Zoom: Scheduling and starting meetings

When teaching classes online in Zoom, you can easily schedule a meeting for each of your class sessions so they have their own individual Zoom rooms. This resource will walk you through the process of scheduling and starting class sessions in Zoom.

Zoom: Scheduling and starting meetings

Updated 03-12-2020

Description of the video:

In this video, I’ll be going over the essentials of scheduling and starting meetings in Zoom. This will help when it comes to scheduling Zoom meetings for your class sessions. At IU, every Zoom user has a dedicated meeting room of their own, and the option to set a personalized URL for your personal room that’s easy to remember. You can use your personal meeting room for meetings that you schedule, as well as for unscheduled meetings. To set up your personal meeting room, you’ll first need to log in to Zoom at IU. Once you’re logged in, you’ll be brought to the Meetings section of Zoom. To access the settings for your personal meeting room, in the navigation across the top of the page, click Personal Meeting Room. The settings for your room will load. To start the process of editing your settings, scroll to the bottom of the page and click Edit this meeting. The Edit Meeting options will load – here, you can change any settings you may need to change based on the needs of your class. To edit the personalized link to your personal meeting room, in the navigation menu on the left side of the page, click Profile. You may need to scroll up to see this menu. In the profile options, look for the listing for your personal link – to edit it, to the right of your personal URL, click Customize and type in what you would like to use for your custom link. A suggestion for a personal URL might be to use your IU username, or something that’s easy to remember. When you’ve finished changing the custom URL, click Save Changes to save the changes you’ve made. When you’ve finished changing the custom URL, click Save Changes to save the changes you’ve made. To start scheduling a new meeting, on the upper left side of the page, click the Schedule a New Meeting button. The Schedule a Meeting options will display – here, you can fill out the information for your meeting, such as the meeting’s topic, a description for the meeting, and change other settings as necessary. For holding class sessions online, you’ll likely want to schedule a recurring meeting. Once you’ve set the date and time for the initial meeting, check the Recurring meeting checkbox to adjust the recurrence options for the meeting. For example, for a class that meets on Mondays and Wednesdays, you’ll set the recurrence to Weekly and check the boxes for Monday and Wednesday. Once you’ve adjusted the settings as needed, click Save to save the meeting. You’ll be brought to the meeting details page – you’ll find the link to the meeting on this page. This link can be shared with students as needed. You may want to add the link to your Canvas course, as well as email it to your students. You can start a meeting in one of two ways: using the Zoom website or using the Zoom desktop client. To start a meeting using the Zoom website, you’ll first want to make sure you’re logged in, if necessary. Once logged in, you’ll be shown a list of your upcoming meetings. To start a meeting from here, click the Start button for the meeting you want to start. Zoom will open, and the meeting will begin. To start a meeting from the Zoom desktop client, if necessary, you’ll first want to log in to your IU account through the Zoom app. Once you’re logged in, in the navigation at the top of the Zoom window, click Meetings. A list of your scheduled meetings will appear – to select the meeting you want to start, in the list of meetings on the left side of the Zoom window, click the meeting listing. The meeting’s details will appear in the right side of the window – to start the meeting, click the Start button. Zoom will open a new window, and the meeting will start. Now you know how to schedule and start a meeting in Zoom.

Your personal meeting room

At IU, every Zoom user has a dedicated meeting room of their own, and the option to set a personalized URL for your personal room that’s easy to remember. You can use your personal meeting room for meetings that you schedule, as well as for unscheduled meetings.

To set up your personal meeting room, you’ll first need to log in to Zoom at IU at https://zoom.iu.edu. Once you’re logged in, you’ll be brought to the Meetings section of Zoom:

A screenshot of the Zoom website, showing the Meetings view.
  1. To access the settings for your personal meeting room, in the navigation across the top of the page, click Personal Meeting Room. The settings for your room will load.
  2. To start the process of editing your settings, scroll to the bottom of the page and click Edit this meeting.
  3. The Edit Meeting options will load. Here, you can change any settings you may need to change based on the needs of your class. To learn more about the available settings that can be changed for meetings, view the Zoom help documentation on scheduling meetings.
  4. To edit the personalized link to your personal meeting room, in the navigation menu on the left side of the page, click Profile. (You may need to scroll up to see this menu.)
  5. In the profile options, look for the listing for your personal link. To edit it, to the right of your personal URL, click Customize and type in what you would like to use for your custom link. (A suggestion for a personal URL might be to use your IU username, or something that’s easy to remember.)
  6. When you’ve finished changing the custom URL, click Save Changes to save the changes you’ve made.

Scheduling a meeting

To start the process of scheduling a meeting, you’ll need to log into Zoom at IU at https://zoom.iu.edu.

  1. Once logged in, you’ll be brought to the Meetings section of Zoom. To start scheduling a new meeting, on the upper left side of the page, click the Schedule a New Meeting
  2. The Schedule a Meeting options will display. Here, you can fill out the information for your meeting, such as the meeting’s topic, a description for the meeting, and change other settings as necessary.
  3. For holding class sessions online, you’ll likely want to schedule a recurring meeting. Once you’ve set the date and time for the initial meeting, check the Recurring meeting checkbox to adjust the recurrence options for the meeting. For example, for a class that meets on Mondays and Wednesdays, you’ll set the recurrence to Weekly and check the boxes for Monday and Wednesday.
  4. Once you’ve adjusted the settings as needed, click Save to save the meeting. You’ll be brought to the meeting details page. You’ll find the link to the meeting on this page, as shown in the following screenshot:
Screenshot of a section of the Meeting Details page, with a rectangle around the Join URL for a meeting.

This link, as well as additional information for connecting to the Zoom session, can be shared with students as needed. You may want to add the link to your Canvas course, as well as email it to your students.

Starting a meeting

You can start a meeting in one of two ways: either via the Zoom website or in the Zoom app.

Starting a meeting using the Zoom website

To start a meeting using the Zoom website, you’ll first want to log in to Zoom at https://zoom.iu.edu. Once you’re logged in, you’ll be shown a list of your upcoming meetings, like the following screenshot:

A screenshot of the Meetings view in the Zoom website, showing a list of recurring meetings.

To start a meeting from here, in the list of upcoming meetings, click the Start button for the meeting you want to start. Zoom will open, and the meeting will start.

Starting a meeting from the Zoom desktop application

Note: these screenshots were taken on a Windows computer, but the interface should be similar on a MacOS computer. Additionally, depending on which version of Zoom you're using, the Zoom interface may look slightly different than what you see here.

To start a meeting using the Zoom desktop application, first, if necessary, log in to your IU account through the Zoom app.

To do this:

  1. Open the Zoom app.
  2. The Zoom Cloud Meetings dialog box appears, choose Sign In.
  3. Click Sign In with SSO (Single Sign-on).
  4. In the "Enter your company domain" text box, type iu and click Continue.
  5. On the IU Login screen, enter your username and passphrase and click Log in.
  6. Your browser will prompt you to open using Zoom Meetings, click Open Zoom meetings.
  7. The "Zoom - Pro Account" dialog box appears, click on Meetings.

    A list of your scheduled meetings will appear:

  8. To select the meeting you want to start, in the list of meetings on the left side of the Zoom window, click the meeting listing. The meeting’s details will appear in the right side of the window.
  9. To start the meeting, click the Start button.

Zoom will open a new window, and the meeting will start.