Scheduling Meetings (in the Zoom App)
Windows & macOS
1.
Sign in to the Zoom desktop client.
2.
Click on the Schedule icon.
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.
a.
Topic:
Enter a topic or name for your meeting.
b.
Date & Time:
i. Start: Select a date and time for
your meeting, but remember 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.
ii. Time Zone: By default, Zoom will
use your computer's time zone. Click the drop-down menu to select a different
time zone.
iii. Recurring meeting: Choose if
you would like a recurring meeting (the meeting
ID will remain the same for each session).
c.
Meeting ID
i. Generate Automatically: Generate a
random unique meeting ID.
ii. Personal Meeting ID*: Use your
Personal Meeting ID.
d.
Security
i. Passcode: Enter a meeting
passcode. Joining participants will be required to input this before joining
your scheduled meeting.
ii. Waiting Room: Enable Waiting Room for the meeting.
e.
Video
i. Host: Choose if you would like the
host's video on or off when joining the meeting. Even if you choose off, the
host will have the option to start their video.
ii. Participants: Choose if you would
like the participants' videos on or off when joining the meeting. Even if you
choose off, the participants will have the option to start their video.
f.
Audio*:
Allow users to call in using Telephone only, Computer Audio only,
or Both.
i. Dial-in From: If Telephone or Both
is enabled for this meeting, click Edit to select the dial-in countries
to include in the invitation. By default, this includes your Global Dial-In
Countries listed in your meeting settings.
g.
Calendar:
Select a calendar service to add the meeting and send out invites to
participants.
i. Outlook: Open the Outlook
desktop app and create an event for the meeting.
Note: You will see Outlook
when using the Windows client.
ii. Other Calendars: Open a new
window, where the meeting text can be copied and pasted into the user's
preferred communication method. You can also down an ICS file which can be
opened in most email applications.
h.
Advanced Options: Click the arrow to view additional meeting options.
i. Allow participants to join before the start time:
Allow participants to join the meeting without you or before you join. If
enabled, you can also choose how far in advance of the scheduled start time you
wish them to be able to join: 5 minutes, 10 minutes, 15
minutes, or Anytime.
Note: The meeting will end after
40-minutes for Basic accounts.
ii. Mute participants on entry: If
joining before a 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.
iii. Request permission to unmute participants: Participants will be prompted to provide the host with consent
to be unmuted at will by the host. If declined, the host will still have the
option to Ask to unmute.
iv. Automatically record meeting:
Select if you want to record locally (to your computer) or in the cloud (stored
in Zoom's server).
v. 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.
Note: When you assign scheduling privileges to other users in
the Zoom web portal, you can choose if these users can manage your meetings that are marked as
private in Outlook or Google Calendar. If the
users cannot manage private events, they cannot see the invite link, meeting
topic, or attendee list.
vi. Show in Public Event List: Add the
meeting to a public calendar associated with your vanity URL.
vii. Alternative hosts: Enter the email address of another Licensed Zoom user on your
account to allow them to start the meeting in your absence. If enabled, you can
also select the check box to Allow alternative hosts to add or edit polls. This
feature requires Zoom client version 5.8.0 or higher.
4.
Click Save to finish, and open the selected calendar
service to add the meeting.
Note:
a.
If you are scheduling a recurring meeting, you will need to set
the recurrence in your calendar service.
b.
Choosing Other Calendars will allow you to copy and paste
the scheduled meeting information such as date, time, and meeting URL.