First-time keyboard guide
Use this short routine before following the Zoom Manual procedures. It explains exactly how the keyboard directions in this manual work.
Press a single key
- Find the named key without pressing it if possible.
- Press and release the key one time. Do not hold it unless the step specifically says to hold it.
- Stop and listen to the full screen-reader announcement before pressing another key.
Press a keyboard combination
- When a command contains a plus sign, such as Ctrl+S, hold down the first key.
- While continuing to hold the first key, press and release the final key once.
- Release the first key. The plus sign is not a key and should not be pressed.
- Listen for the expected result described in the procedure. If nothing changes, verify that the correct application or webpage has focus and try the command once more.
Press a sequence of keys
- When keys are separated by commas or the word “then,” press and release them in order instead of holding them together.
- After each key, listen for a menu, tab, control, or new screen before continuing.
- If the announcement does not match the step, press Escape once to close the current menu or dialog and restart that procedure.
Know which navigation key to try
- Tab and Shift+Tab: move forward and backward among buttons, links, fields, and other controls.
- Arrow keys: move inside menus, lists, groups of choices, text, and many screen-reader reading views.
- Enter: opens the selected item or activates the focused command.
- Space: activates many buttons and checks or clears checkboxes. In a text field, Space types a space.
- Escape: cancels or closes the current menu, list, or dialog without intentionally accepting a change.
Verify before moving on
- Listen for the window, page, or application name so you know where focus is.
- Perform only one numbered step.
- Compare what the screen reader announces with the “What should happen” information in the procedure.
- If the result is wrong, stop. Use the procedure’s recovery directions, Escape to cancel, or Ctrl+Z to undo when that command is supported.
- Continue only after you can identify the result. Save completed work with Ctrl+S whenever the application supports saving.
First complete independent workflow
This rehearsal joins existing procedures into one uninterrupted session without repeating their directions. Follow the linked procedure when a step names it, then return here for the next verification.
Safety check: Confirm the active account, workspace, audience, and privacy level before entering, uploading, sharing, or sending information.
- Open Zoom Manual and wait until its name, starting screen, or connected-device status is announced.
- Choose a fictional, public, disposable, or instructor-provided practice item. Do not use private client, student, medical, financial, or account-recovery information.
- Open 2.1 Open Zoom Workplace on Windows. Read its “What you will learn,” “Before you begin,” keyboard-command, and expected-result information before pressing anything.
- Complete that procedure one numbered action at a time. After each key, stop and identify what changed before continuing.
- State the result aloud or record it in a practice note. If it differs from “What should happen,” use that procedure’s recovery directions before advancing.
- Continue directly to 2.2 Open Zoom Workplace on a Mac without closing the application or device session. First confirm that focus, account, file, book, conversation, or project context is still correct.
- Complete the second procedure and verify the resulting name, state, location, permission, value, or content. Do not rely only on a success sound.
- Save or synchronize when the product supports it. Wait for the completed state before disconnecting a device, closing a browser, or switching accounts.
- Continue to 3.1 Explore the Zoom Window with Tab. Use the exact command listed there; if the command varies by model or version, use Keyboard Help, the product’s shortcut list, or the linked official reference instead of guessing.
- Introduce one harmless recoverable error, such as opening the wrong menu or moving focus away. Press Escape once, identify the active window or device area, and return to the correct step.
- Review the finished practice item from its beginning. Confirm its title or filename, structure, content, destination, sharing state, and saved or synchronized status as applicable.
- Close and reopen the item or return to it from the product’s main screen. The workflow is complete only when you can locate it and verify the same result independently.
Success standard: Complete all three linked tasks, explain the commands used, recover from the practice error, and locate the finished result without another person directing the next key.
Official Zoom Workplace Getting Started Guide
Purpose: This manual is written directly to the person learning Zoom. It assumes you may be opening Zoom for the first time. Every procedure explains where to go, exactly what to click or press, what should happen, and what to do if the result is different.
Current interface: Zoom states that the Zoom Workplace desktop interface was updated in version 6.7.0. This manual uses that current interface as its reference while explaining alternatives when a toolbar item is under More or has been customized.
Important: Meeting features can be disabled or restricted by the host, account administrator, organization, license, or meeting policy. If a control described here is missing, that does not always mean you are doing something wrong.
How to Use This Manual
Work through Parts 1-8 first if Zoom is completely new to you.
Do one action at a time, then stop and confirm what changed.
Tab moves forward through many buttons and fields. Shift+Tab moves backward.
Enter or Spacebar activates many focused controls.
Escape closes many menus, dialogs, and temporary panels.
Windows and Mac shortcuts are shown separately when they differ.
Screen-reader users should listen to both the control name and the control type before activating it.
Zoom lets users customize toolbar placement, and hosts/admins can restrict features. Use the control name rather than assuming it is always in the same position.
Use Zoom Settings > Keyboard shortcuts to review the exact shortcuts available in your installed version.
Part 1 - What Zoom Is
Zoom Workplace is a collaboration application that can include meetings, team chat, phone, calendar, mail, whiteboard, and other tools depending on your account. This manual focuses primarily on the features most people need to participate independently in Zoom meetings.
A Zoom meeting is an online session where participants can use audio, video, chat, captions, reactions, screen sharing, and other features.
A host starts or controls the meeting. A co-host can be given many host controls.
A participant joins the meeting and can use the controls allowed by the host.
A waiting room can hold participants before the host admits them.
A meeting ID identifies a meeting. Some meetings also require a passcode.
A join link can contain enough information to open the correct meeting directly.
Zoom Workplace desktop app is different from the Zoom web portal. The desktop app is used for meetings and local app settings; the web portal contains many account-level settings.
Part 2 - Install, Open, and Sign In
2.1 Open Zoom Workplace on Windows
What you will learn: Open Zoom using only the keyboard.
Before you begin: Zoom Workplace must already be installed.
Exactly how to do it
Press the Windows key.
Type Zoom Workplace.
