This guide explains how to organise a Zoom meeting. There are four ways to do this:
- via Brightspace
- via the desktop client (Zoom Workspace)
- via the webapp
- via Outlook
Click the titles to expand the sections.
Go to Brightspace and sign in with your UCLN account. Then select the course for which you want to create a meeting. In the blue bar, click ‘Course Tools’ and then ‘Zoom’.
You will see the following screen:
Go to ‘Schedule a New Meeting’. You will see the following screen:
Enter the details and click ‘Save’.
Click the title 'Recurring meeting' to expand it.
You can set the meeting to recur, so you do not need to create a new meeting every week. In the scheduling screen, go to ‘Time Zone’.
Select the ‘Recurring meeting’ option. You will see the following options:
Fill in the details as desired and click ‘Save’.
To work with Desktop Client, you will first need to install it. You can download it from the Zoom portal (Download Zoom Client).
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. How do I schedule a meeting?
- Click Schedule in the homescreen.
- A new window with scheduling options will open.
Click ‘Settings’ to see all meeting options.
2.1. Meeting options
| Option | Description |
|---|---|
| Event Name | Title of your meeting. |
| Date, time and timezone | Set date, time, duration and timezone of the meeting. |
| Repeat | Adjust settings for a recurring meeting:
|
| Meeting security | Set meeting security options:
|
| Video | Choose whether video is on or off by default when someone joins:
|
| Audio | Choose whether to allow computer audio and/or telephone audio. |
| Advanced | Additional meeting settings:
|
| Alternative hosts | Enter the email addresses of the people who will host or co-host your meeting, so they have the correct permissions when they join the session. |
| Interpretation | If you select this option, an input field appears where you can enter the email address of an interpreter who can provide captions in a language you specify during the session. |
Click ‘Save’ when you are finished with the settings.
Go to the Zoom portal of Leiden University..
There are two possibilities for organizing a meeting in the Portal:
- Host
- 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.
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.
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:
Meeting options
| Option | Description |
|---|---|
| Topic | Title of the meeting. |
| Description | Optional description of the meeting. |
| When | Date and time of the meeting. |
| Duration | Set the meeting duration. If the meeting runs over time, it will continue. You will receive a notification during the meeting if it is running over time. |
| Time zone | Set the time zone. |
| Invitees | Enter the email addresses of the people you want to invite directly. You can also share the meeting link by email later. |
| Registration | Select this option if participants must register. You can choose from three options:
|
| Meeting ID |
|
| Template | Save an existing meeting as a template to select it here. |
| Whiteboard | Give participants access to a whiteboard. |
| Docs | Give participants access to documents. |
| Security | Security options:
|
| Video | Choose whether video is on or off by default when joining:
|
| Audio | Choose whether to allow computer audio and/or telephone audio. |
| Options (click ‘Show’) | Additional settings:
|
| Alternative hosts | Enter the email addresses of the people who will (co-)host your meeting, so they have the correct permissions when they join the session. |
| Interpretation | If you select this option, an input field appears where you can enter the email address of an interpreter. The interpreter can provide captions in a language you specify during the session. |
Click ‘Save’ when you are finished with the settings.
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.
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:
- From your contact list.
- Email.
- Copy Invite Link.
- Copy Invitation.
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.
Meeting options
| Option | Description |
|---|---|
| Meeting ID |
|
| Security | Set meeting security options:
|
| Video | Choose whether video is on or off by default when joining:
|
| Audio | Choose whether to allow computer audio and/or telephone audio. |
| Advanced Options | Additional settings:
|
| Do not show me again | This option saves your settings for future invitations. |
Contact and information
Would you like to know more about using Zoom? See our other guides:
Do you need help? Contact the ISSC Helpdesk.
Need more information about the different options when scheduling your meeting? Consult the vendor’s guide on the available options for scheduling a Zoom meeting.