How to Schedule a Zoom Meeting: A Step by Step Guide

Mar 03, 2021 05:00 PM

Photo by imperadordobrazil from Instagram
SHARE - Zoom, as a large company in the field of communication technology, has many features to support you in conducting online meetings. Zoom is chosen because it's easy to use. It also has a user-friendly interface of all ages and fields and safe due to its solid security system.

Besides all of that, Zoom is chosen by lots of people because Zoom has a reminder feature to help you schedule your meetings, so you don't have to regret missing an important meeting just because you simply forget your schedule.

Inside this article, Tripboba will share with you 5 ways on how to schedule a Zoom meeting. Let's try it together!

How to Schedule a Zoom Meeting in Advance

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Below is the step-by-step how to schedule a Zoom meeting in advance. It's easy to follow!

Step 1. Open Zoom and sign in.

Step 2. Find and click on the calendar or "Schedule" icon to open the scheduler window.

Step 3. Set your Zoom schedule. Make sure to complete all the sections, such as the Topic, Date and Time, Meeting ID, Security, Encryption, Calendar settings, Video and Audio Quality.

Step 4. Now, click on the "Advanced Options."

Here are some options that you can set for your meetings.

  • Allow participants to join before the start time, and you can also set their time to join earlier than the scheduled start time if it's enabled. For the duration, the meeting can only take up to 40 minutes, especially for Basic users (free), if 3 or more people join the meeting.

  • Mute participants on entry: You can mute participants as they join the meeting if join before the host is not enabled. Participants can unmute themselves after joining the meeting. If you want to mute all participants during a meeting, see the options to manage participants.

  • Request permission to unmute participants: Participants will be asked 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.

  • Automatically record meeting: Select if you want to record Locally (to your computer) or In the cloud.

  • Enable additional data center regions for this meeting.

  • Approve or deny entry to users from certain regions and countries: The host can either allow only participants from specific counties/regions to join or block all participants from specific counties/regions.

  • Schedule for: If you have scheduling privilege for another user, you will be able to choose who you want to schedule from the drop-down menu.

  • Show in Public Event List: Add the meeting to a public calendar associated with your vanity URL.

  • 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.

  • Interpretation (only supported in Windows and macOS clients): Enable language interpretation for the meeting.

Step 5. Click "Save" after setting.

Step 6. Open the selected calendar service to add the meeting.

How to Schedule a Zoom Meeting and Invite Others

Photo by Rex Block from Flickr

Below is the step-by-step how to schedule a Zoom meeting and invite people to join. There are two ways you can use it. Those are easy to follow.

Desktop Client:

Step 1. Open Zoom and sign in.

Step 2. Set your scheduled meetings.

Step 3. Click the "Meeting" icon.

Step 4. Select the meeting you want to share or invite people to join. Click "Copy Invitation."

Step 5. After the copy, paste on messenger apps you want to use to invite people.

Web Portal:

Step 1. Open Zoom and sign in.

Step 2. Find the navigation menu and click "Meetings."

Step 3. Select the meeting that you want to invite others to.

Step 4. Choose the calendar you use, such as Google Calendar, Yahoo Calendar, or Outlook Calendar. The meeting schedule will be saved in your calendar automatically.

Step 5. Click "Copy Invitation" and paste on messenger apps you want to use to invite people.

How to Schedule a Zoom Meeting in Outlook

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Below is the step-by-step how to schedule a Zoom meeting in Outlook.

Step 1. Open your Outlook web calendar and click "New" to create a new calendar event.

Step 2. Fill in all the meeting details like the title, location, and guest list.

Step 3. Click the three dots in the top toolbar to open the Zoom sidebar open, prompting for your Zoom credentials.

Step 4. Click "Zoom" and Click "Add a Zoom Meeting."

Step 5. Sign in to your Zoom account. If you have already signed in to the Zoom web portal, it will log you in automatically.

How to Schedule A Zoom Meeting for Someone Else

Photo by Louis Vest from Flickr

Below is the step-by-step how to schedule a Zoom meeting for your friends, family, or someone else.

Step 1. Sign in to the "Zoom Desktop Client."

Step 2. Click on the Schedule icon to open the scheduler window.

Step 3. Find the "Schedule for section" below the Topic section, and choose the user you want to "Schedule For" from the drop-down menu.

Step 4. Click "Schedule" and open up the calendar you have selected.


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