TABLE OF CONTENTS



How to Schedule a Meeting

You can schedule a meeting in Zoom several ways, through the Zoom Client or mobile app, the Zoom web portal, as an Executive Assistant, and through Zoom plugins and extensions.

  • As the host you control the options for your scheduled meetings. 
    • Except for settings that an administrator has locked for all users in the account or for all members of a specific group.
  • To schedule from the Zoom desktop client or mobile app, open your Zoom client and sign in to Zoom.
    • Click on the “Schedule” icon to open the scheduler window. (Figure 1)
    • Some of these options might not be available if they were disabled and locked to the off position at the account or group level.


Figure 1

Zoom Schedule icon


    • Next you should select your meeting settings. (Figure 2) 
      • Some of the options might not be available if they were disabled and locked to the off position at the account or group level.


Figure 2

Zoom Schedule a Meeting window


    • First, you need to enter a topic or name for your meeting.
      • Select a Date and Time for your meeting. You can start your meeting at any time before the scheduled time. You can also manually enter any time. For example, you can enter 15 in the minutes field to schedule a time in a 15-minute increment.
      • You can choose the approximate duration of the meeting. This is only for scheduling purposes – the meeting will not end after this length of time.
      • Zoom will use your computer's time zone or you can click the drop-down menu to select a different time zone.
      • If you would like a recurring meeting that retains the same Meeting ID for each session, click the box for recurring meetings.
    • Video options include Host and Participant.
      • Choose if you would like your video on or off when joining the meeting. Even if you choose off, you will have the option to start your video.
      • Choose if you would like the participants' videos on or off when they join the meeting. Even if you turn off the video, your participants will have the option to start their video.
      • Choose whether to allow users to call in via telephone only, computer audio only, or both, or 3rd party audio (if that option is enabled for your account).
    • Advanced Options can be chosen by clicking on the arrow to view additional meeting options.
      • You can require a meeting password. The meeting password must meet the Zoom requirements: 10 characters maximum and case sensitive. It is recommended you include an alphanumeric and the special character.
      • You can enable participants to join before the host. 
      • You can mute participants on entry. 
      • You can use a Personal Meeting ID instead of a random unique Meeting ID.
      • You may record the meeting automatically and then decide if you want it to be recorded locally (to your computer) or to the cloud (zoom.us/recording).
      • You can choose to list on the Public Event List. 
      • If you have scheduling privilege for another user, you will be able to choose who you want to schedule for from the drop-down menu.
      • You can enter the email address of another Zoom user who is licensed on your account to allow them to start the meeting in your absence. 
    • Next, you can select a calendar service to add the meeting to and send out invites to participants.
      • Outlook will generate an .ics file that will open in Outlook, Windows Mail, or iCal. 
      • Google Calendar will launch the user's default browser and open the invite in Google Calendar.
      • Other Calendars will open a new window, where the meeting text can be copied and pasted into the user's preferred communication method. 
      • You will need to click “Schedule” to finish your invite and open the selected calendar service to add the meeting.
    • You can schedule from the Zoom web portal. Sign into Zoom and then follow the same steps as logging in from the Zoom desktop client or mobile app
    • You can schedule a meeting for someone else using the Scheduling Meetings resource (Outlook, Google).
      • Log in to your Profile at zoom.us/signin.
      • Select “Settings” from the left menu options.
      • From meeting settings, scroll down to Schedule Privilege and select “Add.”
      • Add the email address and select “Assign.”
    • You can schedule using the following Zoom plugins and extensions by downloading the extension in the Outlook calendar or Google calendar.  



Additional Support



Adapted from Zoom