Zoom meetings enable you to hold collaborative discussions where all participants can share their camera, audio and screen.

In Zoom, you can host meetings by scheduling a future time or inviting participants to an ad hoc meeting. Meeting hosts are also able to name other participants as alternative or replacement hosts.

A Zoom meeting is different to a Zoom webinar. Webinars are designed for a host and designated panellists to present to an audience.

1. Organising a future Zoom meeting

You can schedule Zoom meetings through Zoom on your desktop or via UQ's Zoom web interface. These instructions will let you schedule a meeting, and generate an email invitation that you can share with participants.

If you wish to host a Zoom meeting with more than 100 participants, submit an IT request.

You can also set up a meeting with multiple 'alternative hosts'. This allows others to host the meeting if you can’t attend, as well as letting you schedule a meeting on behalf of another Zoom user. The first alternative host to join the meeting will automatically become the host. The user who scheduled the meeting can reclaim host controls from within the meeting by selecting ‘Participants’, then ‘Reclaim Host’.

Setting up with Zoom on your desktop

  1. Open Zoom on your desktop, and log in if required.
  2. Select ‘Schedule’.
  3. Enter a meeting title in the ‘Topic’ field.
  4. In the ‘When’ section, select a start date, time and expected duration for the meeting. Tick the ‘Recurring meeting’ box if want to make this a regular meeting.
  5. In the ‘Video’ section, choose whether ‘Hosts’ and ‘Participants’ can use video in the meeting by marking the radio buttons ‘On’ or ‘Off’.
  6. In the ‘Audio Options’ section, leave the setting on ‘Both’.
  7. In the ‘Meeting Options’ section, you have access to the following options by selecting ‘Advanced Options’:
    • Tick ‘Require meeting password’ to set a password for the meeting, then enter a password in the text field that appears
    • Tick ‘Enable join before host’ to allow meeting participants to join before the host arrives at a Zoom meeting
    • Tick ‘Mute participants upon entry’ to ensure that a meeting in progress is not disturbed by joining participants
    • Tick ‘Use Personal Meeting ID’ to create a meeting ID attached to your Zoom login (instead of a randomly generated Meeting ID number).
    • If you wish to assign another Zoom user as a meeting host, enter their email address in the ‘Alternative hosts’ field.
  8. In the 'Calendar' section, select a calendar application to schedule the meeting. Zoom will generate a meeting invitation with connection details, and you can share this with your meeting participants.
  9. Select 'Schedule' to finalise.

Setting up through the UQ Zoom web interface

  1. Visit the UQ Zoom web interface and log in with your UQ username and password.
  2. Select ‘Meetings’ from the menu, then the ‘Schedule a New Meeting’ button.
  3. Enter a meeting title in the ‘Topic’ field.
  4. Next to ‘When’, select a start date, time and expected duration for the meeting.
  5. Tick the ‘Recurring meeting’ box if want to make this a regular meeting. In the new options which appear, you can set the ‘Recurrence’ field to ‘No Fixed Time’ to create a permanent meeting.
  6. In the ‘Meeting Options’ section, you have access to the following:
    • Tick ‘Require meeting password’ to set a password for the meeting, then enter a password in the text field that appears
    • Tick ‘Enable join before host’ to allow meeting participants to be join before the host arrives at a Zoom meeting
    • Tick ‘Mute participants upon entry’ to ensure that a meeting in progress is not disturbed by joining participants.
  7. If you wish to assign another Zoom user as a meeting host, enter their email address in the ‘Alternative Hosts’ field.
  8. Select ‘Save’ to finalise.
  9. To create an Outlook calendar invite, choose ‘Outlook Calendar (.ics)’ in the ‘Time’ section. This will generate an ICS file, which you can open in Outlook to create an Outlook meeting invitation.
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2. Inviting participants to an active Zoom meeting

As you are starting a Zoom meeting, there are four ways you can invite participants in. Follow these steps, then choose an invitation method:

  1. Open Zoom, and log in if required.
  2. Select ‘Start with video’ from the home menu to begin hosting a Zoom video meeting. You can also select ‘Start without video’ if you want an audio-only meeting.
  3. Select ‘Invite’ from the bottom menu of the meeting window. The invitation menu will show you a range of options for inviting participants to your meeting:

Option 1: Invite participants via email

  1. Select the ‘Invite by Email’ tab, if not already selected.
  2. Choose an email service to automatically generate an invitation email. This will create a draft email.
  3. Modify the email as required, then send it to your meeting participants.

Option 2: Invite participants via Zoom chat

  1. Select the ‘Invite by Contacts’ tab.
  2. Enter a participant’s name, or choose from the list of UQ Zoom users.
  3. Select ‘Invite’.

Option 3: Invite participants by pasting a URL or text into other email or chat programs

  1. Select ‘Copy URL’ or ‘Copy Invitation’. This will copy a Zoom meeting URL or the draft invitation to your device’s clipboard.
  2. Paste the URL or text into your email or chat program, then send your message to meeting participants.

This URL is only useful to other Zoom users. If you want to invite users who connect from other desktop videoconferencing programs, or from room-based videoconferencing systems, you’ll need to send the full invitation.

Option 4: Invite a room-based videoconferencing system

If a meeting participant asks you to dial them in to a Zoom meeting or presentation, you will need to invite the videoconferencing system in the room they're in. Request the room address from the meeting participant, then:

  1. Select the ‘Invite a Room System’ tab.
  2. Select the ‘Call Out’ tab.
  3. Enter the videoconferencing address of the room system you wish to call.
  4. Select the 'H.323’ or ‘SIP’ radio button, depending on the address.
  5. Select ‘Call’.

For further instructions on joining a Zoom meeting from a room-based system, see Joining or leaving a Zoom meeting.

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3. Ending a Zoom meeting

In Zoom, all participants can leave a meeting, which means you log out but the meeting can continue without you. Meeting hosts are also able to end a meeting, where you close the meeting for all participants.

A host may name a new host before leaving, so the meeting can continue without them. You can name a new host by arranging an alternative host when you schedule the meeting (see Organising a future Zoom meeting). You can also name a new host from within the meeting.

To end a meeting from Zoom on your desktop, select 'End Meeting' then 'End Meeting for All'. If you wish to name a replacement host, go to 'Manage Participants', hover over the name of the person you wish to make the host, select 'More' and 'Make Host'. You can then select 'End Meeting' and 'Leave' to quit the meeting.

To end a meeting from Zoom on your mobile device, select 'End' then 'End Meeting'. If you wish to name a replacement host, go to 'Participants' then select the name of the person you wish to make the host. Select 'Make Host', then 'Yes'. You can then select 'Leave' and 'Leave Meeting' to quit the meeting.

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