The Ultimate Zoom Cookbook E-Book

Patrick Kelley

• Herausgeber: Packt Publishing
• Kategorie: Fachliteratur
• Sprache: Englisch

Seitenzahl: 248

Veröffentlichungsjahr: 2024

Beschreibung

The last few years have completely changed the way we collaborate and communicate. Whether it’s internally with coworkers at a large enterprise or externally with prospective clients and customers, Zoom has created a new way to interact with people in real-time as well as asynchronously.
This cookbook delves into all aspects of Zoom, moving beyond just meetings. You’ll get started by exploring key areas such as audio, video, chat, webinars, advanced reporting, and analytics. Next, you’ll progress from discovering simple Zoom video and audio calls to understanding features such as whiteboards, hardware integration, and phone capabilities. Gradually, you'll discover advanced techniques for effective content presentation, while configuring users and features from the admin portal. The last set of chapters cover advanced features on security and privacy as well as how to make the most of AI Companion to reach out to your audience with better content, clarity, and expertise.
By the end of this Zoom book, you’ll be well-versed with the entire Zoom app and all the modalities available.

Leseprobe

The Ultimate Zoom Cookbook

Over 100 recipes to enhance and engage communication with Zoom

Patrick Kelley

The Ultimate Zoom Cookbook

Copyright © 2024 Packt Publishing

All rights reserved. No part of this book may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written permission of the publisher, except in the case of brief quotations embedded in critical articles or reviews.

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Packt Publishing has endeavored to provide trademark information about all of the companies and products mentioned in this book by the appropriate use of capitals. However, Packt Publishing cannot guarantee the accuracy of this information.

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First published: June 2024

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Published by Packt Publishing Ltd.

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ISBN 978-1-80461-699-4

www.packtpub.com

To my family, who have been patient enough to endure many nights and weekends without me as I stared at a screen, wishing I knew how to write.

– Patrick Kelley

Contributors

About the author

Patrick Kelley, better known as the Tattooed Nerd, is a Distinguished Architect at Zoom. As Chief Technical Evangelist in the industry, he leads sales and competitive enablement efforts worldwide, is a content creator on platforms like YouTube and LinkedIn, and has been named in the Top 50 UCaaS influencers in the world. With over 25 years in the industry, he has worked for prestigious companies like ESPN, Citrix, and Microsoft. As an awarded public speaker, he has presented at conferences like Microsoft Ignite and Zoomtopia, leading thought leadership sessions as well as deep technical roundtables in the collaboration and communication industry.

About the reviewer

Patrick Nowicki is an IT industry veteran with over 25 years in the collaboration space. Patrick currently works in the competitive market strategy team at Zoom providing invaluable advice to Zoom’s sales, product development, and partners, leveraging his extensive background which includes experience with industry leaders such as Cisco, Microsoft, RingCentral, and Zoom. Before Zoom, Patrick spent more than 20 years as a channel partner, consulting with customers and developing services in the collaboration technology space.

Table of Contents

Preface

1

Understanding the Basics of Zoom

Technical requirements

Supported operating systems

Processor requirements

Supported web browsers

Downloading the Zoom client

How to do it...

Logging in to Zoom

How to do it...

Joining a Zoom meeting

How to do it...

Setting up your email and calendar

Getting ready

How to do it...

Creating contacts

How to do it...

Setting up a Zoom meeting

How to do it...

2

Content Sharing and Collaboration

Technical requirements

Sharing content in a Zoom meeting

How to do it…

Changing layouts

How to do it...

There’s more...

Creating Zoom whiteboards

Getting ready

How to do it...

Sharing whiteboards

How to do it…

Presenting whiteboards

Method 1 – from the Basic tab

Method 2 – using the Whiteboards app

Sharing content via the iPhone/iPad

How to do it…

Sharing audio during a Zoom meeting

How to do it…

There’s more...

Sharing a video

How to do it…

There’s more...

Using slides as a Virtual Background

How to do it…

There’s more...

Sharing a portion of your screen

How to do it…

There’s more...