Wait for the Zoom Workplace app to appear in Windows search.
Press Enter.
Wait for the Zoom window to open.
If the first screen gives you Sign in, Join a meeting, or Sign up, choose Sign in if you have an account and want access to your scheduled meetings/settings.
Use Tab to move to Sign in and press Enter if necessary.
Enter the account information requested by Zoom or your organization.
Complete any browser-based, single-sign-on, password, or verification prompts.
Return to the Zoom Workplace app and wait until its main window finishes loading.
What should happen: The main Zoom Workplace window opens with your account signed in.
If that does not happen: If Zoom does not appear in Windows search, it may not be installed. If your organization uses SSO, make sure you choose the correct sign-in method rather than repeatedly entering a personal Zoom password.
Practice: Close Zoom, reopen it from Windows Search, and identify whether you are signed in.
2.2 Open Zoom Workplace on a Mac
What you will learn: Open Zoom from Spotlight.
Before you begin: Zoom Workplace must already be installed.
Exactly how to do it
Press Command+Space.
Type Zoom Workplace.
Press Return.
Wait for the app to open.
Use Tab or VoiceOver navigation to move to Sign in if needed.
Choose the correct sign-in method.
Complete password, browser, SSO, or verification steps.
Return to Zoom after authentication.
What should happen: Zoom Workplace opens and displays the signed-in app.
If that does not happen: If Spotlight cannot find Zoom Workplace, check the Applications folder or install the current Zoom Workplace app.
Practice: Quit and reopen Zoom once.
Part 3 - Learn the Zoom Workplace Window
Zoom's main app window can include Home, Meetings/Calendar, Team Chat, Contacts, Whiteboards, and additional products. Zoom notes that the desktop interface changed in version 6.7.0, so the exact navigation bar may differ from older instructions.
Navigation bar: switches among Zoom products and work areas.
Home: shows upcoming meetings and common actions such as Join, New meeting, or Schedule.
Meetings or Calendar: displays scheduled meetings/events depending on your account integration.
Team Chat: displays Zoom chat conversations and channels.
Profile picture/account menu: opens status, account controls, Settings, and update options.
Settings: contains Audio, Video, Accessibility, Keyboard shortcuts, and other preferences.
Meeting window: opens separately when you start or join a meeting.
3.1 Explore the Zoom Window with Tab
What you will learn: Learn where keyboard focus moves before activating controls.
Before you begin: Zoom Workplace is open.
Exactly how to do it
Press Tab once.
Listen to or visually identify the focused item.
Press Tab again.
Continue through several controls.
Press Shift+Tab to move backward.
When focus enters a list, try Up Arrow and Down Arrow to move within the list.
Press Escape if you enter a temporary menu or pane that you do not want to use.
Continue until you can identify the navigation area, central content, and profile/settings controls.
What should happen: You can move through the app without clicking random controls.
If that does not happen: If Tab appears to stop moving, try Escape once, then Tab again. If focus is inside a list, use arrow keys.
Practice: Explore the Home screen for two minutes without starting or joining a meeting.
Part 4 - Essential Keyboard Navigation
| Task | Windows | Mac |
|---|---|---|
| Mute/unmute audio | Alt+A | Command+Shift+A |
| Temporarily unmute while holding Space | Hold Space while muted and meeting window has focus | Hold Space while muted and meeting window has focus |
| Start/stop video | Alt+V | Command+Shift+V |
| Start/stop screen share | Alt+S | Command+Shift+S |
| Open/close in-meeting chat | Alt+H | Command+Shift+H |
| Open/close Participants | Alt+U | Command+U |
| Raise/lower hand | Alt+Y | Option+Y |
| Switch speaker/gallery view | Alt+F1 / Alt+F2 where available | Use current Zoom shortcut settings |
Shortcut accuracy: Zoom allows keyboard shortcuts to be viewed and edited in Settings > Keyboard shortcuts. If your installed version differs, trust the shortcut shown inside your Zoom app.
4.1 Find Zoom's Current Keyboard Shortcuts
What you will learn: Use Zoom's own Settings to verify a command.
Before you begin: Be signed into the Zoom Workplace desktop app.
Exactly how to do it
Open your profile/account menu.
Choose Settings.
Move to Keyboard shortcuts.
Move through the list of shortcut actions.
Find the action you want, such as Mute/unmute, Start/stop video, Participants, Chat, or Share screen.
Read the key combination assigned to it.
If Zoom allows editing and you intentionally want a different shortcut, change it carefully.
Close Settings when finished.
What should happen: You can verify the shortcut rather than relying on memory.
If that does not happen: If Keyboard shortcuts is not visible, update Zoom Workplace and make sure you are using the desktop app rather than a limited browser interface.
Practice: Verify the shortcuts for audio, video, chat, participants, and screen sharing.
Part 5 - Join a Meeting from a Link
5.1 Join from an Email or Calendar Link
What you will learn: Join the correct meeting and make deliberate audio/video choices before entering.
Before you begin: Have the meeting invitation available.
Exactly how to do it
Open the invitation email or calendar event.
Move to the Zoom join link.
Activate the link.
If a browser asks whether to open Zoom Workplace, choose Open Zoom Meetings/Zoom Workplace.
If Zoom is not installed, the browser may offer to download it or may provide an option to join from the browser.
Wait for the Zoom pre-join screen.
Read the meeting name if shown so you know you are joining the correct session.
Check your display name. Edit it if the meeting allows and if it is incorrect.
Check the microphone/audio choice.
Check the camera/video choice.
When you are ready, activate Join.
If the meeting uses a waiting room, wait for the host to admit you.
What should happen: You enter the correct meeting or waiting room.
If that does not happen: If the link opens the wrong account or browser profile, close the meeting and reopen the invitation using the account expected by the organizer. If Zoom says the meeting does not exist, verify that the link is complete and current.
Practice: Use Zoom's test meeting at zoom.us/test before an important first meeting.
