Virtual networking is already awkward, and potentially even more so if you send people to random breakout rooms to force conversation. While meeting participants are commonly assigned to breakout rooms automatically, Zoom has a feature that allows individuals to choose their breakout and move between rooms at their own pace. This creates a more flexible experience that simulates in-person networking—if you're the host, you can name breakout rooms so participants can self-select based on interests or themes.
To join breakout rooms, participants will click Breakout Rooms, hover over the number in the list, and click Join > Join. They can follow the same process to move between rooms or return to the main session. Note that self-selection is available only on the desktop and mobile apps—those on the web client will need to be moved manually by the host.
Upload a CSV to pre-populate breakout rooms for large meetings
Import from CSV and drag and drop your file into the pop-up window. Zoom allows pre-assignment for up to 100 rooms and 1,000 participants.
Screens and select Microsoft Powerpoint from under Application Windows. You can then choose the overlay type for where your video will appear—In front displays you over your shared slides. You can resize your video and drag it around the screen. Then click Share.
Share your computer audio for ambient sound during breaks
Advanced > Computer Audio > Share. You can play audio from anywhere on your device, including music streaming services and YouTube. If you also want to share your screen, click Share Screen, select the program or desktop you want to share, and select Share Sound > Share.
Spotlighting essentially simulates an in-person panel, allowing participants to see all primary speakers on equal footing. Remaining attendees will be visible via scroll at the top of the meeting screen. To spotlight, hover over a participant's video and click the three dots > Spotlight for Everyone. Repeat this process, selecting Add Spotlight for up to nine speakers.
Add an Immersive View of real-life meeting locations
Immersive, select whether to add participants to your scene automatically or manually, and select the scene. Press Start to place people into the immersive view. For custom immersive views, you'll have to move participants around manually.
Settings > Record and enable Record a separate audio file for each participant. This will record and save each file locally under the participant's name.
Set up a second device as “co-host” to manage participants and chat
Make co-host > Confirm. (If you're not the main meeting host, you can still be assigned co-host privileges.)
If you want a more polished (or interesting) waiting room experience than the standard Zoom landing page that says "Waiting for the host to start the meeting," you can customize what participants see. The simplest option is text title for the waiting room, but you can also add an image, upload a branded logo with a message or meeting description, or include a looping video (with or without sound)—which could be used to display the meeting agenda, meeting rules, and a welcome message. Enable Waiting Room when scheduling your meeting, then go to Waiting Room Options > Customize Waiting Room > Save once you've added your customizations.
Use AI Companion to get a recap when you join a meeting late
AI Companion is Zoom's generative AI tool with productivity capabilities like taking notes, creating meeting summaries, and identifying action items. If enabled for a meeting, it can also answer participant questions in real time—meaning if you join late, you can get a summary of everything you missed without drawing attention to your tardiness. Preset questions include “Catch me up,” “Was my name mentioned?” and “What are the action items?” although you can ask custom questions as well. Tap the AI Companion icon in the top-right corner of the meeting and select a provided question or compose your own. Note that the Meeting Questions feature is available only on workplace and enterprise accounts and must be enabled by the host.
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