IT Knowledge - Zoom Scheduling FAQ

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Instructors and teaching assistants: teachingremotely.uchicago.edu
Students: learningremotely.uchicago.edu

The University of Chicago and UChicago Medicine instructors, participants, and staff who need to set up a Zoom account can claim one automatically at the Zoom Web Conferencing website. There are some known exceptions to this claiming process, but there's staff available to assist with handling these exceptions in a timely manner. If you have previously requested and received a Zoom account, no action is required.

There are three ways you can schedule a Zoom meeting: Microsoft Outlook, a browser, or a desktop client. This article provides answers to the most frequently asked questions about scheduling and canceling your Zoom meetings.

Zoom Scheduling
Related Resources
- Knowledge Base Articles
- Zoom Online Learning Resources
Support

Zoom Scheduling

How do I schedule or cancel a Zoom meeting through Outlook?

If you have not done so yet, install the Zoom Plugin for Microsoft Outlook.
Select Schedule a Meeting for Windows or the Zoom icon for iOS in Outlook in the Zoom section of your toolbar.
If you are an iOS user, you may be presented a message requesting you to launch the Zoom Client for Meetings app. If you are not an iOS user, skip to step 5.
Select Launch Zoom Client.
You may be presented with a page displaying the Zoom Client for Meetings app.
Select Sign In with SSO.
Note: If you have an account on uchicagogroup.zoom.us, ucmedicinegroup.zoom.us, or chicagoboothgroup.zoom.us enter your Zoom account Email and Password, select Sign In, then skip to step 10.
Enter your designated Zoom website, for example, chicagobooth.zoom.us.
Select Continue.
Complete your two-factor authentication. When prompted, enter your CNetID and password. It is suggested that you follow these security measures when setting up new meetings.
You will be presented with a Zoom meeting options page where you can choose additional meeting options.

Tip: Set up an alternate host to allow a different Zoom user to conduct your Zoom meeting in your absence. If you would like to add an alternate host, type your alternate host's email address in the Alternate Hosts section of the meeting options page. The alternate host will receive an email notification. Note: The alternate host must have a Zoom account.
Select Continue.
You will be presented with a meeting invite page. Your Zoom meeting information will be populated automatically.
Type the attendees' email addresses into the To... field.
Type your meeting Subject.
Set your meeting Start and End time.
Select Send.

Tip: If you would like to schedule a recurring meeting, select Recurrence, set your meeting options, then click OK.

How do I cancel a scheduled Zoom meeting from Outlook?

You can follow these steps to learn how to cancel a scheduled meeting using the Zoom Plugin for Outlook.

Open your scheduled Zoom meeting invite in Outlook.
Select Cancel Meeting.
Select Send Cancellation to cancel the meeting and notify all attendees.
You will receive an email from Zoom confirming your meeting deletion.

How do I schedule a Zoom meeting using the web browser?

Go to your Zoom account sign-in website to log in.
Select Sign In.
Enter your CNetID and password, and then complete the two-factor authentication process if prompted.
Note: The uchicagogroup.zoom.us, ucmedicinegroup.zoom.us, and chicagoboothgroup.zoom.us websites do not require two-factor authentication. Please read Sign in to a Group Zoom Account for login instructions for this website.
After signing in, you will land on your personal Profile page where you will find your account information and additional options to choose from.
Select the Meetings tab in the Zoom menu bar.
Select Schedule a New Meeting.
You will land on a page where you can set your meeting options.
Tip: If you would like to schedule a recurring meeting, select Recurring meeting and set your recurrence.

Tip: Set up an alternate host to allow a different Zoom user to conduct your Zoom meeting in your absence. If you would like to add an alternate host, type your alternate host's email address in the Alternate Hosts section of the meeting options page. The alternate host will receive an email notification. Note: The alternate host must have a Zoom account.
Select Save.
You will land on the Manage My Meeting page where you will see your meeting information. Select Copy the invitation to invite attendees.
You will be presented with a Copy Meeting Invitation page where you will see all of your meeting information.
Select Copy Meeting Invitation, then paste it into the notification to your attendees.