Part 6 - Join with Meeting ID and Passcode
6.1 Join without Using a Link
What you will learn: Enter a meeting ID manually.
Before you begin: Have the meeting ID and passcode from the organizer.
Exactly how to do it
Open Zoom Workplace.
On the initial or Home screen, activate Join.
Move to the Meeting ID field.
Type the meeting ID exactly. Spaces can be ignored if Zoom formats the number automatically.
Move to the display-name field if shown and enter the name you want participants to see.
Choose whether to connect without audio or turn off your video before joining if those options are shown.
Activate Join.
If prompted, type the meeting passcode exactly.
Activate Join meeting.
Wait for the meeting or waiting room.
What should happen: You enter the meeting or waiting room using the ID and passcode.
If that does not happen: If Zoom says the passcode is wrong, recheck uppercase/lowercase characters and make sure you did not confuse similar characters such as 0/O or 1/l.
Practice: Practice opening the Join dialog and identifying every field without actually joining.
Part 7 - Test Audio, Microphone, Speaker, and Camera
Zoom provides a test meeting at zoom.us/test. Zoom recommends using it to become familiar with meeting controls and test your microphone and speakers before a real meeting.
7.1 Test Your Speaker
What you will learn: Confirm that meeting audio will come through the intended device.
Before you begin: Connect your headphones, speakers, or headset.
Exactly how to do it
Open Zoom Settings from your profile/account menu.
Open Audio settings.
Find the Speaker device selection.
Read the currently selected device.
Open the device list if you need to change it.
Choose your desired headphones or speakers.
Activate Test Speaker.
Listen for the test sound.
Adjust the Zoom or system output volume if needed.
What should happen: You hear the Zoom test sound through the intended device.
If that does not happen: If you hear nothing, check system volume, mute state, cable/Bluetooth connection, and whether Zoom selected the wrong output device.
Practice: Switch temporarily to a second available speaker device and then restore your preferred device.
7.2 Test Your Microphone
What you will learn: Confirm that Zoom can hear you.
Before you begin: Connect the microphone or headset you intend to use.
Exactly how to do it
Open Zoom Settings.
Open Audio settings.
Find the Microphone selection.
Read the selected microphone.
Choose the correct microphone if necessary.
Speak at a normal level.
Watch or listen for Zoom's input-level/test feedback.
Use Test Mic if available and follow the recording/playback procedure.
Adjust the input volume only if needed.
What should happen: Zoom detects your voice and, when using the test feature, plays it back.
If that does not happen: If Zoom detects no voice, check the headset's physical mute switch, Windows/macOS microphone privacy permission, selected device, and hardware connection.
Practice: Say a full sentence at normal speaking volume and verify the microphone detects it.
7.3 Check Your Camera Before Joining
What you will learn: Confirm which camera Zoom will use.
Before you begin: Connect or uncover the camera.
Exactly how to do it
Open Zoom Settings.
Open Video & effects or Video settings.
Read the selected camera name.
Choose the correct camera if more than one exists.
Check the video preview if you use vision, or confirm camera status through screen-reader labels/physical privacy indicators.
Close Settings.
What should happen: Zoom is set to the intended camera.
If that does not happen: If the camera is unavailable, close other apps that may be using it and check operating-system camera privacy permission.
Practice: Identify how to switch cameras without entering a real meeting.
Part 8 - Understand the Meeting Window
When you join a meeting, the meeting controls toolbar contains the controls you use most. Zoom allows toolbar customization, so a control can be directly on the toolbar or inside More.
Audio: mute/unmute and select microphone/speaker.
Video: start/stop video and choose camera/effects.
Participants: view who is in the meeting.
Chat: open in-meeting messages.
Share: share a screen, window, whiteboard, or other content if permitted.
React: raise hand, reactions, and non-verbal feedback.
More: additional controls such as captions, recording, settings, and features not placed directly on your toolbar.
Leave: exit the meeting. Hosts may instead see End with choices to end for everyone or leave.
Important: A host or administrator can prevent participants from using features such as screen sharing, chat, video, captions, recording, or reactions.
Part 9 - Mute and Unmute
9.1 Mute or Unmute Yourself
What you will learn: Control whether other participants can hear your microphone.
Before you begin: Be inside a meeting and connected to computer audio.
Exactly how to do it
Windows: press Alt+A. Mac: press Command+Shift+A.
Listen for Zoom's audio status announcement or inspect the microphone icon.
If you were unmuted, you should now be muted.
Press the same shortcut again.
If the host allows you to unmute, you should now be unmuted.
When muted and the Zoom meeting window has focus, you can hold the Spacebar temporarily to speak if push-to-talk is enabled/available; release Spacebar to return to mute.
What should happen: Your microphone toggles between muted and unmuted.
If that does not happen: If Zoom says the host has prevented you from unmuting, you must wait for the host to allow it. If Alt+A/Command+Shift+A does not work, locate the Audio button and activate it.
Practice: Practice toggling twice and state whether your microphone is muted at the end.
Part 10 - Start and Stop Video
10.1 Turn Your Camera On or Off
What you will learn: Control whether your camera video is being sent.
Before you begin: Be inside a meeting.
Exactly how to do it
Windows: press Alt+V. Mac: press Command+Shift+V.
Listen for the video status or check the camera icon.
Press the same shortcut again to reverse the state.
If the host has disabled participant video, Zoom may prevent you from starting it.
To choose a different camera, open the menu next to the Video button and select the desired camera.
What should happen: Video changes between on and off when permitted.
If that does not happen: If the camera does not start, check camera privacy permission, camera selection, hardware privacy shutter, and whether another app is using the camera.
Practice: Turn video on, identify the selected camera, then turn video off.
Part 11 - Participants
11.1 Open the Participants Panel
What you will learn: Find out who is in the meeting and review participant status.
Before you begin: Be inside a meeting.
Exactly how to do it
Windows: press Alt+U. Mac: press Command+U.
Wait for the Participants panel to open.
