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April 24, 2025 23:57
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Zoom Essentials Cheatsheet

Navigate Zoom meetings with ease using this handy cheat sheet covering core features, keyboard shortcuts, and useful tips for Windows and macOS.

Getting Started with Zoom

Joining a Meeting

Join from Invitation Link:
Click the meeting link provided (e.g., in email or calendar invite).
Zoom client or web browser will open.
Follow prompts to open Zoom client or join via browser.

Join with Meeting ID:
Open Zoom client/app.
Click ‘Join’.
Enter the Meeting ID (usually 9-11 digits).
Enter your name.
Choose audio/video connection options.
Click ‘Join’.

Enter Passcode:
If prompted, enter the meeting passcode provided by the host.

Waiting Room:
If enabled, wait for the host to admit you to the meeting.

Test Audio/Video:
Before joining, click ‘Test Speaker & Microphone’ and ‘Test Video’ options to ensure your hardware is working.

Name Display:
You can change your displayed name when joining or within the participants list during the meeting.

Remember Me:
Check ‘Remember my name for future meetings’ for quicker joining next time.

Join Before Host:
If the host enables this option, you can join the meeting room before the host arrives.

Starting a Meeting (Hosting)

Instant Meeting:
Open Zoom client/app.
Click ‘New Meeting’.
This starts a meeting instantly with your PMI (Personal Meeting ID) or a generated ID.

Schedule Meeting:
Open Zoom client/app.
Click ‘Schedule’.
Fill in meeting details (Topic, Date, Time, Duration).
Configure security (Passcode, Waiting Room).
Configure meeting options (Host/Participant Video, Audio, Join Before Host, Mute Participants).
Click ‘Save’.
Copy invitation details to share.

Using PMI:
Your Personal Meeting ID is a unique, persistent meeting room. Best for regular meetings with known contacts.
Be mindful of security if using PMI frequently without a passcode/waiting room.

Generate Meeting ID:
For one-off meetings, it’s recommended to use a generated Meeting ID for better security.

Meeting Templates:
Save recurring meeting settings as templates to quickly schedule similar meetings.

Cloud Recording Settings:
Configure default recording settings (local or cloud) in the Zoom web portal.

Alternative Hosts:
Assign other licensed users as alternative hosts to start the meeting if you are unable to.

Host Controls:
Once in the meeting, use the toolbar at the bottom to manage participants, sharing, recording, etc.

In-Meeting Controls

Audio and Video

Mute/Unmute

Click the microphone icon.
Status indicates Muted (red with slash) or Unmuted (black/white).

Start/Stop Video

Click the camera icon.
Status indicates Video Off (red with slash) or Video On (black/white).

Audio Settings

Click the arrow next to Mute/Unmute.
Select Microphone, Speaker, Test Speaker & Microphone, or Audio Settings…

Video Settings

Click the arrow next to Start/Stop Video.
Select Camera, Video Settings…, or Choose Virtual Background/Video Filter.

Switch Camera/Mic

Use the arrows next to icons to select different devices if multiple are connected.

Push-to-Talk

Hold down the Spacebar to temporarily unmute yourself.
Enable this in Audio Settings.

Mute upon entry

Host can set this option in meeting settings to automatically mute participants when they join.

Ask to Unmute

If host mutes you, they must ask to unmute you. You accept or decline.

Participants and Chat

Manage Participants

Click ‘Participants’ button.
Sidebar opens showing list of attendees.
Host controls: Mute All, Unmute All, Lock Meeting, Put in Waiting Room, Rename, etc.

Rename Yourself

Hover over your name in the Participants list.
Click ‘More’ -> ‘Rename’.

Raise Hand

Click ‘Participants’ -> ‘Raise Hand’ button.
An icon appears next to your name.
Host can see raised hands and lower them.

Lower Hand

Click ‘Participants’ -> ‘Lower Hand’ button (replaces Raise Hand).

Open Chat

Click the ‘Chat’ button.
Sidebar opens for messaging.
Choose to send messages to ‘Everyone’ or a specific participant privately.

Save Chat

Click the ‘More’ options (…) in the Chat window.
Click ‘Save Chat’. Saves a text file of the conversation locally.

Reactions

Click ‘Reactions’ button.
Select an emoji reaction (e.g., thumbs up, clapping).
Appears on your video feed temporarily.

