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How to schedule a zoom meeting

One of the best productivity tips is to plan your week, especially if you have a lot of meetings. The good news is that you can schedule multiple Zoom meetings in advance. However, it’s not possible to have two or more meetings at the same time.

How to schedule a zoom meeting

In this article, we’ll explain everything you need to know about scheduling Zoom meetings.

Scheduling Multiple Meetings

When it comes to scheduling meetings that take place at different times, there are no limits. As you know, every meeting has its own individual ID. Therefore, you just have to make sure to send an invitation to other participants. Here’s the fastest way to schedule a meeting:

  1. Sign in to Zoom.
  2. Tap on the Schedule icon.
  3. Type the name or the topic of the meeting.
  4. Select the date and time.
  5. Enter the meeting duration.
  6. Select your time zone.
  7. Select the calendar you want to use to schedule the meeting. You can use Google Calendar, Outlook, or any other calendar that you usually use.
  8. To confirm the meeting, click on Schedule.

Unfortunately, there’s no shortcut for scheduling different meetings at once. The app assumes that not all of your Zoom sessions have the same duration, topic, etc. Therefore, you’ll have to repeat this process for all the meetings you want to schedule (if they have different details).

However, if you want to schedule recurring meetings, we’ve got you covered. If you have a team meeting every Wednesday at 10 AM, that doesn’t mean you’ll have to go through this long process every week. In the next section, we’ll show you how to schedule that kind of meeting up to a year in advance.

How to schedule a zoom meeting

How to Schedule Recurring Meetings

Scheduling recurring meetings means that you can schedule more meetings with the same meeting ID. It also means all the details, like time and duration, will be the same.

You can choose whether you want the meeting to be held daily, weekly, or monthly. That way, you can make your quarterly or even yearly schedule at once. Bear in mind that the meeting ID expires after one year. Even though you may have had the meeting every week for 52 weeks, you’ll have to schedule it again.

You can use both Google Calendar and Outlook for scheduling recurring meetings. This can be done from either your phone or laptop. But we recommend using a desktop as it’s faster.

Google Calendar

Google Calendar is the most popular tool among Zoom users. Here’s how to use it to schedule recurring meetings:

  1. Sign in to Zoom.
  2. Tap on the Schedule icon.
  3. Click on your meeting Settings.
  4. Select the Recurring meeting.
  5. Click the Schedule button and then open Google Calendar.
  6. Sign in to your Google account.
  7. Allow Zoom to access your account.
  8. Google Calendar will then create an event with the Zoom meeting details.
  9. Open the dropdown menu below the time of your meeting.
  10. Select a recurrence option you want.
  11. Click on Save.

When you open the dropdown menu, you’ll get to choose from different recurrence options. You can choose whether you want the meeting to be held daily, weekly, or monthly. You can also schedule the meeting for every workday, every Wednesday, or even every first Thursday in the month.

How to schedule a zoom meeting

If you can’t find the option you want, click on Custom and create another option.

Outlook

On the other hand, if you’re using Outlook calendar, here’s what you have to do:

  1. Sign in to Zoom.
  2. Tap on the Schedule icon.
  3. Click on your meeting Settings.
  4. Select the Recurring meeting.
  5. Click the Schedule button and then open the Outlook Calendar.
  6. Select your meeting and tap on Repeat.
  7. Select a recurrence option you want.
  8. Click on Save.

Outlook users have three parameters. You can choose the frequency of the meetings (monthly, weekly, etc.), interval, and specific days when you want the meeting to be held.

Schedule, Schedule, Schedule

We hope this article helped you to schedule Zoom meetings faster and easier. As scheduling is essential for organizing your time and resources. The great thing about Zoom is that it’s compatible with various organizational tools and calendars.

How do you usually schedule your meetings? Have you ever had any problems scheduling multiple meetings on Zoom? Let us know in the comments section below.

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The Zoom for Outlook add-in is designed to allow you to add Zoom meetings to any new or existing calendar events, edit or update Zoom meeting settings, and even schedule meetings on behalf of other Zoom hosts within Outlook web and desktop apps.

