Setting up a meeting is easy with Zoom! How to use the schedule function

Setting up a meeting is easy with Zoom! How to use the schedule function
Notes
・Since this content is intended to provide general information, it includes initiatives in which we are not involved.
・Photos and images used in the article are images. It may differ from the content provided by the actual product or service.
・The content of this blog is based on the information at the time of publication. Therefore, regarding the content of the product, images and operation procedures may differ from the current version due to version upgrades.

*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 of 3 or more people.)
Companies and organizations using Zoom for business should consider switching to a paid license at this opportunity. 

“Zoom” is highly rated as a tool for web conferences, seminars, and training.

With Zoom, you can start a meeting immediately when you need it, or you can schedule a meeting by specifying the date and time.

Here, we explain how to schedule a meeting and let participants know about it.

We also introduce points that you should know when holding a meeting with Zoom, so if you are planning to use Zoom, check it out in advance.

Steps to schedule a meeting on Zoom

Steps to schedule a meeting on Zoom

First, we will explain how to schedule a Zoom meeting and the flow of invitations on each device such as a computer, smartphone, or tablet.

The operation method differs between the app and the browser, so let’s check it out.

Desktop app (PC)

Here are the steps to schedule a meeting with Zoom’s desktop app:

  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. Check if you want to use the “waiting room” function
  6. Video on/off at the start of the meeting can be set separately for the meeting host and participants
  7. Select calendar service for sending invitation emails
  8. Click “Save”

If you want to hold a regular meeting such as a monthly meeting on Zoom, it is convenient to check the “Regular meeting” item.

If you select a recurring meeting, you can set the recurrence setting from the linked calendar service after saving the schedule.

Also, when the waiting room function is turned on, participants enter the meeting ID and password, and then join the meeting after receiving the host’s approval.

See also  How to use the video conferencing system [Zoom]? Comprehensive explanation of functions and prices

This is an effective function to prevent users who obtained the password illegally from participating in the meeting.

Mobile app (smartphone/tablet)

Here are the steps to schedule a meeting from a mobile app, such as a smartphone or tablet:

  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. Check if you want to use the “waiting room” function
  6. Set video on/off
  7. Tap “Save”
  8. Select calendar service to register schedule
  9. Enter the email address of the invitee
  10. Select notification time and display method
  11. Tap “Add”

In the case of the mobile app, a screen for setting notifications and participants will be displayed after saving the schedule.

You can add participants later, so there is no problem if you do not set them when you register the schedule.

Web browser (common)

The procedure for setting a Zoom schedule using a web browser 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. Select a meeting ID (usually ‘automatically generated’)
  8. Check if you want to use the “waiting room” function
  9. Set video on/off
  10. Click “Save”

After saving the schedule, you can choose the calendar service to add the event to and check the invite link.

You can copy the template sentence by clicking “Copy invitation”, so let’s notify the participants by e-mail etc.

Actions Related to Scheduled Meetings

Even if you have saved the schedule once, you can edit each item such as time and security later.

Next, let’s review the procedures for operations related to scheduled meetings.

Change your schedule settings

Here’s how to edit a meeting scheduled on the desktop or mobile app.

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

Here are the steps to edit a scheduled meeting in your browser:

  1. Go to the Zoom website and sign in
  2. Click “Meetings” from the left menu
  3. Hover over the meeting you want to edit
  4. Click Edit from the right-hand menu of the meeting you hovered over
  5. Edit as needed and click “Save”

If you want to delete a scheduled meeting, follow the same steps as above, click “Edit” from the menu and select “Delete”.

See also  Zoom's voting function can activate webinars, classes, and meetings with a large number of people!

Start meeting at scheduled time

Follow the steps below to start a scheduled meeting on the desktop or mobile app.

  1. Launch the Zoom app and click on the “Meetings” tab
  2. Click the “Start” button in any meeting
  3. Here are the steps to start a scheduled meeting in your browser:
  4. Go to the Zoom website and sign in
  5. Click “Meetings” from the left menu
  6. Hover over the meeting you want to start
  7. Click “Start”

If the waiting room function is turned on, after the meeting starts, the participants who enter the waiting room are accepted in order, and the meeting starts.

Points to know when conducting a meeting on Zoom

When holding a meeting with Zoom, there are points that you should know in addition to setting the schedule.

Finally, let’s take a closer look at how to use Zoom, which you should check before setting the schedule.

The difference between the two types of meeting IDs

When scheduling a meeting on Zoom, there is an option to select a meeting ID.

There are two types of meeting IDs, “instant meeting ID” and “personal meeting ID”, and usually “instant meeting ID” is used.

The Instant Meeting ID is an 11-digit number created for each room.

If you select “automatically generate” in the scheduling Zoom webinar window smaller, other options will move to [ Details ]. There are also new settings, it will be an instant meeting ID, and a new number will be issued for each meeting.

On the other hand, personal meeting ID is a personal ID number assigned to each user.

It will be issued automatically when you complete your account registration with Zoom, and basically you will continue to use the same number.

If you let an unspecified number of people know your personal meeting ID, another user may enter at an unexpected time and cause trouble.

Normally, it is a good idea to use the instant meeting ID and inform the personal meeting ID only to those who use Zoom regularly.

Before participating, check how to use it with a test operation

Zoom has a page where you can test audio and video behavior. ( https://zoom.us/test )

When using Zoom for seminars and training, if there is a problem with the audio or video, the satisfaction of the participants may decrease.

It’s a good idea to test connectivity with your peripherals before starting your scheduled meeting.

Pay attention to the call time limit for the free plan

Pay attention to the call time limit for the free plan

With Zoom, you can choose a contract plan from multiple licenses, from a basic plan that can be used free of charge to a paid plan recommended for corporate introduction.

See also  How to change your name displayed during a Zoom meeting [PC/smartphone]

For personal use, the free plan is sufficient, but please note that the free plan has the following limitations.

  • Up to 40 minutes per call, even for meetings with two participants
  • Recorded data can only be saved in the local area

When using Zoom for company meetings, etc., the 40-minute time limit may be inconvenient.

If you have a Pro or higher plan, you can freely make group calls without time limits, so consider a paid plan if you are likely to have a meeting of 40 minutes or more.

summary

  • In Zoom, you can specify the date and time of the meeting and add it to the schedule
  • It is also possible to edit the contents of the saved schedule later.
  • The free plan limits calls to 40 minutes, so if you want unlimited use, we recommend using a paid plan.

In addition to the scheduling feature, Zoom is packed with useful features such as screen sharing and virtual backgrounds.

If you are planning to introduce telework or work from home, please consider using Zoom.