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Transcript

  1. Open the Zoom desktop client and sign in to your Zoom account.
  2. Click the Home tab.
  3. Click the Schedule icon
  4. Provide a topic for the meeting and adjust the date and time.
  5. Choose a meeting ID, which is the number used to create an invitation link for the meeting. For scheduled meetings, we recommend choosing Generate Automatically which provides a unique ID for the meeting.
  6. Adjust the security options, such as Waiting Room, passcodes, and requiring authentication, to suit your needs.
  7. Set the desired video defaults for host and participants.
  8. Set which audio options you want available in the meeting.
  9. (Optional) Click Advanced Options to enable other features.
  10. Select which 3rd-party calendaring service you would like to export the meeting to, or select the Other Calendars option to view and copy the meeting invitation.
  11. Click Save to finish scheduling the meeting.

How to schedule a meeting

How to start a meeting

  1. In the Zoom desktop client, click the Meetings tab .
  2. Click the scheduled meeting you want to start.
  3. Click Start.

  1. In the meeting controls toolbar, click the Participants icon
  2. The Participants panel will open on the right side of the meeting window and list all current participants in the waiting room and the live meeting.
  • In the Participants panel, you can do any of the following actions:
  • Click Invite to select more contacts to invite to the meeting.
  • Click Mute All to halt discussion.
  • In the lower-right corner, click the ellipses icon to control what participants are allowed to do in the meeting, such as unmute themselves, rename themselves, and start their video.
  • Hover over a participant's name and click the ellipses icon to access options to send them a chat message, pin or spotlight their video, promote them to host or co-host, rename them in the current meeting, or report and remove them from the meeting, among other options.

How to manage participants

  1. In the meeting controls toolbar, click the Share Screen icon .
  2. Select an entire desktop or screen, a specific opened program, or the classic Whiteboard. You can also switch to the Advanced tab for other sharing options, such as slides as a Virtual Background, computer audio only, a local video file, or content from a 2nd camera.
  3. (Optional) Select the check boxes next to Share sound and/or Optimize for video clip to enable either immediately at the start of your sharing.
  4. These options can also be enabled/disabled during the share.
  5. Click Share to begin sharing your screen or content.
  6. To stop sharing, click Stop Share.

How to manage participants

  1. In the meeting controls toolbar, click the Security icon .
  2. Click any of the following in-meeting options to enable or disable them:
  • Lock Meeting: This locks the meeting and allows no more participants to enter.
  • Enable Waiting Room: This can be enabled or disabled as needed during a meeting in order to control who can join the meeting and when.
  • Hide Profile Pictures: This can be useful when a participant has an inappropriate profile picture.
  • Allow participants to: These options allow the host to control participants' access to or ability to use the listed features during the current meetings, including sharing screen, in-meeting chat, renaming themselves, turning on their video or audio, and using whiteboards.
  • Suspend Participant Activities: Turn off all participants’ video, audio, Zoom Apps, and ability to share their screen. Also lock the meeting to prevent participants from joining. This is useful during an interruption and the host needs to regain control of the meeting.

How to schedule a meeting

  1. In the meeting controls toolbar, click the Record icon .
  2. Choose where you want to record the meeting to:
  • Record on this Computer: Saves the MP4 file of the recording on your local device. The recording will be available on your device once the meeting ends.
Once you’ve chosen where to record the meeting, the recording will begin and participants will be prompted to consent to being recorded.(Optional) In the meeting controls toolbar, you can manually pause or stop a recording, as well as end the meeting to automatically end the recording. Once the recording is finished processing, it will be available in your Recordings on the Zoom web portal.

How to schedule a meeting