SPS Information Technology

There are many ways to schedule a meeting, including the Zoom web portal, through the Zoom client, or with an extensions or plugin. Here are some basic instructions for scheduling your first meeting.

1. Sign in to your Zoom web portal.
2. Click Meetings.
3. Click Schedule a Meeting.
4. Choose the date and time for your meeting.
5. (Optional) Select any other settings you would like to use.
6. Click Save.

1. Sign in to the Zoom desktop client.
2. On the Meetings  tab, click Schedule .
   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.
   • (Optional) Click the Time Off toggle to enable or disable it. When enabled, you will appear as “Off” to everyone who can see your calendar, and external users will not be able to book time with you.
     Note: This option will only appear when your calendar is connected with the Zoom Calendar client.
   • Attendees: Enter the email or name of participants that you want to invite to your event. Click the X next to each name to remove them from the list.
     Note: This requires configuring the calendar and contacts integration with Zoom.
   • Date & Time:
     • 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.
     • Time Zone: By default, Zoom will use your computer’s time zone. Click the drop-down menu to select a different time zone.
     • (Optional) Repeat: Choose if you would like a recurring meeting (the meeting ID will remain the same for each session).
     • (Optional) Select if you want your meeting to last All Day. If a meeting is all day, the meeting will be scheduled for 12:00 AM-11:59 PM.
     • Find a Time: Find available times on guests’ calendars when scheduling meetings.
   • Calendar: Select a calendar service to add the meeting and send out invites to participants.
     • Outlook: Open the Outlook desktop app and create an event for the meeting.
       Note: You will see Outlook when using the Windows client.
     • iCalendar: Open iCal and create an event for the meeting.
       Note: You will see iCal when using a macOS.
     • Google Calendar: Open Google Calendar in your default browser and create an event for the meeting.
     • 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.
   • Event Type: Select whether this event is Offline, Zoom Meeting, or Zoom Phone Call. Choose to schedule this meeting with added virtual meeting or call details. The following options are provided:
     • Offline: No additional meeting details are added. This is best for in-person meetings and events.
     • Zoom Meeting: The calendar event will be scheduled with a corresponding Zoom Meeting. Your default meeting settings are used.
     • Zoom Phone Call
   • Location: Enter a location for this meeting.
   • Room: Enter a room for this meeting.
   • Description: Add some additional context and description for this event.
   • Attachments: Add any relevant attachments invitees need to have before the meeting starts.
   • Visibility: Choose how you want this calendar event to be visible to others viewing your calendar, either Default visibility, Public, or Private.
   • Show Yourself as: Choose how you want your status to be displayed to others during this calendar event, either as Busy or Free.
   • Allow Attendees to: Adjust these calendar event permissions regarding how other invitees can view and adjust the calendar event.
     • Modify the event
     • Invite others
     • See list of attendees
   • Export: Select the checkbox to use an external calendar.
   • Meeting Security
     • Passcode: Enter a meeting passcode. Joining participants will be required to input this before joining your scheduled meeting.
       Note: The meeting passcode must meet complexity requirements set by your admin.
     • Waiting Room: Enable Waiting Room for the meeting.
     • Only authenticated users can join: Restrict access to the meeting so that only signed-in users can join.
       Note: If you select Sign in to Zoom with specified domain, you can’t add any domains that are included on the domain block list.
   • Encryption: Choose between the standard Enhanced encryption (encryption keys stored in the cloud) and End-to-end encryption (encryption keys stored on your local device) for your meeting.
   • Meeting ID
     • Generate Automatically: Generate a random unique meeting ID.
     • Personal Meeting ID*: Use your Personal Meeting ID.
   • Video
     • 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.
     • 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.
   • Audio*: Allow users to call in using Telephone only, Computer Audio only, Both, or 3rd Party Audio (if enabled for your account).
     • 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.
   • Interpretation (only supported in Windows and macOS clients): Enable language interpretation (audio) and sign language interpretation (video) for the meeting. You also have the option to enter the email for the interpreter and their language or sign language they are interpreting, or you can assign it during the meeting.
   • Advanced Options: Click the arrow to view additional meeting options.
     • 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.
     • Add image watermark that identifies the viewing participant: When a participant shares their screen during a meeting or webinar, the user’s email who is viewing the content will be patterned across the shared content, as well as on the video of the other visible participants.
     • Allow participants to join before 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 (free) users.
     • 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.
     • Automatically record meeting: Select if you want to record Locally (to your computer) or In the cloud.
     • Enable focus mode when meeting starts: Automatically start the meeting with focus mode enabled, in order to provide fewer distractions to all meeting participants. This feature requires client version 5.9.0 or higher.
     • Enable additional data center regions for this meeting*
     • Approve or deny entry to users from certain regions and countries: Host can either allow only participants from specific countries/regions to join, or block all participants from specific countries/regions.
     • 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 (Zoom link), meeting topic, or attendee list.
     • 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 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:
   • 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 Zoom link for the meeting.

As the meeting host, there are several ways you can start your meeting. Your upcoming meetings will be listed in the Meetings tab of your Zoom desktop client or mobile app. You can click Start by the meeting name. You can also start your meetings from the Zoom web portal.

1. Sign in to your Zoom web portal.
2. Click Meetings.
3. Under Upcoming, click Start next to the meeting you want to start.
4. The Zoom client should launch automatically to start the meeting.