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 started and scheduled using many different applications.  

Web Portal:illinois.zoom.us

Scheduling a meeting 
  1. Navigate to illinois.zoom.us and sign in following the instructions here: Zoom, Logging in
  2. Click the Meetings tab in the upper left corner
    The meetings tab can be found in the upper left portion of the screen after logging into illinois.zoom.us.  The meeting tab is located below the default profile tab and above the recording tab.  If you have a webinar license it will be found above the webinars tab.
  3. Click the Schedule a meeting button
    after clicking the meeting tab, you can find the schedule a meeting button on the upper right portion of the browsing window.
  4. Configure your meeting settings.  
    Some settings you may want to consider:
    1. Use a clear and concise Topic and Description so your participants can easily confirm they are in the right place.  Be aware that your meeting Topic will automatically be applied to the waiting room pop up when a participant joins a meeting.
    2. Passwords are required by default and cannot, for any reason, be disabled or removed from a meeting or webinar created in the UIUC Zoom account.  Recurring meetings will have the same password for the entire series by default.
    3. Use a recurring meeting if you need multiple meeting instances with the same join link (meeting ID) and password by default.  Recurring meeting ID's will continue to work for up to 365 days after the first meeting occurrences is started.  For single meetings, the meeting ID (link) will expire 30 days after the meeting has begun.  Be aware that if you schedule a single meeting and start it even momentarily, more than 30 days before the scheduled meeting time, the meeting ID will have expired when you attempt to meet on the scheduled date.
    4. It is strongly recommended to generate a meeting ID automatically instead of using your personal meeting ID.  Your personal meeting id should be reserved for meetings with regular, known participants, such as small department or research meetings with colleagues.
    5. Use the waiting room for increased security or if you would like to have more control over participant entrance.  By default the waiting room is set to force all guests entering your meeting to stop in the waiting room.  You can set it to allow participants to bypass the waiting room if they are in the UIUC account, or within the UIUC Zoom account and domains you have safelisted on your settings page at illinois.zoom.us/profile/setting.  More information about using the waiting room can be found at: Zoom Support, Waiting Room.
    6. By default UIUC Zoom meetings will be set to force guests to sign into any Zoom account.  This is controlled by the meeting setting called Require authentication to join.  If you have a meeting of only U of I System guests, please consider clicking the drop down and selecting Sign in with Illinois NetID and password.  Sign in with Illinois NetID and password will restrict your meetings to only Zoom accounts with and email address ending in one of the main U of I system domains and subdomains (illinois.edu, uillinois.edu, uic.edu, uis.edu and subdomains such as chem.illinois.edu, vetmed.illinois.edu, etc).  More information about meeting authentication can be found at: Zoom, using authentication options to limit access to your event.
    7. Select, mute participants upon entry.  This default setting ensure that guests who join late will not inadvertently disrupt your meeting with an unmuted microphone.
    8. Pre-assign breakout rooms if you need them.  Note that you must ensure your guests join using the Zoom account associated with the email address you add to the breakout room pre-assignment.  If the meeting host wants to delegate breakout room controls to co-hosts in their Zoom meeting, both hosts and co-hosts must be updated to Zoom desktop version 5.4.6.  More information about breakout rooms can be found at: Zoom, configuring breakout rooms
    9. Add alternative hosts to your meeting if you want to allow others to have the ability to start the meeting and assume the host role on your behalf. The first scheduling host or alternative host to join the meeting will be made host by default. Any alternative host that joins after the host role has been taken, will be made a co-host by default. If the scheduling host joins the meeting after the host role has already been delegated to an alternative host, they will automatically reclaim the host role from the alternative host. Alternative hosts must have a licensed Zoom account in the same Zoom tenant to be added to your meeting.
  5. Click save at the bottom of the window when finished.
  6. Download the calendar file if you need to add it to your calendar, or share it with guests via email.
Starting an instant meeting

NOTE: This method will allow you to start 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

  • Open Zoom Desktop Application

Zoom Desktop Icon

  • Log in (if necessary)
  • You will then have two options:
Option 1: Start an Instant Meeting 

If you would like to start an instant 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: Schedule a Meeting 

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:

Click the advanced options button at the bottom of the schedule meeting window.

This will allow you to set more options for you meeting:

