Category: Technology
Video Calling Made Simple
Video calls let you see and talk with someone using a smartphone, tablet, or computer. They’re commonly used to stay connected with family and friends, attend meetings, participate in classes, interview for jobs, and speak with professionals from home.
If you’ve never made a video call before, the combination of cameras, microphones, links, meeting codes, and unfamiliar buttons can feel complicated. Once you understand the basic controls, though, most video calling services work in very similar ways.
Learning how to join a call, control your camera and microphone, and solve a few common problems can help you feel comfortable using video calls whenever you need them.
What Do You Need for a Video Call?
Most video calls require:
- A smartphone, tablet, or computer
- An internet connection
- A camera
- A microphone
- Speakers or headphones
- A video calling app or service
Most modern smartphones, tablets, and laptops already have a camera, microphone, and speakers built in.
Desktop computers may require a separate webcam, microphone, or headset.
Common Video Calling Services
There are many ways to make video calls.
Depending on who you’re communicating with, you may encounter services such as:
- FaceTime
- Zoom
- Google Meet
- Microsoft Teams
- Other messaging or meeting apps
You don’t need to learn every service.
Although the screens may look different, the basic controls are usually similar.
Two Common Types of Video Calls
Video calls generally happen in one of two ways.
Calling Someone Directly
You select a person from your contacts and start a video call.
This is common when calling:
- Friends
- Family
- Individual contacts
Joining a Meeting
Someone sends you an invitation or link.
This is common for:
- Work meetings
- Classes
- Job interviews
- Appointments
- Group meetings
You select the link at the scheduled time and follow the instructions to join.
Joining a Video Call From a Link
If someone sends you a meeting link:
- Find the invitation.
- Select the meeting link.
- Allow the appropriate app or webpage to open.
- Enter your name if requested.
- Check your microphone and camera.
- Select Join.
Some meetings allow you to enter immediately.
Others place you in a waiting room until the host lets you in.
What Is a Meeting ID or Code?
Some services use a meeting ID or meeting code instead of, or in addition to, a link.
You may also need a password or passcode.
Keep the invitation available until you’ve successfully joined the meeting.
If you’re having trouble with the link, entering the meeting information manually may sometimes work.
Join Important Calls Early
For an important video call, try to join a few minutes early.
This gives you time to:
- Open the correct app
- Install an update if necessary
- Check your camera
- Test your microphone
- Adjust the volume
- Solve connection problems
For a job interview, appointment, class, or important meeting, five to ten minutes of preparation can prevent a frantic technological treasure hunt at the last second.
Understand the Camera Button
The camera button usually looks like a small video camera.
When your camera is on, other people can see you.
When your camera is off, they may see:
- Your name
- Your initials
- Your profile picture
- A blank screen
Look for a line through the camera icon. This usually means your camera is turned off.
Understand the Microphone Button
The microphone button controls whether other people can hear you.
When your microphone is muted, the icon usually has a line through it.
Muted
Other participants cannot hear you.
Unmuted
Other participants can hear you.
Remember that when you’re unmuted, your microphone may pick up sounds around you, not just your voice.
When Should You Mute Yourself?
Muting is useful when:
- You’re not speaking in a large meeting.
- There’s background noise.
- Someone nearby is talking.
- A dog has decided to contribute extensively to the meeting.
- You’re coughing or making another temporary noise.
In a casual conversation with one or two people, you usually don’t need to constantly mute and unmute yourself.
How to End a Call
Look for a button that usually shows a phone or says:
- Leave
- End Call
- Hang Up
In a group meeting, selecting Leave usually removes only you from the meeting.
If you’re the host, you may also see an option to end the meeting for everyone.
Make sure you know which option you’re choosing.
Position Your Camera
You don’t need a professional setup to look comfortable on a video call.
Try to position your device so the camera is near eye level.
Avoid placing the camera:
- Extremely low
- Extremely high
- Far off to one side
If you’re using a laptop, placing it on a stable stand or a few sturdy books can sometimes improve the camera angle.
Check What’s Behind You
Before turning on your camera, take a quick look at what’s visible.
You don’t need a perfect background.
Just check for:
- Private documents
- Personal information
- Distracting clutter
- Other people who may not want to appear on camera
Some video calling services also offer virtual backgrounds or background blur.
Pay Attention to Lighting
Try to have light in front of you rather than directly behind you.
If a bright window is behind you, your face may appear very dark.
A lamp or natural light facing you can usually improve the picture.
There’s no need to turn your living room into a television studio.
You just want the other person to be able to see you.
Use Headphones When Helpful
Headphones or earbuds can improve audio quality, especially in:
- Busy homes
- Shared spaces
- Public areas
- Rooms with echo
A headset with a microphone can also make your voice easier for other people to hear.
Headphones aren’t always necessary. Built-in speakers and microphones work well enough for many everyday calls.
Test Your Microphone
If people can’t hear you, check:
- Is your microphone muted?
- Is the correct microphone selected?
- Does the app have permission to use your microphone?
- Is a headset connected?
- Is another app using the microphone?
- Does restarting the app help?
Many video calling services provide a microphone test in their settings.
Test Your Camera
If your camera isn’t working:
- Make sure the camera is turned on in the call.
- Check whether anything is covering the camera.
- Make sure the app has camera permission.
- Close other apps that may be using the camera.
- Restart the video calling app.
- Restart your device if necessary.
Some computers also have physical camera covers or privacy switches. Make sure one isn’t closed.
Check Your Speaker Volume
If you can’t hear other people:
- Increase your device volume.
- Make sure the call isn’t muted.
- Check whether headphones are connected.
