8 Zoom Hacks You Wish You'd Known Sooner


Most of us are pretty au fait with using zoom for business meetings and/or speaking to friends and family by now. It's hard to imagine what life would have been without it over the past year or more. But are you using it to its full potential? There are some great tips and tricks that we’ve kicked ourselves for not knowing sooner that are real time-savers and pretty smart too. We thought we’d be useful and share them below.

1.Connect Zoom with apps to automate your work

We connect Zoom with Zapier (or as they call it Zaps). They use pre-made Zap templates to guide you through customizing automated workflow. It helps cut down the boring, repetitive tasks and gives you more time to concentrate on the work that matters. Zaps connects your favorite apps and services together. Learn more here

We connect our scheduling app, Zoom and Google calendar so whenever a customer books an appointment in the scheduling app, Zapier can create a new Zoom meeting and add it to our personal calendar. We also set it up so the meeting automatically gets shared with the appropriate Slack channel. Any team member is shared by the Zoom invite and has all the relevant details.

2. Record the Zoom as a video

When you record a meeting it’s great if you need to recap over your notes, or share with others that missed the meeting. 

To record Zoom videos, you need Zoom on macOS, Windows, or Linux. You can share a recording automatically by using Zaps and sending it to your teammates on a Slack channel or email. 

NB: You can’t record on mobile at the moment unless you have a paid account.

To record a Zoom video;

  1. When record use the Cloud or Local option (this depends what type of account you have)
  2. Set Zoom to record audio and video of the host - or record everyone
  3. See Zoom settings prior to meeting here

You can customize your background by;

  1. Go to Settings
  2. Find Virtual Background and Select or
  3. Upload image you want

You can mute your audio and camera by default;

  1. Go to Settings
  2. Find Audio
  3. Mute microphone and turn video off when joining a meeting

You can share your screen with other participants by;

  1. Click Share screen icon at the bottom of the meeting screen
  2. Either share entire desktop or just one of the windows open
  3. Click the red Stop Share button at the top of the screen to go back to not sharing

You can use Zoom's Touch Up My Appearance feature to look your best;

  1. Click  the up arrow next to Start Video
  2. Click Video Settings
  3. Under My Video, check the box is ticked for Touch Up My Appearance

3. Co-host meetings and scheduling someone else's meetings

Starting meetings with more than one person in charge is less stressful for the owner of the meeting. Especially, if they need to answer the doorbell or their WIFI isn’t performing. 

  1. Go to Zoom Meetings Settings
  2. Find Meetings tab
  3. Select Co-host option
  4. When select person joins the meeting click the 3 dots hovering over co-hosts name
  5. OR - See Participants window
  6. Hover over co-host name and press More
  7. Find Make Co-host option

To set up a scheduling assistant to schedule your meetings. Follow instructions below. You will need to be the primary Zoom account holder and everyone who receives scheduling privileges must all have Pro or Corp licenses. And for webinars, both account holders and schedulers must have webinar licenses.

  1. Open Meeting Settings
  2. Find Other
  3. See + sign by Assign Scheduling Privilege
  4. Add schedulers email address
  5. Click Assign

You can host a group meeting up to 40 minutes and 1-2-1 meetings for an unlimited amount of time. If you want to hold group meetings for over 40 minutes you can upgrade to a paid account. For over 100 people you will need a paid professional account and a higher tier for upto 1000 participants.

Also you can add attendees' virtual waiting rooms to all your Zooms so you can allow attendees in one by one when you’re ready or all in at the same time.

4. Display annotation tools for meeting collaboration

Allowing participants to draw and highlight what's on the screen can be useful and engaging for all.

To annotate on someone's screen follow instructions below:

  1. At top of Zoom window see View Option
  2. Select Annotate
  3. See options including text, draw, arrow etc
  4. Press Save to capture complete image

You can use emoji reactions to communicate without interrupting a meeting too:

  1. click the Reactions tab at bottom of meetings screen
  2. If there is a nonverbal feedback feature you can select icon from there

5. Create recurring schedules meetings on Zoom

Weekly team meetings, virtual water coolers and 1-2-1 coaching sessions are saved with one URL and locked into our calendars. Using the same settings and meeting ID is great when adding new members to the team as you don’t need to send out a new invite. See how to do it here

You can click on the Gallery view tab in the top right hand corner to see everyone in the meeting at once. If 49 attendees or under all can be viewed on one page. IIf you want to always see the speaker then click on the Speaker view. If you are on a large call you can hide non video participants. Go to Settings>Video>Meetings and clock Hide non video participants. 

6. Attendance reports for group meetings or events

Whether it’s meeting with a customer or internal work event, it's handy to see who attended the Zoom for a variety of reasons. You can do this after a Zoom to get feedback in a survey. 

To do this you must have hosted the meeting and enabled Usage Reports or be the account admin or owner. Plus you need to have one of the following Zoom accounts Pro, API Partner, Business, or Education plan.

To find the attendee list follow these instructions:

  1. Go to Zoom Account Management 
  2. Find Reports section
  3. See Usage Reports
  4. Click Meeting 
  5. Find the meeting you want
  6. Select the report type and date range
  7. Generate the report

You can set up Zoom to show names:

  1. Settings
  2. Video
  3. Check the box for Always display participants name

7. Registration sheets prior to a Zoom meeting 

Knowing data about attendees prior to the event can help you tailor a more bespoke meeting that engages the customer.

  1. Add registration option in the My Meetings tab of the Zoom app
  2. Set up a check box form that includes questions like name, company, job title, industry (add new questions in the tab Custom Questions)
  3. Or if the registration form is on your website use pre-built Zaps to ensure everyone who signs up for the webinar is then also registered on Zoom
  4. Automate all registered information to your CRM

8. Essential keyboard shortcuts on Zoom

Here are a few of our most used shortcuts for Windows:

  • Mute or unmute video: Alt-A
  • Raise or lower hand: Alt-Y
  • Start or stop video: Alt-V
  • Push to talk: Spacebar
  • Send a quick invite: Alt+I 

Here are a few of our most used shortcuts for MacOS:

  • Mute or unmute audio: Command-Shift-A
  • Raise or lower your hand: Option-Y
  • Start or stop video: Command-Shift-V
  • Push to talk: Spacebar
  • Send a quick invite:⌘Cmd+I

Here are a few of our most used shortcuts for iOS

  • Mute or unmute audio: Command-Shift-A
  • Start or stop video: Command-Shift-V
  • Display or hide a chat: Command-Shift-H
  • Display or hide participants: Command-U

See the full list of Zoom shortcuts here