Zoom Team Chat

When to Use?

This guide describes several key functions and settings for Zoom Team Chat.
For more complete information, see the Zoom Help Center.
Use the Question Mark icon on the Zoom Window Menu bar to quickly access the Zoom Help Center.

Procedures

Zoom Team Chat allows users to streamline communications between team members.

Send messages quickly to contacts, groups, or entire channels.
Quickly find contacts, messages, and files, keeping knowledge and information at your fingertips.
Organize what’s most important by using starred chats, bookmarks, and customized notifications to help you filter out the noise.
Send text, audio, and video messages, as well as share files, emojis, screenshots, and more.

Login to Zoom, see: Logging Into Zoom App (All Platforms)
Review special topics below. Click a heading to open or hide each section.

ZOOM VIDEOS

Replying to and editing Zoom Team Chat messages

Settings

Notification Settings for All Chats

You can customize how you’re notified of unread messages and whether you receive push notifications for new messages. Follow these steps for basic settings to get you started:

Sign in to the Zoom desktop client.
Click your profile picture in the top-right corner, then click Settings.
Click the Team Chat tab.
Adjust the following settings to manage your notifications:
- Unread Messages
  - Keep all unread messages on top in chat and channel lists: Keep chats with unread messages to the top of your chats list. Select this option if you want to bring more attention to chats with unread messages. This setting only applies to chats under the Recents section.
  - Show unread message badge for channels: Display an icon with the number of unread messages beside each chat. If this is not selected, you will see a red dot to indicate unread messages.
  - Move messages with new replies to the bottom of the chat: Messages that have received additional replies since you last checked are moved to the bottom of the chat.
  - When viewing unread messages in a channel:
    - Start at the first unread: Choose this option if you want to go directly to the first unread message in the channel.
    - Start at the latest: Choose this option if you want to go to the most recent unread message in the channel.
- Push Notifications: Select when you want to receive push notifications. Push notifications are displayed using your device’s push notification system.
  - All messages
  - Only private messages or mentions: Show notifications for private 1:1 chats and any time someone mentions your name in a group chat or channel using the @ symbol.
  - Nothing: By default, no Zoom Team Chat messages will be displayed through push notifications.
    Note: You can also set exceptions for specific channels or keywords.

Learn more about other available chat notification settings.

Notification Settings for Specific Group Chats and Channels

You can also change notification settings for specific group chats and channels. Follow these steps to get you started:

Sign in to the Zoom desktop client.
Click the Team Chat tab.
1. Hover your cursor on the chat channel or group chat and click the ellipsis icon .
Review this popup menu.
Click Notifications in the popup menu to change these settings:
- Message Preferences: Select when you want to receive push notifications. Push notifications are displayed using your device’s push notification system.
  - All messages
  - Mention me or all members: Show notifications any time someone mentions your name or tags everyone in the group chat or channel using the @ symbol.
  - Nothing
    Note: Adjusting the notification setting for an individual chat channel or group chat will create an exception to the default notification settings for Zoom Team Chat.
- Unread Message Count:
  - Show unread message count (): Display an icon with the number of unread messages beside each chat. If this is not selected, you will see a red dot to indicate unread messages.
  - No count displayed.

Presence Status

The Zoom desktop client, mobile app, and Zoom Web App allow users to set their current status to indicate to others if you are available, in a meeting, or otherwise currently unavailable.

When setting your status on one device, that status will sync with other devices signed-in to your account. For example, if you set your status on the desktop client, the mobile app will sync and show the same status.

Note: You will not see a presence status for external contacts if their account admin has disabled presence status from displaying to external contracts.

