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If you want to know the basic settings you can use when scheduling a Zoom meeting

When scheduling a meeting, follow the basic outline below.  There are only 3 things you have set to schedule a Zoom meeting:

  • The WHAT
  • The WHEN (& HOW LONG)
  • The SECURITY 

And of course, Don't forget to click SAVE

Here is how to start. A run-through of meeting options is below.  The most important sections are in blue and circled in the graphic. 

  1. Log into your Zoom account via the Whitman web portal: whitman.zoom.us
  2. Make sure you are on the Meetings section of your account. If you are not sure, click on the word Meetings in the far left hand side of the window - the word Meetings should be in white text, with a blue background.
  3. Click on the button that says Schedule a Meeting on the far right part of the window.  This opens up a schedule meetings form, with the basic settings you can set for a meeting.  Here is a breakdown of each of these settings page (essential settings are in blue):
    1. Topic:  The name of your meeting, this can be anything from "Office Hours" to a particular class section.  If left blank, your meeting will be described as "X's meeting," where X is your first (given) name in your profile.
    2. Description: More details, but completely optional
    3. Use a Template: Normally not used, but if you saved a particular meeting as a template you can select the template from this drop down menu.  If you use a template, it will fill out the Topic field in for you with whatever was stored in the template.
    4. When:  Select a Date and start time for your meeting.  The drop down times are listed in 30 minute intervals, but you can choose any specific start time you want by typing it in the box and clicking on the pop-up box immediately below the time you entered.
    5. Duration:  Select how long your meeting will last.  Only 15 minute increments are allowed.  This is a soft ending time, and your meeting will not end if you go past the duration (unless you join another meeting).
    6. Time Zone: Select the time zone that you are in.  Any invitations you send out will specify this time zone.
    7. Recurring meeting: Tick this box if this will be a regularly scheduled meeting.  If it is a one-time only meeting, leave it blank.  If it is a recurring meeting, the options are below
      1. Recurrence: Choose either: Daily, Weekly, Monthly, or No Fixed Time  - PRO TIP - using a "No Fixed Time" meeting is a great way of creating meeting that will use the same invitation/link that does not change - even when the meeting time changes from one day to the next. See this page for more information: Creating a Recurring Meeting of No Fixed Time.
      2. Repeat every: Select the frequency of the recurrence as appropriate
      3. End Date: Choose a date for these meetings to end
    8. Registration: (optional) - tick the required box if you want force attendees to register before your meeting. Normally not used
    9. Meeting ID: Let Zoom generate the meeting ID automatically.  This is the recommended setting for almost every meeting.
    10. Security: You must tick at least on of the two options:
      1.  Passcode - Select a passcode for your attendees to enter before they are admitted into the meeting.  This passcode is not the same as your password for your account.
      2. Waiting Rom - Select this to place all attendees into a waiting room, so that you can admit them into the meeting.  This is a security feature that allows you not to admit attendees you do not recognize.
    11. Video:  Select the camera/video settings for you (as the host) and your attendees.  There is no recommended setting.  Having them both on from the beginning can make it easier to interact visually right away.  The option of having the video off at the start of a meeting allows your attendees to turn on the video when they are ready to be seen. 
    12. Audio: Select Both.  This gives your attendees the option of dialing into the meeting with a telephone if they prefer.  Sometimes audio is better produced through a phone call
    13. Meeting Options
      1. Enable join before host - If you do not mind attendees possibly arriving at your meeting before you, then check this.  If you are using a waiting room, the attendee will be in the waiting room, until you join and admit them.  If you do not tick this box, and someone tries to join, they will simply be presented with a message that says they will have to wait for the host to start the meeting
      2. Mute participants upon entry - This makes sure that microphones are turned off when first joining a meeting, or when rejoining from a breakout room.  If microphones are muted, you have to ask permission to unmute a microphone. Each participant has control over when they activate their microphone.
      3. Only authenticated users can join - This prevents anyone outside of the Whitman.edu domain from joining a meeting.  If you have guests from outside of whitman visiting your meeting, do not check this box
      4. Breakout Room pre-assign - An advanced feature that allows you to assign participants into groups.  Breakout rooms can also be created after a meeting starts.  If your meetings do not have many attendees, then do not tick this box and use the Breakout room function during a meeting
      5. Automatically record meeting - This allows you to record your meeting to the Zoom cloud automatically.  Cloud recording is not available for all Zoom account.  Local recording is available to all Whitman zoom accounts.
    14. Alternative Hosts: Place the email address of another Whitman Zoom account holder that can serve as an alternate host.  The account must be a Whitman Zoom account and be of the same level as your account (i.e. a licensed account) This could be a colleague, or a TA.
    15. Interpretation:  This feature allows you to assign a person (or service) to interpret a meeting live.  If you are interested in having language translation, please contact IMS@whitman.edu for more information.
  4. Click on the blue Save button
  5.  You will be presented with a summary of your meeting.  In that summary there are a couple of very useful items:
    1. Invite Link:  a web link/URL for your meeting is displayed.  You can highlight, copy and paste the URL to share it with other.
    2. Copy Invitation: Select this to copy the entire invitation to your meeting, including any access phone numbers.  This copies it to your clipboard
    3. Add to: Google Calendar, Outlook Calendar or Yahoo Calendar. Use these buttons to place the meeting in your preferred calendar.




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