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Scheduling Meetings in Zoom

    1. Open your Zoom client and sign in to Zoom.
    2. Click on the Schedule icon, which will open the scheduler window.
    3. Select your meeting settings. Note that some of these options might not be available if they were disabled and locked to the off position at the account or group level.
      • Topic: Enter a topic or name for your meeting.
      • Start: 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.
      • Duration: Choose the approximate duration of the meeting. This is only for scheduling purposes. The meeting will not end after this length of time.
      • Time Zone: By default, Zoom will use your computer’s time zone. Click the drop-down menu to select a different time zone.
      • Recurring meeting: Choose if you would like a recurring meeting (the meeting ID will remain the same for each session).

Meeting ID:

      • Generate Automatically: Generate a random unique meeting ID.
      • Personal Meeting ID: Use your Personal Meeting ID.

Security

      • Passcode: Enter a meeting passcode. Joining participants will be required to input this before joining your scheduled meeting.
        Note: The meeting passcode must meet complexity requirements set by your admin.
      • Waiting Room: Enable Waiting Room for the meeting.

Video

      • Host: Choose if you would like the host video on or off when joining the meeting. Even if you choose off, the host will have the option to start their video.
      • Participants: Choose if you would like the participants’ videos on or off when joining the meeting. Even if you turn off, the participants will have the option to start their video.

Audio 

      •  Allow users to call in using Telephone only, Computer Audio only,    Both, or 3rd Party Audio (if enabled for your account).

Calendar:

      • Select a calendar service to add the meeting to and send out invites to participants.
      • Outlook: Generate an .ics file that will open in Outlook, Windows Mail, or iCal.
      • Google Calendar: Launch your default browser and open the invite in Google Calendar.
      • Other Calendars: Open a new window, where the meeting text can be copied pasted into the user’s preferred communication method.

Advanced Options:

Click on the arrow to view additional meeting options.

      • Enable join before host: Allow participants to join the meeting without you or before you join. The meeting will end after 40-minutes for Basic (free) users if 3 or more people join the meeting.
      • Mute participants on entry: If join before host is not enabled, this will mute participants as they join the meeting. Participants can unmute themselves after joining the meeting.
        Note: To mute all participants currently in a meeting, see the options to manage participants.
      • Only authenticated users can join: Restrict access to the meeting so that only signed-in using can join.
      • Record the meeting automatically: Automatically record the meeting. Select if you want to record locally (to your computer) or to the cloud.
      • Enable additional data center regions for this meeting
      • Schedule for: 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.
      • Alternative hosts: Enter the email address of another Zoom user who is Licensed, on your account to allow them to start the meeting in your absence.
      • Language Interpretation (only supported in Windows and macOS clients): Enable language interpretation for the meeting.

4. Click Schedule to finish, and open the selected calendar service to add the meeting.

Note:

    • If you are scheduling a recurring meeting, you will need to set the recurrence in your calendar service.
    • Choosing Other Calendars will allow you to copy and paste the scheduled meeting information such as date, time, and meeting URL.
Updated on September 16, 2020

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