How to set your presence status

Windows | macOS | Linux

Sign in to the Zoom desktop client.
In the top-right corner, click your profile picture and choose from the statuses listed below:
- Available : Set yourself as available and available to be contacted.
- Busy : Set yourself as busy and indicate you are not necessarily available to be contacted.
- Do Not Disturb : Set yourself as not wanting to be disturbed, which also blocks you from receiving pop-up notifications for Team Chat or Zoom Phone calls in the Zoom desktop client or mobile app. Choose from various pre-set durations, ranging from 20 minutes to 24 hours.
  - Custom: Choosing custom will open the Settings window, allowing you to set a recurring Do Not Disturb schedule.
- Away : Set yourself as away and not near your device to respond to messages.
- Out of Office : Set yourself as Out of Office and likely not available for a period of time.

Android | iOS

Sign in to the Zoom mobile app.
Tap More .
Tap your name.
Tap the field that contains the current presence status.
Tap a status to change it:
- Available : Set yourself as available and available to be contacted.
- Away : Set yourself as away and not near your device to respond to messages.
- Busy : Set yourself as busy and indicate you are not necessarily available to be contacted.
- Do Not Disturb : Set yourself as not wanting to be disturbed, which also blocks you from receiving pop-up notifications for Team Chat or Zoom Phone calls in the Zoom desktop client or mobile app. Choose from various pre-set durations, ranging from 20 minutes to 24 hours.
  - (Optional) Tap the toggle next to Scheduled Daily Recurring and select the time window to automatically enable the Do Not Disturb presence status between that time window every day.

Zoom Web App

Sign in to the Zoom Web App.
In the top-right corner, click your profile picture and choose from the statuses listed below:
- Available : Set yourself as available and available to be contacted.
- Away : Set yourself as away and not near your device to respond to messages.
- Do Not Disturb : Set yourself as not wanting to be disturbed, which also blocks you from receiving pop-up notifications for Team Chat or Zoom Phone calls in the Zoom desktop client or mobile app. Choose from various pre-set durations, ranging from 20 minutes to 24 hours.

User status icons

The following status icons may be visible when viewing another contact's profile card. Some of these statuses may also be automatically set for yourself, such as being in a meeting or on a call.

Icon	Status	Description
	Offline	Contact is not signed-in to the Zoom desktop client or mobile app.
	Available (desktop)	Contact is signed-in to the Zoom desktop client and available to be contacted. Note: If the contact is also signed in to the Zoom mobile app, this status overrides the mobile client status
	Available (mobile)	Contact is signed-in to the Zoom mobile client only and available to be contacted.
	Busy	Contact is busy and not necessarily available to be contacted.
	Away	Contact is signed-in to the Zoom desktop client, but their computer is inactive or they manually set their status to Away.
	Do not disturb	Contact manually set their status to Do not disturb and won't receive pop-up notifications for chat or Zoom Phone calls in the Zoom desktop client or mobile app.
	In a Zoom meeting	Contact has started or joined a Zoom Meeting using the Zoom desktop client or mobile app.
	Presenting	Contact is sharing their screen while in a Zoom Meeting.
	On a call	Contact is on a Zoom Phone call using the Zoom desktop client or mobile app.
	In a calendar event	Contact is in a calendar event (from a synced calendar) but hasn't joined a Zoom meeting using the desktop client or mobile app.
	Out of Office	Contact has marked themselves as Out of Office and likely not available for a period of time.
	Chat error	Chat message failed to send (also applies to files and images)

Messaging

Understanding 1:1 Chats, Group Chats, and Channels

You can send chat messages to 3 different recipient groups: a single contact directly, a group of contacts, or an established chat channel with multiple contacts.

One-on-one chats

1:1 chats with other Zoom contacts are the quickest and easiest way to message someone outside of a Zoom Meeting. These conversations will remain available and searchable, even if the other contact is deactivated or deleted.

Group chats

Group chats are similar to 1:1 chats, but with multiple contacts involved in the conversation. If you add a contact to a 1:1 chat, a separate group chat will be created, so that the private 1:1 conversation is preserved and kept private to those involved. Group chats are great for quick team discussions about short-term issues or decisions. Additional members can be added by current members, but the discussion cannot be searched for and joined by outside users. Since group chats do not require a dedicated name, as a chat channel would, these are searchable by the names of members involved.

