How To Use Zoom (plus Breakout Groups) — Favorite Video Conferencing Platform

Zoom is my favorite video conferencing tool, and I use it many times a week. I get asked by clients all the time to teach them how to use it. Here’s a tutorial! Below, you can click on a timestamp to jump to that topic in the video.

0:30 Launching Zoom

0:49 Personal Meeting ID (PMI) is different for each Zoom account

1:00 What happens if you check the box “Always use PMI for instant meetings on this computer”

1:32 Scheduling a meeting
TIP: I actually prefer to schedule a new Recurring Meeting. see 4:10, even if it’s a one-time meeting, because I’ve noticed that for some reason. people can be confused by the meeting time. Recurring Meetings don’t have a label for the date/time of the meeting.

1:45 Video (when joining a meeting) — on or off?

2:20 Audio Options: I prefer “Both” instead of “telephone only” or “VoIP Only”

2:26 Why I don’t require meeting password, and when to

2:56 “Enable join before host” — check this box if participants already know each other

3:50 Record meeting automatically?

4:10 Recurring Meetings

4:58 How to find the meeting ID / access link / phone numbers again

6:45 What happens if you check the box “Always use PMI for instant meetings on this computer”
(sorry to repeat myself here!)

7:16 How to get into a specific zoom meeting that you created

7:54 How to mute all / make sure all new participants are muted automatically
and whether to “Allow participants to unmute themselves”

8:52 How to stop someone’s video

8:58 How to spotlight (focus the attention on) someone’s video — including your own

I forgot to mention — it’s helpful to “Lock Meeting” if you frequently promote a particular Zoom link. Click Manage Participants, then More, then Lock Meeting.

9:45 How to record a zoom meeting

10:13 Gallery vs. Speaker Views

11:25 Moving the zoom window around, so you can look like you’re looking at the camera

12:51 How to mute yourself or stop your video

13:19 Changing the zoom audio or video settings, including mirror effect, “touch up my appearance”, enable HD, etc.

15:05 the chat room features

15:23 How to change how your name shows up on zoom with “Rename”

15:45 How to chat privately with another participant

16:13 How to save the chat transcript / chat roll in zoom

17:09 How to access the Advanced Settings

17:52 How to share your computer screen

18:35 How to share the screen of your iPhone / iPad / Android device

19:36 How to stop your screen share

21:10 When screen sharing, how to move your little video around to not cover what you are seeing.

21:16 How to annotate (draw) on a screen share

21:51 Remote Control: giving another participant ability to control your computer (move / click your mouse and type)

21:30 How to see the Chat box when you’re in screen-sharing mode

22:50 How to enable breakout groups in Zoom

23:25 How to share screen WITH sound so you can play a video for your participants and watch together.

25:48 How to do Breakout Rooms in Zoom.

26:10 You can rename breakout rooms, or move people from one room to another

26:27 Before starting the breakout room, unmute all so they don’t have to remember to do that themselves, and also recommend an order of speaking, e.g. alphabetical by first name

27:58 How to join a breakout room (as an admin)

28:47 You can’t hear what Leslie is saying because I didn’t record this video with allowing the computer sound to be heard, sorry 🙂 She was saying she’ll test the chat once I leave the room, to see if it comes through to the main chat. (It doesn’t.)

29:08 Re-size the zoom video windows by clicking & dragging either bottom corner

29:35 How to Broadcast a Message (an announcement text) to everyone in the breakout rooms

30:40 Tip: After breakout room, be sure to spotlight your own video again, so people know they’re back in the main room.

There’s “Leave meeting” (which means keeping the room open) and “End meeting” which means closing the room…. so that you can open another room and allow people to enter. With the kind of zoom account most of us have, we can only have 1 room open at a time… so whatever room you aren’t using, don’t just close the window (which equals “Leave meeting”) but do click End Meeting.


BIG thanks to those who showed up and helped me out!

Kelsey Lowitz, Whole Life Leadership: (Life Coach + Acupuncturist for Corporate Women)

Michelle Spurling, Certified Facilitator of Byron Katie’s The Work

Rosalie Schneider, Life Coach for Parents

Kim Victoria, Artist and Teacher, Painting With Intention

Dianne Allen, Author, Speaker, Mentor to Gifted and Highly Sensitive People

Leslie Seidel, Relationship/Dating Coach for Single Women

Thank you everyone!!

~ George Kao, Authentic Business Coach,

To sign up for Zoom, go to — the official link. I’m not an affiliate, nor paid to do this video. Just a fan!


