Scheduling Zoom Meetings

This document will provide information on how to schedule a Zoom meeting from the Zoom desktop app, the Zoom website, the Outlook desktop app and the Outlook web email.

Ways to Schedule a Zoom Meeting:

Use the Zoom Desktop App to Schedule a Meeting:

1. Open the Zoom app on your computer and Sign-In. Please refer to the [Link for document 100110 is unavailable at this time.]  Knowledge Base document for instructions on how to do this.
ZoomApp_SignIn  
2. Click the Schedule icon
   Select_ScheduleButton
3. The Schedule Meeting window opens. 
a. Under Topic section, enter information for the following fields:
i. Topic (subject/title) of your meeting
ii. Date of the meeting
iii. Time the meeting is going to start (15-minute intervals)
iv. Duration of the meeting (15-minute intervals)
v. Recurring Meeting – Select this option if the meeting happens regularly
vi. Time Zone – Should be set to Central Time (US and Canada)  
Topic_Fields

b. Meeting ID – Keep the default setting of Generate Automatically
Select_MeetingID
  
c. Password – Select Require Meeting Password for additional security
Require_Password
  
d. Video - Choose whether to have the video on or off for the host and participants when they join the meeting  
Choose_VideoSettings
e. Audio – Please select Telephone and Computer Audio so the participants can have a choice as to how they join the audio portion of the meeting. 
Choose_AudioSettings
 
f. Calendar – You can choose to have the meeting created for a specific type of calendar format, Outlook or Google. You can also choose Other Calendars if the participants may be using different calendar programs, which will provide the meeting information that you can copy into an email. 
CalendarSettings

g. Advanced Options – This section allows for the following settings:
i. Enable Waiting Room – This allows the host to control when a participant can join the meeting.
ii. Enable Join Before Host – This may be beneficial in case you are running late.
iii. Mute Participants on Entry
iv. Only Authenticated Users Can Join – This requires the participants to have a Zoom account in order to join the meeting.
v. Automatically Record Meeting – You will need to select where to store the recording of the meeting: Locally or In the Cloud (In the Cloud is preferred for meetings that you will want to post on the web.)
vi. Alternative Hosts – People listed here need to be part of your organization, such as a co-worker, and they need to have a Zoom account.  
Advanced_Meeting_Options

4. Click Schedule to finish setting up the meeting.  
Click_Schedule

5. If you selected Outlook under the Calendar options, an Outlook meeting request will open, which includes the information to join the Zoom meeting.
a. Add the attendees to the Required and Optional fields, like a regular Meeting Request.
b. You may add additional information, as needed, in the message section. 
c. Click Send Update to send out the meeting invitation.
Outlook_Meeting_Invitation

6. If you selected Other Calendars as the Calendar option, then a window opens with the Zoom meeting information. Click the Copy to Clipboard button to copy this information and then paste it into an email.  
Meeting_Information_Copy

7. Close the Meeting Information window.

8. Click on Meetings in the toolbar at the top. 
Toolbar_Meetings 
9. The newly scheduled meeting will be highlighted in blue on the list of meetings.
List_of_Meetings  


Using the Zoom Website to Schedule a Meeting:

1. Go to https://zoom.us and Sign In to your Zoom account. Please refer to the [Link for document 100110 is unavailable at this time.]  Knowledge Base document for instructions on how to do this.

2. Click the Schedule a Meeting link in the upper right area. 
Schedule Meeting Button 
3. The Schedule a Meeting page opens.

4. Please enter information for the following fields:
a. Topic (subject/title) of the meeting
b. Description of the meeting. This is optional.
Topic_and_Description
  
c. When the meeting will take place. Please enter the date and time the meeting will start.
d. Duration of the meeting (15-minute intervals)
e. Time Zone should be set to Central Time (US and Canada)
f. Recurring Meeting – Select this option if the meeting happens regularly.
Date_Time_Settings  
g. Registration – This field is optional. If you select this field, the attendee will need to create a Zoom account.
h. Meeting ID – Keep the default setting of Generate Automatically
i. Meeting Password – Select Require Meeting Password for additional security  
MeetingID_Password

j. Video - Choose whether to have the video on or off for the host and participants when they join the meeting.
WebVideoSettings
  
