How to Use a Video Conferencing Software

Last Updated on November 7, 2023

Video conferencing software is important for communication and collaboration in today’s digital age. It enables people to work together remotely, saving time and money. This guide will show you how to use video conferencing apps effectively.

We’ll take you through the process step by step, from setting up the software to preparing for a meeting. So, get comfortable, and let’s explore the world of video conferencing platforms together.

What is Video Conferencing Software?

Video conferencing systems allow users to communicate with each other. This can either be through live video or audio feeds over the internet. It allows users to hold:

• virtual meetings,
• presentations,
• webinars, and more, without having to be in the same physical location.

Video conferencing tools can be used on different devices. If you have desktops, laptops, tablets, and mobile devices, this software is accessible to you.

The software uses a combination of video and audio codecs to encode and decode the data transmitted over the internet. With this, real-time communication between users is possible. It also often includes features such as:

• screen sharing,
• recording,
• chat, and
• virtual backgrounds, which enhance the user experience and make virtual communication more effective.

Video conferencing solutions have become an essential tool for different industries. This is possible, especially with the rise of remote working.

How to Set Up Video Conferencing Software?

Before anything else, the first thing you need to do before using video conferencing is to set it up. Follow this guide in installing the software of your choice:

Choosing the right Video Conferencing Software

There are many video conferencing software options available, such as Zoom, Microsoft Teams, Google Meet, and Skype. It’s important to choose the software that fits your needs and budget.

Installing the Software

After choosing the software, install it on your computer or mobile device. Follow the installation instructions provided by the software.

Creating an account and Logging in

Most video conferencing software requires users to create an account and log in before using the software. Follow the steps to create an account and log in to the software.

Familiarizing the interface

Before hosting or joining a meeting, it’s essential to familiarize yourself with the interface. Explore the different features and tools available, such as:

• audio and video settings,
• screen sharing,
• video chat, and
• recording

How to Prepare for a Meeting?

Now that you already have the software on your device. Be sure to explore the different features that it offers. Practice using it with a friend or a relative, or even with yourself. Next thing you know you’re ready for the actual meeting. Here’s how you can start and prepare for a meeting:

Scheduling the Meeting

To schedule a meeting, open the video conferencing software and click on the “Schedule Meeting” option. Enter the meeting details, such as date, time, duration, and participants’ email addresses.

Inviting Participants

After scheduling the meeting, invite participants by sending them an email invitation with the meeting details and a link to join the meeting.

Setting the Agenda

Create an agenda for the meeting and share it with the participants before the meeting. The agenda should include the topics to be discussed, the time allocated for each topic, and any materials or documents required.

Testing the Equipment

Test the equipment, such as the microphone, webcam, and speakers, before the meeting to ensure they are working correctly. Make sure you have a stable internet connection.

How to Join a Meeting?

When it comes to video conferencing, a user can join either as a host or a participant. So if you’re not familiar with both, don’t worry because we’ll teach you how:

Joining a Meeting as a Participant

To join a meeting as a participant, you will receive an invitation link or code from the host. Click on the link or enter the code in the appropriate field within the video conferencing software. Once you are in the meeting, turn on your video and audio if desired. Lastly, participate in the meeting as instructed by the host.

Joining a Meeting as a Host

To host a meeting, open the video conferencing software and click on the “Host a Meeting” button. Depending on the software, you may have the option to schedule the meeting in advance or start an instant meeting. Once the meeting is started, share the meeting link or code with the participants and instruct them on how to join the meeting.

What to Do During the Meeting?

If you’re wondering what you can do during the meeting, the answer is simple – start exploring the features. Try these tasks that you try while in the meeting to fully maximize the app’s capabilities:

Turning on Video and Audio

To turn on your video and audio during a meeting, locate the appropriate buttons within the software and click on them. You may also be prompted to give permission to the software to access your camera and microphone.

Screen Sharing

Screen sharing allows you to show your screen to other participants in the meeting. Locate the screen sharing button within the software and select the screen you want to share. You can also choose to share a specific application or window.

Chatting with Participants

Many video conferencing software includes a chat feature that allows you to send messages to other participants in the meeting. Locate the chat button and type your message. The chat may be private or visible to all participants, depending on the software and settings.

Recording the Meeting

If you want to record the meeting, locate the recording button within the software and click on it. Some software may also allow you to set the recording to automatically start when the meeting begins. Be sure to inform the other participants that the meeting is being recorded.

How to End the Meeting?

Wrapping up the Meeting

To end the meeting, locate the “End Meeting” button within the software and click on it. Thank the participants for their time and wrap up the meeting as appropriate.

Saving the Recording

If you recorded the meeting, be sure to save the recording before exiting the software. You may also need to convert the recording to a usable format, depending on the software.

Sending Follow-up Messages

After the meeting, consider sending follow-up messages to the participants to summarize the meeting and any action items. This can help ensure that everyone is on the same page and understands their next steps.

Leaving the Meeting

If you are a participant, simply click on the “Leave Meeting” button within the software to exit the meeting. If you are the host, make sure all participants have left before exiting the software.

Troubleshooting Tips

Problems cannot be avoided. But don’t be discouraged if you encounter some. It doesn’t mean that the app is not working. Try these tips to troubleshoot:

Checking the Internet Connection

If you are experiencing connectivity issues during the meeting, check your internet connection to ensure it is stable and strong.

Testing the Audio and Video Devices

If you are having issues with your audio or video, test your devices before the meeting to ensure they are working properly.

Restarting the Software

If the software is not functioning properly, try restarting it to see if the issue resolves.

Updating the Software

Make sure your video conferencing software is up to date, as outdated software may cause issues during the meeting.

Final Thoughts

Using video conferencing solutions has become a common practice in today’s world, especially with the rise of remote work and online collaboration. With the right video conferencing hardware and software, you can easily connect with colleagues, clients, and partners regardless of their location. By following the steps outlined in this guide, you can set up and participate in video conferences with ease. Get to know the best video conferencing software here.

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