New meeting settings pane. Advanced options expanded


Configure your meeting settings.
Some settings you may want to consider:
  1. Use a clear and concise Topic and Description so your participants can easily confirm they are in the right place.  Be aware that your meeting Topic will automatically be applied to the waiting room pop up when a participant joins a meeting.
  2. Passwords are required by default and cannot, for any reason, be disabled or removed from a meeting or webinar created in the UIUC Zoom account.  Recurring meetings will have the same password for the entire series by default.
  3. Use a recurring meeting if you need multiple meeting instances with the same join link (meeting ID) and password by default.  Recurring meeting ID's will continue to work for up to 365 days after the first meeting occurrences is started.  For single meetings, the meeting ID (link) will expire 30 days after the meeting has begun.  Be aware that if you schedule a single meeting and start it even momentarily, more than 30 days before the scheduled meeting time, the meeting ID will have expired when you attempt to meet on the scheduled date.
  4. It is strongly recommended to generate a meeting ID automatically instead of using your personal meeting ID.  Your personal meeting id should be reserved for meetings with regular, known participants, such as small department or research meetings with colleagues.
  5. Use the waiting room for increased security or if you would like to have more control over participant entrance.  By default the waiting room is set to force all guests entering your meeting to stop in the waiting room.  You can set it to allow participants to bypass the waiting room if they are in the UIUC account, or within the UIUC Zoom account and domains you have safelisted on your settings page at illinois.zoom.us/profile/setting.  More information about using the waiting room can be found at: Zoom Support, Waiting Room.
  6. By default UIUC Zoom meetings will be set to force guests to sign into any Zoom account.  This is controlled by the meeting setting called Require authentication to join.  If you have a meeting of only U of I System guests, please consider clicking the drop down and selecting Sign in with Illinois NetID and password.  Sign in with Illinois NetID and password will restrict your meetings to only Zoom accounts with and email address ending in one of the main U of I system domains and subdomains (illinois.edu, uillinois.edu, uic.edu, uis.edu and subdomains such as chem.illinois.edu, vetmed.illinois.edu, etc).  More information about meeting authentication can be found at: Zoom, using authentication options to limit access to your event.
  7. Select, mute participants upon entry.  This default setting ensure that guests who join late will not inadvertently disrupt your meeting with an unmuted microphone.
  8. Pre-assign breakout rooms if you need them.  Note that you must ensure your guests join using the Zoom account associated with the email address you add to the breakout room pre-assignment.  If the meeting host wants to delegate breakout room controls to co-hosts in their Zoom meeting, both hosts and co-hosts must be updated to Zoom desktop version 5.4.6.  More information about breakout rooms can be found at: Zoom, configuring breakout rooms
  9. Add alternative hosts to your meeting if you want to allow others to have the ability to start the meeting and assume the host role on your behalf. The first scheduling host or alternative host to join the meeting will be made host by default. Any alternative host that joins after the host role has been taken, will be made a co-host by default. If the scheduling host joins the meeting after the host role has already been delegated to an alternative host, they will automatically reclaim the host role from the alternative host. Alternative hosts must have a licensed Zoom account in the same Zoom tenant to be added to your meeting.

Click schedule at the bottom of the window when finished.

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 Recurring if you require more than one instance on your Outlook calendar
    3. Review the Reminder Time and adjust if needed
  5. Click the settings gear (shown below) to confirm you Zoom meeting settings.
    Settings gear found directly to the right of the Add a Zoom meeting button in the Outlook desktop application.
    Some settings you may want to consider:
    1. Use a clear and concise Topic and Description so your participants can easily confirm they are in the right place.  Be aware that your meeting Topic will automatically be applied to the waiting room pop up when a participant joins a meeting.
    2. Passwords are required by default and cannot, for any reason, be disabled or removed from a meeting or webinar created in the UIUC Zoom account.  Recurring meetings will have the same password for the entire series by default.
    3. Use a recurring meeting if you need multiple meeting instances with the same join link (meeting ID) and password by default.  Recurring meeting ID's will continue to work for up to 365 days after the first meeting occurrences is started.  For single meetings, the meeting ID (link) will expire 30 days after the meeting has begun.  Be aware that if you schedule a single meeting and start it even momentarily, more than 30 days before the scheduled meeting time, the meeting ID will have expired when you attempt to meet on the scheduled date.
    4. It is strongly recommended to generate a meeting ID automatically instead of using your personal meeting ID.  Your personal meeting id should be reserved for meetings with regular, known participants, such as small department or research meetings with colleagues.
    5. Use the waiting room for increased security or if you would like to have more control over participant entrance.  By default the waiting room is set to force all guests entering your meeting to stop in the waiting room.  You can set it to allow participants to bypass the waiting room if they are in the UIUC account, or within the UIUC Zoom account and domains you have safelisted on your settings page at illinois.zoom.us/profile/setting.  More information about using the waiting room can be found at: Zoom Support, Waiting Room.
    6. By default UIUC Zoom meetings will be set to force guests to sign into any Zoom account.  This is controlled by the meeting setting called Require authentication to join.  If you have a meeting of only U of I System guests, please consider clicking the drop down and selecting Sign in with Illinois NetID and password.  Sign in with Illinois NetID and password will restrict your meetings to only Zoom accounts with and email address ending in one of the main U of I system domains and subdomains (illinois.edu, uillinois.edu, uic.edu, uis.edu and subdomains such as chem.illinois.edu, vetmed.illinois.edu, etc).  More information about meeting authentication can be found at: Zoom, using authentication options to limit access to your event.
    7. Select, mute participants upon entry.  This default setting ensure that guests who join late will not inadvertently disrupt your meeting with an unmuted microphone.
    8. Pre-assign breakout rooms if you need them.  Note that you must ensure your guests join using the Zoom account associated with the email address you add to the breakout room pre-assignment.  If the meeting host wants to delegate breakout room controls to co-hosts in their Zoom meeting, both hosts and co-hosts must be updated to Zoom desktop version 5.4.6.  More information about breakout rooms can be found at: Zoom, configuring breakout rooms
    9. Add alternative hosts to your meeting if you want to allow others to have the ability to start the meeting and assume the host role on your behalf. The first scheduling host or alternative host to join the meeting will be made host by default. Any alternative host that joins after the host role has been taken, will be made a co-host by default. If the scheduling host joins the meeting after the host role has already been delegated to an alternative host, they will automatically reclaim the host role from the alternative host. Alternative hosts must have a licensed Zoom account in the same Zoom tenant to be added to your meeting.
  6. Invite Attendees
  7. Click Send

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
    Click the New Event button found in the upper left portion of the Outlook web application page.
  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 logging 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:2021-08-04 14:06 CDT
Sites:University of Illinois Technology Services
Feedback:  0   0