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

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. Topic: Give each meeting a unique topic so meeting recordings have unique file names. 
   2. When: Enter the meeting start date and time.
   3. Duration: Enter how long the meeting will last.
      • To make it a recurring meeting, check Recurring meeting and enter recurrence information. 
   4. Attendees: Enter user names or email addresses of attendees.
   5. Registration: Check the box for registration if required.
   6. Meeting ID: Check Generate Automatically. Randomly generated meeting IDs are harder to guess.
   7. Whiteboard: Add a Whiteboard if desired.
   8. Security
      
      • Passcode: If feasible, add a passcode.
      • Waiting Room: The host will need to admit users into the meeting.
      • Require authentication to join: Require attendees to be signed into Virginia Tech or Zoom and add authentication exceptions here.
   9. Video: Turn on/off host/participants video. You can allow participants to share video during the meeting. 
   10. Next to Audio, choose Computer audio or Both.
   11. Options
       
       • Uncheck Allow participants to join anytime to prevent unwanted use of the meeting and/or extra meeting recordings. 
       • Check Q&A to allow participants to ask questions during the meeting.
       • Check Mute participants on entry to prevent interruption.
       • Check Automatically record meeting to record automatically to the cloud.
       • Enter in Alternative Hosts. Alternative hosts must be part of the same Virginia Tech account.
         • If you can't add someone, please have them sign into Virginia Tech Zoom, then try again.
   12. 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. To make it a recurring meeting, check Recurring meeting. To set No Fixed Time meetings, see Scheduling No Fixed Time Meetings in Zoom.
   3. Under Attendees, enter emails or names of participants to invite.
   4. Set Meeting ID to Generate Automatically.
   5. Under Security, at least one option must be selected. Choose Passcode, Waiting Room, and/or Only authenticated users can join.
   6. Under Video, turn on/of host/participants video.
   7. Under Audio Options, choose Telephone, Computer audio or both. 
   8. 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. 
   9. Under Advanced Options, allow participants to join anytime, enable Q&A, mute participants upon entry, automatically record meeting, and/or addd alternative hosts.
   10. Use the drop-down to choose a Purpose.
   11. 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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