Sharing a single application in a meeting

How to do it…

Pausing screen sharing

How to do it…

3

Managing Zoom Meetings

Technical requirements

Using Zoom Notes

Zoom Notes in a meeting

Zoom Notes outside a Zoom meeting

Using reactions in a Zoom meeting

Using meeting chat

In-meeting chat

Continuous Meeting Chat

Using annotations

How to do it…

Using the meeting timers

Getting ready

How to do it...

Using the mute feature for audio and video

How to do it…

Using Zoom virtual backgrounds

How to do it…

There’s more...

4

Zoom Phone

Purchasing Zoom Phone

Making a Zoom Phone call

How to do it…

Using Zoom calling features

How to do it…

Setting up call-handling features

How to do it…

Setting up phone greetings

Voicemail

Videomail

Using SMS

How to do it…

Recording a Zoom Phone call

How to do it…

Setting up emergency calling

How to do it…

Using Phone Assistant

How to do it…

Call Transcription

How to do it…

5

Using Zoom Team Chat

Using Team Chat

Getting ready

Section 1

Section 2

Section 3

Creating a Team Chat channel

How to do it…

Editing members of Team Chat channels

How to do it…

Creating channel meetings

How to do it…

Creating folders in Team Chat

Setting Team Chat notifications

How to do it…

Joining a Team Chat channel

How to do it…

6

Zoom Webinars

Technical requirements

Creating Zoom Webinars

How to do it…

Creating a webinar template

How to do it…

Setting up registration

How to do it…

Implementing Polls/Quizzes

How to do it…

Implementing surveys

How to do it…

Implementing Q&A

How to do it…

Implementing chat

How to do it…

Learning webinar controls

Using recordings

Recording a webinar

Sharing recordings

Using reports

How to do it…

7

AI Companion

Enabling AI Companion

How to do it…

Using AI Companion in meetings

How to do it…

Using AI Companion in email

How to do it…

Using AI Companion with Team Chat

How to do it…

Using AI Companion in Zoom Phone

How to do it…

Using AI Companion in Whiteboard

How to do it…

8

Security and Privacy

Protecting Zoom from the portal

How to do it…

Securing Zoom from the client

How to do it…

9

Advanced Tips and Tricks

Using Smart Recording

How to do it…

Using Zoom Clips

How to do it…

Zoom Huddles

How to do it…

Stream Zoom to social media

How to do it…

Using Zoom Apps

How to do it…

Using avatars and filters

How to do it...

Using a secondary camera

How to do it…

Enhancing video quality

How to do it…

Improving audio quality

How to do it…

Appendix A

Examining camera performance

Understanding microphones

Exploring lighting essentials

Appendix B

Home Screen

Top Navigation Bar

Arrows

History

Search

Calendar

Team Chat

Meetings

Contacts

Zoom Apps

Zoom Clips

Whiteboards

Notes

Help Center

Activity Center

Calendar Panel

Index

Other Books You May Enjoy

Preface

Welcome to the era of Zoom—a realm where geographical boundaries blur and connectivity transcends the limitations of physical distance. In this digital epoch, the way we communicate, collaborate, and connect has undergone a seismic shift, and at the heart of this transformation lies Zoom.

This book is not just a manual on how to navigate the intricacies of Zoom’s interface or a technical guide to mastering its features. Instead, it’s a testament to the profound impact Zoom has had on our lives, both personally and professionally. It delves into the nuances of virtual communication, explores the challenges and triumphs of remote work, and examines the importance of communication and collaboration with other co-workers, colleagues, family, friends, and customers.

We will not only dive into many of the Zoom features that can be utilized but also cover the use cases of why it should be used, giving real-world examples of the importance of the tool as well as when it should or can be utilized.

Through the pages of this book, we’ll delve into the wealth of modalities that can be used within Zoom. Zoom isn’t just a video conferencing tool anymore. It’s a complete platform driven by simple to advanced feature sets. Of course, audio and video are paramount to Zoom’s success, but we will also uncover many other areas, including webinars, Zoom Phone, app integration, and even AI. We’ll uncover the intricacies of virtual etiquette, unravel the secrets of effective virtual collaboration, and perhaps gain a deeper understanding of the human need for connection in an increasingly digitized world. Zoom’s goal is to bring limitless human connection and will cover all the ways that can transpire inside of this wonderful application.