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  • What if you want to show just the speakers, when there are other participants?

    1. Set up your zoom meeting to have participants' video "off" by default.

    2. Have your speakers join your meeting a few minutes in advance so you can have them show their video.

    3. Once people start coming on, click the "hide non-video participants" button. See how to do that on this page:

    George Kao March 30, 2020 5:42 pm Reply
  • Thanks, George Kao, I found this very interesting, and you do have a very pleasant voice. Which is very rare with people giving tutorials. It allowed me to listen to some parts a couple of times

    D-na Training, Coaching, Consulting March 30, 2020 5:42 pm Reply
  • Great starter for getting to understand Zoom, thanks George!

    Nicholas Mark Roe March 30, 2020 5:42 pm Reply
  • Great video George. Thanks.
    Q: How can I let the participants who are working together in a breakout room 'write' down their mutual findings down and later share/present them to the whole group after the breakout is finished?

    Boudewijn Krijger March 30, 2020 5:42 pm Reply
  • thank you …… I have a problem with zoom; The ANNOTATE tool doesn't work. I click on it then I go to choose T or DRAW but I can't write or draw. It works on the other laptop but it doesn't work on my laptop. Also I can't share the whiteboard , it says ERROR CODE: 0 May you help me with this if you can please?
    Not: On other laptop I don't have a problem with my account so I may missed a program on my laptop?

    Khaled Darwish March 30, 2020 5:42 pm Reply
  • Very helpful. I'll likely have to view it a few more times. But it let's me know all the options.

    Eileen Charles Hyatt March 30, 2020 5:42 pm Reply
  • Well this aged like fine wine 🍷

    JNetwork32 March 30, 2020 5:42 pm Reply
  • Can we use external mic for this? For example condenser mic that require audio interface?

    SkYlAr TuBe March 30, 2020 5:42 pm Reply
  • Thank you I had no idea what zoom is or what you do and I have online school for the first time tomorrow
    Also unnus annus

    Rhi the kitty Cat March 30, 2020 5:42 pm Reply
  • Best tutorial of zoom ! thank you for making it clear 😀

    Houda Yaqine March 30, 2020 5:42 pm Reply
  • Who wants to make friends here?

    Mexico Texas March 30, 2020 5:42 pm Reply
  • How do you know if someone is looking at you on zoom?

    Texting Stories of Miraculous Ladybug March 30, 2020 5:42 pm Reply
  • Great job George. I learnt a lot. Thanks

    Mary Qayoumi March 30, 2020 5:42 pm Reply
  • Excellent video. Thanks!

    Christine Vasquez March 30, 2020 5:42 pm Reply
  • When I use the breakout rooms, can students still see the screen I had been sharing with them?

    Ana Beatriz Rigon March 30, 2020 5:42 pm Reply
  • Really irritating how you jump around all over the place. Plan your tutorials better please.

    Ian-Luke Penwald March 30, 2020 5:42 pm Reply
  • Can you direct me where to find the spotlight feature?

    Nicole Kwan March 30, 2020 5:42 pm Reply
  • I'm a new user to Zoom. I was genuinely pleased with this tutorial. It appeared to be well planned and well orchestrated. Very informative and comprehensive. As a result I am now a new subscriber. Keep up the good work.

    Chandler Huffman March 30, 2020 5:42 pm Reply
  • Can you unmute everyone so everyone can talk at will? So having a meeting where everyone can take a turn chatting and conversing verbally instead of using the type chat?

    MomofScout March 30, 2020 5:42 pm Reply
  • Is it possible to highlight two speakers at the same time….so both their screens are larger than the other members. Thanks so much. Great video!!!!

    High Output Productions March 30, 2020 5:42 pm Reply
  • I shared your video with my colleagues
    , Fidm (the Fashion Institute of Design and Merchandising) DTLA instructors.,

    cuata una March 30, 2020 5:42 pm Reply
  • Question – I assume the participants can all see each other. How can I set it so they can only see me? Thanks.

    Judi Needham-Crane March 30, 2020 5:42 pm Reply
  • How can I use a video? If I want to start a meeting and then go to a video for teaching and then go back to them and finish the class. Can I stop the video and converse with them to explain and then go back to the video?

    PT Hughes March 30, 2020 5:42 pm Reply
  • Excellent explanation, thanks a lot!

    PAUL MASIH March 30, 2020 5:42 pm Reply
  • Can anyone please tell me if there is a functionality to allow people in breakout groups to move between different breakout groups without the admin assigning them a new breakout group?