Nonverbal Feedback

Accessible via Participants panel (or Reactions, depending on version).
Includes options like Yes, No, Go Faster, Go Slower.

Sharing & Recording

Screen Sharing

Start Share:
Click the ‘Share Screen’ button.
Choose what to share: your entire screen, a specific application window, whiteboard, or second camera.

Share Computer Sound:
Check the ‘Share computer sound’ box in the bottom-left of the share selection window if playing audio/video.

Optimize for Video Clip:
Check the ‘Optimize for video clip’ box if sharing a video for smoother playback.

Annotation Tools:
While sharing, a floating toolbar appears.
Click ‘Annotate’ to draw, type text, highlight on the shared screen.
Click ‘More’ -> ‘Disable Annotation for Others’ to prevent participants from annotating.

Remote Control:
While sharing, click ‘Remote Control’ on the toolbar.
Grant control of your screen/application to another participant.
They can then use their mouse and keyboard on your shared content.

Pause Share:
Click ‘Pause Share’ on the floating toolbar to temporarily pause sharing without stopping it.

Stop Share:
Click the red ‘Stop Share’ button on the floating toolbar or at the top of your screen.

Advanced Sharing Options:
Click the arrow next to ‘Share Screen’.
Options include: One participant can share at a time (default) or Multiple participants can share simultaneously.
Also allows specifying who can start sharing when someone else is sharing (Host Only or All Participants).

Recording Meetings

Start Recording:
Click the ‘Record’ button on the meeting toolbar.
Choose to record to the ‘Local Computer’ or the ‘Zoom Cloud’ (if available with your plan).

Recording Indicator:
A red ‘Recording’ indicator appears in the top-left corner for all participants when recording is active.

Pause/Stop Recording:
Click the ‘Pause’ or ‘Stop’ button next to the recording indicator/on the toolbar.

Recording Permissions:
Hosts can grant specific participants permission to record locally.
Click ‘Participants’ -> Hover over participant’s name -> ‘More’ -> ‘Allow Record’.

Accessing Local Recordings:
After the meeting ends, Zoom converts the local recording files.
A folder containing the video (MP4), audio (M4A), and chat (TXT) files will open automatically.

Accessing Cloud Recordings:
Cloud recordings are processed online.
You’ll receive an email notification when the recording is ready.
Access and manage cloud recordings via the Zoom web portal (zoom.us).

Recording Layout:
Configure default recording layouts (Speaker view, Gallery view, Shared screen) in the Zoom web portal recording settings.

Audio Transcript:
Cloud recordings can automatically generate an audio transcript (enable in web settings).

Windows Keyboard Shortcuts

General Shortcuts (Win)

`Alt + F1`

Switch to Active Speaker View in video meeting.

`Alt + F2`

Switch to Gallery View in video meeting.

`Alt + V`

Start/Stop Video.

`Alt + A`

Mute/Unmute Audio.

`Alt + M`

Mute/unmute audio for all participants (Host only).

`Alt + T`

Request remote control.

`Alt + R`

Start/Stop Local Recording.

`Alt + C`

Start/Stop Cloud Recording.

`Alt + P`

Pause/Resume Recording.

Meeting Controls (Win)

`Alt + S`

Start/Stop Screen Share.

`Alt + Shift + S`

Start New Screen Share (useful when already sharing).

`Alt + T`

Show/Hide Chat Panel.

`Alt + U`

Show/Hide Participants Panel.

`Alt + I`

Open Invite Window.

`Alt + L`

Lock/Unlock Meeting (Host only).

`Alt + B`

Initiate Breakout Rooms (Host only).

`Alt + Y`

Raise/Lower Hand.

`PageUp` / `PageDown`

View previous/next page of participants in Gallery View.

Chat & Window (Win)

`Alt + Shift + T`

Screenshot.

`Ctrl + Shift + A`

Mute/Unmute Audio (alternative).

`Ctrl + Shift + V`

Start/Stop Video (alternative).

`Ctrl + Shift + H`

Show/Hide in-meeting chat panel (alternative).

`Ctrl + W`

Close current chat session (when chat panel is open).

`Alt + Shift + M`

Pause/Resume screen share.

`Esc`

Exit Full Screen.

`Spacebar`

Push-to-talk (temporarily unmute).

