Host a Zoom Meeting

Host a Zoom Meeting

Host a Zoom Meeting

Overview

Zoom is a popular video meeting platform for client calls, webinars, and team chats. This guide shows you how to schedule a meeting and run it like a pro.

Before You Begin

  • A Zoom account tied to your work email. Your IT team usually provisions this.
  • The Zoom desktop app installed and updated to version 6 or later.
  • A list of attendees with email addresses.
  • The date, time, and length of the meeting.

Steps

  1. Open the Zoom desktop app and sign in with your work account.
  2. Click Schedule on the home screen.
  3. Enter a topic that tells people what the meeting is about.
  4. Set the date, time, and duration.
  5. Choose Generate Automatically for the meeting ID and turn on Require meeting passcode for security.
  6. Under Waiting Room, keep it enabled so you can admit attendees one by one for sensitive calls. Turn it off for casual team calls.
  7. Pick which calendar to add the event to (Outlook, Google, or none).
  8. Click Save. Zoom opens your calendar app with the invite ready. Add attendees and send.
  9. When it is meeting time, open the Zoom app and click Start next to the meeting in your Meetings tab.
  10. To share your screen, click Share Screen in the toolbar and choose a window or your full screen.
  11. To record, click Record > Record to the Cloud (preferred) or Record on This Computer.
  12. To end the meeting, click End > End Meeting for All.

Troubleshooting

  • If attendees cannot join: check the Waiting Room in the participants panel. Click Admit for each person.
  • If your camera does not turn on: click the caret next to the camera icon and pick a different camera. Close any other app that may be using the camera (Teams, browser tabs).
  • If audio echoes: ask anyone who joined from two devices to mute one. Use a headset whenever possible.
  • If you cannot find Cloud Recording: your Zoom plan may not include it. Use local recording instead, or ask IT for the right license.
  • If the meeting drops while you are hosting: the meeting continues without you for a short time. Rejoin from the calendar invite and Zoom will return host controls.

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