Instructor Support for Educational Systems

How do I organise a zoom meeting?

Updated

This manual discusses how to organise a zoom meeting. This can be done in three ways:

  • From Zoom
  • From Desktop Client (App)
  • From Outlook
1. Zoom

Ga to the Zoom portal of Leiden University. 

There are two possibilities for organizing a meeting in the Portal: 

  1. Host 
  2. Plan ahead

Before organizing a meeting, you will first be redirected to the login screen of the University of Leiden where you have to log in with your ULCN credentials.

1.1. How do I host a meeting?

  • Click Host to start a meeting directly
  • The following screen will be visible in your browser:

If you  have Zoom desktop client  installed on your computer, the meeting will start automatically, if not follow these steps:

  • Click the Open Zoom Meetings notification in your browser to start the meeting.
  • If you don't see a pop-up screen in your browser,  click Launch Meeting.

If you haven't already installed the Zoom desktop client or are having problems with the Client, there are  two options:

  • Click Download Now to download  Zoom Client.
  • Click Join from Your Bowser to join via the browser.  

Once in the meeting, you can invite participants via the Participants button.

1.2. How do I plan a meeting?

To schedule a meeting in the Zoom portal ahead, click Plan ahead. If you are already logged in, you will be redirected directly to the Schedule a Meeting page. It can also be reached manually via Schedule a Meeting at the top right of or under the Meetings tab on the left side of the page.

On this  page  you  enter  the  following  information  about  your  meeting:  

  • Topic: Title of your meeting.
  • Description: Optional description.
  • When:  Date and time for the meeting.
  • Duration: Set a duration for the meeting, if the meeting is over the chosen duration,  the meeting will continue.   You will only see a  message that the meeting is about to go over the scheduled time.

 Time Zone 

  • Recurring meeting:  if you check this option, you can adjust the settings for a recurring meeting.
  • Recurrence: Choice of daily/  weekly/  monthly/  no  Fixed  Time.
  • Repeat every: Here you can set the repetition per the above time unit.
  • Occurs on: You can tick a specific day.
  • End date: Set an end date.

 Registration 

  • Select this option if participants need to register, there are 3 options:
    • The participants register once and can attend all meetings.
    • Participants must register for each meeting to participate.
    • Participants register once and can choose one or more meetings to attend.

 Security 

  • An automatically generated password/invitation link will be required to join a  meeting.
  • Waiting Room:  Select this option if you want to manually allow all participants.
  • Require authentication to join:  Sign in to  Zoom.

 Video 

  • Turn the video on or off by default when someone joins.
  • Host: Turn this on optionally so that the speakers/hosts start their session with their video-enabled.
  • Participant: A locked setting where the participant's video is disabled by default.

 Audio 

  • Choose to allow audio from computer and/or phone.  

 Meeting options 

  • You can let the participants participate at any time.
  • Mute participants upon entry.
  • Pre-assign breakout room allows pre-assign invited attendees to Breakout Rooms.
  • Record the meeting automatically in the cloud.
  • Restrict or block access to users from specific regions/countries.

 Alternative hosts 

  • Enter all email addresses for the people who will host or speak in your meeting so they have the correct rights when they enter the session.

 Interpretation 

  • If you check this option, you will receive an input field in which you can enter the email address of an interpreter who can write subtitles in a  language you set during the session.
2. Desktop Client

To work with Desktop Client, you will first need to install it. You can download it from the Zoom portal (Download Zoom Client) or from this link.

Once you have installed the Desktop Client, open the app on your computer.

  • Click on Sign In with SSO
  • Enter universiteitleiden in the text box and click on Continue
  • You will then be taken to the Leiden University login environment, where you can log in with your ULCN credentials

2.1. How do I host a meeting?

  • Click New Meeting to immediately start a meeting.
  • In the meeting, a pop-up will appear, click Join with Computer Audio.
  • You can invite participants through the Participants button.