Press Tab until focus moves into the participants list if it is not already there.
Use Up Arrow/Down Arrow to move through participant names when supported.
Listen for status information such as muted, host, co-host, raised hand, or other available labels.
Press Alt+U on Windows or Command+U on Mac again, or activate the panel close control, to close the panel.
What should happen: You can review participant names and close the panel.
If that does not happen: If the shortcut does not open the panel, Tab through the meeting toolbar to Participants and activate it.
Practice: Open Participants, identify three names/statuses, and close the panel.
Part 12 - In-Meeting Chat
12.1 Open Chat and Send a Message
What you will learn: Send a text message during a meeting.
Before you begin: Chat must be allowed by the host/account.
Exactly how to do it
Windows: press Alt+H. Mac: press Command+Shift+H.
Wait for the Chat panel.
Move to the message-entry field with Tab if necessary.
Check the recipient selector if the meeting allows private messages. Make sure you know whether you are sending to Everyone or one person.
Type your message.
Press Enter/Return to send.
Move to the message history with Shift+Tab or the appropriate navigation controls if you want to read previous messages.
Use arrow keys or screen-reader navigation to read messages.
Close Chat with the shortcut or panel close control.
What should happen: The message appears in the selected chat destination.
If that does not happen: If Chat is missing or you cannot send, the host or administrator may have restricted chat. Do not assume a keyboard problem.
Practice: Send a short test message in a meeting where you have permission.
Privacy: Always confirm the chat recipient before sending. A message intended for one person can be embarrassing or sensitive if sent to Everyone.
Part 13 - Captions and Accessibility
Zoom Accessibility settings can change chat display size, caption font size/color/font/position, automatic video dimming for flashing content, GIF animation behavior, and screen-reader alerts.
13.1 Turn On Captions in a Meeting
What you will learn: Display spoken meeting content as captions when available.
Before you begin: Be inside a meeting where captions are enabled/allowed.
Exactly how to do it
Move to More on the meeting toolbar if Show Captions is not already visible.
Open More.
Move through the menu until Show Captions is focused.
Activate Show Captions.
If Zoom asks for a language or caption choice, select the spoken language used in the meeting.
Wait for captions to appear.
To stop displaying captions, return to the same control and choose the appropriate hide/stop option.
What should happen: Captions appear as people speak.
If that does not happen: If Show Captions is unavailable, the feature may be disabled by account policy or not enabled for the meeting.
Practice: Turn captions on in a test meeting and find where they appear.
13.2 Make Captions Easier to Read
What you will learn: Change how captions look on your device.
Before you begin: Be signed into Zoom Workplace.
Exactly how to do it
Open your profile/account menu.
Choose Settings.
Open Accessibility.
Find the Closed captioning section.
Adjust Font size.
Choose caption color/background combinations if available.
Choose the font type if desired.
Choose whether captions are pinned at the bottom or shown as a movable/resizable overlay, if your version offers that option.
Enable Always show captions in meetings and webinars if you want Zoom to display captions automatically whenever they are available.
Close Settings.
What should happen: Captions use your chosen display preferences.
If that does not happen: If a setting is unavailable, update Zoom Workplace and verify your platform supports it.
Practice: Increase caption size, close Settings, then return and restore your preferred size.
13.3 Configure Screen Reader Alerts
What you will learn: Control which Zoom meeting events your screen reader announces.
Before you begin: Use a screen reader and be signed in.
Exactly how to do it
Open Zoom Settings.
Open Accessibility.
Find Screen reader alerts.
Move through the available meeting-action, chat, and permission alerts.
Enable alerts you need.
Disable alerts that are too repetitive.
Use Restore if you want to return to Zoom's default alert choices.
What should happen: Your screen reader announces the selected Zoom events.
If that does not happen: If Zoom feels overly verbose, reduce only the specific alerts that are unnecessary rather than disabling all feedback.
Practice: Review the alert list and identify at least three announcements that are useful to you.
Part 14 - Raise Hand, Reactions, and Non-Verbal Feedback
14.1 Raise and Lower Your Hand
What you will learn: Signal that you want to speak.
Before you begin: Be inside a meeting where reactions/non-verbal feedback are allowed.
Exactly how to do it
Windows: press Alt+Y. Mac: press Option+Y.
Listen for or inspect the raised-hand status.
Wait for the host to acknowledge you.
When you no longer need the hand raised, press the same shortcut again.
What should happen: Your hand status changes between raised and lowered.
If that does not happen: If the shortcut does not work, open React and choose Raise Hand. The host/admin may have disabled some reaction features.
Practice: Raise your hand, verify it is raised, then lower it.
14.2 Send a Reaction
What you will learn: Use a temporary emoji reaction without interrupting the speaker.
Before you begin: Be inside a meeting where reactions are enabled.
Exactly how to do it
Move to React on the meeting toolbar.
Open it.
Choose a reaction such as Thumbs Up, Clapping Hands, Heart, or another available emoji.
Activate the reaction.
Wait for the reaction to appear temporarily.
Open React again if you need to choose non-verbal feedback such as Yes or No where available.
What should happen: The selected reaction appears according to the meeting's settings.
If that does not happen: If only a limited set appears, the account or meeting may use selected emojis rather than the full emoji set.
Practice: Send a Thumbs Up reaction in a practice meeting.
Part 15 - Share Your Screen or a Window
15.1 Share a Specific Window
What you will learn: Share only the application you intend to show.
Before you begin: Close private information before sharing.
Exactly how to do it
Open the application/window you want to share before opening the share picker.
Return to the Zoom meeting.
Windows: press Alt+S. Mac: press Command+Shift+S.
Wait for the Share Screen/Share Content picker.
Move through the available screens, windows, tabs, whiteboards, or other share sources.
Choose the specific window you intend to share rather than the entire desktop whenever practical.
If you are sharing video/audio content, review any Share sound or optimize video options before starting.
Activate Share.
Wait for Zoom to indicate that sharing has started.