In essence, this book is a tribute to the resilience of the human spirit, the ingenuity of technological innovation, and the enduring power of human connection. Whether you’re a seasoned Zoom veteran or a newcomer to the world of virtual communication, I invite you to embark on this journey with an open mind and a curiosity for the boundless possibilities that lie ahead. Zoom is a powerful tool and when harnessed correctly can bring great efficiency and productivity to any user.

So, let us venture forth into the digital realm, where the boundaries between virtual and reality blur, and where the only limit is our imagination. Welcome to the Zoom era—a world of infinite connections, awaiting exploration.

Top of Form

Who this book is for

The target audience of this book is quite diverse, reflecting the wide range of individuals and organizations that use the platform. Zoom started as an enterprise-specific application, but its ease of use and simple design caused this tool to be easily adopted by consumers all over the globe:

Business professionals: This group includes corporate executives, managers, team leaders, and employees who rely on Zoom for remote meetings, presentations, and collaboration. They may seek guidance on optimizing their use of Zoom for productivity and effectiveness in a virtual work environment.Educators and students: With the rise of online learning, teachers, professors, and students may benefit from this book as it explores best practices for virtual classrooms, engaging remote students, and utilizing Zoom for lectures, discussions, and group projects.Freelancers and remote workers: Individuals who work independently or remotely, such as freelancers, consultants, and digital nomads, may find value in learning how to leverage Zoom for client meetings, networking, and maintaining professional connections from anywhere in the world.Nonprofit organizations and community groups: Charities, nonprofits, and community organizations often rely on Zoom for virtual events, fundraising, and volunteer coordination. This book offers insights into using Zoom for outreach, collaboration, and building virtual communities.Healthcare professionals: Telemedicine has become increasingly prevalent, especially considering public health crises. Healthcare providers, therapists, counselors, and medical administrators may seek guidance on using Zoom for virtual patient consultations, therapy sessions, and staff meetings while maintaining patient confidentiality and adhering to regulatory requirements.Families and social groups: In an era of social distancing, families, friends, and social clubs have turned to Zoom for virtual gatherings, celebrations, and game nights. This book provides tips for making virtual interactions more engaging, fun, and meaningful.Tech enthusiasts and innovators: Those interested in the intersection of technology and society may find value in this book that explores emerging trends in virtual communication and collaboration technologies.

From simple and effective virtual interactions to advanced features such as artificial intelligence (AI) in the realm of communication and collaboration, this Zoom cookbook targets the beginner to the advanced user.

What this book covers

Chapter 1, Understanding the Basics of Zoom, introduces the basic UCaaS functionality, outlining the differences between collaboration (email, chat, file sharing) and real-time communication (audio, video, content sharing). You will explore the basic functions of Zoom and the overall interface and cover tips for setting up meetings, inviting participants, and managing Zoom settings.

Chapter 2, Content Sharing and Collaboration, introduces content sharing during 1:1 and meetings. Examples of what content can be shared (files, screens, programs, & whiteboards) will be given, and the different ways content can be shared with other users and meeting attendees will be described. You will be given walk-throughs and screenshots of exactly how to share content before, during, and after a meeting.

Chapter 3, Managing Zoom Meetings, will teach you about the best practices for conducting proper Zoom meetings. You will understand how to manage time effectively during virtual meetings and learn how to use effective collaboration tools such as chat, annotations, and reactions. You will be shown proper strategies for maintaining the focus of content during a meeting, and you will learn how to use effective meeting controls.

Chapter 4, Zoom Phone, introduces Zoom Phone, a comprehensive cloud-based communication solution that integrates seamlessly with the Zoom platform, offering businesses a unified communications experience. You will be shown how users can make and receive calls, send text messages, and hold video meetings all from a single application, enhancing productivity and collaboration within organizations.

Chapter 5, Zoom Team Chat, introduces Team Chat, a robust collaboration tool designed to streamline communication and foster teamwork within organizations. With features tailored for group messaging, file sharing, and integration with other Zoom services, Zoom Team Chat offers a comprehensive chat solution for modern workplace communication needs.

Chapter 6, Zoom Webinars, shows you how to create and manage both small- and large-scale webinars, implementing strategies for increased user engagement. This chapter also dives deep into increasing attendee interactions with tools such as Polls/Quizzes, Q&A, and Chat.

