Skip to content

How to organize a videoconference

Rate this post

How to organize a videoconference: Organizing virtual meetings allows you to talk to people who are in different places, even very far away, having the opportunity to see each other and avoiding unnecessary travel; all in an extremely simple and economical way. Would you also like to make video conferences to talk with colleagues, friends, family and various acquaintances? Then let me recommend some platforms suitable for the purpose.

In the next paragraphs of this article, in fact, I will have the opportunity to explain to you how to organize a videoconference with some programs and apps whose use is within anyone’s reach: even those who, a little like you, do not consider themselves exactly an expert in terms of technology. . You just have to evaluate which of these is right for you and make use of them.

Come on then: make yourself comfortable, take all the time you need to concentrate on reading the next lines and, more importantly, try to implement the “tips” that I will give you, so as to be able to start videoconferences without difficulty. There is nothing left for me to do, except wish you good reading and have fun!

Index

How to organize a video conference with Meet

Do you want to know how to organize a video conference with Meet , the Google conference call platform? Well, know that it is very simple and that it is possible to proceed both from the Web version of the service (at the time of writing, there is no desktop client to download, everything must be done from a browser), and from its official app for mobile devices.

As for the Web version of Meet , just connect to its main page using a compatible browser (such as Google Chrome, Mozilla Firefox, Microsoft Edge or Safari), log in to your Google account and first click on the New meeting button and on the Start meeting item now .

Then just grant the service permission to access the camera and microphone, click on the Join button and that’s it. The meeting will start and you can start inviting other people to join.

If, on the other hand, you want to proceed from the Meet app for mobile devices, you must first install the latter: to do this on Android , just search for the app on the Play Store and press the Install button . On iOS / iPadOS , on the other hand, look for the application on the App Store , press the Get / Install button and confirm the operation via Face ID , Touch ID or password of your Apple ID.

After installing and starting the app, log in to your Google account, grant it all the necessary permissions to make it work, press the New meeting button and select the item Start a meeting now . Then you just have to start inviting other users, so they can join your videoconference.

For more information on how to start a video conference with Meet, I refer you to reading the guide that I have dedicated entirely to the topic. I really hope it will be useful to you.

How to organize a videoconference with Zoom

Zoom

Zoom is another very popular platform for organizing videoconferencing. It allows you to start free and unlimited (in the case of “one to one” conversations), although it must be said that conferences with more than two participants are free only for the first 40 minutes, a limit that can be reduced by subscribing to starting from 139.90 euros / year.

To use Zoom on a computer , I suggest you download the official client: connect, therefore, to the download page of the program and click on the Download button . After obtaining the .exe file on Windows or the .pkg package on macOS , open it and follow the instructions on the screen to complete the setup.

Then, to start a conference, you must register with your email (or alternatively log in with your Google or Facebook account ), press the orange button New meeting in the main window of the program and grant it all the necessary permissions to make it work. By doing so, you will be able to invite other people to join the videoconference you have opened. I point out, however, the possibility of using Zoom also via the Web , acting from Chrome .

If, on the other hand, you prefer to use Zoom on Android , after searching for the app on the Play Store (or on an alternative store, if you use a version of Android without Google services), press the Install button ; on iOS / iPadOS , on the other hand, search for the application on the App Store , press the Get / Install button and confirm the operation with the Face ID , Touch ID or Apple ID password .

Once the Zoom app is installed and started, register with your email or log in with your Google or Facebook account , press the New meeting button , tap the Start a meeting button and grant it all the necessary permissions to work correctly. By doing so, you are ready to invite other users to join the newly opened conference.

For more information on how to download Zoom, how to register on Zoom and how to use Zoom, take a look at the tutorials I have dedicated to the subject because they will surely help you.