NOTE – Zoom recommends using the Zoom for Outlook add-in instead of the Zoom Microsoft Outlook plugin. Furthermore, Apple computers running macOS 10.15 Catalina will not support the use of the plugin and therefore can only use the add-in.

Installing the Zoom for Outlook add-in

In the Outlook Web App (OWA):

  • Employees – The Zoom for Outlook add-in is already installed and enabled for FSU employee email accounts in OWA.
  • Students – To install the add-in for FSU student email accounts in OWA, go to Zoom for Outlook in the Microsoft App Store, click Get It Now, and follow the prompts to complete installation.

In Microsoft Outlook:

  • Outlook 2019/Office 365 – Students and employees who have the Zoom for Outlook add-in installed and enabled in their Outlook Web App will automatically have access to the add-in in Outlook 2019 or Outlook for Office 365 as long as their university email account is configured in those email clients.
  • Outlook 2013/2016 – To install the add-in these Outlook email clients, please follow the instructions found here.

Schedule a Meeting

In the Outlook Web App (OWA):

  1. Open your Calendar in the Outlook Web App and click New event
  2. Fill in your meeting details (Title, Attendees, Date/Time, etc.)
  3. Click the three dots in the top toolbar, select Zoom, and then select Settings
  4. A Zoom window will appear asking you to sign in. Use the link at the bottom to Sign in with SSO
    How to schedule a zoom meeting
  5. In the next field, enter fsu then click Continue
    How to schedule a zoom meeting
  6. If you receive the “Zoom wants to display a new window” prompt, click Allow
  7. Sign In with your FSUID and password
    Note – Signing in to the Zoom for Outlook add-in should only be required once during the initial setup.

In Microsoft Outlook:

  1. From the Outlook Home tab, create a new meeting invitation
    How to schedule a zoom meeting
  2. Select the Settings button from the Zoom section along the right
  3. A Zoom window will appear asking you to sign in. Use the link at the bottom to Sign in with SSO
    How to schedule a zoom meeting
  4. In the next field, enter fsu then click Continue
    How to schedule a zoom meeting
  5. Sign In with your FSUID and password
    Note – Signing in to the Zoom for Outlook add-in should only be required once during the initial setup.

Add a Zoom Meeting:

  1. Now that the add-in is connected to your FSU Zoom account, configure your meeting settings before clicking Add Zoom Meeting.
    How to schedule a zoom meeting
  2. By clicking Add Zoom Meeting, the meeting information will be automatically added to the body of the Outlook invitation. The Zoom meeting URL is also added to the location for the invite.How to schedule a zoom meeting
  3. You can treat this like any other Outlook invitation and set availability, occurrence, and categorize as normal.
  4. Once the meeting is created, you will be able to change the meeting settings or cancel to remove the zoom meeting information from your invitation.

For more information on the add-in, please visit the Zoom for Outlook Add-In Support Article.

Check out the Zoom Help Center and resources below for user guides, live training and additional troubleshooting assistance.

How to schedule a zoom meeting

While technology has yet to live up to the promises of Tomorrow’s World and The Jetsons — such as android servants and flying cars — the ability to speak face-to-face via videoconferencing from almost anywhere on the planet has gone from science fiction to an everyday occurrence. Whether you’re connecting a distributed business team for a weekly update meeting or just saying hello to distant friends and family, Zoom is an excellent means of scheduling meetings for personal and professional occasions.

If only you could get everyone together at the same time! The best way to do so is to schedule a Zoom meeting.

When scheduling a meeting for your business, be aware that your account administrator can block specific features or require further information from participants to use them. If this is the case, you might see an asterisk (“*”) next to the setting, but you can click on the embedded links in each option for further information. Note that meetings for basic account users will automatically end after 40 minutes if there are three or more participants.

Step 1: Open the Zoom client or sign in to Zoom in a web browser

After signing into Zoom via the client or a browser, select the Schedule icon that resembles a calendar page. This will either open a new window or take you to the Schedule Meeting page where you can confirm the details of your videoconference.