Chat channels

Chat channels are best suited for long-term projects or teams, as they are created with a name, a channel admin, and can be private or public.

Private channels cannot be searched for and found by users not already a member of the channel, and current members must add additional members to give them access.
Public channels are searchable and joinable by all members of an account, and do not need any special invitation to join.

Channels are also great for announcements.You can designate specific members to have the ability to post, while everyone else can only view and react to messages.

Start a New 1:1 or Group Chat

To begin messaging with one or more Zoom users:

Sign in to the Zoom desktop client.
Click the Team Chat tab.
At the top of the chat panel, click the new chat icon .
Enter the name or email address of the Zoom contact you wish to chat with.
Add additional names or email addresses as needed.
Enter your message, then press the Enter key or click the send icon in the lower-right corner of the chat compose box.

Reply to a message

Reply to a message

After receiving a chat message, you can reply to that message to keep all related replies in the same thread. This allows users to easily identify replies and keep content around that topic in one tidy thread.

Sign in to the Zoom desktop client.
In the Team Chat tab , select a 1:1 chat, group chat, or channel.
Hover your cursor over the message you want to reply to.
Additional options will appear to the right of the message.
Click the reply icon .
Enter your reply in the chat compose box in line with other messages in the thread, then press the Enter key.
Besides text, replies can also send screenshots, files, code snippets, emojis, or animated GIFs.
Your reply will be displayed under the parent message. All future replies will be displayed under the parent message.

Note: If adding an emoji to the message or reply, you can search for and insert emojis by typing a : (colon) followed by at least two characters to find matching emojis. For example, :jo will provide the :joy:, :joy_cat:, and :joystick: emojis. You can also click the smiley icon in the chat compose box to see all available emojis, GIFs, and saved GIFs to select from.

Add reactions to messages

Some messages may not need a direct response, so you may opt to acknowledge or react to them with emojis. These reactions are displayed under the message for everyone to see, as well as add their own reaction. This is a great way to gauge the response to a message or announcement.

Sign in to the Zoom desktop client.
In the Team Chat tab , select a 1:1 chat, group chat, or channel.
Hover your cursor over the message you want to react to.
Additional options will appear to the right of the message.
Click the reaction icon .
A small box will appear, providing you with your recently used emojis for quick access.
Select a recently used emoji or click the more option to view the full list of available emojis.
The selected emoji reaction will appear below the message. Additional emojis can be selected.
(Optional) To remove the reaction, click the emoji that you added to the message.

If others have already reacted with the emoji you would like to use, you can click the emoji displayed below the message to send that reaction as well. The number beside the emoji will increase to note the additional reaction. Hovering your cursor over the emoji will show all the users who have used that reaction for this message.

Share a Message with Others

How to share a message with others

Some information needs to be shared across channels, allowing a consistent message to be spread quickly across different teams and channels. By sharing messages, you can draft and post the initial message in one location, then quickly share it to other contacts, group chats, and channels.

Sign in to the Zoom desktop client.
Click the Team Chat tab .
Find the message you want to share and hover your cursor over the message.
Additional options will appear next to the message.
Click the ellipsis icon and click Share Message….
A window will appear to search for and choose recipients of the message.
Use the search bar to find contacts, group chats, and channels you want to share to.
Selecting a result will add it to the list of recipients.
Select one or more recipients.
Click the Share Message button.
The message will be shared with all selected recipients.

@ Mentions

@ Mentions alert people to something that needs their specific attention but is also useful for the rest of the channel to see.

You use @ mentions to broadcast a message to the entire channel or notify specific individuals within a group or channel by tagging them for enhanced accessibility.

You can also tag a specific channel in chat mentions to direct users to it.

How to use @ mentions:

Click on your desired chat thread.
Insert the @ symbol.
Either type a name or select a member from your team from the Zoom drop-down list of mentions. Repeat this step for every person you wish to mention in your message.
Compose your message.
Press Enter to send.
You can insert an entire channel by entering the # symbol as the first character. Zoom will display the complete list of available channels on the team. Select the channel you wish to add and press Enter to send your message.

