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Scheduling a Meeting
We suggest scheduling meetings via the web site. You can find all your meeting information, and schedule new ones, by clicking "Meetings" on the menu on the left.
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Scheduling a Meeting Instructions
The following link is a short "how to" video on how to setup a meeting
https://support.zoom.us/hc/en-us/articles/201362413-How-Do-I-Schedule-Meetings-
For more information on how to schedule a meeting you can scroll down on that same linked page and there is a step by step instructions on the Web Tab.
You will want to make sure that the falling setting are setup correctly in you scheduled meeting.
- Video: On for both Host and Participant
- Audio: Both
- Meeting Options: Only check " Enable Join Before Host"
- Registration: DO NOT CHECK " Required"
- After you have ensured all the settings are correctly selected at the bottom of page you will click the save option and it will create your meeting.
- Your meeting will then come up to where you can see the information of your meeting to include the Meeting ID and the Join URL.
Inviting Participants
For inviting participants there is an invite Attendees with a join URL beside it. If you give the URL to the participants they will be able to join the Meeting.
To invite Participants to your meeting to the right of the Join URL is the meeting URL and to the right of the URL is an option to click the "Copy the Invitation" ↓ link and a window will pop up allowing you to copy all the meeting info to send to participants.
- After you click the Copy Meeting Invitation it will then be copied to your clipboard.
- You will insert the copied information in an email to send to the participants.
- If you hit the Enter key after the URL it will make the URL clickable for the invited participants.
Invited Participants
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About The Meeting Time
The start time of a Zoom meeting is semi arbitrary.
Meetings scheduled for a single date can be started at any time on that date, and the meeting invitation is good for 30 days past the date of meeting.
If you are posting about the meeting on a public resource (for example, a department website), we recommend generating a unique ID.
Avoid using your Personal Meeting ID (PMI) to host public events.
To do so please follow these steps:
- Log In.
- Click 'Schedule a New Meeting'.
- Do not select 'Recurring meeting', even if your meeting is part of a series.
- Click 'Save'. The page will reload, and the ID should be listed to the right of "Meeting ID".
If your meeting is part of a series, then you'll need to schedule a new meeting for each session. You cannot change an existing meeting's ID.
If you decide to select a 'Recurring meeting', a recurring meeting will only expire 365 days after the last time it was used.
This means you have a great deal of flexibility to reschedule your meetings, or to have follow ups, without having to actually change anything in Zoom.
Suggested Settings
To maintain the integrity of your Zoom meeting or webinar, you may take advantage of several features offered in Zoom at UT.
We recommend using the following settings when you schedule a meeting
Options below reduce the likelihood of unwelcome or disruptive participants joining your event.
| Setting | Suggested | Note | ||
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| Registration | Checked |
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| Meeting ID | Generate Automatically | Generating your meeting ID automatically allows for each meeting you create to be unique, and only the people with that meeting information can join that meeting. | ||
| Meeting Password | Checked | With this box checked the invited participants will need to do more steps to join your meeting. When creating meeting passwords, keep in mind that some videoconferencing equipment can only enter numbers. | ||
| Video | "Off" for both Host and Participant | You can configure your meeting room so that every participant's video feed is disabled when first joining. | ||
| Audio | Both | Enabling telephone for audio provides a way for participants who lack internet, or have poor internet, to dial in with a regular phone.
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| Meeting Options | Check "Enable join before host" | This will allow your participants to join the meeting before you do. Otherwise, they will get a message that the meeting has not begun. | ||
| Mute participants upon entry | You can configure your meeting room so that every participant's audio feed is disabled when first joining. | |||
| Enable waiting room | If you enable the waiting room, participants won't be able to join the meeting until you admit them individually. This option works best for meetings with fewer numbers of attendees. | |||
| Only authenticated users can join: Sign in to Zoom | While this setting does not discriminate between institutions providing Zoom accounts (that is, it cannot restrict the meeting to accounts provided by UT), this is an additional precaution you can take to restrict access to your meeting. | |||
| Record the meeting Automatically | For Basic Users the only available "Record" option is "on the local computer". For Licensed Users the "Record" option will also allow you to record your meeting "in the cloud". |
For more information regarding meeting scheduling and avoiding disruption, please reference the following article on Working with Zoom.
Inviting Participants
After saving the newly scheduled meeting the window will automatically refresh and then present you with your "Meeting ID" and the "Join URL".
At minimum, to invite people to your Zoom meeting simply copy the Join URL and share it.
To craft a better invitation, click the "Copy the Invitation" button to the side of the Join URL. Copy the text in the window that appears and send that in an email to your invitees.
Re-Use Of Meeting IDs
A standard meeting ID will expire 30 days after the meeting is scheduled or started. You can re-start a Zoom meeting with the same meeting ID within that 30 days.
A recurring meeting ID will expire 365 days after the meeting is first started. You can re-use the meeting ID for future occurrences within that 365 days.
If one of your previous meetings was compromised, a similar disruption could happen again if you use the same ID. Consider using unique IDs instead. Although they are less convenient than using a recurring meeting ID or your personal Zoom room, unique IDs make it harder for previous disruptive participants to join future meetings.
Help On Zooms Web Site
You can find more detailed instructions, including how to use the Zoom app to schedule and invite, on Zoom's comprehensive help pages.
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