`Ctrl + L`

Switch to Portrait/Landscape View.

macOS Keyboard Shortcuts

General Shortcuts (Mac)

`Cmd + Shift + A`

Mute/Unmute Audio.

`Cmd + Shift + V`

Start/Stop Video.

`Cmd + J`

Join Meeting.

`Cmd + Control + V`

Switch to Active Speaker View.

`Cmd + Control + G`

Switch to Gallery View.

`Cmd + R`

Start/Stop Local Recording.

`Cmd + E`

Show/Hide In-Meeting Chat.

`Cmd + U`

Show/Hide Participants Panel.

`Cmd + I`

Open Invite Window.

Meeting Controls (Mac)

`Cmd + Shift + E`

Show/Hide Chat (alternative).

`Cmd + W`

Close current chat session.

`Cmd + Shift + S`

Start/Stop Screen Share.

`Cmd + Control + S`

Start New Screen Share (when already sharing).

`Cmd + T`

Request remote control.

`Option + R`

Start/Stop Cloud Recording.

`Option + P`

Pause/Resume Recording.

`Option + Cmd + M`

Mute/Unmute all participants (Host only).

`Cmd + K`

Mute/Unmute all participants except host (Host only).

Window & Other (Mac)

`Spacebar`

Push-to-talk (temporarily unmute).

`Cmd + Y`

Raise/Lower Hand.

`Ctrl + W`

Close the active window.

`Ctrl + T`

Switch to Portrait/Landscape view.

`Cmd + Shift + R`

Start/Stop Remote Control.

`Cmd + L`

Lock/Unlock meeting (Host only).

`Shift + Cmd + H`

Show/Hide meeting controls.

`Cmd + N`

Switch Camera.

`Cmd + B`

Initiate Breakout Rooms (Host only).

Zoom Tips & Tricks

Enhancing Your Appearance

Touch Up My Appearance

In Video Settings, enable this option to smooth out skin tones and blemishes.
Location: Settings > Video > My Video

Adjust for Low Light

In Video Settings, enable this to automatically adjust video brightness.
Location: Settings > Video > My Video > Adjust for low light

Virtual Backgrounds

Replace your real background with an image or video.
Requires a solid color background or a capable computer.
Location: Settings > Background & Effects > Virtual Background

Video Filters

Apply color filters, frames, or foreground effects to your video feed.
Location: Settings > Background & Effects > Video Filters

Studio Effects

Add virtual eyebrows, mustache/beard, or lip color.
Location: Settings > Background & Effects > Studio Effects (Beta)

Webcam Placement

Position your webcam at eye level for a more direct connection with participants.

Managing Participants & Meetings

Spotlight Video

Host can spotlight up to 9 participants’ videos, making them the primary view for all attendees.
Right-click video -> ‘Spotlight for Everyone’.

Pin Video

Pin a participant’s video to keep them in your main view, regardless of who is speaking.
Right-click video -> ‘Pin’.

Host Key

If you join a meeting you scheduled but didn’t start, you can claim host control using the Host Key.
Find your Host Key in your Zoom web portal Profile.

Waiting Room Customization

Customize the waiting room title, text, and logo in the Zoom web portal.
Location: Account Management > Account Settings > Meeting > Security > Waiting Room

Watermark

Add a watermark of participant’s email address to shared screens and video feeds to discourage unauthorized sharing/recording.
Location: Zoom web portal > Account Settings > Meeting > In Meeting (Advanced) > Add a watermark

Breakout Rooms

Divide participants into smaller sessions.
Host can assign manually, automatically, or allow participants to choose.
Host controls: Open/Close rooms, broadcast messages, join rooms.
Enable in web portal: Account Settings > Meeting > In Meeting (Advanced) > Breakout Room

Polling

Create single or multiple choice questions for participants during a meeting.
Create polls before the meeting in the web portal meeting settings.
Launch and manage polls during the meeting via the ‘Polling’ button on the toolbar.
Enable in web portal: Account Settings > Meeting > In Meeting (Basic) > Polling

Interpreter

Assign participants as language interpreters.
Enable in web portal: Account Settings > Meeting > In Meeting (Advanced) > Language Interpretation

Closed Captioning

Provide real-time text transcription.
Can be done manually by a participant, integrated with a 3rd party service, or automatically generated by Zoom (paid plans).
Enable in web portal: Account Settings > Meeting > In Meeting (Advanced) > Closed captioning