Daniel Martin/Screenshot

Step 2: Select Schedule Meeting settings

From the Schedule Meeting window, you can peruse the following settings. Basic options include choosing a name, duration, date, and time for your meeting — the time and duration can be adjusted by 15-minute increments. Note that you and other participants’ meeting can begin at any time before the scheduled time. Zoom will automatically use your computer’s time zone, but you can select a different time zone using the drop-down menu.

Daniel Martin/Screenshot

You may not see options disabled and locked by the account administrator, but typically the options include:

  • Create a recurring ID that will remain the same for each session for regular meetings. You can use your Personal ID, or create a randomly generated one. If you do make the meeting recurring, don’t forget to schedule it in your calendar service.
  • Use a meeting passcode that participants will have to enter before they gain access (business users must create passwords that meet their admin’s security requirements).
  • Decide whether the host and participants’ video is off or on when joining your meetings, though the host and participants always have the option to start their video.
  • Send out invites with quick links to open calendar services and create events with iCal and Outlook or download ICS files for using other email services. You can also select Other Download Services to copy the meetings URL, date, and time.

Advanced options include enabling the Waiting Room, allowing participants to join before the host, determining whether participants are automatically muted on entry, and choosing whether the local computer is recording the meeting.

Step 3: Create your Zoom Meeting

Select Schedule to create your meeting, and a window with your preferred service will open (Google, in this example). You can add guests and set their permissions, send out pre-meeting notifications, determine your default visibility, and send invitations with a URL, Meeting ID, and password (if needed).

How to schedule a zoom meeting

While technology has yet to live up to the promises of Tomorrow’s World and The Jetsons — such as android servants and flying cars — the ability to speak face-to-face via videoconferencing from almost anywhere on the planet has gone from science fiction to an everyday occurrence. Whether you’re connecting a distributed business team for a weekly update meeting or just saying hello to distant friends and family, Zoom is an excellent means of scheduling meetings for personal and professional occasions.

If only you could get everyone together at the same time! The best way to do so is to schedule a Zoom meeting.

When scheduling a meeting for your business, be aware that your account administrator can block specific features or require further information from participants to use them. If this is the case, you might see an asterisk (“*”) next to the setting, but you can click on the embedded links in each option for further information. Note that meetings for basic account users will automatically end after 40 minutes if there are three or more participants.

Step 1: Open the Zoom client or sign in to Zoom in a web browser

After signing into Zoom via the client or a browser, select the Schedule icon that resembles a calendar page. This will either open a new window or take you to the Schedule Meeting page where you can confirm the details of your videoconference.

Daniel Martin/Screenshot

Step 2: Select Schedule Meeting settings

From the Schedule Meeting window, you can peruse the following settings. Basic options include choosing a name, duration, date, and time for your meeting — the time and duration can be adjusted by 15-minute increments. Note that you and other participants’ meeting can begin at any time before the scheduled time. Zoom will automatically use your computer’s time zone, but you can select a different time zone using the drop-down menu.

Daniel Martin/Screenshot

You may not see options disabled and locked by the account administrator, but typically the options include:

  • Create a recurring ID that will remain the same for each session for regular meetings. You can use your Personal ID, or create a randomly generated one. If you do make the meeting recurring, don’t forget to schedule it in your calendar service.
  • Use a meeting passcode that participants will have to enter before they gain access (business users must create passwords that meet their admin’s security requirements).
  • Decide whether the host and participants’ video is off or on when joining your meetings, though the host and participants always have the option to start their video.
  • Send out invites with quick links to open calendar services and create events with iCal and Outlook or download ICS files for using other email services. You can also select Other Download Services to copy the meetings URL, date, and time.

Advanced options include enabling the Waiting Room, allowing participants to join before the host, determining whether participants are automatically muted on entry, and choosing whether the local computer is recording the meeting.

Step 3: Create your Zoom Meeting

Select Schedule to create your meeting, and a window with your preferred service will open (Google, in this example). You can add guests and set their permissions, send out pre-meeting notifications, determine your default visibility, and send invitations with a URL, Meeting ID, and password (if needed).

Zoom is one of the top video conferencing applications currently on the market. If you’re working from home or need to have a meeting with a remote client, you’ll need to know how to set up a Zoom meeting. Let’s get started.

