Zoom, How do I start or schedule 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)

Gmail

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
   
3. Login with your Illinois NetID credentials
   
   
   
4. Select "Open in Zoom Meetings"
   
   
5. The Zoom Desktop Application should open. Click Join with Computer Audio:
   
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 Desktop Client

1. Open Zoom Desktop Application
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 1: If you would like to start a Live Impromptu meeting, select the orange “New Meeting” button.
     
   • 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.
     
     
     Option 2: If you would like to Schedule a meeting for in the future, select the Schedule button.  
     
     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:
     
     
     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"
   
3. Click "Add a Zoom Meeting".  This is found in the settings bar of the New Appointment window:
   
   
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
     
  5. Hover over "Zoom"
     
  6. click "Add a Zoom Meeting"
     
  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
     
     • Click "SSO"
       
     • Enter "illinois" as your domain: "illinois.zoom.us"
       
     • Login with your netid and password (if necessary). Users who have their credentials saved will bypass this 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 window
  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"
  6. Click "Save"

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.