Chapter 7, AI Companion, shows you how to implement AI into your communication and collaboration workflows. This chapter provides insights into how to streamline productivity and enhance efficiency using Zoom’s own tool, AI Companion, with modalities such as Chat, email, whiteboards, and even Zoom Phone.

Chapter 8, Security and Privacy, shows you how to implement best practice security and privacy tools in Zoom with specific walk-throughs regarding meetings and webinars. It dives deep into authentication, encryption, and attendee controls for safer Zoom interactions.

Chapter 9, Advanced Tips and Tricks, will help you become a Zoom master as we dive deep into the Zoom client’s advanced features and learn how to use them in your everyday workflows. You will learn how to implement AI with your recordings or even implement live streaming on platforms such as YouTube.

To get the most out of this book

Before we start, let’s go over the supported scenarios for using the Zoom client. Make sure your device meets the minimum requirements for the operating system, processor, web browser, and bandwidth before installing the Zoom client.

For the latest technical requirements, visit Zoom’s system requirements page: Zoom System Requirements at https://support.zoom.com/hc/en/article?id=zm_kb&sysparm_article=KB0060748.

Conventions used

There are a few text conventions used throughout this book:

Bold: Indicates a new term, an important word, or words that you see onscreen. For example, words in menus or dialog boxes appear in the text like this. Here is an example: “Click on the profile icon in the top-right corner and choose the Check for Updates option.”

Tips or important notes

Appear like this.

Sections

In this book, you will find several headings that appear frequently (Getting ready, How to do it..., and There’s more...).

To give clear instructions on how to complete a recipe, use these sections as follows:

Getting ready

This section tells you what to expect in the recipe and describes how to set up any software or any preliminary settings required for the recipe.

How to do it…

This section contains the steps required to follow the recipe.

There’s more…

This section consists of additional information about the recipe in order to make you more knowledgeable about the recipe.

Get in touch

Feedback from our readers is always welcome.

General feedback: If you have questions about any aspect of this book, mention the book title in the subject of your message and email us at [email protected].

Errata: Although we have taken every care to ensure the accuracy of our content, mistakes do happen. If you have found a mistake in this book, we would be grateful if you would report this to us. Please visit www.packtpub.com/support/errata, select your book, click on the Errata Submission Form link, and enter the details.

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1

Understanding the Basics of Zoom

Zoom is a very powerful communication and collaboration platform that allows for a multitude of ways to interact with people. Using simple text with things such as email and chat to fully immersive modalities such as audio, video, and content sharing, Zoom can be as simple or as advanced as you want. We are going introduce the basics of Unified Communications/Collaboration as a Service (UCaaS) functionality and define the various modalities that can be used. We will be outlining the differences between collaboration (email, chat, file sharing, whiteboard, and so on) and real-time communication (audio, video, content sharing, phone, and so on). Then, you will learn how to download, install, and log in to Zoom. Next, we will explore the basic functions of Zoom and the overall interface, such as joining and creating meetings, setting up email and calendar, as well as creating contacts. Finally, we will explore how to invite participants, manage meeting settings, and use some of the advanced functions inside the Zoom client.

In this chapter, we’re going to cover the following main recipes:

Downloading the Zoom clientLogging in to ZoomJoining a Zoom meetingSetting up your email and calendarCreating contactsSetting up a Zoom meeting

Technical requirements

Before we begin, let’s review a few of the supported scenarios for the Zoom client. You will need to have the minimum supported operating system, processor, web browser, and bandwidth requirements before you can install the Zoom client.

To get up-to-date technical requirements, be sure to visit Zoom’s system requirements page: https://support.zoom.com/hc/en/article?id=zm_kb&sysparm_article=KB0060748.