- Make sure the correct speaker is selected.
- Disconnect and reconnect Bluetooth headphones if necessary.
Sometimes your device is sending sound to headphones or speakers you forgot were connected.
What If Your Video Freezes?
Video calls require a reliable internet connection.
If your video freezes or becomes choppy:
- Wait a few seconds.
- Move closer to your Wi-Fi router if possible.
- Turn your camera off temporarily.
- Close unnecessary apps or browser tabs.
- Disconnect other unnecessary high-bandwidth activities.
- Leave and rejoin the call if necessary.
Turning off your camera can sometimes help because transmitting video requires more internet bandwidth than audio alone.
What If You Get Disconnected?
Don’t panic.
If the call disconnects:
- Check your internet connection.
- Reopen the meeting invitation.
- Select the link again.
- Rejoin the meeting.
For important calls, keep the original invitation available so you can quickly get back in.
Screen Sharing
Some video calling services allow you to share your screen.
Screen sharing lets other participants see what’s displayed on your device.
It can be useful for:
- Presentations
- Reviewing documents
- Getting technology help
- Showing a website
- Working on something together
Before sharing your screen, close anything you don’t want other people to see.
This might include:
- Private messages
- Banking information
- Personal documents
- Notifications
Be Careful With Remote Control
Screen sharing and remote control are different.
Screen sharing lets someone see your screen.
Remote control may allow another person to actually operate your computer.
Only give remote access to someone you know and trust and when you understand why it’s needed.
Unexpected callers claiming they need remote access to “fix” your computer are a common warning sign of a scam.
Using Chat During a Video Call
Many video meeting services include a text chat.
You can use it to:
- Ask questions
- Share links
- Send information
- Communicate if your microphone isn’t working
Remember that messages in a meeting chat may be visible to other participants.
Check who will receive your message before sending anything private.
Sharing Files During a Call
Some video services allow you to share documents or files.
Before uploading something, make sure:
- It’s the correct file.
- It doesn’t contain information you don’t want shared.
- You understand who will have access to it.
Check filenames carefully, especially when several documents have similar names.
Video Call Invitations and Safety
Unexpected meeting invitations deserve the same caution as unexpected links in email or text messages.
Before joining, ask:
- Do I recognize the sender?
- Was I expecting this meeting?
- Does the invitation make sense?
- Is this the correct service?
Be cautious if someone unexpectedly asks you to install unfamiliar software or provide personal information.
Don’t Share Meeting Information Publicly
Meeting links, IDs, and passcodes may allow other people to enter a meeting.
Avoid posting private meeting information publicly unless the event is intended to be open to everyone.
For personal or work meetings, send the information only to the people who need it.
Video Calls in Public Places
Be mindful of privacy when joining a video call in public.
People nearby may be able to:
- Hear the conversation
- See your screen
- See information being shared
Use headphones when appropriate and avoid discussing sensitive information where strangers can easily hear you.
Helpful Resources: Browse Audio & Video Communication for products, equipment, services, or supplies related to this section.
Video Call Etiquette
A few simple habits can make video calls easier for everyone.
Try to:
- Join important calls on time.
- Mute yourself when there’s significant background noise.
- Avoid talking over other people.
- Look toward the camera occasionally when speaking.
- Let people know if you need to step away.
- Avoid eating directly into the microphone.
- Keep your device stable when possible.
For professional calls, check your camera, microphone, clothing, and background before joining.
For a call with your grandmother, the standards can probably relax considerably.
Before an Important Video Call
For an interview, appointment, class, or meeting:
15 to 30 Minutes Before
✔ Charge or plug in your device
✔ Make sure your internet is working
✔ Find the meeting invitation
✔ Close unnecessary programs
✔ Make sure the required app is installed
5 to 10 Minutes Before
✔ Open the meeting
✔ Test your camera
✔ Test your microphone
✔ Check your speakers or headphones
✔ Check your background
✔ Adjust your lighting
During the Call
✔ Watch your mute button
✔ Keep your device stable
✔ Pay attention to chat messages
✔ Avoid unnecessary distractions
Video Calling Checklist
Learn the Basics
✔ Know how to join a call
✔ Find the camera button
✔ Find the microphone button
✔ Know how to mute and unmute
✔ Know how to leave a call
Prepare Your Device
✔ Check your internet connection
✔ Charge your device
✔ Test your camera
✔ Test your microphone
✔ Adjust your volume
Prepare Your Space
✔ Position the camera comfortably
✔ Check the lighting
✔ Look at what’s visible behind you
✔ Reduce unnecessary background noise
✔ Use headphones when helpful
Protect Your Privacy
✔ Verify unexpected meeting invitations
✔ Don’t publicly share private meeting links
✔ Close private information before screen sharing
✔ Be cautious with remote-control requests
✔ Use headphones for sensitive conversations in shared spaces
Common Mistakes
Avoid these common mistakes:
- Joining an important meeting for the first time at the exact starting time.
- Talking while your microphone is muted.
- Forgetting you’re unmuted.
- Assuming your camera is off without checking.
- Positioning a bright window directly behind you.
- Sharing your entire screen without closing private information.
- Allowing an unfamiliar person to remotely control your computer.
- Posting private meeting links publicly.
- Forgetting that Bluetooth headphones may still be connected.
- Leaving the original meeting invitation somewhere you can’t easily find it.
- Panicking when disconnected instead of simply using the meeting link to rejoin.
Video calling becomes much easier after you’ve done it a few times. Learn where the camera, microphone, volume, and Leave buttons are, practice joining a call before you need to attend an important one, and remember that almost everyone has spent at least one meeting enthusiastically talking while completely muted.
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