How to Download Zoom

If you’re just joining a Zoom meeting, you don’t need to have Zoom installed on your computer. However, if you’re the host, you’ll need to download and install the software package. To do so, go to Zoom’s Download Center and select the “Download” button under “Zoom Client for Meetings.”

Choose the location on your computer where you’d like to save the download. Once the download is finished, “ZoomInstaller” will appear.

Run the software, and Zoom will begin installing.

How to schedule a zoom meeting

Once the installation is complete, Zoom will open automatically.

How to Set Up a Zoom Meeting

When you start Zoom, you’ll be offered a few different options. Select the orange “New Meeting” icon to start a new meeting.

Once selected, you’ll now be in a virtual video conference room. At the bottom of the window, select “Invite.”

A new window will appear, presenting various methods for inviting people to the call. You’ll be in the “Contacts” tab by default.

How to schedule a zoom meeting

If you already have a list of contacts, you can simply select the person you want to contact and then click the “Invite” bottom in the bottom-right corner of the window.

How to schedule a zoom meeting

Alternatively, you can select the “Email” tab and choose an email service to send the invitation.

How to schedule a zoom meeting

When you select the service you’d like to use, an email will appear with the different methods for the user to join your meeting. Enter the recipients in the “To” address bar and then select the “Send” button.

How to schedule a zoom meeting

Finally, if you want to invite someone via Slack or some other communication app, you can (1) copy the video conference invitation URL, or (2) copy the invitation email to your clipboard and share it with them directly.

How to schedule a zoom meeting

All that’s left to do is wait for the recipients of the invitation to join the call.

Once you’re ready to end the conference call, you can do so by selecting the “End Meeting” button in the bottom-right corner of the window.

Overview

To learn how to host a screen-sharing or video conference from within the Zoom.us application, follow the instructions below.

*Note: If you have not yet downloaded the Zoom application, please visit the Zoom Download and Setup tutorial.

Open the Zoom.us application.

Depending on whether you wish to host a meeting immediately, or schedule a meeting for later go to one of the following sections:

Host a Meeting

Click either the Start without video or Start with video button, depending on your needs.

Click the Invite button at the bottom of the meeting window.

You can share the invitation in a few different ways:

  • Clicking the Copy URL button, then paste the URL into an email message to the participants you wish to invite.
  • Click the Copy invitation button, then paste the message into an email to the participants you wish to invite.
  • Click one of the email service buttons. Your chosen email service will appear with a preformatted invitation.

Using the Zoom Web Portal

Using the Zoom Desktop App

Using the Outlook Web App with the Zoom for Outlook Add-In

Using Outlook Desktop with the Zoom for Outlook Add-In

Using the Zoom Mobile App for iOS

Using the Zoom Mobile App for Android

Schedule a Meeting Using the Zoom Web Portal:

Login to the Zoom web portal (https://lsuhsc.zoom.us)

In “My Meetings”, click “Schedule a New Meeting”

At a minimum fill in the information for Topic, When, Duration.

If the meeting is a recurring appointment click the “Recurring meeting” check box and complete the fields displayed.

Click “Save”. This will NOT send an automated e-mail invitation.

Once you have saved it, it will appear in the “My Meetings” list.

  • If you click on the meeting, you will be able to add it to your Outlook calendar.
    • How to schedule a zoom meeting

    When you click the “Outlook Calendar (.ics)” button, you will then choose “Open” and treat it like any other Outlook meeting, inviting those you want to attend.

    You can also use the “Copy the invitation” link in the meeting information and e-mail the link to the other participants.

    Back to Zoom Documentation Homepage

    Schedule a Meeting Using the Zoom Desktop App:

    Open the Zoom Desktop app and click the Schedule button:

    Fill in the information:

    How to schedule a zoom meeting

    Be sure that Outlook is selected as the calendar.

    An Outlook meeting appointment will open with the Zoom Meeting link included.

    Note that you will need to set the Outlook meeting as recurring if desired.

    Complete the Outlook appointment and send it to the other participants.

    Back to Zoom Documentation Homepage

    Schedule a Meeting Using the Outlook Web App with the Zoom for Outlook Add-In:

    Log in to the Outlook Web App using the “Office 365 Mail” Quicklink on the LSUHSC web page.

