How to Use a Virtual Background With Zoom & Other Providers
This article is part of a larger series on Unified Communications.
Using virtual backgrounds in video meetings varies slightly across platforms, but the steps generally stay the same. First, install the video meeting app and log in. Then, open settings and navigate to virtual backgrounds to select among the preloaded images or upload your own. Before learning how to use a virtual background, it’s important to identify whether your device is compatible with the system requirements.
In this article, we’ll explain the steps to applying virtual backgrounds of popular video conferencing systems like Zoom, RingCentral Video, Microsoft Teams, and Google Meet. We’ll also discuss their advantages and system requirements across providers.
Changing Virtual Backgrounds on Zoom
With Zoom’s unrivaled ease of use, changing your virtual background only takes a few seconds. It allows you to choose any of its pre-installed backgrounds or upload an image or video from your computer. Read below to learn how to use a virtual background in Zoom.
Step 1: Sign in to the Zoom desktop app.
Step 2: In the far right corner, click your profile thumbnail, then go to “Settings.”
Step 3: Go to “Background & Effects.” Choose any one of the available image options. If you want to add your own image or video, click the “+” icon to upload.
Step 4: Tick the checkbox if you have a green screen setup. Make sure you are using a solid background color when choosing this option. Click your video to select the right color for the green screen.
Zoom lets you choose one of the many preloaded background options from its desktop client. (Source: Zoom)
Zoom mobile users can only change their background while in a meeting. The following steps below are applicable to both Android and iOS users.
Step 1: Sign in to the Zoom mobile app.
Step 2: Once you join a meeting, tap “More” below the meeting controls.
Step 3: Tap “Background & Effects.” Choose from the available backgrounds you want to use, or tap the “+” icon to upload an image.
Step 4: When done, tap “Close” to return to the meeting.
The virtual background you selected will be used for your future meetings. (Source: Zoom)
Besides changing your meeting background, Zoom enables users to add filters or blur their backgrounds instead. Core features like whiteboards, co-annotation, and polling further add engagement to your meetings. Check out our full Zoom review to learn more about its video conferencing capabilities.
Changing Virtual Backgrounds on RingCentral Video
RingCentral, an industry-leading unified communications provider, delivers an online meeting service with multiple customization options for virtual backgrounds. Use images, GIFs, or videos and add special effects. Follow the instructions below to learn how to add virtual backgrounds in RingCentral Video.
Step 1: Sign in to the RingCentral desktop app.
Step 2: In the left navigation bar, click “Settings” and then select “Video” in the left panel.
Step 3: Click “Edit” right next to the Video meeting settings.
Step 4: In the Video meeting settings window, go to “Background & effects.”
Step 5: Choose from the available preset images or click the “+” symbol to add your own. For videos, RingCentral only accepts MOV or MP4 files less than 100MB in size.
RingCentral lets you use images, GIFs, or videos as your meeting background.
(Source: RingCentral Video)
RingCentral Video includes the following additional settings for adjusting virtual backgrounds:
- Mirror my video: Your video and virtual background are mirrored by default (if this setting is off, you will see yourself as others see you). Note that it will not affect how other users see you in meetings.
- Improve my appearance with the virtual background: Automatically adjusts the brightness of your video to match your selected background, giving your video a more realistic look.
- I have a green or blue screen: Select this option if you have a green or blue screen set up to enhance your virtual background quality. Make sure to select the color so RingCentral knows what to expect.
Step 1: Tap your profile picture at the top left of your RingCentral app.
Step 2: Go to “Video,” then choose “Virtual background.”
Step 3: Pick the image or video you want to use or tap the “+” icon to upload from your media library.
Step 4: Afterwards, tap “Done” (for iOS) or the “+” symbol (for Android).
Step 4: If you’re in an ongoing meeting, tap the arrow at the top left corner to return to the meeting screen.
RingCentral offers preselected backgrounds to look more professional during meetings. (Source: RingCentral)
RingCentral brings more immersive meeting experiences with artificial intelligence (AI)-powered capabilities like meeting insights and live transcription. Learn more about this provider by checking our RingCentral review and discover everything you need to know about its business communications platform.
Changing Virtual Backgrounds on Microsoft Teams
Microsoft Teams is a collaborative workspace that unifies instant messaging, video meetings, and file sharing capabilities. When it comes to virtual backgrounds, Teams takes a different approach by providing users with more creative options. Keep reading to know how to use virtual backgrounds in Teams.
Step 1: From the Calendar, click “Join” on a meeting.
Step 2: In the pre-meeting screen, turn on your camera.
Step 3: Click the Background filters icon below your video preview. A panel will appear on the right with all the available background options.
