Organising a Zoom meeting

To schedule a Zoom meeting on your desktop, watch the video guide or read the steps: 

Watch: How to schedule a Zoom meeting 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. Set a start date and time.
5. You'll then have the following options:
   • To make this a regular meeting, tick the 'Recurring meeting' box.
   • To use the personal meeting ID attached to your account, instead of a randomly generated meeting ID, select 'Personal Meeting ID' in the 'Meeting ID' section.
   • To set a password for the meeting, tick 'Require meeting password' in the 'Password' section, and then enter a password. Ensure that participants are given this password before the meeting.
6. In the 'Video' section, choose whether 'Hosts' and 'Participants' video will start automatically when the meeting begins.
7. In the 'Audio' section, leave 'Telephone and Computer Audio' selected.
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. In the 'Advanced Options' section, you have the following options:
   • To allow participants to join a waiting room before joining the meeting, tick 'Enable waiting room'. The meeting host will have the option to allow participants to join the meeting when ready.
   • To allow meeting participants to join before the host arrives at a Zoom meeting, tick 'Enable join before host'.
   • To ensure that a meeting in progress is not disturbed by joining participants, tick 'Mute participants upon entry'.
   • To restrict access to the Zoom meeting to UQ users only, select 'Only authenticated users can join'.
   • To record the meeting as soon as it's started, tick 'Automatically record meeting'. Choose 'Locally' to save the recording to your computer, or 'In the cloud' to save the meeting to a cloud server. The person who scheduled the meeting will receive an email link to the cloud server recording once the recording has been processed.
   • Ignore the 'Enable additional data centre regions for your meeting' option.
   • If someone has allowed you to schedule a meeting on their behalf, tick 'Schedule For' and click the drop-down menu to select their name.
   • To assign another Zoom user as a meeting host, enter their email address in the ‘Alternative hosts’ field. The first alternative host to join the meeting will automatically become the host. You can reclaim host controls from within the meeting by selecting ‘Participants’, then ‘Reclaim Host’.
10. Select 'Schedule' to finalise.

To schedule a Zoom meeting through the UQ Zoom web interface, watch the video guide or read the steps:

Watch: How to schedule a Zoom meeting through the web interface

1. Open the UQ Zoom web interface and log in with your UQ username and password.
2. Select ‘Meetings’ from the menu, then the ‘Schedule a Meeting’ button.
3. Complete the following fields and options:
   • Topic - enter a meeting title.
   • When - select a start date and time.
   • Duration - specify how long the meeting will be for.
   • Time Zone - leave in Brisbane time.
   • Tick 'Recurring meeting' to make this a regular meeting.
   • Registration - tick 'Required if registration is required.
   • Meeting ID - To use the personal meeting ID attached to your account, instead of a randomly generated meeting ID, select 'Personal Meeting ID'.
   • Template - leave blank.
   • Security
     • Tick 'Passcode' to set a password for the meeting, and then enter a password. Ensure that participants are given this password before the meeting.
     • Tick 'Waiting Room' to allow participants to join a waiting room before joining the meeting. The meeting host will have the option to allow participants to join the meeting when ready.
     • Tick 'Require authentication to join' to restrict access to the Zoom meeting to UQ users only.
       • To allow specific external Zoom accounts to join the meeting, select 'Add' next to 'Authentication exception', enter the person's name and email address they are registered with Zoom and click 'Save'.
   • Video
     • Choose whether hosts or participants video will start automatically when the meeting begins.
   • Audio
     • Leave 'Both' selected.
   • Options
     • Tick 'Allow participants to join anytime' to allow meeting participants to join anytime before the host arrives at a Zoom meeting.
     • To ensure that a meeting in progress is not disturbed by joining participants, tick ‘Mute participants upon entry’.
     • To enable the 'Breakout Room' feature for your meeting, tick 'Breakout Room pre-assign'. You can then use the available options to create multiple rooms and pre-assign participants via their email address.
     • To record the meeting as soon as it is started, tick 'Automatically record meeting'. Choose 'On the local computer' to save the recording to your computer, or 'In the cloud' to save the meeting to a cloud server. The person who scheduled the meeting will receive an email link to the cloud server recording once the recording has been processed.
     • Ignore the 'Enable additional data centre regions for your meeting' option.
     • Ignore 'Approve or block entry to users from specific regions/countries'.
     • To assign another Zoom user as a meeting host, enter their email address in the ‘Alternative hosts’ field. The first alternative host to join the meeting will automatically become the host. You can reclaim host controls from within the meeting by selecting ‘Participants’, then ‘Reclaim Host’.
4. Select ‘Save’ to finalise.
5. 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.

