Setting up Zoom Rooms & Meetings

To schedule a meeting in the Zoom program, go to the Meetings tab and click the + button. (Alternatively, go to the Home tab and click Schedule.) You will see 3 options that will allow you to schedule the meeting. For Zoom beginners, we recommend scheduling from Zoom ("Schedule Meeting"), but you can also schedule from Outlook or from Google Calendar.

Once you click Schedule Meeting, you can set the name and time of the event, as well as change some settings for the meeting. After you click Schedule, Zoom will create the meeting, and it will be visible under the Meetings tab in both the Zoom program and at https://emory.zoom.us/ Links to an external site.. (Zoom will also open the calendar function that was selected, which you can read more about on the Zoom Support site for Scheduling meetings Links to an external site..)

To schedule a meeting in the Zoom portal, login to https://emory.zoom.us/ Links to an external site., go to the Meetings tab, and click the Schedule a Meeting button.

Here, you can set the name of the meeting, the time and duration, the Meeting ID, and various other settings. (See below for more information about scheduling recurring meetings.) When you are done, click Save.

After you click Save, Zoom will create the meeting, and it will be visible under the Meetings tab in both the Zoom program and the Zoom portal. (See below for more information about adding meetings to your calendar and inviting others.)

Scheduling recurring meetings Links to an external site. works the same way as scheduling a one-time meeting (see above), but you will check the "recurring meeting" option. Recurring meetings allow you to use the same link multiple times.

If you schedule from Outlook or Google Calendar, you can create a calendar event that has the specified date and time for the meeting (e.g. Mondays at 1 PM from January 20th to May 10th). The meeting invitation will have a calendar (.ics) file that anyone can import into their calendar of choice. If you schedule from Zoom (i.e. without using any external calendar), the meeting will have no fixed time. (Regardless of how you schedule the meeting, the link will be functional at all times.)

You can use your Personal Meeting ID for Zoom meetings like those you would have in your office - office hours, one-on-one meetings, or other small meetings. This can be for impromptu meetings ("Let's chat in 5 minutes"), or you can schedule meetings in advance so that they can be more easily added to your and your invitees' calendars. By default, your Personal Meeting ID is set up and ready for you to use.

As mentioned previous, even if you specify the time of a Zoom meeting, the link will still be functional outside of those times. Thus, anyone with your Personal Meeting ID has access to your "office". This is in part why using your Personal Meeting ID is helpful and convenient for back-to-back meetings, as you can simply stay in your Zoom "office" while others come to you. If you have the Waiting Room enabled, this like your office door is closed - anyone that opens the link will be in the waiting room until you admit them. If this option is not enabled, it is like your office door is open and anyone with the link can "walk in".

This is also another reason why it is recommended to create new meetings for larger group events rather than using your Personal Meeting ID. (Just as you don't want your entire class knocking on your office door during an important meeting, you don't want the same to happen with an e-meeting!)

Please review the differences between host, co-host, and alternative host to decide who should set up the Zoom meeting for your class. The host needs to be present at every meeting. Thus, if you are coordinating a class but will not be regularly attending it, you should have the TA or instructor of record schedule the meeting.

The host (whoever schedules the meeting) can add alternative hosts that can start the meeting before the host joins the meeting. This may be helpful if there are co-instructors or multiple TAs. Note that alternative hosts do not have full host privileges; however, the host can designate someone else as a host during a meeting and then leave, as needed.

In general, you should create one link for each class that you teach and post the meeting information on Canvas. However, you could also create one link per module or per unit depending on how your class is structured and what makes the most sense for who is hosting the meetings.