View your mentions:

You will receive a notification when someone mentions you in a channel or group.

You can check your mentions by clicking the @ button on the top left corner of the chat tab. It will pop open the ‘Mentioned You’ tab. The message will appear from newest to the oldest mentions, with red dots indicating the unread messages.

Quick commands to remember:

@all: Send a message to everyone added to the channel. Useful for broadcasting announcements at once.

@(XYZ): Alert a specific member of the channel.

#(channel name): Links an entire channel in the message, and is easily accessible by clicking on the mention.

Mention Groups

Create a mention group

In order to @ mention multiple members at once, admins can create mention groups. When configured, all channel members can @ mention the custom name and all associated members are tagged as if they were @ mentioned. Up to 100 members can be added to a mention group, and each channel supports up to 10 mention groups.

Sign in to the Zoom desktop client.
Click the Team Chat tab , then select a channel in the left-side panel.
View the About Channel windowpane:
- In the top-right corner, click the members icon
- Or click the Ellipsis (...) button and choose About Channel
The Mention Groups is halfway down this panel.
In the Mention Groups section, click the plus icon .
Provide the following information for the new mention group:
- Mention Group Name
- Description: This optional field allows you to provide more details about this mention group, such as distinguishing from another similar mention group.
- Add Members: Search for and select channel members you want to include in this mention group. Contacts must be current members of the chat channel.
Click Add to save this mention group.
Once set, all channel members can @ mention the name of the group to @ all associated members.

Schedule a Message to be Sent at a Later Time

Begin by typing out a message.
Click the down arrow icon next to the send button.
Click Schedule Message to open a scheduling window.
Enter the date and time for the message to be sent.
Note that it must be at least 30 minutes in the future.
Click the Schedule button.
You will see an indicator at the bottom of the Team Chat window.
This will allow you to see all of the messages you have scheduled for this group (see the link View all Scheduled Messages),
or to hide the scheduled message indicator using the X icon at the right.

Meeting and Calling

Slash / Commands

A slash command is a tool for quickly accessing specific actions in Zoom from a chat.

With this feature, you can swiftly execute actions, like starting a Zoom video call or a voice call, either from a personal channel or from a group chat.

How to use:

Select your desired chat thread.
In the message field, insert a forward slash (/).
From the drop-down menu, choose the command you want or type the command name.
Next, select the person you wish to connect to

An instant Zoom call or Zoom video (as per the selected command) will be set up with the specified user.

Quick commands to remember:

/call: Activate a Zoom voice call with a registered person/ user in your directory.

/zoom: Instantly start a meeting with a person or room.

Invite Chat Members to a Meeting

You can easily start a meeting from any chat conversation, which will automatically invite all members in a group chat or channel to a meeting.

Sign in to the Zoom desktop client.
Click the Team Chat tab.
Select a chat.
In the top-left corner of the chat window, click the video icon .
(Optional) Click the down arrow icon next to the video icon to decide if you want to meet with video or not.
This is simply the default for the meeting and participants can enable their videos after joining.
Click Yes to confirm inviting all members of the chat group or channel to a meeting.

Composing Messages

Add Files, Screenshots, Emoji, Animated GIFs, Code Snippets, Video or Voice Messages

In addition to regular chats, you can use the chat compose box to send additional types of messages or files to enhance your Zoom Team Chat experience. Some options listed below may not be available, depending on your personal settings in the desktop client or any admin settings at the account or group level.

Sign in to the Zoom desktop client.
Click the Team Chat tab.
Select a chat.
In the chat compose box, click one of the following options:
- Screenshot : Minimize the Zoom window and capture a portion of your screen by clicking and dragging the capture box. Once you take the screenshot, you can add arrows, shapes, and text to the image.
  
  Note: Click the down arrow icon next to Screenshot to choose if you want to hide the Zoom Team Chat window in the screenshot.

File : Display options to attach a file to the message. Click Your Computer or any 3rd-party file services to send a file on Zoom Team Chat.