2.2. How do I schedule a meeting?

  • Click Schedule in the homescreen.
  • A new window with scheduling options will open.
    • On this page, you fill in the information about your meeting.
      • Topic:  Title of your meeting.
      • Start: Date and time for the meeting.
      • Duration: Set a duration for the meeting, if the meeting is over the chosen duration,  the meeting will continue. You will only see a message that the meeting is about to go over the scheduled time.
      • Recurring meeting:  if you check this option,  you need to check the recurrence in the invitation.
      • Security: An automatically generated password/invitation link will be required to join a meeting.
        • Waiting Room:  Select this option if you want to allow all participants manually.
        • Require authentication to join:  Sign in to  Zoom.
      •  Video 
        • Turn the video on or off by default when someone joins.
        • Host: Turn this on optionally so that the speakers/hosts start their session with their video-enabled.
        • Participant: Locked setting where the participant's video is disabled by default.
      •  Audio 
        • Choose to allow audio from computer and/or phone.  
      • Calendar 
        • The calendar is set by default to  Outlook,  which is linked to your ULCN account.
      •  Advanced options 
        • You can let the participants participate at any time.
        • Mute participants upon entry.
        • Pre-assign breakout room allows pre-assigning invited attendees to Breakout  Rooms.
        • Record the meeting automatically in the cloud.
        • Approve or block access to users from specific regions/countries.
      •  Alternative hosts 
        • Enter all email addresses for the people who will host or speak in your meeting so they have the correct rights when they enter the session.
      •  Interpretation 
        • If you check this option, you will receive an input field in which you can enter the email address of an interpreter who can write subtitles in a language you set during the session.
        • Click Save.

Outlook will be opened, do not forget to check the recurrence.

3. Outlook

To start a Zoom meeting from Outlook, the plugin for Outlook must be installed first.

Install the Zoom plugin for Outlook:

  • Go to: https://zoom.us/download.
  • Click Download underneath the Zoom Plugin for Microsoft Outlook header or click Add Zoom link underneath the Download button to add the plugin to Outlook on the web.
  • Complete the installation on your device.
  • Restart Outlook to start using the plugin.

3.1. How do I immediately host a Zoom meeting from Outlook?

Start Instant Meeting

To start a meeting immediately:

  • Click Start Instant Meeting.
  • Select the pull-down menu to determine whether you want to start with or without a video feed.
  • Click Participants to invite attendees.
  • Click Invite.

You can invite attendees in four ways:

  1. From your contact list.
  2. Email.
  3. Copy Invite Link.
  4. Copy Invitation.

3.2. How do I schedule a meeting?

  • Click Schedule a Meeting.
  • A new mail will open, including a Zoom window where you can change your meeting settings.

The available meeting options are:

  • Meeting ID
    • Automatically generates an ID (default).
    • Personal Meeting ID: an ID that can be remembered by users so they can contact you at other times.
  • Security
    • Passcode: locked setting and automatically generated.
    • Waiting Room: Places new participants in the waiting room, the host has to manually allow them into the session.
    • Only authenticated users can join: Sign in to Zoom: Remove the option to allow external speakers and participants to join the session.
  • Video
    • Host: Automatically turn the host video on or off when you join the session.
    • Participants: Locked setting that automatically turns off participants' video when they enter the session.
  • Audio 
    • Choose to allow audio from computer and/or phone.  
    • Dial-in from the Netherlands:  Click Edit to point out the list and allow participants from other countries to dial in.
  • Do not show me again 
    • Deze optie onthoud jouw instellingen voor toekomstige uitnodigingen 

Click Save. The meeting and invite are now being generated and will be available in your agenda. Click on Invite participants to invite required and optional participants to your Zoom meeting.

If you schedule a meeting and this starts shortly after scheduling, make sure you enter the start and end date/time of the meeting before clicking the Schedule a meeting button.

  • Click first in Outlook on New appointment.
  • Enter the date and time of the appointment.
  • Lastly, click Schedule a Meeting.
  • Send the invitation to the participants.
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