How to Schedule a Zoom Meeting (2023 Guide)

How to Schedule a Zoom Meeting (2023 Guide)

Zoom is a popular video conferencing software that makes it easy to connect with others for virtual meetings, webinars, etc.

While Zoom is not the only video conferencing tool on the market, and various alternatives exist to fit different needs, it has become increasingly popular due to its user-friendly interface and features.

Whether you are scheduling a meeting for work, school, or personal purposes, the process is relatively straightforward.

In this article, I will walk you through how to schedule a Zoom meeting in just a few steps.

Let’s get right into it.

Scheduling A Zoom Meeting

To schedule a meeting, consider the various ways and interfaces you can use to plan your session.

The most common ones are to use the Zoom desktop app or the web portal.

Using The Zoom Desktop Client (Windows/Mac)

These are the steps to follow if you want to use the desktop client to schedule a meeting:

  • Go to your Zoom account on the desktop client.
  • Choose the Schedule icon.
Scheduling A Zoom Meeting
  • Choose your meeting settings, including date and time, security, video, audio, advanced options, etc.
  • Finally, click Save to finalize the process.
Scheduling A Zoom Meeting - information to enter

You can also set a recurring meeting from the menu if this is what you need.

Using The Zoom Client On The Web

Another way to schedule a meeting is through the web client.

You do not need to have the Zoom desktop client installed on your system, as you can use your web browser to set up the meeting.

To set up a scheduled meeting using the web client, follow the following steps:

  • Sign in to the Web Portal
  • Click Schedule A Meeting
Scheduling A Zoom Meeting on the web
  • Choose the required meeting options
  • Finally, click Save to complete the process
web zoom information scheduling

Other Ways To Schedule A Meeting

The great news about Zoom is that it integrates with both Android and iOS when scheduling a meeting.

You can use the respective mobile apps to schedule a new meeting and invite participants without much hassle.

It also integrates with many popular applications such as Google Calendar, Apple iCalendar, and Microsoft Outlook.

This means that you can easily schedule a meeting from within these applications without needing to open the Zoom app separately.

In addition, there are also plugins available for some of these applications that make scheduling even more accessible.

Scheduling From The Outlook Add-In

You can install the Outlook add-in to schedule a meeting directly from this email application.

Just ensure that you grant the correct permissions to be able to schedule a meeting from within Outlook itself.

To install the Outlook add-in, these are the steps to follow:

  • Go to the Office 365 Admin Portal
  • Click on Settings and then choose Integrated apps.
  • Hit Get apps
  • In the search bar, look for Zoom for Outlook and then click get it now
  • Agree to the terms and conditions and then click continue
  • Click Next
  • Define how you want the add-in used in your organization
  • Click Next and then select who the people that get access to the add-in are
  • Hit Save and then Close.
zoom outlook addin

After you schedule the Zoom meeting, it will be added to your Outlook Calendar so that you can share it with others and remember when the meeting is happening.

scheduling a meeting in outlook

Scheduling From The Chrome Google Calendar Extension

You can add the Zoom Scheduler directly to your browser using the Chrome Web Store.

You can use the extension to schedule a meeting in zoom without leaving Google Chrome.

After you sign in to Zoom, you will be able to schedule a meeting and set the desired options.

Various Options You Can Set When Scheduling

I previously touched on a few options that you can set when you schedule a meeting, but there are quite a few to choose from when scheduling a Zoom meeting.

These are some of the options you have available.


This is pretty self-explanatory, but it’s worth mentioning that the meeting topic should be the title of what you’re going to be speaking about.

It’s a good idea to make the topic brief and to the point so that people know what the meeting will be about before they join.


This is where you set the date and time of the meeting.

You can also choose whether it’s a one-time or recurring meeting.


This is how long the meeting will last.

When scheduling meetings, you can choose from a list of preset duration times set in 15-minute intervals.

zoom meeting duration

Time Zone

This is the time zone in which the software will set the meeting time.

By default, it will use the time zone of the person scheduling the meeting, but you can change it to another time zone.

This is important to consider if you have people joining from different time zones.

Recurring Meeting

If you want to schedule a recurring meeting, you can select how often it will occur.

You can choose from daily, weekly, or monthly intervals.


If you want to require registration for your meeting, you can enable that option here.

This will allow you to collect meeting information from people who register for the meeting, such as their names and email address.

Schedule For

This is where you select who the meeting is for.

You can choose from a list of people or groups you’ve previously created.

Meeting ID

This is the unique identifier for your meeting.

By default, it will be generated automatically, but you can choose to set your custom ID if needed.


This is where you can set security options for your meeting.

You can require a meeting password to join the meeting or enable waiting rooms to screen participants before they enter.


Here, you can choose whether Zoom will enable video for the meeting.

You can choose to have it on or off by default or allow participants to turn it on or off during the meeting.


This is where you can choose whether Zoom will enable computer audio for the meeting.

Most meetings will have audio enabled by default, but you can disable it if needed.

Advanced Meeting Options

This is where you can enable or disable other various meeting options by ticking/unticking the right checkbox.

You can choose whether participants can join at any time, whether participants enter the meeting room muted, whether the meeting is automatically recorded and whether specific users should be blocked from accessing the meeting.

zoom advanced options

The Inside Of A Zoom Meeting

When you join a Zoom meeting, you will see the following interface:

Waiting Room

The ability to enable a waiting room is available to all Zoom users.

When a participant clicks on the personal meeting ID and enters the waiting room, the host can admit them into the meeting by clicking “Admit.”

The host has the option to mute participants upon entry as well.

Scheduled meetings will admit all participants at the start time of the meeting.

Send Meeting Invitation

One can use the invitation link to invite attendees to your scheduled meeting.

The Share button will open up a new window with the meeting link and meeting passcode (if required).

You can also invite participants by email or through social media platforms.

Mute Participants

If one or many participants disrupt the meeting, you can mute them.

Click on the “Mute” button next to their name in the “participants” list.

Share Screen

Both the host and participants can share their screens.

To do this, click on the “Share Screen” button at the bottom of the Zoom window.

Record Meeting

If you want to record the meeting, click on the “Record” button at the bottom of the window.

This will start recording both audio and video.

You can stop recording by clicking on the “Stop Recording” button.

One can save the recording locally on your computer or even in the cloud (this is an option for paid subscribers).


One can use the chat feature to send messages to all participants or specific individuals.

To do this, participants can click on the “Chat” button at the bottom of the window.

Leave meeting

When you’re ready to end the meeting, click on the “End” button at the bottom of the window.

You will be prompted to confirm that you want to leave the meeting.

Once you confirm, you will be disconnected from the meeting.

zoom user interface

Wrap Up.

Knowing how to schedule Zoom meetings is a valuable skill in today’s world.

With so many people using remote desktop software and access tools to work from anywhere around the globe, connecting with others through video conferencing is more crucial than ever.

Also, understanding the various settings and options for Zoom meetings is essential for ensuring that your meetings go smoothly.

By following the steps in this guide, you’ll be able to schedule and host a Zoom meeting like a pro.

Further reading on When it comes to video conferencing software, there are tons of alternatives.

Here’s how to choose video conferencing software that fits your needs.

In addition, if you want to take the power of video conferencing to the next level, check out the webinar software platforms most popular right now.

Finally, here are a few comparison articles reviewing both zoom and some of its top competitors:

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