Zoom is one of the most widely used video conferencing apps in the market around the globe. In addition to its vast video conferencing abilities, Zoom’s integrated chat has a load of features waiting to be accessed. In this article, we are going to talk about the User Guide on How to Use Zoom Chat. Let’s begin!
Zoom has differentiated its chats into ‘in-meeting’ chats and ‘private chats’. The settings for each of these can be tweaked individually. Let’s dive right in and learn about Zooms chat function.
Enable Zoom chat
The host of a Zoom meeting has the option to allow or prevent participants from using the chat function during the meeting. Once enabled, participants can click the ‘Chat’ icon at the bottom of the screen and select who they would like to address in the group. Follow the guide below, to learn how to enable or disable in-meeting chat.
- Sign in to the Zoom web portal, and go to ‘My Account’.
- Under ‘In Meeting (Basic)’ scroll down to ‘Chat’. Here you can also toggle allowing or preventing participants from using the chat option.
Change chat access in a meeting
In addition to enabling or disabling in-meeting chat, the host of a meeting can restrict to whom the participants can chat with. There are 4 options that a host can choose from:
- None: Participants cannot chat with anyone in the meeting
- Host-only: Participants can only message the host of the meeting but not other participants.
- Everyone Publicly: Participants can chat with everyone in the meeting but only publicly.
- Everyone publicly and privately: In addition to chatting publicly, participants can also message other participants privately.
Follow this guide to change or restrict the use of the chat functionality in a Zoom meeting.
- Log in to the Zoom application and start a new meeting.
- Select the ‘Chat’ button at the bottom of the screen. This will bring up the pop out chat bar.
- Click the ‘More’ button (three dots) located in the right corner just above the chatbox. Here you can regulate different permissions for participants to use the chat functionality.
Zoom allows users to chat with each other through a private chat. Users can send files, screenshots, images to each other without bothering the rest of the group. In order to keep private chats ‘private’ users must toggle on ‘Encrypted chats’ (read on).
Follow this guide to start a new chat in Zoom:
- Log in to Zoom and Select the ‘Chat’ button at the top of the app. This will bring up the chat homepage.
- Click the small ‘+’ button beside ‘Recent’ on the left panel and select ‘New Chat’. Once you create a chat you will be able to add the person you would like to chat with, at the top of the page.
Indicate your status
Status icons are an unobtrusive way to indicate whether a user is busy, on a call, in a meeting, etc. They appear beside a user’s name and help identify the current status of the user.
The only status icons that can be implemented are the ‘Away’ and ‘Do not disturb/Busy’ icons. If a user enables the ‘Do not disturb’ status, they will no longer receive chat or call notifications.
To change your status in Zoom, click on the profile picture in the top right corner and select the desired status from the drop-down list
Use chat mentions
‘Chat mentions’ allow users to direct their conversation to specific users in a channel or chat. The mentioned user will receive a notification that they have been mentioned. Clicking on the notification will take them to the chat message in which they were mentioned. This is especially useful in creating a flow of conversation, as the user knows they are being addressed.
Chat mentions can also be used to link to a certain channel. Use the following chat mentions to notify other users:
- @all: Send a notification to all users on the channel.
- @[User’s name]: Mention a particular user
- #[channel name]: Link to a certain channel. Only members of that channel will be able to access that link.
Send a screenshot
Zoom also allows users to take a screenshot straight from the chat window. This intuitive tool allows you to cut out a portion of your screen, draw on it to highlight any aspects you would like to, and then either download it or send it via chat.
Follow these step to send a screenshot from the Zoom chat window
- Log in to the Zoom desktop app and Open the chat window in which you would like to send the screenshot.
- Click the ‘Screenshot’ button located just above the text box.
- Now click and drag your cursor to select the portion of the screen you would like to crop. Once selected, you can edit the image with the tools provided at the bottom of the image.
- You can choose to ‘Download’ the image or ‘Send’ it in the chat.
Note: For the mobile version of the app, users must utilize the default screenshot settings of the phone (Different phones employ different ways to take screenshots. For example, on a Samsung phone holding the power button + volume down button for 1 second will take a screenshot of the current screen). Users can then share the screenshot using Share>Photo.
Enable encrypted chats
This feature when enabled encrypts all chat messages sent between Zoom users. Even admin and hosts can only see the name of the user, and the date and time of their last message in Chat History. While users can still share files, screenshots, and emojis, they will not be able to use the integrated GIFs, or edit sent messages
Follow this guide to enable encrypted chats in zoom chat.
- Sign in to the Zoom web portal and click on ‘Account Management’ in the left panel.
- Then select IM Management. Now click on the IM Settings tab located at the top of the page.
- Scroll down to ‘Enable advanced chat encryption’ and toggle ON.
Zoom allows the host, co-host, or participants of a meeting to save all the chats that occurred within the duration of the meeting. By doing so they can later go through the in-meeting chats to make notes or share it with the group itself.
Follow this guide to save chats manually in a Zoom meeting.
- While in a meeting, click on the ‘Chat’ button at the bottom of the screen. This will pop out the chat panel.
- Click on the ‘More’ (three dots) button at the right corner just above the textbox and select ‘Save chat’. The chat will be saved locally on the device. By default, the chat is saved to the Documents folder. In order to access this chat, go to Documents>Zoom and locate the folder with the date and time corresponding to the meeting.
Save on Cloud
If you already have a paid account (Pro or higher) and have Cloud Recording enabled. Then you may choose to save chats on the Zoom cloud. This way you can access the chats no matter where you log in from. To save in-meeting chats to the Zoom cloud, follow this guide below:
- Sign in to Zoom.us and select ‘Settings’ from the left panel.
- Next to recording, (on the right side of the page) click ‘Edit’. Select ‘Save chat text from the meeting’ and then hit ‘Save changes’
In order to access chats saved on the cloud, log in to the web client, and select ‘Recordings’ from the left panel. You can either download the meetings or share them.
Set expiry date
Chats have an expiry date on them. After a certain time, they disappear from the chat window. Paid account users can decide the duration for which chats will remain before being automatically deleted.
To set the time duration, follow the steps below:
- Sign in to Zoom.us and go to Account Management > IM Management.
- Click ‘IM settings’ and scroll down to ‘Storage’
- Then select the duration you would like to keep the chats, and hit ‘Save changes’
By default, Zoom messages stored on the cloud remain for 2 years and those stored on local devices remain for 1 year.
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Also See: How to Manage Google Meet participants