Note: If sending a video file, recipients will be able play the video directly in the chat window.
Voice Message : Start recording an audio message to attach to your message.
Video Message : Start recording a video message to attach to your message.
Emoji : Display a list of emojis. Click an emoji to add it to your message.
- Click GIF to add an animated GIF to your message.
- Click the heart icon to view your favorite GIFs.
Options : Display Customize compose shortcuts dialog

Formatting Messages

Format a message with standard text formatting

Sign in to the Zoom desktop client.
In the Team Chat tab , select a 1:1 chat, group chat, or channel.
Enter your message in the chat compose box.
You can apply formatting as you enter the message or apply it to sections after you’ve finished typing the message by highlighting the text and choosing from the available options.
Zoom Team Chat provides the following standard formatting options:
- Bold icon : Bold the highlighted text.
- Italicize icon : Italicize the highlighted text.
- Strikethrough icon : Strikethrough the highlighted text.
- Bulleted list icon : Begin a bulleted list.
- Numbered list icon : Begin a numbered list.
Press the Enter key or click the send icon .

Note: If using rich text formatting, you must click the send icon to send your message, as the Enter key will just make a new paragraph.

You can also use the following keyboard shortcuts to format text:

Bold: Ctrl/Cmd + B
Italicize: Ctrl/Cmd + I
Strike-through: Ctrl/Cmd + Shift + X
Bulleted list: Ctrl/Cmd + Shift + 8

Format a message with rich text formatting

Beyond the standard formatting options, you can also utilize additional formatting options, such as colored or highlighted text, adjusting the indent, adding headings, and more.

Sign in to the Zoom desktop client.
In the Team Chat tab , select a 1:1 chat, group chat, or channel.
Below the chat compose box, click Format to access the rich text options.
Zoom Team Chat provides the following formatting options:
- Bold icon : Bold the highlighted text.
- Italicize icon : Italicize the highlighted text.
- Underline icon : Underline the selected text.
- Strikethrough icon : Strikethrough the highlighted text.
- Text color icon : Access both the ability to adjust
  - the color of the text itself
  - and/or the color highlight around the text.
  - The Clear option removes any selected colors and reverts the text to standard black/white formatting.
- Text size icon : Adjust the size of the font, choosing from Small, Medium, and Large text sizes.
- Link icon : Insert a link for the highlighted text.
  - Type the display portion of your link, then click the Link icon to add the URL.
- Heading icon : Adjust the style of the text, choosing from Heading 1, Heading 2, Heading 3, and Paragraph.
- Bulleted list icon : Begin a bulleted list.
- Numbered list icon : Begin a numbered list.
- Increase indent icon : Increase the indent of the selected text.
- Decrease indent icon : Decrease the indent of the selected text.
- Quote icon : Create a quote of text.
- Eraser icon : Clear all formatting of the selected text.
Click the send icon to send your message to the contact(s) or channel.

Note: If using rich text formatting, you must use the send icon , as the Enter key will just make a new paragraph.

Searching and Organizing

Search for Contacts, Group Chats, Channels, or Specific Messages

You can enter keywords to search all chats or a specific chat group or channel. When searching, up to 10 of your most recent searches will be shown for quick access to resume an earlier search.

Sign in to the Zoom desktop client.
Click the Team Chat tab.
In the top-left corner, click the search bar.
Alternatively, use the keyboard shortcut Command(⌘)+F (macOS) or Ctrl + F (Windows and Linux) to quickly jump to the search box.
Up to 10 of your most recent searches will be shown.
(Optional) Click on one of your previous searches to perform that search again.
Enter keywords to search for.
By default, Zoom will search in all chats, channels, messages, and contacts, but other filters are available to narrow your search.

Learn more about searching for contacts, group chats, channels, and messages.

View Your Recent History

When messaging between multiple contacts, chat groups, and channels, it can be difficult to quickly find and return to a previous chat. You can view the 10 previous chat contacts, groups, and channels that you accessed, and jump back to those with a click.

