Setting up your first Zoom meeting can feel overwhelming, but it’s pretty straightforward once you know the ropes. Whether you’re hosting a team standup, client presentation, or just catching up with friends, this guide will walk you through everything from your own Zoom account creation to advanced meeting configurations.
Prerequisites and Zoom Account Setup
Before diving into meeting creation, you’ll need a Zoom account. Here’s what you need to know about the pricing at Nest Nepal for various Zoom services:
| Account Type | Price | Meeting Duration | Participants | Best For |
| Basic | Free | 40 min (3+ people) | Up to 100 | Personal use, small teams |
| Pro | Rs. 1820/month | 30 hours | Up to 100 | Small businesses |
| Business | Rs. 2660/month | 30 hours | Up to 300 | Medium businesses |
| Enterprise | Rs. 5833/month | 30 hours | Up to 500 | Large organizations |
Creating Your Zoom Account
Step 1: Sign Up
- Go to zoom.us
- Click “Sign Up, It’s Free.”
- Enter your email address
- Check your email for the verification link
- Complete your profile information
Step 2: Download the Desktop App
- After account creation, download the Zoom desktop client
- This gives you more features than the web version
- Mobile apps work great too, but a desktop is recommended for hosting
Method 1: Scheduling a Zoom Meeting (Recommended)
This is the most common way to set up meetings, especially for recurring events or planned discussions.
Step 1: Access the Zoom Web Portal
- Log in to zoom.us
- Click “Host a Meeting” or navigate to “Meetings” in the left sidebar
- Select “Schedule a Meeting.”
Step 2: Basic Meeting Information
Meeting Topic
Example: “Weekly Team Standup—Sprint 23”
Keep it descriptive but concise. Your participants will see this in their calendar invites.
Description (Optional but recommended)
Example: “Weekly team sync to discuss sprint progress, blockers, and upcoming tasks. Please have your updates ready.”
When
- Set your date and time
- Choose duration (be realistic—meetings often run over)
- Select timezone (especially important for distributed teams)
Recurring Meeting
- Check this if it’s a regular meeting
- Options: No fixed time, Daily, Weekly, Monthly, or Custom
- Great for standups, 1-on-1s, or regular check-ins
Step 3: Meeting Settings Configuration
Security Settings
- Passcode: Always enable this (Zoom generates one automatically)
- Waiting Room: Recommended for security
- Require authentication: Force users to sign in to Zoom
Audio Options
- Computer Audio: Default and recommended
- Telephone: Adds dial-in numbers (useful for mobile participants)
- Both: Maximum flexibility
Video Settings
- Host Video: Choose if you want your camera on when joining
- Participant Video: Choose the default for attendees
- Camera Off is often better for large meetings
Advanced Options
- Enable join before host: Useful for recurring meetings
- Mute participants on entry: Highly recommended for meetings with 5+ people
- Auto-record: Choose local or cloud recording
Step 4: Save and Share
Save Your Zoom Meeting
- Click “Save” to create the meeting
- Note down the Meeting ID and passcode
Sharing Options
- Copy Invitation: Gets a formatted text block
- Calendar Integration: Adds to Google Calendar, Outlook, etc.
- Email: Sends invites directly from Zoom
Method 2: Starting an Instant Zoom Meeting
Perfect for spontaneous calls or quick discussions.
From Desktop App
Step 1: Open the Zoom Desktop App
- Click “New Meeting” on the home screen
- Choose “Start with video” or “Start without video.”
- Your meeting starts immediately
Step 2: Invite Participants
- Click “Participants” in the meeting toolbar
- Click “Invite” at the bottom of the participants panel
- Choose your preferred method:
- Copy URL: Quick sharing via chat/email
- Copy Invitation: Full-formatted invitation
- Email: Send directly from Zoom
From Web Browser
Step 1: Quick Start
- Go to zoom.us
- Click “Host a Meeting.”
- Select “With Video On” or “With Video Off.”
- Click “Start Meeting.”
Step 2: Launch Your Zoom Meeting
- The browser will prompt to open the Zoom app
- Click “Open zoom.us” or “Launch Meeting.”
- If the app isn’t installed, you can join via browser
Method 3: Mobile Zoom Meeting Setup
Great for on-the-go meeting creation.
Using the Mobile App
Step 1: Open the Zoom Mobile App
- Tap “New Meeting” on the home screen
- Toggle “Video On” if you want the camera enabled
- Tap “Start Meeting.”
Step 2: Invite Participants
- Tap “Participants” in the meeting controls
- Tap “Invite” at the bottom
- Choose the sharing method (text, email, other apps)
Quick Tip: You can also schedule meetings from your mobile by tapping “Schedule” instead of “New Meeting.”