Navigate to the shared application and present your content.
To stop sharing, move to the floating share toolbar and activate Stop Share, or use the appropriate shortcut/control.
What should happen: Participants see only the chosen content until you stop sharing.
If that does not happen: If Zoom does not offer screen/window choices, check host permission, account policy, and operating-system screen-recording/privacy permission. On macOS, screen recording permission may be required.
Practice: Share a non-sensitive window in a test meeting, verify sharing, then stop.
Privacy: Before sharing your whole desktop, close email, chat pop-ups, password managers, personal notifications, client records, and anything else that should not be exposed.
Part 16 - Leave a Meeting
16.1 Leave as a Participant
What you will learn: Exit the meeting without ending it for everyone.
Before you begin: Be inside a meeting.
Exactly how to do it
Move to the Leave button on the meeting toolbar.
Activate Leave.
If Zoom asks you to confirm, choose Leave Meeting.
Wait for the meeting window to close.
What should happen: You leave while the meeting can continue for others.
If that does not happen: If you are the host, Zoom may show End rather than a simple Leave button. Read the choices carefully before selecting End meeting for all.
Practice: Join a private test meeting and locate the Leave control before doing anything else.
Part 17 - Schedule a Meeting
17.1 Schedule from Zoom Workplace
What you will learn: Create a meeting with a date, time, and meeting options.
Before you begin: Be signed into Zoom Workplace.
Exactly how to do it
Open Home.
Activate Schedule.
Wait for the scheduling window.
Enter the meeting topic/title.
Set the date.
Set the start time.
Set the duration/end time as provided by your Zoom version.
If you need a recurring meeting, open Repeat/Recurrence and choose Daily, Weekly, Monthly, Every weekday, Custom, or another available pattern.
Review security choices such as passcode and Waiting Room.
Choose whether host video and participant video should start on or off if those options are available.
Choose audio options appropriate to your organization.
Review calendar integration if Zoom will create an Outlook/Google/Zoom Calendar event.
Activate Save.
If an external calendar event opens, add invitees and send the calendar invitation.
What should happen: The meeting appears in your upcoming meetings/calendar.
If that does not happen: If Save is unavailable, verify that date/time and any required security settings are valid.
Practice: Schedule a practice meeting for a future day, then open its details.
Part 18 - Start a Meeting You Host
18.1 Start Your Scheduled Meeting
What you will learn: Enter your meeting as the host.
Before you begin: Be signed into the same Zoom account that scheduled the meeting.
Exactly how to do it
Open Home or Meetings/Calendar.
Find the scheduled meeting.
Read the title/date/time to confirm it is the correct meeting.
Activate Start.
Wait for the meeting window.
Connect audio.
Verify microphone and video state.
If participants are in the waiting room, open Participants and admit them when ready.
What should happen: You enter with host controls.
If that does not happen: If Zoom treats you as a participant instead of host, confirm you are signed into the account that scheduled the meeting.
Practice: Start a private practice meeting and locate the Security and Participants controls.
Part 19 - Invite Others
19.1 Copy a Meeting Invitation Before the Meeting
What you will learn: Copy the join information so you can send it by email or message.
Before you begin: Have a scheduled meeting.
Exactly how to do it
Open the meeting card/details.
Open the More/ellipsis menu if Copy invitation is not directly shown.
Choose Copy invitation.
Open the email or messaging application you want to use.
Paste the copied invitation.
Review the meeting title, date/time, join link, meeting ID, and passcode before sending.
Send it only to the intended recipients.
What should happen: The recipient receives the Zoom join information.
If that does not happen: If Copy invitation is missing, open the meeting details or use the Zoom web portal to copy the invitation.
Practice: Copy a practice invitation into a blank document and identify the join link, meeting ID, and passcode.
19.2 Invite Someone During a Meeting
What you will learn: Invite another person while the meeting is already running.
Before you begin: Be the host or have permission to invite.
Exactly how to do it
Open Participants.
At the bottom of the Participants panel, activate Invite.
Choose a supported invitation method such as Contacts, Email, Copy invite link, or Copy invitation.
If using Copy invite link/invitation, paste it into a message to the intended person.
Close the Invite window when finished.
What should happen: The invited person receives usable join information.
If that does not happen: If some invite methods are missing, your account may not have those integrations enabled.
Practice: Open the Invite window in a practice meeting and identify at least two invitation methods.
Part 20 - Host and Security Controls
Hosts can control participant permissions. Zoom documents options such as allowing or preventing screen sharing, chat, renaming, unmuting, starting video, whiteboards, and recording, depending on account and meeting configuration.
20.1 Review Meeting Security Without Changing Anything
What you will learn: Understand where host controls are located.
Before you begin: Start a meeting as host.
Exactly how to do it
Find and open Security on the meeting toolbar, or open the host controls area used by your current Zoom layout.
Move through the available options one at a time.
Identify whether Waiting Room is enabled.
Identify whether participants can Share Screen.
Identify whether participants can Chat.
Identify whether participants can Rename.
Identify whether participants can Unmute themselves.
Identify whether participants can Start video.
Close the menu without changing anything.
What should happen: You know which participant capabilities the meeting currently allows.
If that does not happen: If Security is missing, you may not be host/co-host or your Zoom layout may place the controls under another host menu.
Practice: Review the security menu before hosting an important meeting.
Part 21 - Waiting Room
21.1 Admit a Participant from the Waiting Room
What you will learn: Let the correct person enter your meeting.
Before you begin: Be host/co-host in a meeting with Waiting Room enabled.
Exactly how to do it
Open Participants.
Find the Waiting Room section.
Move to the person's name.
Read the full display name before admitting them.
Activate Admit.
Wait for the person to move into the active participant list.
What should happen: The selected person joins the meeting.
If that does not happen: If you do not recognize the person, do not admit them until you can verify their identity through an appropriate method.
Practice: Use a second test device/account if available to practice the waiting-room flow.