    House Manager March 30, 2020 5:42 pm Reply
  • theory : zoom released corona virus to boost their profits.

    zeu xlaught March 30, 2020 5:42 pm Reply
  • Great video! You answered all my questions about zoom meetings!! Thank you!

    Diana Palm March 30, 2020 5:42 pm Reply
  • This was fantastic. Thank you for all you effort here

    Gerry Laplante March 30, 2020 5:42 pm Reply
  • Best video, thank you!

    shakila marando March 30, 2020 5:42 pm Reply
  • is it possible to schdule meetings to run simultaneously?

    Moon Pradhan March 30, 2020 5:42 pm Reply
  • This is helpful tip. I'm not gonna copy that number. 😅

    Cali abdi salaam Ibrahim March 30, 2020 5:42 pm Reply
  • Excellent video! Thank you.
    When you break the class into small groups, can I watch and listen to each group? I am a language teacher and such feature would be awesome.

    Khena Wong March 30, 2020 5:42 pm Reply
  • I like to know that can we share different screen to different breakout rooms

    Dipta Savalia March 30, 2020 5:42 pm Reply
  • Hey George, thanks for this tutorial.. I really loved it… I have a question though,
    When you are using the breakout rooms, are you able to show one room to the other rooms? I mean, I'll have to use for English classes during this COVID situation and sometimes I have to pair students to make role-plays and I always ask them to present it to the others. Is there a way to do it with the rooms created in the breakout room or just when everybody is in the main room?

    Thanks again.
    Hope you are fine and safe.
    Hugs from distance

    William Bonequini March 30, 2020 5:42 pm Reply
  • hi, I noted (when I was testing) that some of the participants froze. I know connection problem. But then what happens? They have to rejoin?

    Ejaz Tahir March 30, 2020 5:42 pm Reply
  • Thanks, George. This is helpful as it goes a bit deeper than some of the other great videos out there.

    MORRISON Ken March 30, 2020 5:42 pm Reply
  • We couldn't hear your particpants.

    Wendy DiMatteo March 30, 2020 5:42 pm Reply
  • This was an outstanding presentation .. thanks very much to you and all the ladies !

    17837 March 30, 2020 5:42 pm Reply
  • i can't see the gallery view or speaker view box on the screen is this because i don,t have any contacts yet thanks

    j cowden March 30, 2020 5:42 pm Reply
  • Hi George, Great video. Tried to use this to organise playing electric guitars between players for a rehearsal but the sound fazed in and out. It was ok for voice but kept fading when playing an amplified guitar. Is there some clipping of the sound and how would we turn that off please? Any suggestions?

    Trevor Byford March 30, 2020 5:42 pm Reply
  • does this pertain to a specific version of Zoom? I am using 3.6.5 and it has none of the features you're showing – no break out room, no ability to share screen while viewing video chat – is it because I have a chromebook and this application needs a certain format? I don't have settings to adjust my audio, my microphone sensitivity – it didn't even allow me to annotate in a shared screen view – it just literally shared my screen. HELP please, anyone.

    Traci Stewart March 30, 2020 5:42 pm Reply
  • Thank you for your video. The tutorial was very helpful. I work for the NYC Department of Eduation (Educational Theatre) I would like to create a play with two or three people – since I am not able to direct the actors in person – how do think showing my play through zoom would be effective

    Craig Hunter March 30, 2020 5:42 pm Reply
  • Can you have someone come directly into a breakout room. We are looking to use zoom for interviews and what to figure a way for the next candidate to join without coming into the previous interview

    Dolores Cramer March 30, 2020 5:42 pm Reply
  • Thank you.

    Saundra Allman March 30, 2020 5:42 pm Reply
  • Thank you George that was really helpful. I'm teaching online for the first time and your video was very informative. I'll be watching it again to try out some of the features that I learnt about today. Thank you 🙂

    Sarita Vaid March 30, 2020 5:42 pm Reply
  • Great tutorial. What if I didn't want to allow video conferencing? I only want audio.

    Doris Ayers March 30, 2020 5:42 pm Reply
  • Great video! Thx  Is there a way to make the pictures of each participant larger?

    Lorraine Nissen March 30, 2020 5:42 pm Reply
  • Excellent! Thank you

    Eileen Shea March 30, 2020 5:42 pm Reply
  • Thank you its helpful for me…Coming Monday im have a classes ..corona effect ….😂😂😂

    INDHUMATHI TASHKANT March 30, 2020 5:42 pm Reply

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