You’re ready to schedule your own Zoom Meeting! This can be done from the Zoom Web Portal,
the Zoom desktop application, and through calendar extensions. We’ll cover the first
two methods in this video
From your Zoom Web Portal, go to Meetings then choose Schedule a Meeting.
You can think of the Topic like the meeting’s title. Keep it short and simple; “Candidate
Interview” for example.
Optionally, add details in the Description box
Next, choose the date and time of your meeting. And after that, the Duration, which you can
select in 15 minute increments from the dropdown menu.
The Time Zone will default to whatever you’ve chosen in your Profile but can be changed
here if you’d like. Most calendars will adjust the time zone for those you invite
if theirs differs from yours.
If this will be a Recurring meeting, check the box to reveal additional options such
as the cadence of the recurrence, when it ends, et cetera. As you can see, the options
change depending on your initial choices.
Next, some Zoom account types can require Registration. If this box is checked, those
you invite will need to register with their email, name, and other optional questions.
If you gave the meeting a description, it will also appear on the required registration
page. This is less common but may be selected when the host would like to gather participant
data, or a higher level of security is desired.
A Meeting ID is a number used to create a unique invitation link. It can be randomly
generated or you can use your Personal Meeting ID or PMI, which always stays the same.
Because anyone who has the information may be able to get into the meeting, be sure not
to share either number widely, or with those you don’t intend to invite.
Moving on, we have a few powerful Security options. A Passcode is a customizable set
of up to 10 characters that users must have in order to join the meeting. A Waiting
Room places all attendees in a virtual room until the host allows them in. Require authentication
to join requires that users are signed in to a Zoom account before joining, or as an
added layer, signed into Zoom through a specific domain or group. Users with certain account
types may also see Encryption options here.
In the next section, select whether you want the host and participants to begin the meeting
with their Videos turned on or off. Unless additional settings are selected, hosts and
participants will be able to start and stop their videos at any time during the meeting.
Following this you’ll see Audio options. Select if participants can join using their
computer’s audio, telephone audio, or both.
Next we have a series of Meeting Options. Note that these are specific to the meeting
currently being scheduled. If you wish to change your defaults, or access additional
settings, head over to your account Settings menu. Allow participants to join anytime lets
participants to join before the host has joined the meeting. Mute participants upon entry
is especially helpful for minimizing disruptions to large meetings.
If you have a certain account type and have configured the option in your account settings,
Add watermark that identifies the viewing participant stamps the viewer’s email address
across a shared screen. This is ideal to use when confidential information is being shared.
Breakout Room pre-assign allows you to group participants ahead of the meeting. You can
create groups from participants’ email addresses or a CSV file.
Automatically record meeting initiates a recording when you start the meeting. This can also
be done manually at any point after the meeting starts. If you have a certain account type,
Enable additional data center regions for this meeting improves the connection for participants
joining from another region. And finally, Approve or block entry for users from specific
countries or regions. This is helpful for optimizing the meeting connection, or as an
added security measure.
We’re almost there! Next, licensed users within the same account will see the option
to assign Alternative Hosts for the meeting. This is particularly helpful if you need someone
to start the meeting for you, or you’re scheduling the meeting for someone else.
And that’s it! Once you press Save, your meeting is officially scheduled. From this
screen you may take steps to add the meeting to the calendar of your choice if you have
one, and access the invitation details.
If you ever need to retrieve this information, or modify the meeting before it starts, simply
return to the web portal, click Meetings, and you’ll be presented with buttons to
Start, Edit, or Delete the meeting.
You can save your favorite meeting settings as a template. Click Edit then scroll to the
bottom and choose Save as Templatr. Find and use it anytime in Meetings > Meeting Templates.
Note that if there are any settings or options from this demo that you don’t see or recognize
in your own web portal, this is because you have a different role, account type, settings
or permissions.
Scheduling Zoom Meetings in the Zoom Desktop App is very similar to scheduling within the
web portal. From the home screen click Schedule. A dialogue box of options will appear. All
of these options are the same as we covered in the first part of the video with just a
few exceptions. First, there’s no description field in the
Desktop App as it’s meant to be an even faster experience.
Second, you can add the meeting to your device’s calendar or other calendars during scheduling
with the click of a button. Additionally, here the meeting options are found within
the collapsible Advanced Options section. Lastly, you can’t require registration here; you’ve
got to do that in the web portal.