Part 22 - Breakout Rooms
Breakout Rooms divide a Zoom meeting into smaller sessions. The host can assign rooms manually or automatically; participants may be asked to join a room, and some meetings allow self-selection.
22.1 Join a Breakout Room as a Participant
What you will learn: Move from the main meeting into an assigned breakout room.
Before you begin: The host has opened breakout rooms and assigned or allowed you to choose a room.
Exactly how to do it
Wait for Zoom's breakout-room invitation prompt.
Read the room name if shown.
Activate Join.
Wait for the breakout-room meeting area to load.
Use audio, video, chat, and other permitted controls normally.
When you want to return and the meeting allows it, activate Leave.
Choose Leave Breakout Room rather than Leave Meeting if you want to return to the main session.
What should happen: You enter the breakout room and can return to the main meeting.
If that does not happen: If no invitation appears, the host may not have assigned you yet. If you accidentally choose Leave Meeting, you may exit the entire meeting.
Practice: Before joining a real breakout session, remember the difference between Leave Breakout Room and Leave Meeting.
Part 23 - Recording
Recording availability depends on account, host permission, organization policy, and local laws/policies. Participants may need permission to record.
23.1 Recognize Recording Controls and Notifications
What you will learn: Understand what happens when recording starts.
Before you begin: Be in a meeting where recording is permitted.
Exactly how to do it
Listen for Zoom's recording notification or inspect the recording indicator.
If you are host and recording is allowed, locate Record on the toolbar or under More.
Choose the available recording method, such as computer/local or cloud, according to your account.
Follow any disclosure/consent requirements that apply to your organization and jurisdiction.
To stop, return to the recording control and choose Stop Recording.
After the meeting, allow Zoom time to process or convert the recording if required.
What should happen: You can tell whether recording is active and stop it intentionally.
If that does not happen: If Record is missing, your account, administrator, or host may not allow it.
Practice: Locate the recording control in a practice meeting without starting a recording unless you have permission.
Part 24 - Zoom Team Chat
Zoom Workplace can include Team Chat for direct and channel conversations. Availability depends on your account.
24.1 Open a Zoom Team Chat Conversation
What you will learn: Read and send a message outside a meeting.
Before you begin: Be signed into Zoom Workplace with Team Chat enabled.
Exactly how to do it
Open Team Chat from the Zoom navigation bar.
Move through the chat/channel list.
Select the intended conversation.
Move to the message history and read recent messages.
Move to the compose field.
Type your message.
Press Enter/Return or activate Send according to your compose settings.
Confirm the message appears in the conversation.
What should happen: The message is sent to the intended Zoom Team Chat conversation.
If that does not happen: If Team Chat is missing, your organization may not have enabled it or your navigation bar may place it under More.
Practice: Open one safe conversation and identify the history and compose areas.
Part 25 - Profile, Status, and Settings
25.1 Open Zoom Settings
What you will learn: Reach Zoom's local app preferences.
Before you begin: Be signed into the desktop app.
Exactly how to do it
Move to your profile picture/account control.
Activate it.
Choose Settings.
Move through categories such as General, Audio, Video & effects, Meetings & webinars, Team Chat, Accessibility, and Keyboard shortcuts.
Open the category you need.
Change only the setting you intended.
Close Settings when finished.
What should happen: The selected setting takes effect or is saved automatically.
If that does not happen: If your desired setting is not in the desktop app, it may be an account-level setting available only in the Zoom web portal.
Practice: Open Settings and locate Audio, Accessibility, and Keyboard shortcuts.
Part 26 - Keyboard Shortcuts
| Meeting task | Windows | Mac |
|---|---|---|
| Mute/unmute | Alt+A | Command+Shift+A |
| Start/stop video | Alt+V | Command+Shift+V |
| Start/stop screen sharing | Alt+S | Command+Shift+S |
| Open/close chat | Alt+H | Command+Shift+H |
| Open/close participants | Alt+U | Command+U |
| Raise/lower hand | Alt+Y | Option+Y |
| Switch active speaker view | Alt+F1 | Check current Zoom settings |
| Switch gallery view | Alt+F2 | Check current Zoom settings |
Global shortcuts: Zoom can allow some shortcuts to work even when Zoom is not the active application. Review the Global shortcut option in Settings > Keyboard shortcuts before enabling it so you understand what keys will affect Zoom system-wide.
Part 27 - Windows Screen Reader Use
Zoom provides accessibility settings for screen-reader alerts and supports keyboard navigation throughout the desktop application. Narrator, JAWS, and NVDA users should combine standard Tab/Shift+Tab navigation with Zoom's direct meeting shortcuts.
27.1 Navigate a Meeting with a Windows Screen Reader
What you will learn: Control a meeting without relying on the mouse.
Before you begin: Start Narrator, JAWS, or NVDA before joining.
Exactly how to do it
Join the meeting and wait for the meeting window to have focus.
Use Alt+A to confirm audio status.
Use Alt+V to confirm video status.
Use Alt+U to open Participants.
Use Tab to move into the participant list, then arrow through names if supported.
Close Participants.
Use Alt+H to open Chat.
Move to the message field with Tab.
Type a test message if appropriate.
Use Alt+Y to raise/lower your hand.
Use Tab through the meeting toolbar when you need a control that has no convenient shortcut.
Listen for Zoom's screen-reader alerts after actions such as mute/unmute, chat events, and permission changes.
What should happen: You can perform core meeting actions with direct shortcuts and keyboard focus.
If that does not happen: If Zoom announces too many or too few events, open Settings > Accessibility > Screen reader alerts and adjust individual alert categories.
Practice: Join a test meeting and perform audio, participants, chat, and raise-hand actions without a mouse.
