Zoom, How do I start or schedule a Zoom Meeting?

This article describes various ways to start a Zoom meeting

Note: there are two main types of meetings.  Scheduling one for in the future or starting one live.  

Zoom meetings can be hosted in many different ways, in many different applications.  The most popular are as follows, click on the integration you would like to use:

Web Interface

Zoom Desktop Application

Outlook Desktop Application

Outlook Web Application (OWA)


Other Integrations

Web Interface: illinois.zoom.us 

NOTE: This method will allow you to Schedule a Live, Impromptu meeting.  Choose another method below if you would like to schedule a meeting.
  1. Navigate to  illinois.zoom.us
  2. Select Host
    U of I Zoom Login screen
  3. Login with your Illinois NetID credentials
    Shibboleth Login screen

  4. Select "Open in Zoom Meetings"Open Zoom Meeting Pop up

  5. The Zoom Desktop Application should open. Click Join with Computer Audio:
    Join with Computer audio options screen
  6. At this point you will be able to invite more attendees/meeting participants using either their email or by giving them the meeting ID which is needed if the participant is calling in.
    Zoom Meeting Window

Zoom Desktop Client

  1. Open Zoom Desktop ApplicationZoom Desktop Icon
  2. Login (if necessary)
    • Detailed Login Instructions can be found [HERE]

  3. You will then have two options: 
    • Option 1: Starting a Live Meeting
    • Option 2: Scheduling a Meeting

      Option 1If you would like to start a Live Impromptu meeting, select the orange “New Meeting” button.
      Zoom Desktop Application: New Meeting highlighted
    • NOTE: The drop down below the “New Meeting” button allow the user to either start the meeting with video or Use their personal meeting ID if meetings are recurring.

      A new window will generate and you should then be in a new Zoom meeting. At this point, you will be able to invite more attendees either by sending a meeting invitation to their email or by giving them the meeting ID. The meeting ID is necessary for meeting participants who are calling in by telephone.

      Zoom desktop application meeting window
      Option 2: If you would like to Schedule a meeting for in the future, select the Schedule button.  
      Zoom Desktop Application: Schedule Meeting highlighted
      A new menu should appear that will allow you to set the meeting Start, Duration (Note: the duration of the meeting doesn't actually limit the meeting time and it is for scheduling purposes only). Click the "Advanced Options" button (highlighted below) to display more options:

      This will allow you to set more options for you meeting:
      New meeting settings pane. Advanced options expanded

      Enable Join Before Host: This setting allows your meeting attendees to join the meeting prior to the host's arrival. This allows someone else to run the meeting if the host is unexpectedly not able to attend. Enable join before host is set to "on" by default.
      Mute participants on entry: this setting ensures that when attendees join your meeting, they do so quietly without causing distractions. Best practice is to leave this on.
      Record the meeting automatically: This will use your default recording settings to record the meeting or webinar automatically.
      Alternative Hosts:  This is best used if you are: either hosting large sessions, scheduling meetings for someone else or want to add an alternate host just encase.

Outlook Desktop Application:

To Schedule a Zoom Meeting in the Outlook Desktop Application:
  1. Open the Calendar within the Outlook Desktop App.  
  2. Select "New Appointment"
    New Appointment icon
  3. Click "Add a Zoom Meeting".  This is found in the settings bar of the New Appointment window:
    Add a Zoom Meeting icoOutlook Desktop application: New appointment highlighted
  4. Configure Meeting settings:
    1. Start and End Time
    2. Make Recuring
    3. Set Time Zone
    4. Reminder Time
  5. Invite Attendees
  6. Click Save

Outlook Web Application (OWA/Webmail)

  • To Start a Zoom Meeting in Outlook Web Application:
    1. Follow the steps above to add the plugin to the Outlook Web Application and Login
    2. Navigate to your Calendar within the Outlook Web Application
    3. Click the "New Event" button
    4. Find the Ellipsis in the upper right section of the new event pop out window
      Outlook Web Application: Ellipsis highlighted
    5. Hover over "Zoom"
      Outlook Web Application: Ellipsis drop down expanded
    6. click "Add a Zoom Meeting"
      Outlook Web Application: New Zoom meeting highlighted
    7. Note: if this is the first time you have logged into Zoom, through OWA, please click "Allow" when prompted to allow Zoom to open a new window
      Allow access to Zoom Desktop Application
      • Click "SSO"
        Click SSO
      • Enter "illinois" as your domain: "illinois.zoom.us"
        Enter Illinois as your domain
      • Login with your netid and password (if necessary). Users who have their credentials saved will bypass this screen:
        Shibboleth Login Screen
    8. Invite Attendees
    9. Configure your meeting settings
    10. Click "Save"

Gmail/Google Calendar

  • To schedule a Zoom Meeting in Gmail:
    1. Navigate to < calendar.google.com  >
    2. Select "Create" in the upper lefthand corner:
    3. Select more options in the pop out windowGoogle Calendar: more options highlighted
    4. In the pop out window enter the meeting information/description, start and end times and invite your meeting attendees.  
    5. Click "Make it a Zoom Meeting"New Meeting window: Make it a Zoom Meeting highlighted
    6. Click "Save"Google Calendar meeting window: Save meeting button hightlighted

Other Integrations

  • At this time, we are keeping a list of integrations users are interested in.  If you would like an integration that is not already available please email <  consult@illinois.edu  > or request it via the Zoom Marketplace.  The Zoom Team will record these requests and track popular requested integrations.   If and when these integrations are implemented the Zoom Team will notify those who were recorded as interested.  

Keywords:Schedule, Calendar, Apps, OWA, Outlook, Web, Application, Desktop, Gmail, Zoom, create   Doc ID:96158
Owner:zoom t.Group:University of Illinois Technology Services
Created:2019-11-22 12:22 CDTUpdated:2021-01-11 19:04 CDT
Sites:University of Illinois Technology Services
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