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Scheduling Zoom Meetings in Desktop App

Zoom offers multiple methods to schedule a meeting. A host has control over the options for their scheduled meetings except for settings that an administrator has locked for all users in the account or for all members of a specific group.

 

  1. Open your Zoom client and sign in to Zoom.

  2. In the Zoom Homepage, click on the Schedule icon.

    This 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.

  • 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. Ensure participants are aware of the time and time zone the host is in.

  • Recurring meeting: Choose if you would like a recurring meeting (the meeting ID will remain the same for each session). For example, if there is a scheduled meeting every Tuesday at 3 PM, you will want to check this so the meeting details/ID do not change.

  • 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.

    • Participant: 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: Choose whether to allow users to call in via Telephone only, Computer Audio only, Both, or 3rd Party Audio (if enabled for your account).

    • Participants will be joining via their cellular or other electronic devices, so you will want to ensure Both options are selected, Computer Audio and Telephone.

  • Advanced Options: Click on the arrow to view additional meeting options.

    • Require meeting password: You can select and input your meeting password here. Joining participants will be required to input this before joining your scheduled meeting. To prevent external participants from disrupting or joining the meeting, this is a good option to select. The participants will need to know the meeting password in advance to enter it when joining the meeting.

      Note: The meeting password must meet these requirements.

      • 10 characters maximum

      • Passwords are case sensitive

      • We recommend using alphanumeric characters and these special characters:  @ * _ -

      • The Zoom desktop client allows alphanumeric characters and these special characters: @ * _ -

      • The Zoom web portal allows any characters, but the these characters are not allowed: & <> \

    • 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.

    • Record the meeting automatically: Check this if you want the meeting to be automatically recorded. Select if you want it to be recorded locally (to your computer) or to the cloud (zoom.us/recording).

  • Calendar: Select a calendar service to add the meeting to and send out invites to participants.



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.

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