Part 28 - VoiceOver on Mac
VoiceOver adds its own navigation commands on top of Zoom's Mac shortcuts. Use VO+Right/Left Arrow to inspect controls, VO+Space to activate, and interact with groups when necessary.
| Task | Mac command |
|---|---|
| VoiceOver next item | VO+Right Arrow |
| VoiceOver previous item | VO+Left Arrow |
| Activate current VoiceOver item | VO+Space |
| Interact with group | VO+Shift+Down Arrow |
| Stop interacting | VO+Shift+Up Arrow |
| Zoom mute/unmute | Command+Shift+A |
| Zoom video | Command+Shift+V |
| Zoom share | Command+Shift+S |
| Zoom chat | Command+Shift+H |
| Zoom participants | Command+U |
| Zoom raise/lower hand | Option+Y |
28.1 Join and Operate a Meeting with VoiceOver
What you will learn: Use Zoom independently on Mac.
Before you begin: VoiceOver is on before Zoom opens.
Exactly how to do it
Open Zoom Workplace with Command+Space, type Zoom Workplace, press Return.
Use VO+Right Arrow to identify controls on the Zoom Home screen.
Open Join or activate a join link.
On the pre-join screen, use VO+Right Arrow through display name, audio, video, and Join controls.
Use VO+Space to toggle or activate controls.
After joining, use Zoom's direct shortcuts for common meeting actions such as Command+Shift+A for audio.
Use Command+U for Participants and Command+Shift+H for Chat.
When you need to inspect the toolbar manually, use VO+Right/Left Arrow.
If VoiceOver announces a group, use VO+Shift+Down Arrow to interact and VO+Shift+Up Arrow to leave it.
What should happen: You can join and use the core meeting controls without sighted assistance.
If that does not happen: If you feel trapped in a group, press VO+Shift+Up Arrow to move outward. If a Zoom shortcut does not respond, verify the meeting window has focus.
Practice: Use the Zoom test meeting to practice audio, video, Participants, Chat, and Leave.
Part 29 - Zoom Web App
Zoom can run in a browser when allowed. Browser behavior and shortcuts can differ from the desktop app, and some features may be limited.
Choose Join from your browser if the meeting page offers it and you do not want/cannot use the desktop app.
Grant microphone/camera browser permissions only when needed.
Use the browser's normal Tab/Shift+Tab navigation plus Zoom Web App controls.
Be aware that browser shortcuts can conflict with Zoom keyboard shortcuts.
For the most complete and predictable accessibility experience, use a current supported browser and Zoom's current Web App documentation.
Part 30 - Zoom Mobile App
The Zoom Workplace mobile app is available on iOS and Android. The basic meeting concepts are the same, but controls are touch-based.
Tap the screen during a meeting if controls have hidden themselves.
Use Mute/Unmute, Start/Stop Video, Participants, More, Share, and Leave controls.
VoiceOver users on iPhone/iPad move with swipe left/right and activate with double-tap.
TalkBack users on Android move with swipe gestures and activate with double-tap.
Mobile caption/chat text size can depend on the device's accessibility/font settings.
Part 31 - Troubleshooting
31.1 Nobody Can Hear You
What you will learn: Find whether the cause is mute state, device choice, permission, or hardware.
Before you begin: Be in a meeting or open Audio Settings.
Exactly how to do it
Press Alt+A on Windows or Command+Shift+A on Mac and confirm whether you are muted.
Check whether the host has prevented participants from unmuting.
Open Zoom Settings > Audio.
Confirm the intended microphone is selected.
Speak and check Zoom's input feedback.
Check the microphone's physical mute switch.
Check Windows/macOS microphone privacy permission for Zoom Workplace.
Reconnect the headset/microphone.
Use Test Mic.
What should happen: Zoom detects your voice and other participants can hear you when unmuted.
If that does not happen: If the operating system also cannot detect the microphone, fix the hardware/system issue before changing more Zoom settings.
Practice: Run this checklist before an important meeting.
31.2 You Cannot Hear Other People
What you will learn: Troubleshoot output audio.
Before you begin: Meeting audio should be active.
Exactly how to do it
Check the computer's volume and mute state.
Open Zoom Settings > Audio.
Confirm the intended Speaker device.
Activate Test Speaker.
If using Bluetooth headphones, verify they are connected to the computer.
Check whether you actually joined computer audio in the meeting.
Leave and rejoin computer audio if necessary.
Try another speaker/headset if available.
What should happen: You hear meeting and test audio.
If that does not happen: If other applications also have no sound, troubleshoot the operating system or output device rather than Zoom alone.
Practice: Verify the speaker device before your next meeting.
31.3 Your Camera Will Not Start
What you will learn: Check video problems in a sensible order.
Before you begin: Your camera is connected/uncovered.
Exactly how to do it
Press Alt+V or Command+Shift+V.
Check whether the host has prevented participants from starting video.
Open Zoom Settings > Video & effects.
Confirm the correct camera.
Close other apps that may be using the camera.
Check the physical camera privacy shutter/switch.
Check Windows/macOS camera privacy permission.
Restart Zoom if necessary.
What should happen: The camera becomes available when permitted.
If that does not happen: If no app can use the camera, troubleshoot the hardware/system first.
Practice: Identify the selected camera and physical privacy control.
31.4 You Cannot Share Your Screen
What you will learn: Determine whether the problem is host permission, account policy, or operating-system permission.
Before you begin: Be inside a meeting.
Exactly how to do it
Try Alt+S/Command+Shift+S or activate Share.
If Zoom says only the host can share, ask the host to allow participant sharing.
If Share is missing, it may be restricted by admin/meeting policy.
On macOS, check Screen Recording/Screen & System Audio Recording privacy permission for Zoom.
Restart Zoom after changing required system permissions.
Try sharing a single window.
What should happen: The share picker opens and your selected content can be shared.
If that does not happen: If the host/admin has disabled sharing, you cannot override that restriction from your device.
Practice: Practice finding the Share control even when you do not actually start sharing.
31.5 You Are in the Waiting Room
What you will learn: Recognize that Zoom is working and you are waiting for admission.
Before you begin: You have joined a meeting that uses Waiting Room.
