Explain how to reserve a Zoom meeting and how to invite and join

In this article, we will explain how to book a Zoom meeting on each device such as PC, smartphone, and tablet.

We have also summarized the procedure for inviting and participating in Zoom meetings, so if you use Zoom meetings regularly, please refer to it.

How to book a Zoom meeting

Zoom meeting reservations can be operated from each device such as a computer or smartphone.

First, let’s take a closer look at how to book a Zoom meeting using the desktop app, mobile app, or web browser.

How to book from the desktop app

Here‘s how to book a meeting with the desktop app version of Zoom.

1. Launch the Zoom app and click “Schedule”
2. Set the meeting topic (title)
3. Set the start date and time (check “Recurring meeting” if the meeting is to be held on a regular basis)
4. Select Meeting ID (Automatically Generated/Personal Meeting ID) (usually “Automatically Generated”)
5. “Passcode” setting (usually checked)
6. Check if you want to use the “waiting room” function
7. Video on/off at the start of the meeting can be set separately for the meeting organizer (host) and participants
8. Select audio (select “computer audio” if not using a phone)
9. Select the calendar service to register the schedule (Outlook, Google Calendar, etc.)
10. Check advanced options if needed
11. Click “Save”

Once saved, the specified calendar service will start.

For recurring meetings, set the recurrence details here.

How to book from the mobile app

Here’s how to book a meeting with the mobile app version of Zoom.

1. Launch the Zoom app and tap “Schedule”
2. Set the meeting topic (title)
3. Set start date and time (set repeat for recurring meetings)
4. Select ON/OFF for “Use Personal Meeting ID” (usually OFF)
5. “Passcode” setting (usually checked)
6. Check if you want to use the “waiting room” function
7. Video on/off at the start of the meeting can be set separately for the meeting organizer (host) and participants
8. Select audio options (select “device audio only” if you don’t use the phone)
9. Check meeting details options if needed
10. Tap “Save”

How to make a reservation from a web browser

The method for booking a meeting on the web version of the Zoom portal is as follows.

1. Go to the Zoom website and sign in
2. Click “Meetings” from the left menu
3. Click “Schedule a Meeting”
4. Set the meeting topic (title)
5. Enter meeting description (optional)
6. Set the start date and time (If the meeting is to be held regularly, check “Recurring meeting” and set the repeat)
7. Check if registration is required for the meeting (registration URL will be issued instead of participation URL)
8. Select a meeting ID (usually ‘automatically generated’)
9. Check if you want to use the “waiting room” function
10. Set video on/off when meeting starts
11. Select audio (select “computer audio” if not using a phone)
12. Check meeting options if needed
13. Click “Save”

In the case of the web version of Zoom, select the calendar service after saving the schedule.

Reservation method using plug-ins/extensions

By downloading the Outlook plugin and Google Calendar extension, you will be able to book Zoom meetings from these tools.

Next, let’s take a closer look at how to book a Zoom meeting using different tools.

How to make a reservation from the Outlook plug-in

Downloading the “Zoom Microsoft Outlook Plugin” allows you to create a Zoom meeting from Outlook or set an existing meeting event to a Zoom meeting.

The plugin can be downloaded from the Zoom Download Center .

Here’s how to book a Zoom meeting using the Outlook plugin.

1. Start Outlook
2. Click “Schedule Meeting”
3. Set each item in the same procedure as when making a reservation from Zoom
4. Click “Continue”

If you want to set a meeting event that has already been created on the Outlook side to a Zoom meeting, perform the above operation while the event is open.

How to Book from Google Calendar Extension (Chrome)

By installing the “Zoom Scheduler Chrome Extension”, you will be able to book Zoom meetings directly from your Google Calendar.

The extension can be installed from the Google Chrome web store .

Here’s how to book a Zoom meeting using Google Calendar.

1. Launch Google Calendar from Google Chrome browser
2. Click “Create” or an existing meeting event
3. Set each item in the same procedure as when making a reservation from Zoom
4. Click “Make it a Zoom Meeting”

The Firefox version of the Google Calendar extension is also available, and you can reserve a Zoom meeting using the same procedure.

Operations related to scheduled Zoom meetings

Once you’ve booked your Zoom meeting, you’ll need to notify members who plan to attend.

Finally, let’s take a closer look at how to invite and join a Zoom meeting, and how to change the schedule settings in the middle.

Invitation to Zoom meeting

The procedure for notifying participants of a reserved Zoom meeting is as follows. (App version)

1. Launch the Zoom app and tap “Meeting”
2. Click on the meeting you want to invite
3. Click “Copy Invitation” from the menu on the right side of the screen
4. Paste and send the invitation in Zoom chat or email

Join a Zoom meeting

To join a Zoom meeting, simply open the link in the invitation email at the specified time.

Depending on the host’s settings, you may enter the “waiting room” first, and then receive the host’s approval to join the meeting.

Change schedule settings

If you want to change the content of a reserved Zoom meeting, follow the steps below. (App version)

1. Launch the Zoom app and click “Meeting”
2. Click on the meeting you want to edit
3. Click “Edit” from the menu on the right side of the screen
4. Edit as needed and click “Save”

You can also delete a reserved Zoom meeting with the same operation.

summary

• • You can make advance reservations for Zoom meetings from the app / browser

• By using the add-in, you can create Zoom meetings from Outlook and Google Calendar

• You can edit  webinar page. Here you will see a list of scheduled meetings and notify participants from the “Meetings” page of the app.

By using Zoom’s reservation function, you can prevent double bookings and omissions in meetings.

If you’ve only used it for instant meetings so far, give the booking feature a try.