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Zoom: Hosting Meetings & Inviting Participants

Zoom web conferencing. Be aware that different versions of Zoom will vary in appearance and functionality.


Refer to Zoom: Zoombombing & Meeting Security for details about how to set up a secure Zoom meeting.

To schedule a meeting in advance (most common and recommended):
  1. Open the Zoom Client and click the “Schedule” button. A new window will appear.

  2. Configure settings as desired, including the date and time. 
    • Select "Google Calendar" under "Calendar."
    • For added security, we recommend enabling a Waiting Room under the "Advanced" options.
  3. Click “Schedule.” The meeting will open as a new event in your Google Calendar.
  4. Enter email addresses of attendees in the “Guests” field. Alternatively, copy the link under “Join Zoom Meeting” to share the join link via email or Sakai.

  5. Click “Save” when done. The event will be added to your calendar, as well as the calendar of invitees.
    • Participants can also dial-in via phone. The number is noted in the calendar event.

When it’s time to start the meeting, open Zoom and click the “Start” button next to the meeting in the scheduled list. Alternatively, click the join link from the Google Calendar event. Allow any permission prompts that appear. Select the proper microphone when prompted and if using a USB mic, such as a Snowball, make sure that it’s connected.

The join link can be copied and sent to participants at any time from the Google Calendar event. Or, locate the meeting in the Zoom Client > Meetings tab, and click "Copy Invitation."

To start a meeting on-the-fly:
  1. In the Zoom Client, click “New Meeting” from the Home screen. Allow any permission prompts that appear.

  2. Select the proper microphone when prompted. If using a USB mic, such as the Snowball, make sure that it’s connected.
  3. Click “Invite” at the bottom of the window to invite participants. Then, either:
    • Click the “Email” tab, select “Gmail,” and the invitation will open as a new message. Enter emails into the “To” field and click “Send”. The invitees will receive email invitations with a link to join the meeting.
    • Click “Copy URL” from the bottom-left and send this to attendees via email, a Sakai Announcement, etc.
After starting a meeting, configure settings, such as the microphone and camera, as desired with the options to the bottom of the window.
 
If an invitee ask for the password, click “Invite” during the meeting and send them the meeting password that appears in the bottom-right of the new window.
 
To end a meeting, click “End Meeting” or “Leave Meeting” to the bottom-right of the window.

In-Browser (no software required)

We recommend using Zoom with the Zoom Client to access all features. However, if the Zoom Client isn't available to you or can’t be installed, meetings can be conducted through their website. Be aware that meetings hosted through a web browser won't be able to record to video.

To schedule a meeting from a web browser:
  1. Navigate to zoom.us and login.
  2. Click “Schedule a Meeting” to the top-right.
    • If this isn't an option, click “My Account” to the top-right.
  3. Configure settings as desired, include the date and time, and click “Save.”
    • For simplicity, we recommend disabling the meeting password.
  4. Copy the link next to “Join URL” and send this to students, such as through an email or Sakai Announcement.


When it’s time to start the meeting:
  1. Navigate to zoom.us and login. 
  2. Click “Meetings” from the column to the left.
    • If this isn't an option, click "My Account" to the top-right.
  3. Click “Start” next to the desired meeting.

To start a meeting on-the-fly from a web browser:
  1. Navigate to zoom.us and login.
  2. Hover over “Start a Meeting” to the top-right, and select one of the options that appears.
  3. If prompted to open the Zoom software, click “Cancel.” Then, click the “click here” link. Click the link with the text “start from your browser,” which should appear at the bottom of the window.
  4. If prompted, select the proper microphone and adjust settings. If you’re using an external mic, such as a USB microphone, ensure that it’s connected.
  5. Click “Invite” at the bottom of the window to invite students. Then, either:
    • Click the “Email” tab, select “Gmail,” and the invitation will open as a new message. Enter emails into the “To” field and click “Send”. The invitees will receive email invitations with a link to join the meeting.
    • Click “Copy URL” from the bottom-left and send this to students via email, a Sakai Announcement, etc.
After starting or joining a meeting, see Zoom: Participating & Communicating in a Meeting.




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Keywords:web conferencing, virtual meeting, distance learning, online, video, call, chat, remote   Doc ID:98946
Owner:Misty B.Group:Pacific Lutheran University
Created:2020-03-16 15:19 PDTUpdated:2020-04-02 14:23 PDT
Sites:Pacific Lutheran University
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