Resource 5: Synchronous Tools – Zoom & Microsoft Teams
Synchronous Tools – Zoom & Microsoft Teams
Introduction
Synchronous tools are online platforms that allow people to meet, teach, and collaborate in real-time. They are essential for virtual classrooms, online training, and collaborative work because they provide features like:
- Video and audio conferencing
- Chat and messaging
- Screen sharing
- Breakout rooms for group work
- Whiteboards for brainstorming
Two of the most popular synchronous tools are Zoom and Microsoft Teams.
- Zoom: Named to reflect speed and focus, Zoom is designed for high-quality, real-time video communication.
- Microsoft Teams: Created by Microsoft, Teams emphasizes team collaboration, integrating communication, file sharing, and workflow management in one platform.
These tools are widely used in schools, universities, and businesses worldwide, including in Tanzania’s virtual classrooms.
Part 1: Zoom
1. Creating an Account
- Go to https://zoom.us
- Click Sign Up, It’s Free
- Register using your email, Google, Facebook, or SSO
- Confirm your email and set a password
- Download the Zoom app on your device
Tip: Use an email you check regularly for meeting invitations and notifications.
2. Joining a Meeting
- Click the invitation link or open Zoom → Join a Meeting → enter the meeting ID and password
- Enter your display name
- Turn on/off video and audio as needed
3. Participating
- Chat: Ask questions or share files
- Raise Hand: Indicate you want to speak
- Breakout Rooms: Join smaller groups for focused discussions
- Screen Sharing: Present slides, documents, or apps
- Whiteboard: Collaborate visually
- Reactions: Use emojis for feedback
4. Recording
- Host clicks Record → choose Local or Cloud
- Recording saves automatically at the end of the meeting
Purpose: Allows participants to review lessons or meetings later
5. Time Limits
- Free plan: 40 minutes per meeting, up to 100 participants
- Zoom Pro: $14.99/month, up to 30 hours
- Schools can apply for Zoom Education licenses
6. Advantages
- Beginner-friendly, simple interface
- High-quality audio and video
- Excellent breakout room feature
- Works on computers, tablets, and smartphones
7. Limitations
- Free plan limited to 40 minutes
- Requires stable internet
- Security settings must be managed
Part 2: Microsoft Teams
1. Creating an Account
- Go to https://teams.microsoft.com
- Sign in with a Microsoft account (personal, school, or work)
- Download Teams app for desktop or mobile
2. Joining a Meeting
- Click the meeting link from email, calendar, or chat
- Or open Teams → Calendar → Join Now
- Adjust audio/video settings before entering
3. Participating
- Chat: Send messages, files, or emojis
- Breakout Rooms: Join group activities
- Screen Sharing: Present slides or apps
- Whiteboard: Use Microsoft Whiteboard for collaboration
- File Collaboration: Edit Word, Excel, PowerPoint files in real time
4. Recording
- Organizer clicks More (…) → Record and Transcribe → Start Recording
- Recording saves to OneDrive or SharePoint
5. Time Limits
- Free plan: 60 minutes, up to 100 participants
- Microsoft 365 subscription: meetings up to 24 hours
6. Advantages
- Integration with Word, Excel, PowerPoint, OneNote, Outlook
- Secure and reliable
- Supports collaboration beyond live meetings
- Advanced whiteboard and file-sharing features
7. Limitations
- Slightly complex for beginners
- Uses more internet and system resources
- Full features require Microsoft 365 subscription
Comparison Table: Zoom vs Microsoft Teams
|
Feature |
Zoom |
Microsoft Teams |
|
Meaning/Name |
Fast focus & real-time communication |
Team collaboration |
|
Account Creation |
Email/Google/Facebook |
Microsoft account required |
|
Free Time Limit |
40 minutes |
60 minutes |
|
Paid Plan Limit |
30 hours |
24 hours |
|
Breakout Rooms |
Excellent |
Good but less intuitive |
|
Whiteboard |
Basic |
Advanced (MS Whiteboard) |
|
Recording Storage |
Local/Cloud |
OneDrive/SharePoint |
|
Ease of Use |
Very easy |
Moderate |
|
Best For |
Quick classes/meetings |
Schools & organizations |
Conclusion
- Zoom: Ideal for quick, easy-to-use classes, excellent for breakout sessions, beginner-friendly. Free version limited to 40 minutes.
- Microsoft Teams: Best for schools or organizations already using Microsoft 365, with advanced collaboration and integration features. Free version limited to 60 minutes.
Choice depends on: ease of use, internet reliability, feature requirements, and budget.