Personal Meeting Room vs. Scheduled Meeting Room

A personal meeting room is a Zoom meeting room that is permanently tied to your account and your personal Meeting ID. You can find your personal Meeting ID under the "Meetings" tab in either the browser or application version of Zoom.

A scheduled meeting generates its own Meeting ID, allowing you to schedule a meeting ahead of time with your preferred settings. A Meeting ID is the number associated with a scheduled meeting. It is unique to each meeting and can be used to join the meeting.

A one-time meeting ID will expire after 30 days of not being used, while a recurring Meeting ID will expire after 365 days of not being used.

Creating a Meeting in the Zoom Desktop Application

After logging into the Zoom desktop application, you will see the home screen. Click Schedule to schedule a meeting.

This will take you to a window where you can select your settings for the meeting.

Meeting Settings

Our Recommended Settings

• Leave the video off for both the host and the participants. Participants can still turn their video on manually within the session.

• Mute participants upon entry (located under "Advanced Options.")

• Record the meeting automatically in the cloud (also under "Advanced Options.")

Other Settings

You can elect an Alternative Host to your meeting by adding the participant's email. The Alternative Host has the same moderator privileges as the person scheduling the meeting within the Zoom room.

Once you save these settings, the meeting will be created and you can share the Meeting ID and/or the link to participants. If the meeting you scheduled is your next meeting, it will appear on the home screen of the Zoom desktop application. You can also find the meeting under the "Meetings" at the top of the Zoom window.

Creating a Meeting in a Browser

To create a meeting in a web browser, first log into Zoom at illinois.zoom.us. This will take you to the "Meetings" page. If you need to, you can use the navigation menu on the left-hand side of the web page to find it. 

To create a new meeting, click Schedule a New Meeting.

This will take you to a page where you can select your settings for the meeting.

Once you save these settings, the meeting will be created and you can share the Meeting ID and/or the link to participants.

Meeting ID

Each Zoom session has a unique Meeting ID. The Meeting ID can be shared with people you invite to join the session.

 For more information about Meeting ID, please see this Zoom "Meeting and Webinar IDs" documentation.

Guest Speakers

Participants are not allowed to screen share unless given access by the host of the meeting. Hosts can enable screen sharing abilities within the meeting. If you would like to give your guest speaker more administrative powers in addition to presenting, such as the ability to mute participants and control the recording, you can make them a co-host. 

Please reach out to the Help Desk if you would like a GA to send an email to your guest speaker with instructions on how to join your meeting and tips on how to best utilize Zoom. For more information about co-hosts in Zoom, please see this Zoom "Enabling and Adding a Co-Host" documentation.

Hosting Multiple Zoom Meetings at Once

Hosts are able to schedule and attend up to two meetings simultaneously. You begin and conduct the meetings as you would a single meeting.

To do this, you will need to enable a specific setting in your Zoom account. Log into illinois.zoom.us and click Settings on the left side menu. Then click In Meeting (Basic) on the "Settings" left side menu and scroll down until you see "Join different meetings simultaneously on desktop." Check this option. 

How to add Zoom Meetings to Your Outlook Calendar

If you would like to add the Zoom add-in to your Outlook email calendar, please see this page for instructions. Note: this is only available for those using Windows.