    Create a meeting as you normally would.

    During the process of creating the meeting, click the Zoom icon .

    You may be prompted to sign-in – Select “SSO”

    How to schedule a zoom meeting

    You will be prompted to enter your company domain. Enter “LSUHSC”

    How to schedule a zoom meeting

    You will be prompted to “Allow” Zoom Meeting to display a new window. Select “Allow”

    How to schedule a zoom meeting

    The option to “Add Zoom Meeting” will be displayed.

    Clicking this button will add a Zoom meeting link to your Outlook meeting invitation.

    Back to Zoom Documentation Homepage

    Schedule a Meeting Using Outlook Desktop with the Zoom for Outlook Add-In:

    • Create a “New Meeting” in Outlook desktop
    • Select the “Add a Zoom Meeting” icon in the ribbon
      • How to schedule a zoom meeting
    • A “Zoom” tab will open a new window. Select “Sign in with SSO”
      • How to schedule a zoom meeting
    • You will be prompted to enter your company domain. Enter “LSUHSC”
      • How to schedule a zoom meeting
    • You will be prompted for your email address
      • How to schedule a zoom meeting
    • You will see this Window which you can close.
    • Select the “Add a Zoom Meeting” icon in the ribbon again
      • How to schedule a zoom meeting
    • Configure options as needed, then select “Add Zoom Meeting”
      • How to schedule a zoom meeting
      • You can find more information about meeting options here.
    • The meeting invitation will now include a link to join the Zoom meeting

    Update on Personal Meeting IDs

    After October 23, 2020 you will no longer be able to use a personal meeting ID for Zoom meetings. For security reasons, all meetings must be scheduled individually with the proper settings (see below for instructions).

    This change should not affect recurring meetings that you’ve already scheduled, unless your recurring meetings use your personal meeting ID. In this case, you will need to reschedule those recurring meetings so that they have a unique ID (recurring meetings in a series will have the same meeting ID by default). For more info, read this Zoom support article on how to schedule a recurring meeting.

    Meetings that are scheduled to happen one time should be scheduled individually. This is for safety and security reasons.

    How to Schedule a Secure Zoom Meeting

    Properly scheduling a DOE meeting on Zoom is key to the safety and security of you and your students and staff. Several updates have been made to the DOE Zoom platform to simplify the process of creating a secure meeting. The process is as follows:

    Web Browser

    1. Go to Zoom (https://nycdoe.zoom.us/)
    2. Click Sign-In.
    3. Enter your DOE ID and password.
    4. From the left side bar, click on Meetings.
    1. Click on Schedule a Meeting.
    2. Enter your meeting details.
    1. Scroll down to the Meeting Options section.
    2. Make sure Only authenticated users can join is checked.
    1. Select one of the following options from the drop down:
    • Staff (most secure): for meetings with staff and students.
    • Sign in to Zoom: select this for meetings with parents who do not have a DOE account.
    1. Click Save.
    2. That’s it!

    Desktop Client

    1. Open Zoom.
    2. Click on Schedule.

    Important: Do not click New Meeting. You must schedule a meeting first, so that you can select a user authentication setting.

    1. Enter your meeting details.
    2. Click on Advanced Options.
    3. Make sure Only authenticated users can join is checked.

    6/29/2020 | By Seniors Guide Staff

    How to schedule a zoom meeting

    If you haven’t already received an email inviting you to a Zoom meeting, you probably will soon. In this age of social distancing, many groups are choosing to meet virtually, and Zoom is one of the most popular ways to do this. It might be your book club, your volunteer group, or your Sunday school class, but chances are you’re going to be part of a Zoom meeting.

    Zoom is a computer program used to hold online virtual meetings. You can use Zoom on a smartphone, a tablet, a laptop, or a desktop computer (as long as you have a camera, speakers, and a microphone). It uses your computer’s or phone’s camera to show live video of all attendees (if you don’t want to be on camera, that’s fine, too. You can just display your name). Zoom uses your computer’s or phone’s microphone to let you talk to other meeting participants. If you do not have access to a computer, tablet, or smartphone, you can use a phone to dial into a meeting.

