Explain how to create a room for a meeting with Zoom and how to invite and join

Explain how to create a room for a meeting with Zoom and how to invite and join
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*Zoom and services that include the name Zoom are services provided by Zoom Video Communications, Inc.

From July 15, 2022, Zoom will have a 40-minute limit even for meetings with two participants if you have a free subscription. (Previously, it was only for meetings with 3 or more people.)
Companies and organizations using Zoom for business should consider switching to a paid license at this opportunity. 

Zoom is a tool that is widely used for both business and private purposes because even users without an account can participate.

This article explains how to create a room, which is the basic operation of Zoom.

We also introduce a function that allows you to group the users participating in the meeting, so please refer to it as well.

How to create a room with Zoom and how to invite and join

How to create a room with Zoom and how to invite and join

With Zoom, you can mainly create a meeting room in the following three ways, and it is basic to use it according to the scene and the relationship with the other party.

First, let’s take a closer look at each step and how to invite and join the created meeting room.

When creating a room with My Personal Meeting ID

My personal meeting ID is a personal meeting ID set for each user.

Since this ID is basically a fixed value, the advantage is that you can save the trouble of inviting each time by using it with the person with whom you have regular meetings.

How to create a room using My Personal Meeting ID and how to invite/participate are as follows.

desktop app

  1. Launch the Zoom app
  2. Click the “▼” next to “New Meeting”
  3. Check “Use My Personal Meeting ID (PMI)”
  4. Hover over your ID and click “Copy Invitation” from the menu that appears
  5. Paste the copied content into an email or SNS message and send it
  6. Return to the Zoom app and click “New Meeting”
  7. Participants enter the room by clicking the link in the received message
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mobile app

  1. Launch the Zoom app
  2. Tap the “Meetings” tab
  3. Tap “Send Invitation” under your personal meeting ID
  4. Send invitations by any method (message, email, copy to clipboard)
  5. Tap the “Meetings & Chats” tab
  6. Tap “New Meeting”
  7. Turn on Use Personal Meeting ID (PMI)
  8. Tap “Start Meeting”
  9. Participants enter the room by tapping the link in the received message

If you create a room with My Personal Meeting ID, anyone who knows the ID can enter the room 24 hours a day.

However, while it does not take time to invite, there is also the risk of someone accidentally entering the room while you are in a meeting with another person.

When creating a room for immediate holding

When creating a room for immediate holding

When conducting an immediate meeting, the flow is to invite after creating a room with the Zoom app.

To issue an invite link after starting a meeting, follow these steps:

desktop app

  1. Launch the Zoom app
  2. Click “New Meeting”
  3. Click “Participants” from the menu at the bottom of the screen
  4. Click “Invite” at the bottom right of the screen
  5. Select “Contacts” or “Email” to send a message
  6. Participants enter the room by clicking the link in the received message

You can also find the invite link by clicking “Meeting Information” in the upper left corner of the meeting screen.

When inviting via SNS, chat, etc., it is convenient to copy and use the invitation link from here.

mobile app

  1. Launch the Zoom app
  2. Tap “New Meeting”
  3. Tap “Start Meeting”
  4. Tap “Participants” from the menu at the bottom of the screen
  5. Tap “Invite”
  6. Send invitations by any method (email, message, contact, copy to clipboard)
  7. Participants enter the room by tapping the link in the received message

Scheduling to create a room for a later date

Scheduling to create a room for a later date

If you are planning to hold a meeting on another day, it will be smoother if you create a room in advance from the schedule settings.

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The method of creating a room from the schedule settings and the flow of pre-invitation are as follows.

desktop app

  1. Launch the Zoom app
  2. Click “Schedule”
  3. Set the meeting topic (title)
  4. Set the start date and time (check “Recurring meeting” if the meeting is to be held on a regular basis)
  5. Select a meeting ID (usually ‘automatically generated’)
  6. Check if you want to use the “waiting room” function
  7. Set video on/off
  8. Select calendar service for sending invitation emails
  9. Click “Save”
  10. Participants click a link in the message to enter the room at the scheduled date and time

mobile app

  1. Launch the Zoom app
  2. Tap “Schedule”
  3. Set the meeting topic (title)
  4. Set start date and time (set repeat for recurring meetings)
  5. Select ON/OFF for “Use Personal Meeting ID” (usually OFF)
  6. Check if you want to use the “waiting room” function
  7. Set video on/off
  8. Tap “Save”
  9. Select calendar service to register schedule
  10. Enter the email address of the invitee
  11. Select notification time and display method
  12. Tap “Add”
  13. Participants tap a link in the message to enter the room at the scheduled date and time

How to create rooms for grouping Zoom participants

How to create rooms for grouping Zoom participants

Zoom has a feature called “breakout rooms” that allows you to divide participants into Contacts and Channels . You can add contacts, create contact groups during a meeting.

This function is recommended for group work during interviews and training, as you can create smaller rooms within a room.

Next, I will explain how to make a room using a breakout room.

Enabling breakout rooms

To use breakout rooms, you need to activate the function in advance on the Zoom website.

To enable breakout rooms, follow these steps:

You can also join a breakout room from a smartphone or tablet, but the operation to create a room is only available on the PC version.

  1. Go to the Zoom website (https://zoom.us/) and sign in
  2. Click “Settings”
  3. Click on the “Meetings” tab
  4. Scroll down to the “Breakout Rooms” section and check to enable

When creating a room and assigning participants in advance

  1. Go to the Zoom website (https://zoom.us/) and sign in
  2. Click “Schedule a meeting”
  3. Set the meeting name, date and time, etc.
  4. Check “Breakout room pre-allocation” in meeting options
  5. Click “+Create Room”
  6. Configure group creation and user assignments to each group
  7. Click “Save”
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To create rooms and assign participants after the meeting starts

  1. Launch the Zoom app and start the meeting
  2. Click “Breakout Room” from the menu at the bottom of the screen
  3. Set number of groups and allocation method (automatic or manual)
  4. Click “Start all sessions”

summary

  • With Zoom, you can create a room from your personal ID, instant meeting, and scheduling functions.
  • Personal ID is limited to use with a specific person, basically it is recommended to use the immediate meeting or schedule function
  • When doing group work during a meeting, it is convenient to create a small room with the “breakout room” function

By using Zoom, you can create a room for various occasions, such as regular company meetings, meetings, and private drinking parties.

All the functions introduced this time can be used from the free plan, but more functions can be used with the paid plan, so if you are using it for business, please consider this as well.