To schedule a Zoom meeting through Outlook, make sure you have the Zoom Outlook plugin installed, then watch the video guide:

Watch: How to schedule a Zoom meeting through Outlook

1. Follow the instructions to schedule a meeting through the UQ Zoom web interface.
2. When you get to the meeting options, tick ‘Required’ next to the ‘Registration’ field.
3. Once you have saved the meeting, take note of the ‘Registration Link’. This is the URL you can send to your participants to access the meeting’s registration form.

1. Sign in to the UQ Zoom web interface, select the ‘Meetings’ tab from the side menu, then select an existing meeting from the list.
2. Scroll to the bottom of the page to find the registration details for the meeting, then select the ‘Edit’ option beside the ‘Registration Options’ field to access the meeting’s registration settings. 
3. Use the ‘Registration’ tab to change approval and notification settings:
   • Automatic approval: anyone who registers will receive information on how to join the meeting.
   • Manual approval: anyone who registers will need to be approved by the host before they receive information on how to join the meeting.
4. Use the ‘Questions’ tab to select the basic information you would like to collect from your participants. You can also choose to make these questions required, so participants are forced to provide an answer before submitting their registration.
5. Use the ‘Custom Questions’ tab to create your own multiple choice or short answer questions.
6. Select ‘Save All’ to save your changes.

If you have chosen automatic approval for your meeting, you can scroll to the bottom of a meeting’s management page and select the ‘View’ option beside the ‘Manage Attendees’ field to see a list of people who have registered for the meeting.

If you have chosen to manually approve registration for your meeting, you will need to visit the meeting’s management page and manually approve or deny each registration application. To do this:

1. Sign in to the UQ Zoom web interface, select the ‘Meetings’ tab from the side menu, then select the existing meeting from the list.
2. Scroll to the bottom of the page to find the 'Registration details' for the meeting, then select the ‘Edit’ option beside the ‘Manage Attendees’ field to review a list of attendees who are waiting for approval.
3. Use the checkboxes to select the attendees you wish to approve, then select the ‘Approve’ option. These attendees will automatically receive an email including the meeting’s connection details. 
4. Use the checkboxes to select any attendees you wish to deny, then select the ‘Deny’ option.

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

1. Select the ‘Email’ tab.
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.

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.

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 ‘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’.

If you are unable to obtain the address of the system, it should still be possible for the room-based meeting participant to dial their system into a Zoom meeting by following the connection options shown in the Zoom meeting's invitation.

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

This option will end a Zoom meeting for all participants and alternative hosts.

1. Select 'End' from the bottom menu of the Zoom meeting interface.
2. Select 'End Meeting for All' to end the meeting for all participants and alternative hosts.

If the Zoom meeting contains multiple hosts, the meeting will remain active after the host has left the meeting.

1. Select 'End' from the bottom menu of the Zoom meeting interface.
2. Select 'Leave Meeting'.

If the meeting contains only one host, the host will be asked to assign a new host before leaving the meeting.

1. Select 'End' from the bottom menu of the Zoom meeting interface.
2. Select 'Leave Meeting'.
3. Use the drop down menu to choose a meeting participant as the new host.
4. Select 'Assign and Leave' to leave the meeting.