k. Audio - Please select Both so the participants can have a choice as to how they join the audio portion of the meeting.  
WebAudioSettings
l. Meeting Options
i. Enable Join Before Host – This may be beneficial in case you are running late.
ii. Mute Participants on Entry
iii. Enable Waiting Room – This allows the host to control when a participant can join the meeting.
iv. Only Authenticated Users Can Join – This requires the participants to have a Zoom account in order to join the meeting.
v. Record the Meeting Automatically – You will need to select where to store the recording of the meeting: Locally or In the Cloud (In the Cloud is preferred for meetings that you will want to post on the web.) 
WebMeetingOptions

m. Alternative Hosts – People listed here need to be part of your organization, such as a co-worker, and they need to have a Zoom account.  
WebAlternativeHost
5. Click Save  
Save

6. The Mange Meeting page opens. This provides a summary of the meeting details that were selected when setting up the meeting.

7. Under the Time section, you can select to add this meeting to a Google Calendar, an Outlook Calendar or a Yahoo Calendar
WebCalendarOptions
 
8. Invite Attendees provides the URL for the meeting. 
WebInviteAttendees
 
a. Click Copy the Invitation link so this information can be pasted into an email message. 
CopyInvitation 
b. The Copy Meeting Invitation window opens. Click the Copy Meeting Invitation button to copy and paste this information into an email. 
WebCopyMeetingInvite 

9. If changes need to be made to the meeting, click Edit This Meeting button near the bottom of the page.  
EditMeeting
10. When you are finished, select Meetings from the menu on the left.
MeetingsLink   
11. Your meeting will be listed under Upcoming Meetings.  
UpcomingMeetings

Schedule a Zoom Meeting Using Outlook Desktop App:

1. The Zoom for Outlook Add-In needs to be installed. Please go to https://support.zoom.us/hc/en-us/articles/115005223126-Zoom-for-Outlook-Add-In-Web-and-Desktop- and click on the Zoom for Outlook on the Desktop App link for instructions on how to install this add-in.
InstallAddIn_Outlook
  
2. Open the Outlook desktop app and open a New Meeting request.

3. Make sure the Meeting tab is selected in the ribbon. 
OutlookMeetingTab
 
4. Click on the Add a Zoom Meeting icon in the ribbon.  
  AddZoomMeetingIcon

5. After you click the Add a Zoom Meeting icon, the meeting request will be populated with your default Zoom meeting settings. If you want to make changes to your default meeting settings, please refer to the  XXXXXX Knowledge Base document.
   OutlookZoomMeetingDetails
6. If you need to make any adjustments to the Zoom meeting, such as password requirements, or video and audio settings,click on the Settings icon in the menu bar.  
ZoomOutlookSettingsIcon

7. A window will open so you can adjust the meeting settings. After you have finished making the adjustments, click on Update and then close the window.  
UpdateMeetingSettings

8. Add the Required Attendees, adjust the Meeting Title, Date, Time and add any additional information to the message section of the Meeting Request and then Send the meeting request.

Schedule a Zoom Meeting Using Outlook on the Web:

1. Login to your Western web email account
a. Go to https://intranet.westerntc.edu/. You may need to enter credentials to access this site. Please use your email login credentials to access this page from off campus.

b. Click on the Email link in the top menu bar.
WebEmailLink
   
c. Enter your email credentials.

2. Click on the Calendar icon to open your calendar. 
WebCalendarIcon
  
3. Click on the New Event button in the upper left area to create a new meeting.  
WebNewEventLink

4. Setup your meeting as usual.
a. Enter subject of the meeting in the Title field
b. Enter the Date and Time 
c. Add the attendees
d. Enter additional information about the meeting in the message body area.

5. Click the icon with three dots in the menu bar
a. Select Zoom
b. Select Add a Zoom Meeting
Web-AddZoomMeeting  
6. A window may appear, asking you to login to your Zoom account. Enter your Zoom login credentials to proceed.

7. Your event is updated with the Zoom meeting information and the meeting request can be sent out.







Keywords:Zoom, meeting, schedule, web, conference   Doc ID:102010
Owner:Linda W.Group:Western Technical College
Created:2020-05-12 14:13 CDTUpdated:2020-05-17 17:34 CDT
Sites:Western Technical College
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