Supported operating systems

Desktop operating systems:

macOS X with macOS X (10.10) or laterWindows 11Windows 10Windows 8 or 8.1Windows 7ChromeOSUbuntu 12.04 or higherMint 17.1 or higherRed Hat Enterprise Linux 6.4 or higherOracle Linux 6.4 or higherCentOS 6.4 or higherFedora 21 or higheropenSUSE 13.2 or higherArchLinux (64-bit only)

Mobile operating systems:

iOS 8.0* or lateriPhone 4 or later, iPad Pro, iPad Mini, iPad 2 or later, iPod Touch 4th generation, iPhone 3GS (no front-facing camera)iPadOS 13 or laterAndroid 5.0x or later

Processor requirements

Desktop devices:

Single-core 1 GHz or higher(Recommended) Dual-core 2 GHz or higher (Intel i3/i5/i7 or AMD equivalent)

Mobile devices:

Any 1 GHz single-core processor or better (non-Intel)

Supported web browsers

Desktop:

Chrome: Within two versions of the current versionFirefox: Within two versions of the current versionEdge: Within two versions of the current versionSafari: Within two versions of the current version

Mobile:

Safari: Within 2 versions of the current versionChrome: Within 2 versions of the current version

For instance, if the current version of Chrome on mobile is 111, then the Zoom web app is supported on versions 109, 110, and 111. As new versions are released, the minimum version will also be followed behind by two versions.

Note

These are the web browsers that Zoom officially supports. While the Zoom web app and web client might function in other browsers, note that those browsers aren’t officially endorsed. Their compatibility and functionality may vary. Additionally, while older versions of web browsers may still function, it’s advisable to stick to two versions of the current one for optimal performance.

Downloading the Zoom client

In this recipe, you will learn where to download the Zoom client, depending on what operating system and hardware you want to use. Zoom combines video and audio conferencing, online meetings, whiteboards, telephony, and chat messaging into one easy-to-use application. Zoom offers video, audio, screen, content sharing, phone and even conferencing room capabilities from one simple client.

How to do it...

To download the Zoom desktop client, do the following:

In your internet browser, enter https://zoom.us/.At the top of the main page, click the Resources tab:

Figure 1.1: Resources tab

Then, click Download Center:

Figure 1.2: Download Center link

Under Zoom Desktop Client, click the Download button.

Note

If you are on a Mac with an Apple silicon chip, use the install URL beneath the Download button.

Depending on which browser you are using, the Zoom installer (ZoomInstaller.exe for Windows, zoomusInstallerFull.pkg for macOS, or the 32-bit/64-bit Linux installer) will automatically start downloading the Zoom desktop client:

Figure 1.3: Zoom Download button

Complete the installation process. This should begin immediately after downloading, but if not, browse to where you downloaded the client and double-click on your install package.

Note

After the Zoom desktop client installation is complete, a Zoom icon will appear on your desktop.

Double-click the Zoom desktop icon to begin using Zoom.

iOS

To download the Zoom mobile app for Apple iOS:

Open the App Store app from your iPhone or iPad.Enter Zoom in the search box.Once your search results appear, tap Zoom - One Platform to Connect. (Note: Do not choose Zoom for Intune unless directed so by your IT department.)Tap Get.Zoom will start to download on your iOS device.(Note: When the Zoom mobile app finishes the installation, the Zoom app icon will appear on your Home screen.)After you finish downloading the Zoom mobile app, you can access and begin using Zoom by the following methods:If you stayed on Zoom’s App Store page, tap OPEN.If you exited the App Store, tap the Zoom mobile app icon on your Home screen.

Android

To download the Zoom mobile app for Android, do the following:

Tap the Google Play icon.At the bottom of your screen, tap Apps.At the top right of your screen, tap the Search icon.Enter Zoom in the search box.Once your search results appear, tap Zoom - One Platform to Connect.Tap the Install button.Tap Accept to confirm the installation.Zoom will start to download on your Android device.(Note: When the Zoom mobile app finishes the installation, the Zoom app icon will appear on your Home screen.)After you finish downloading the Zoom mobile app, you can access and begin using Zoom by the following methods:If you stayed on Zoom’s Google Play page, tap Open.If you exited Google Play, tap the Zoom mobile app icon on your Home screen.

Logging in to Zoom

To first log in to Zoom, you will need to create either a free or paid Zoom account. There are several levels of Zoom accounts, from Basic (Free) to Enterprise (which is a company-level account). To see which account level fits your requirements, please review the Plans & Pricing page from Zoom at the following websites:

Business: https://Zoom.us/pricingPersonal: https://Zoom.us/pricing#personal

Once you have determined which account suits your needs, proceed to the following login steps.

How to do it...