Sign in to the Zoom desktop client.
Click the Team Chat tab.
Next to the Search bar, click the chat history icon.

The 10 previous chat contacts, groups, and channels you've viewed will be listed.
Click on a listing to return to that chat.

Bookmarks

How to bookmark a message

You may need to bookmark messages with important or useful information for quick access and reference. Bookmarked messages are unique and private to each user, meaning other users are unaware if a message was bookmarked and by whom.

Sign in to the Zoom desktop client.
Click the Team Chat tab .
Find the message you want to bookmark and hover your cursor over the message.
Additional options will appear next to the message.
Click the ellipsis icon and click Bookmark.
The message is added to your list of bookmarked messages.

View your bookmarked messages

All bookmarked messages are easily accessible through the Bookmarks section in Zoom Team Chat.

Sign in to the Zoom desktop client.
Click the Team Chat tab .
In the left-side panel, click Bookmarks .
If you do not see the bookmarks section at the top of the list, click the More option first, and it should be listed there.

Team Chat panel with Boomarks section selected

Pinned Items . . .

How to pin a message for everyone

Channels with important information that should be read first, such as an important announcement or a frequently asked question, can be pinned in that group chat or channel so that it is immediately visible to everyone in that channel. A portion of the message is displayed at the top of the channel, highlighted in yellow.

Pin a message

Sign in to the Zoom desktop client.
Click the Team Chat tab .
Find the message you want to pin and hover your cursor over the message.
Additional options will appear next to the message.
Click the ellipsis icon and click Pin for Everyone.
The message will be pinned at the top of the chat window for every member of that group chat or channel. Clicking the pinned message will jump to that original message so that it can be read in full.

View the Pin History

As pinned messages are replaced with others, you still may want to view the information of a previously pinned message without having to track down the exact message. Viewing the pinned message history allows you to view all other messages that have been pinned by you and others in the channel.

Sign in to the Zoom desktop client.
Find the channel with the pinned messages.
In the top-right corner, click More Actions (ellipsis icon) .
Click About Channel.
Click the Pin History section to open that menu.
All previous pinned messages will be listed, with the most recent at the top of the list.
(Optional) Click any previously pinned messages to jump to that message to read it in full.

Messages can be re-pinned if they were unpinned or replaced by mistake.

Follow a Thread . . .

How to follow a message thread

While you may adjust your notification settings for group chats and channels to reduce the number of message notifications you receive, you may still want to follow a specific message in a given channel. Following a message will provide you with the unread message indicator , even if you have that disabled for the chat channel or group. This allows your unread message count to be specific to the chat thread rather than the entire group chat or channel.

Sign in to the Zoom desktop client.
Click the Team Chat tab .
Find the message you want to follow and hover your cursor over the message.
Additional options will appear next to the message.
Note: Following a message is only available for the primary message in a chat thread. Threaded replies to the chat message cannot be followed.
Click the ellipsis icon and click Follow Message.

Note: Authoring the primary message or a threaded reply to a message will automatically have you follow that message.

Mark Message as Unread . . .

You can mark messages as Unread even if you have already read them.

This feature is useful if you wish to return to an important chat or reply at a later date since that user will stay unread and will appear at the top of your conversations.

How to use:

Open any chat thread, and all the unread messages will automatically be marked as read.
Click on (...) under the specific message you want to return to later.
Select 'Mark As Unread' from the drop-down menu.
The message will now appear unread in your side panel from the user.

Alternatively, you can click on the Chats tab on the left-hand-side panel in the chat window. Take the cursor on the username and click on the downward arrow. Select 'Mark As Unread' from the drop-down menu.

Chat ... Menus

Options are available for each chat posted message by

right-clicking the message
or by clicking the Dot Dot Dot icon (ellipsis) next to a message.

Note that you can Edit or Delete your own posts, but not someone else's posts.

Options (...) menus
Your Post	Someone else's post

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Details

Article ID: 19006

Created

Tue 4/2/24 1:34 AM

Modified

Mon 4/29/24 12:49 PM

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