How do I cancel a scheduled Zoom meeting using the web browser?

You can follow these steps to learn how to cancel a scheduled meeting using the web browser.

Log in to your Zoom account website.
Select the Meetings Tab.
Select Delete to the right of the meeting you wish to delete.
You will be presented with a delete request confirmation page.
Select Delete.
Tip: This process does not automatically notify your attendees. Remember to communicate to your attendees that you have cancelled your meeting.

How do I schedule a Zoom meeting through my Zoom Client for Meetings app?

Open the Zoom Client for Meetings app.
You might be prompted to sign in. If prompted, click Sign In with SSO.
Note: If you have an account on uchicagogroup.zoom.us, ucmedicinegroup.zoom.us, or chicagoboothgroup.zoom.us, enter your Zoom account Email Address and Password, click Sign In, then skip to step 5.
Type your designated Zoom website, for example, chicagobooth.zoom.us.
Select Continue.
You will land on your meetings profile page.
Select Schedule.
You will land on a page where you can set your meeting options. Refer to this Best Practices for Secure Zoom Meetings articles for more details on how to set up your meeting securely to avoid uninvited and malicious guests.
Select Advanced Options to add an Alternate hosts' email address.

Tip: Set up an alternate host to allow a different Zoom user to conduct your Zoom meeting in your absence. If you would like to add an alternate host, type your alternate host's email address in the Alternate Hosts section of the meeting options page. The alternate host will receive an email notification. Note: The alternate host must have a Zoom account.
Select Schedule.
You will be presented with an Outlook meeting invitation page containing your meeting information.
From the Appointment tab, select Invite to invite your participants.
Add your meeting information (i.e., Participant(s) email address(es), timeframe, date, etc.).
Set your meeting recurrence if applicable.
Select Send.

How do I cancel a scheduled Zoom meeting through my Zoom Client for Meetings app?

You can follow these steps to learn how to cancel a scheduled meeting through your Zoom Client for Meetings app.

Open your Zoom Client for Meetings app.
Select Meetings.
Hover over the meeting you wish to cancel and select (...).
Select Delete.
You will be asked, "Do you want to delete this meeting?" Select Yes.
You will receive a deletion request confirmation email from Zoom.
Note: This process does not automatically remove the meeting from your Outlook calendar or automatically notify your attendees. Remember to communicate to your attendees that you have canceled your meeting.

Can meeting participants join a Zoom meeting before the host?

Participants can join a scheduled Zoom meeting before the host. The host can control this option under the Zoom meeting options when a meeting is scheduled. Although "Enable join before host" is active by default, the meeting host can control whether participants join before them.
Enable join before host option

Is there a limit to the number of participants that can join my Zoom meeting?

The maximum number of faculty and staff attendees in a meeting is 500. If you need to host a large meeting, please reach out to IT Services.

How do I allow access for someone to schedule my Zoom meetings on my behalf?

Go to your Zoom account sign-in website to log in.
Select Sign In.
Type your CNetID and password, then complete the two-factor authentication process if prompted.
Note: The uchicagogroup.zoom.us ucmedicinegroup.zoom.us and chicagoboothgroup.zoom.us websites do not require two-factor authentication. Please read Sign in to a Group Zoom Account for login instructions for this website.
After signing in, you will land on your personal Profile page where you will find your account information and additional options to choose from.
Go to the Settings tab.
Scroll down to the Schedule Privilege section.
Select the plus sign (+).
Enter the email address of the Zoom account holder you would like to assign scheduling privileges.
Select Assign.
Tip: The person to whom you grant access must already have their own Zoom account.

Related Resources

Knowledge Base Articles

Detailed information on installing the desktop/laptop app, scheduling meetings, Zoom functionality, frequently asked questions, and other important information are located in these articles.

Zoom Online Learning Resources

Support

Please contact IT Services if you have questions or need technical support.

Zoom Scheduling FAQ

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