How to organize a video conference with Teams

Microsoft Teams app core tools

Have you decided to organize a video conference with Teams , the Microsoft platform designed for corporate video calls? Well, know that using it is not at all as complicated as it may seem to you. I would like to point out that, basically, the service is free, but to take full advantage of it you need to sign up for a subscription to Microsoft 365 (formerly Office 365), with prices starting from 4.20 euros / month + VAT for each user (with annual billing) . More info here .

To use Teams on a computer , go to this page of the Microsoft site and click on the Download for desktop and Download Teams buttons . When the download is complete, open the program installation file (the .exe file on Windows or the .pkg package on macOS ) and follow the instructions you see on the screen to complete the installation of the program.

Then, click on the Subscribe to Teams button , click on the Subscribe for free button on the page displayed on the screen and register following the instructions that are provided, specifying all the required information (email, purpose for which you want to use Teams, etc.) . To start a conference, you will then have to add the people you want to invite to the call in your team and start a new meeting via the Meeting> Instant meeting function . Please note that Teams can also be used via the Web .

To use Teams on Android , instead, search for the app on the Play Store (or on an alternative store, if you use a device without Google services) and press the Install button ; on iOS / iPadOS , on the other hand, search for the app on the App Store , press the Get / Install button and confirm the operation with the Face ID , Touch ID or Apple ID password .

Also in this case, after starting the app, you must register or log in to your Microsoft account, add people to your team , and start a new meeting using the appropriate function, acting in the same way as described above on PC.

Need more information on how to download Teams, how to access Teams, and how to use Teams? No problem: in the guides that I have just linked you will find all the information you need.

How to organize a video conference with Skype

Skype

Always staying at Microsoft, now let’s talk about Skype : the historic video call service, which certainly could not be missing in a tutorial dedicated to this topic. Basically, Skype is free and can be used even without registration (through the use of guest accounts that are functional for 24 hours): you pay if you want to make audio calls to traditional telephone lines.

That said, if you prefer to use Skype from your computer , you can install its official client from the Microsoft website : just click on the Download Skype for Windows or Download Skype for Mac button , depending on the operating system you use. Once you have downloaded the package, just open it and follow the instructions that appear on the screen to complete the setup. ON Windows 10 , you can install directly from the Microsoft Store .

After installing the program, log in to your Microsoft account (or create one, if you have not already done so), then click on the Calls button (top left), select the items Meeting> Organize a meeting and grant the program the permissions needed to work (if you haven’t done so yet). Then click on the Start meeting button and invite other users to take part in the video call.

Another possibility is to access Skype through its web version , which can be used on Google Chrome and Microsoft Edge , which is also accessible without a Microsoft account. To use it, go to this web page , click on the Create a free meeting button and grant the platform access to the microphone and webcam. Once this is done, all you have to do is share the meeting invitation and wait for the various participants to connect.

On smartphones and tablets , however, you need to install the Skype app, start it, log into your Microsoft account (or create one, if you haven’t already) and start the conference. On Android , therefore, search for Skype on the Play Store (or on an alternative store, if you use a device without Google services) and press the Install button ; on iOS / iPadOS , on the other hand, search for the app on the App Store , press the Get / Install button and confirm the operation with the Face ID , Touch ID or Apple ID password .

After installing and starting the Skype app, log in to your account, press the Calls button (in the center, at the bottom), tap the video camera icon (top right) and press the Start meeting button . Remember to share the meeting invitation with the people you want to attend.

If you want more information on how to install Skype, how to sign up for Skype and how to use Skype, take a look at the tutorials I have dedicated to Microsoft’s video conferencing platform.

How to organize a video conference with WhatsApp

WhatsApp videoconference

Do you want to organize a video conference with WhatsApp ? Well, the thing is absolutely doable. However, I would like to tell you that, at least at the time of writing, the famous service owned by Facebook allows you to make conferences up to a maximum of 8 participants simultaneously and acting only from mobile , therefore from the official app of the service for Android and iOS , and not from PC.

First of all, therefore, start the messaging app on your smartphone (if you have not yet installed and configured it, do it now following the instructions I gave you in this other guide) and go to the Calls section . Then tap on the button depicting the handset with the + , located at the bottom right on Android or at the top right on iOS.