Step 3: Click around until you find the image you want to use. If you prefer a custom image, select “Add new,” then choose the image to upload from your computer. Accepted file formats are JPG, PNG, and BMP files.
Microsoft Teams enables users to blur their background or cover everything behind them with one of the pre-installed images. (Source: Microsoft Teams)
Step 1: In the pre-meeting screen, select “Background effects” near the top of the screen. Pre-installed images will appear below your video preview.
Step 2: Select any available image or click the “+” icon to upload one from your computer.
Step 3: Click “Done.”
Microsoft Teams has plenty of virtual background options to match your personality. (Source: Microsoft Teams)
Microsoft Teams has a custom backgrounds gallery with hundreds of image options that reflect your personal style and make meetings more fun. Submit a custom background to have it featured in their gallery. Learn more about Microsoft Teams’ collaboration capabilities and video conferencing features by checking our Microsoft Teams review.
Changing Virtual Backgrounds on Google Meet
Despite its straightforward nature, Google Meet features a variety of virtual background options to add fun and personality to your meetings. As one of our top video conferencing software, Google Meet features various background styles—static, immersive, and seasonal. Users can also customize their videos with lighting adjustments and color filters. Keep reading to learn how to add virtual backgrounds while using Google Meet.
Step 1: Sign into your Google account.
Step 2: Proceed to Google Meet and select a meeting.
Step 3: On the bottom right of your video preview, click “Apply visual effects” (sparkle icon).
Step 4: Under Backgrounds, choose from any of the preloaded images. To upload a custom image, select “Upload a background image.”
Step 5: Click “Join now.”
Google Meet lets you change your virtual background instantly during a video chat.
(Source: Google Meet)
Step 1: Open the Google Meet app, then select a meeting.
Step 2: On the bottom of your video preview, tap “Effects” (sparkle icon).
Step 3: Under Backgrounds, choose from any of the preloaded images. To upload a custom image, select “Upload” a background image.
Step 4: When you’re done, tap “Done.”
Step 5: Tap “Join.”
Google Meet users can use various visual effects to have fun in meetings. (Source: Google Meet)
With a paid Google Workspace subscription, your business can take advantage of more specialized features like live captioning and enhanced security controls. Read our Google Meet review to see if it’s the right fit for your conferencing needs.
Reasons to Use Virtual Backgrounds
In today’s remote workplace, meetings are no longer confined to traditional office spaces. Employees spend most of their time in front of the webcam, making them more conscious of how people judge them in front of the camera. Below we listed why virtual backgrounds are a must-have for virtual meetings.
- Eliminate distractions: Messy or awkward settings (e.g., dirty dishes or kids running) are the biggest source of distractions in video calls. Virtual backgrounds offer a quick fix for hiding whatever is behind you.
- Maintain professionalism: Virtual backgrounds are a great way to improve your credibility with your audience. An image of a bookshelf or a conference room makes a great background if you want to present yourself as an expert or professional.
- Establish brand recognition: Adding your company logo or brand colors to your meeting makes a great marketing opportunity. This is useful if you have external meetings with clients or investors and want to build a stronger brand presence.
- Boost engagement: Spice up your meetings by using fun and cool backgrounds that reflect your interests and personality. A beach setting or your favorite film are great conversation starters or icebreakers.
- Protect privacy: Your webcam allows other participants to see everything behind you, giving them unrestricted access to your private life and personal space. A virtual background stops them from seeing your family members or sensitive documents.
Virtual Background System Requirements
Video conferencing providers have technical prerequisites to maximize the image quality of your virtual background. Below is the summary of the operating system and image specification requirements of Zoom, RingCentral, Microsoft Teams, and Google Meet. For more detailed information, visit the provider’s website.
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Frequently Asked Questions (FAQs)
Yes. Background blurring works if you don’t have an alternative to using custom images. Video conferencing providers like Zoom and Google Meet offer this feature, which focuses on the body and face of the user while blurring everything else in the background.
Virtual backgrounds for professional meetings should be simple, neutral, and tidy. Choose an open space, workplace setting, or basic wall with minimal furnishings like floating shelves. Too many bright, decorative pieces cause distractions. Another option is to use a branded virtual background with your company logo and colors to reinforce your brand.
No. A virtual background works with or without the use of a green screen. However, system requirements may be higher for virtual backgrounds without a green screen. Most video meeting providers recommend using a physical green screen to maximize the quality of a virtual background.
Bottom Line
Learning how to use a virtual background for conference calls gives you a sense of control over your environment. They’re also useful for maintaining privacy and establishing a professional reputation. Investing in a physical green screen setup can enhance the overall quality of your image or video. You may also use other visual effects to get a more consistent and professional look for your meetings.