    This article only covers joining and participating in a Zoom meeting that you’ve been invited to. If you want to know more about more advanced Zoom features like changing your background, raising your hand in a meeting, sharing your screen, and hosting your own meeting go to Zoom’s Support Center.

    DOWNLOAD ZOOM

    Zoom is a program that runs on your computer, phone, or tablet. You must download this program from the Zoom website. The free version of Zoom should meet all of your needs.

    If you’ve received an email invitation to a Zoom meeting, click the link that says, “Join Zoom Meeting.” If this is the first time you’ve used Zoom, this link will take you to a website where you can download the Zoom program or app, depending on what device you’re using.

    On an iPhone or iPad: Go to the Apple App Store and search for “ZOOM Cloud Meetings.” Click “Get” to download and install the Zoom app.

    How to schedule a zoom meeting

    The Zoom app in the App Store

    On an Android phone or tablet: Go to the Google Play App Store and search for “Zoom Cloud Meetings.” Click “Install.”

    On a computer: On the Download Center website (https://zoom.us/download), click “Download” in the “Zoom Client for Meetings” section.

    How to schedule a zoom meeting

    Click the blue Download button to download Zoom from the website https://zoom.us/download.

    After Zoom is downloaded, you must install it onto your computer.

    If you have an Apple computer, like a MacBook: Double-click the file called Zoom.pkg, which is typically saved to your Downloads folder. The installer program opens and guides you through the process.

    If you have a PC: Double-click the file called ZoomInstaller.exe file to install the program.

    Double-click ZoomInstaller.exe to install Zoom on your PC.

    JOIN A MEETING

    After you install Zoom, there are a few different ways to join a Zoom meeting. You can click the link in your invitation email, go to the Zoom website and enter the meeting ID, or dial into the meeting on a phone.

    Click the link in an invitation email: If you have an email invitation, click “Join Zoom Meeting” in that email. This takes you to the Zoom website.

    Go to the Zoom website: Go to https://zoom.us/join, and enter the 9-digit meeting ID from your invitation email. If the meeting requires a password, that will be in your email, too.

    When you are on the Zoom website, if you are asked if you want to open Zoom, click “Open zoom.us.” Zoom opens, showing you a preview of your camera image. Then click either “Join with Video” or “Join without Video.” If you use video, other people in the meeting will see you. If not, they will just see your name. Next, Zoom asks about audio. Click “Join with Computer Audio” so you can hear and be heard in the meeting.

    Dial into the meeting on a phone: If you don’t have access to a computer, tablet, or smartphone, you can use a phone to dial into the meeting. The phone number to use will be in your invitation email, or you can find the number to use in the Zoom International Dial-in Numbers list (online here).

    PARTICIPATE IN A MEETING

    Once you’ve joined the meeting, you can see and hear other participants. Each participant is represented by a square that displays their face (if they’ve chosen to join with video) or just their name.

    If you’re in a large meeting, make sure your microphone is muted. Your computer microphone is pretty sensitive, and if you’re unmuted, it can pick up a lot of background noise. The mute button, which looks like a microphone, is in the bottom left corner of the Zoom screen. If the microphone has a red line through it, you’re muted, and no one in the meeting can hear you.

    If the microphone has a red line through it, you are muted.

    Click the button again to unmute yourself if you want to talk in the meeting.

    If the microphone has no red line through it, you can be heard in the meeting.

    Only one person in the meeting can talk at a time. Zoom indicates who is speaking by highlighting their image with a yellow square.

    There is also a chat feature in Zoom, where you can type messages to other participants. Participants can send messages to everyone in the meeting, or just certain participants. However, after the meeting, the host can view the transcript of all chats, so it’s not entirely private. If there is a message for you in the chat, a notification appears on the Chat button, which looks like a speech bubble. Click that button to open the chat window.

    LEAVE A ZOOM MEETING

    Click “Leave Meeting” on the bottom right corner to leave the meeting.

    Seniors Guide Staff

    Seniors Guide has been addressing traditional topics and upcoming trends in the senior living industry since 1999. We strive to educate seniors and their loved ones in an approachable manner, and aim to provide them with the right information to make the best decisions possible.