The Zoom Help Center has full instructions on using Zoom. The instructions below are specific to Virginia Tech. To see other Zoom topics, please see Video Conferencing - Holding Zoom Conferences on a PC or Mobile Device.

This article details how to schedule meetings in Virginia Tech Zoom.

Contents

• Scheduling from the Web Portal
• Scheduling from the Zoom Client
• Scheduling from the Mobile App
• Scheduling from Microsoft Outlook
• Getting Help

Instructions

Scheduling from the Web Portal

1. Log into the Virginia Tech Zoom Web Portal with your Virginia Tech Username (PID) and password.
   
   • If you've forgotten your PID, go to Finding My Forgotten VT Username (PID).
   • If you've forgotten your PID password, go to Changing or Resetting My Password.
2. From the left menu, click Meetings.
3. Click Schedule a New Meeting.
   
   
   
   
4. Enter meeting information: 
   
   1. Give each meeting a unique Topic, so meeting recordings have unique file names. 
   2. Enter the meeting start time and Duration.  
   3. To make it a recurring meeting, check Recurring meeting and enter recurrence information. 
   4. Check the box for Registration if required.
   5. Choose Meeting Options.
      
      • Meeting ID - Check Generate Automatically. Randomly generated passwords are harder to guess. 
      • Meeting Passcode - If feasible, check Require meeting passcode.
      • Video - Turn on/off host/participants video. You can allow participants to share video during the meeting. 
      • Meeting Options
        
        • Uncheck Enable join before host to prevent unwanted use of the meeting and/or extra meeting recordings. 
        • Check Mute participants on entry to prevent interruption.
        • Check Only authenticated users can join the box and choose a profile from the drop down (you will only see this option if you enabled Only authenticated users can join meetings in your default meeting settings):
          
          • Need to be signed into Zoom: participants must be signed into a Zoom account to join the meeting.
          • Need to be signed into Virginia Tech Zoom: participants must be Virginia Tech affiliates signed into Virginia Tech Zoom. 
   6. Next to Audio, choose Computer audio. 
   7. For Options, click Show to bring up more settings for breakout rooms, Q&A, automatic recording, Alternative Hosts, etc.
   8. Use the drop-down to enter a Purpose.
5. Scroll down and click Save. The meeting will be saved and you'll go to the Manage page for the meeting.
   
   • You can choose to add the meeting to your Outlook or Google calendar.
   • If you want to begin the meeting immediately, click Start.
   • You can copy the meeting's Join URL or meeting invitation text to your clipboard. 
     
     

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Scheduling from the Zoom Client

1. Open and log into the Zoom client.
2. Click Schedule.
   
   
   
   
3. Enter the meeting information: 
   
   1. Enter the meeting Topic and Date & Time.  
   2. Set Meeting ID to Generate Automatically.
   3. To make it a recurring meeting, check Recurring meeting. To set No Fixed Time meetings, see Scheduling No Fixed Time Meetings in Zoom.
   4. Under Security, at least one option must be selected. Choose Passcode, Waiting Room, and/or Only authenticated users can join.
   5. Under Video, turn on/of host/participants video.
   6. Under Audio Options, choose Telephone, Computer audio or both. 
   7. Under Calendar, you can choose to add the meeting to Outlook, Google, or a different calendar. If you don't have Outlook or Google Calendar, the Zoom client will prompt you to install and/or link to the appropriate calendar. 
   8. Under Advanced Options, use the drop-down to choose a Purpose.
   9. Under Interpretation, you can assign an interpreter to different audio channels that participants can enable during the meeting. Note this option is only available if the Meeting ID is generated automatically.
4. Click Save.
   
   

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Scheduling from the Mobile App

1. On the mobile app home screen, tap Schedule.
   
   
   
   
2. Enter a meeting name, start time and duration, choose security and meeting options, and click Advanced Options to set a purpose. Tap Save. 
   
    
   
   
3. Tap on the scheduled meeting in the app.
   
   
   
   
4. Click Add invitees then Copy to clipboard to copy the meeting invite to share with others.
   
   
   

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Scheduling from Microsoft Outlook

Install the Zoom Plugin

1. Go to the Zoom Download Center.
2. Download and install Zoom Plugin for Microsoft Outlook.
   
   • The Zoom Plugin for Microsoft 365 is only available for PC.
   • If you have a Mac, use the Outlook Web App instead. 
3. Restart Outlook. 

Schedule the Meeting

1. Open Outlook on your computer.
2. Near the upper left, click Schedule a New Meeting. A new window will appear.
   
   
   
   
3. Change the options as needed and choose a Purpose from the drop-down menu.
   
   
   
   
4. Enter the meeting information: 
   
   1. Enter the meeting Topic, Start time, and Duration.  
   2. Set Meeting ID to Generate Automatically.
   3. To make it a recurring meeting, check Recurring meeting. 
   4. Under Password, click Require meeting password.
   5. Enable a Waiting Room.
   6. Under Video, turn on host video. Turn off participant's video. 
   7. Under Audio Options, click Computer audio Only. 
   8. Under Advanced Options, use the drop-down to enter a Purpose.
   9. Under Calendar, you can choose to add the meeting to Outlook, Google, or a different calendar. If you don't have Outlook or Google Calendar, the Zoom client will prompt you to install and/or link to the appropriate calendar. 
5. Click Save. You'll see an automatically generated email about the Zoom meeting. You can edit the email. 
6. Check that the Start Time and End Time of the meeting are correct.
   
   • You can make the meeting recurring here.
   • To set No Fixed Time meetings, see Scheduling No Fixed Time Meetings in Zoom.
7. Add participants you wish to invite in the Required email field.
8. Click Send. 
   
   
   
   

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Getting Help

For instructions on resolving common issues with Zoom, see: Video Conferencing - Troubleshooting Zoom.

• Go to 4Help, log in with your Virginia Tech Username (PID) and password, and click Get Help.
• Call 540-231-4357.

For problems using Zoom, contact Zoom Support:

• Search Zoom documentation in the Zoom Help Center.
• Chat live (24-7) with Zoom support. Go to Zoom Video Communications Technical Support and click Chatbot.
• Call Zoom support (24-7) at 888-799-9666 ext 2.
• Check the status of Zoom services.

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