Personal account

Launch the Zoom client. By default, Zoom creates an icon on the desktop after successful installation. If you installed Zoom in a custom location, launch the Zoom client from there.

Once the client has launched, you will see several choices for sign-in. Choose the sign-in method that would be best for you (see Figure 1.4):

SSO – Single sign-on. This choice is primarily for Business/Enterprise accounts that have accounts already established from within your IT department. The username and password would be most likely provided by your IT department.Apple – If you have an Apple ID, you can use it to create your personal Zoom account.Google – You can also use your Google and Gmail accounts to create your Zoom account.Facebook – Your Facebook ID also works to create a personal Zoom account.

If you don’t have any of the aforementioned, please move to step 3 to set up your account directly with Zoom:

Figure 1.4: Sign-in options

For users wanting to create a personal account without signing in using any of the methods in step 1, click the Sign Up option at the bottom right of the login page:

Figure 1.5: Sign Up link

You must verify your age on the next page. Type in your birth year and click Continue:

Figure 1.6: Age verification

Enter the email address you would like to use to log on to Zoom:

Figure 1.7: Email address

Zoom will generate a verification code and send it to your email account. Enter the code generated in Zoom:

Figure 1.8: Code verification

Create your Zoom account by typing in the following fields:First NameLast NamePassword

(Note: If you are an educator creating accounts on behalf of students, please check the For Educators box.) With this, you’re done! You will now be logged in to Zoom with your new account:

Figure 1.9: Creating an account

Business account

If you’re using a Business- or Enterprise-level account, it’s probable that your IT administrator has already set up and established your account before your login attempt. This information likely has been communicated to you via email. There are two main methods for logging in to a Business account:

Company email and passwordSSO

Use the method that has been directed by your IT department. If you have questions as to which method your company uses, contact your help desk.

Note

Visit Appendix B to familiarize yourself with some of the functions of the Zoom client.

Joining a Zoom meeting

In this recipe, we will learn how to join a Zoom meeting. There are three basic ways to join a Zoom meeting. The first is to manually enter a meeting ID; this is the least commonly used method. The second is to click on the Join button from your Zoom, Google, or Outlook calendar; this is probably the most common method. The third method is to click the Join Zoom Meeting URL that came with your meeting invitation. We will walk through all three methods as there are multiple ways to join a Zoom meeting.

Typically, when you are invited to a Zoom meeting you will be sent a calendar invite in your email or Zoom Team Chat. This has the meeting ID and passcode, as well as the Join Zoom Meeting link.

How to do it...

Method 1 (meeting ID)

Open the Zoom desktop client.Navigate to the Home screen by clicking Home at the top of the navigation bar you learned about in the previous recipe.Click the Join button:

Figure 1.10: Join button

Enter the meeting ID. This is the 9-11 digit unique number that was sent to you when you were invited to a Zoom meeting:

Figure 1.11: Meeting ID

By default, your account name will be in the Your Name section, but you can edit it here as well. When you join the Zoom meeting, this is the name that will be displayed to other people in the meeting.Select if you would like to connect audio or video.Click Join.You will be prompted for a passcode. Enter the six-digit passcode that was sent in your meeting invite, then click OK.That’s it! You'll be joined to your Zoom meeting.

Method 2 (joining from the calendar)

Open the Zoom desktop application.

Navigate to the right side of Zoom. Here, you will see the Calendar Panel. Any meetings that you were invited to for the day will appear here, populated with all users invited and the Zoom meeting information.

Click the Join button to launch your Zoom meeting:

Figure 1.12: Joining a Zoom meeting

Note

When joining a meeting from a calendar invite, you will not need to enter the meeting ID or passcode. These are embedded in the meeting invite and aren’t required to be entered manually as in method 1.

Method 3 (joining from a browser link)

Launch your email application (Outlook or Gmail/Google Mail).Navigate to the email that was sent to you for the meeting invitation.In the body of the email, you will see Join Zoom Meeting:

Figure 1.13: Join Zoom Meeting

Click on the hyperlink beneath Join Zoom Meeting, as highlighted in the previous figure. Zoom will launch your meeting!

Note

Just as with method 2, the meeting ID and passcode are embedded in the meeting link and therefore will not need to be entered manually.

Setting up your email and calendar