Essential Zoom Meeting Settings Explained
Security Features
Waiting Room
- Participants wait in a “lobby” until you admit them
- Prevents uninvited guests from joining
- You can admit people individually or all at once
Zoom Meeting Lock
- Prevents new participants from joining
- Useful once everyone expected has arrived
- Can be unlocked if needed
Zoom Meeting Passcode
- Adds an extra layer of security
- Automatically included in meeting invitations
- Can be removed, but not recommended
Audio Management
Mute All
- Silences all participants except the host
- Participants can unmute themselves (unless you prevent it)
- Essential for large meetings
Mute on Entry
- Automatically mutes participants when they join
- Prevents background noise disruption
- Good practice for meetings with 5+ people
Video Controls
Spotlight Video
- Makes one person’s video the main focus for everyone
- Useful for presentations or main speakers
- Only the host can control this
Pin Video
- Makes one person’s video large on your screen only
- Doesn’t affect other participants’ views
- Good for focusing on specific speakers
Zoom Meeting Invitation Best Practices
Writing Effective Invitations
Subject Line Examples:
✅ Good: “Weekly Team Standup—March 15, 2 pm EST”
❌ Bad: “Meeting”
✅ Good: “Q1 Planning Session—Product Roadmap Discussion”
❌ Bad: “Zoom Call”
Invitation Template:
Subject: Weekly Team Standup—March 15, 2 pm EST
Hi Team,
Join our weekly standup to discuss:
– Sprint progress updates
– Current blockers
– Next week’s priorities
Meeting Details:
📅 Date: March 15, 2024
🕐 Time: 2:00 PM EST (adjust for your timezone)
⏱️ Duration: 30 minutes
🔗 Join: [Zoom Link]
🔑 Passcode: 123456
Agenda:
1. Round-robin updates (5 min each)
2. Blocker discussion (10 min)
3. Next week planning (5 min)
Please have your updates ready!
Best regards,
[Your Name]Pre-Meeting Checklist
Before your meeting starts, run through this checklist:
Technical Setup
- [ ] Test your audio and video
- [ ] Check internet connection
- [ ] Close unnecessary applications
- [ ] Prepare screen sharing materials
Zoom Meeting Preparation
- [ ] Review participant list
- [ ] Prepare agenda
- [ ] Test screen sharing content
- [ ] Have backup plans ready
Environment Setup
- [ ] Find a quiet location
- [ ] Ensure good lighting
- [ ] Minimize background distractions
- [ ] Have water nearby
Common First-Time Mistakes to Avoid
Security Oversights
- Not enabling a waiting room for external participants
- Sharing meeting links publicly
- Not using passcodes for sensitive meetings
Audio Issues
- Forgetting to mute participants in large meetings
- Not testing the audio beforehand
- Using poor-quality microphones
Video Problems
- Poor lighting (sitting with light behind you)
- Distracting backgrounds
- Camera positioned too low or too high
Meeting Management
- Not having a clear agenda
- Letting meetings run over time
- Not recording important sessions
Advanced Tips for Better Meetings
Keyboard Shortcuts (Desktop)
Spacebar (hold): Temporarily unmute
Alt+A: Mute/unmute audio
Alt+V: Start/stop video
Alt+S: Start/stop screen sharing
Alt+R: Start/stop recording
Meeting Templates
Create templates for recurring meeting types:
Daily Standup Template:
- Duration: 15 minutes
- Mute on entry: Yes
- Waiting room: No (for team members)
- Auto-record: Yes
- Video: Optional
Client Presentation Template:
- Duration: 60 minutes
- Mute on entry: Yes
- Waiting room: Yes
- Auto-record: Yes
- Video: Host only initially
Troubleshooting Common Issues
Can’t Join Meeting
- Check the internet connection
- Verify meeting ID and passcode
- Try joining via browser if the app fails
Audio/Video Issues
- Check device permissions
- Restart the Zoom application
- Test with different devices
Poor Connection
- Turn off the video to save bandwidth
- Close other applications
- Use Ethernet instead of Wi-Fi
Next Steps
Now that you’ve set up your first Zoom meeting, consider exploring:
- Breakout Rooms: For small group discussions
- Polling: For interactive sessions
- Screen Annotation: For collaborative sessions
- Virtual Backgrounds: For a professional appearance
- Recording: For absent participants
Setting up your first Zoom meeting is just the beginning. The key is to start simple, get comfortable with the basics, and gradually explore more advanced features as your needs grow. Remember, well-planned meetings with clear objectives and respect for everyone’s time are the best.
Happy meeting!
