In this section, we will explore how to effectively schedule and manage meetings using Zoom. This includes setting up meetings, inviting participants, managing meeting settings, and utilizing various features to ensure smooth and productive meetings.

1. Log in to Zoom:

   • Open the Zoom application or go to the Zoom website.
   • Log in with your credentials.

2. Schedule a Meeting:

   • Click on the "Schedule" button.
   • Fill in the meeting details:
     • Topic: Enter a descriptive title for the meeting.
     • Description: (Optional) Provide a brief description of the meeting.
     • When: Set the date and time for the meeting.
     • Duration: Specify the expected duration of the meeting.
     • Time Zone: Ensure the correct time zone is selected.
     • Recurring Meeting: Check this box if the meeting will occur regularly.

3. Meeting ID:

   • Choose to generate automatically or use your Personal Meeting ID.

4. Security:

   • Passcode: Set a passcode for the meeting.
   • Waiting Room: Enable the waiting room feature to control when participants join the meeting.

5. Video:

   • Choose whether the host and participants' video will be on or off when joining the meeting.

6. Audio:

   • Select whether participants can join via telephone, computer audio, or both.

7. Meeting Options:

   • Enable join before host: Allow participants to join the meeting before the host.
   • Mute participants upon entry: Automatically mute participants when they join.
   • Record the meeting automatically: Choose to record the meeting automatically.

8. Calendar:

   • Select the calendar service you use (Outlook, Google Calendar, etc.) to add the meeting to your calendar.

9. Save:

   • Click "Save" to schedule the meeting.

1. Email Invitation:

   • After scheduling the meeting, click on "Copy the invitation."
   • Paste the invitation into an email and send it to the participants.

2. Calendar Invitation:

   • If you selected a calendar service, the meeting details will be added to your calendar.
   • Invite participants through the calendar event.

3. Direct Link:

   • Copy the meeting link and share it with participants via email, chat, or any other communication tool.

1. Participants Panel:

   • View and manage participants.
   • Mute/unmute participants.
   • Remove participants if necessary.

2. Chat:

   • Send messages to all participants or privately to specific participants.

3. Screen Sharing:

   • Share your screen or specific applications.
   • Allow participants to share their screens.

4. Recording:

   • Start or stop recording the meeting.
   • Choose to record locally or to the cloud.

5. Breakout Rooms:

   • Create breakout rooms for smaller group discussions.
   • Assign participants to breakout rooms manually or automatically.

• Create polls to gather feedback or conduct quick surveys during the meeting.
• Access the polling feature from the meeting controls and create questions in advance.

• Use virtual backgrounds to maintain privacy or add a professional touch.
• Access this feature from the video settings.

• Use reactions (e.g., thumbs up, clap) to provide non-verbal feedback during the meeting.

1. Objective:

   • Schedule a weekly team meeting using Zoom.

2. Instructions:

   • Log in to Zoom and schedule a meeting with the following details:
     • Topic: Project Update Meeting
     • Description: Weekly meeting to discuss project progress and next steps.
     • When: Every Wednesday at 2:00 PM
     • Duration: 1 hour
     • Time Zone: Eastern Time (US and Canada)
     • Recurring Meeting: Yes
     • Passcode: 789101
     • Waiting Room: Enabled
     • Video: Host - On, Participants - On
     • Audio: Both
     • Meeting Options: Mute participants upon entry, Record the meeting automatically
     • Calendar: Outlook

3. Deliverable:

   • Provide a screenshot of the scheduled meeting details.

1. Log in to Zoom and schedule the meeting with the provided details.
2. Take a screenshot of the meeting details page.

In this section, we covered how to schedule and manage meetings using Zoom. We discussed setting up a meeting, inviting participants, managing meeting settings, and utilizing advanced features. By following the step-by-step guide and completing the practical exercise, you should now be able to effectively schedule and manage your Zoom meetings, ensuring productive and efficient communication with your team.