Exactly how to do it
Read the waiting-room message.
Do not repeatedly leave and rejoin unless instructed.
Confirm that your display name identifies you clearly enough for the host to recognize you.
Wait for the host to admit you.
If the wait is unusually long, contact the organizer through another agreed communication method.
What should happen: You enter when the host admits you.
If that does not happen: If the host does not recognize your display name, you may remain waiting longer. Use an appropriate recognizable name before joining when possible.
Practice: Learn to distinguish a waiting-room message from a connection-error message.
31.6 Zoom Says the Meeting ID or Passcode Is Invalid
What you will learn: Correct invitation-entry problems.
Before you begin: Have the original invitation.
Exactly how to do it
Return to the original invitation rather than relying on a handwritten number if possible.
Re-enter the Meeting ID.
Re-enter the passcode exactly.
Check similar characters such as O/0 and I/l/1.
Make sure you are joining the correct occurrence of a recurring meeting.
Try the full join link from the invitation.
Contact the organizer if the invitation may have been changed or cancelled.
What should happen: You join successfully or confirm that the meeting information itself is outdated.
If that does not happen: If the link also fails, the meeting may have ended, been deleted, or been changed by the host.
Practice: Compare a meeting ID/passcode with the original invitation before entering it manually.
Part 32 - Independent Practice Course
Level 1 - Open and Orient
☐ Open Zoom Workplace.
☐ Identify Home/navigation, profile, and Settings.
☐ Open Audio Settings.
☐ Open Keyboard shortcuts.
Ready to advance: You can complete every checked task without another person telling you what key or control to use.
Level 2 - Join
☐ Open the Join dialog.
☐ Identify Meeting ID, display name, audio/video choices.
☐ Join a test meeting.
☐ Recognize a waiting room if shown.
Ready to advance: You can complete every checked task without another person telling you what key or control to use.
Level 3 - Audio and Video
☐ Mute/unmute with shortcut.
☐ Start/stop video.
☐ Open Audio Settings.
☐ Verify speaker and microphone.
Ready to advance: You can complete every checked task without another person telling you what key or control to use.
Level 4 - Meeting Panels
☐ Open Participants.
☐ Read participant names.
☐ Open Chat.
☐ Send a test message.
☐ Close both panels.
Ready to advance: You can complete every checked task without another person telling you what key or control to use.
Level 5 - Accessibility
☐ Turn on captions when available.
☐ Adjust caption size.
☐ Review screen-reader alerts.
☐ Raise/lower hand.
Ready to advance: You can complete every checked task without another person telling you what key or control to use.
Level 6 - Screen Sharing
☐ Open the share picker.
☐ Choose a safe window.
☐ Start sharing.
☐ Stop sharing.
Ready to advance: You can complete every checked task without another person telling you what key or control to use.
Level 7 - Host Basics
☐ Schedule a practice meeting.
☐ Start it as host.
☐ Review Security.
☐ Use Waiting Room.
☐ Copy the invitation.
Ready to advance: You can complete every checked task without another person telling you what key or control to use.
Level 8 - Breakouts and Recording Concepts
☐ Recognize a breakout invitation.
☐ Know Leave Breakout Room vs Leave Meeting.
☐ Locate Record without starting it.
☐ Explain who controls participant permissions.
Ready to advance: You can complete every checked task without another person telling you what key or control to use.
Level 9 - Troubleshooting
☐ Diagnose no microphone.
☐ Diagnose no speaker audio.
☐ Diagnose no camera.
☐ Diagnose inability to screen share.
☐ Explain host/admin restrictions.
Ready to advance: You can complete every checked task without another person telling you what key or control to use.
Part 33 - Quick Reference
Windows Meeting Shortcuts
| Task | Windows command |
|---|---|
| Mute/unmute | Alt+A |
| Start/stop video | Alt+V |
| Start/stop share | Alt+S |
| Open/close chat | Alt+H |
| Open/close participants | Alt+U |
| Raise/lower hand | Alt+Y |
Mac Meeting Shortcuts
| Task | Mac command |
|---|---|
| Mute/unmute | Command+Shift+A |
| Start/stop video | Command+Shift+V |
| Start/stop share | Command+Shift+S |
| Open/close chat | Command+Shift+H |
| Open/close participants | Command+U |
| Raise/lower hand | Option+Y |
Before Every Important Meeting
☐ Open Zoom early.
☐ Check for Zoom updates.
☐ Confirm speaker.
☐ Confirm microphone.
☐ Confirm camera if needed.
☐ Keep the invitation available.
☐ Join with the intended display name.
☐ Check mute status before speaking.
☐ Close private content before screen sharing.
☐ Know where Leave is.
Part 34 - Official Zoom Resources
Getting started with Zoom Workplace desktop app
Zoom Workplace Settings and Accessibility
Sharing your screen or desktop
Meeting reactions and non-verbal feedback
Zoom getting started guide for new users
Final Independence Checklist
☐ I can open Zoom Workplace and sign in.
☐ I understand the main Zoom window and Settings.
☐ I can join from a link.
☐ I can join with a meeting ID and passcode.
☐ I can test my speaker and microphone.
☐ I can select my camera.
☐ I can mute/unmute myself.
☐ I can start/stop video.
☐ I can open Participants and Chat.
☐ I can use captions when available.
☐ I can raise/lower my hand and use reactions.
☐ I can safely share and stop sharing a window.
☐ I can leave a meeting intentionally.
☐ I can schedule and start a meeting.
☐ I understand the host, participant, Waiting Room, and breakout-room roles.
☐ I understand that hosts/admins can restrict features.
☐ I can troubleshoot audio, video, join, and sharing problems logically.
☐ I know where to find Zoom's current keyboard shortcuts and accessibility settings.
☐ I know where to find Zoom's official support documentation.
Most important habit: Do one action, then stop and confirm what changed. This reduces accidental unmuting, unintended video, messages sent to the wrong destination, incorrect screen sharing, and accidental meeting exits.