At this point, tap on the New group call item , select the contacts to be included in the call and press the camera symbol to start the video call. You just have to wait for the selected contacts to take part.

If you need more information on how to make group video calls on WhatsApp, I refer you to reading the tutorial that I dedicated entirely to this topic.

How to organize a video conference with Webex

Webex

I conclude this tutorial by talking to you about Webex , a tool for organizing video conferences made available by Cisco, which offers the possibility of inviting up to a maximum of 40,000 participants (in the free version it is possible to connect up to a maximum of 100 people for 50 minutes) .

To use it on your computer , connect to the official website of the service and click on the Download for [name of your operating system] button located under the heading Webex Meeting (on the left). Subsequently, open the .msi package (on Windows ) or the .dmg package (on macOS ) obtained and follow the instructions you see on the screen to complete the setup. If you don’t want to download the Webex client, know that you can also take advantage of its web version .

Now, sign up for the service using a valid email address: to do so, just fill in the proposed registration form and follow the instructions you receive via email. Once logged in, you can start a conference by simply clicking on the Start a meeting button on the main page of the client or the Web version of Webex and granting the service access to the microphone and webcam of the PC. Now you can finally invite other users to join the newly launched conference.

If you prefer to act as a smartphone and tablet , first install the Webex app on your device: on Android , search for Webex on the Play Store (or on an alternative store, if you are using a device without Google services ) and press the Install button ; on iOS / iPadOS , on the other hand, search for the app on the App Store, press the Get / Install button and confirm it using the Face ID , Touch ID or Apple ID password .

After installation, start the app, accept the conditions of use and access your account by pressing the appropriate button and providing your credentials (or create one with your email after tapping on the item Run registration ). Once logged in, press the Start meeting button and the Next , OK and Start buttons . All that remains is to invite other people to take part in the conference that has just started.

For more information on how to download Webex, I refer you to reading the in-depth analysis I dedicated to the topic. I hope it will be useful to you.

How to organize a video conference with FaceTime

FaceTime Web

I conclude the guide by explaining how to organize a video conference with FaceTime , the Apple application pre-installed on all its devices which, starting from iOS 12.1.4 and macOS Mojave 10.14.3 , supports video calls with  up to 32 participants . In addition, FaceTime is also available in a  Web version  which, through an invitation link to be opened on  Chrome or Edge , allows you to take part in videocalls even on Windows and Android devices.

To use it from smartphones and tablets , go to the  settings of your Apple device, pressing the icon with the gears  on the home screen or in the App Library, touch the wording  FaceTime and make sure that the switch displayed on the screen is moved to  ON  (otherwise do it yourself).

Next, to organize the video conference, open FaceTime , tap the New FaceTime call button  (top right), specify the name , email address or phone number of the people to invite and press the FaceTime button .

If you are using a device updated to iOS 15 (or later) you can invite others to take part in the videoconference via an invitation link, which can be opened on Android / Windows using the Chrome / Edge browsers.

To do so, click on the  Create link button  (on the FaceTime main screen) and select your preferred sharing mode (eg.  Mail , WhatsApp , etc.). Those who are invited, to take part in the conference, will have to press the  link , write their  name in the text field displayed on the Web page that is shown to them on Chrome or Edge and press the  Continue and Join  buttons (they can act both from mobile and from a computer of course). You, on the other hand, will have to accept the participants who apply by clicking on the wording  [N] person (s) waitingpresent in the notification that appears on the screen and then by tapping the (✓) button .

Do you want to use FaceTime from a computer ? Well: start the application on your Mac, write in the text field (top left) the name , e-mail address or mobile number of the people to be included in the videoconference and then click on the Video button  placed in the left sidebar.

If you have been invited to participate via link , however, you can follow the instructions I have already described to you and wait for the host to let you in.

For more information on how FaceTime works, see the article I dedicated to the topic.