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How to set up a Zoom meeting and schedule it in advance to organize your calendar

Submitted by Tech Insider on February 23, 2021 - 4:18pm

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Summary List Placement

While it's easy to start a Zoom meeting on the spot, it's also just as easy to schedule one in advance — which can help you organize your remote work calendar.

The process for scheduling a Zoom meeting looks similar whether you're doing so on the website, desktop app, or mobile app. Here's how to do it all.

How to set up a Zoom meeting on the website 

  1. Head to the Zoom website, and sign into your account.
  2. Once logged in, click "My Account" in the upper-right corner of the homepage.


  3. Click "Schedule a Meeting" in the upper-right corner. This will open a form, where you can fill out the meeting topic and description, as well as set the date and time. You'll also have the option to schedule it as a recurring meeting. Edit all of the details and when you're done, scroll to the bottom and click the "Save" button. 


  4. On the next page, you have the option to add the meeting to your Google Calendar, Outlook Calendar, or Yahoo Calendar. Or, you can copy the invitation link and share it out with your guests.

How to set up a Zoom meeting on the desktop app

  1. Open the Zoom desktop app on your computer and sign in.
  2. On the "Home" tab, click the "Schedule" tile. Alternatively, you can schedule a new meeting by clicking the small plus "+" sign icon on the top-left side of the "Meetings" tab.


  3. This will open a pop-up that looks similar to the online form. Enter the meeting name, date, and time. Choose your Video, Calendar, and Security settings. In the "Advanced Options" section, you can choose additional settings, like "Mute participants upon entry." 


  4. Click the blue "Save" button when you're done. Your scheduled meetings will now appear on the right side of the "Home" tab. You can also view your scheduled meetings in the "Meetings" tab of the app.

How to set up a Zoom meeting on the mobile app

  1. Open the Zoom app on your mobile device.
  2. On the "Meet & Chat" homepage, tap the "Schedule" tile at the top of the screen.


  3. Enter the meeting name and set its date and time. You can choose additional settings like "Enable Waiting Room" and "Require Meeting Passcode."


  4. Tap "Save" or "Done" in the upper-right corner when you're done.
  5. If you've granted the Zoom app access to your calendar, this will bring you to another form, which adds the event to your mobile calendar. Verify the information and choose to set alerts for the event. Tap "Add" in the upper-right corner.


  6. Go to the "Meetings" tab of the app and tap the meeting you've just scheduled. Select "Add invitees" beneath the meeting details. A pop-up will ask if you want to "Send Email," which will open your device's default email app; "Send Message," which will open your device's text app; or "Copy to Clipboard," which will copy the meeting link for you to paste into any app to invite your guests.


How to use the 'raise hand' feature in Zoom to notify the meeting host that you'd like to speakHow to add Zoom to your Google Calendar by installing an add-on'Where does Zoom save recordings?': How to find your Zoom meeting recordings in 2 waysHow to send a Zoom invite in 4 different ways, to set up group meetings with colleagues or classmates


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