the “Join Meeting” button in the notification to enter the meeting.
Join through meeting link: Participants click on the meeting link you sent, and the browser will automatically open the Teams web version or launch the Teams application, and enter the meeting page. If it is the first time using it, you may need to log in to your account or make some simple settings.
Join from the Teams main interface: Participants can also log in to Teams, click on the “Calendar” icon in the left navigation bar, find the corresponding meeting, and click the “Join Meeting” button to enter.
Operations during the meeting
Turn on or off video and audio: After entering the meeting, participants can click the video or audio button at the bottom of the screen as needed to turn on or off their cameras and microphones for video presentation and voice communication.
View participant list: Click the “Participants” button in the meeting interface to view the list of attendees and understand who is in the meeting.
Shared content: If you need to display documents, presentations, and other content to other participants, you can click the “Share Content” button, select the file or window you want to share, and other participants can see the shared content on their own devices.
Chat interaction: During the meeting, participants can communicate by sending text messages through the chat window in the meeting interface, as well as sending emoticons, files, etc., to enhance the interactivity of the meeting.
The above are the basic steps and related operations for operating and inviting others to attend meetings in Microsoft Teams. You can flexibly use these functions according to your actual needs to meet different meeting needs.
