How to schedule a Zoom meeting + invite others

I schedule Zoom meetings for everything. A one-on-one with my manager, monthly catch-ups with my long-distance friend group—you name it, I Zoom it. 

To help you Zoom easier, here are step-by-step instructions for how to schedule a Zoom meeting.

How to schedule a Zoom meeting

1. Sign in to your Zoom account.

2. Click the Schedule icon.

3. Select your meeting settings.

4. Save and share the meeting link.

Step 1: Sign in to your Zoom account 

Once you’re signed in, navigate to the My Account page on the web or the Home icon in the desktop or mobile app.

Click the Schedule icon. This step is the same for all three dashboard views.

Step 2: Select your meeting settings

Next, enter your meeting details, such as the date, time, and time zone. Make sure to check the box next to Recurring meeting if you plan to meet at the same time each week.

Under Security, check at least one of the three options available. If the host isn’t planning to attend all meetings, avoid checking the Waiting Room option.

Step 4: Save and share the meeting link

Once you’ve filled out the meeting details, click the Save button.

A confirmation pop-up will appear. You can copy the information by clicking Copy invitation in the lower-right corner. You can add this info to a calendar invite, send it to a Slack channel, or text it to your contacts if you’re using the mobile app.

How to schedule a Zoom meeting in Outlook

If you’re an Outlook user, scheduling Zoom meetings directly may be more convenient. To do so, first download the Zoom Outlook plugin or add-in—otherwise, the functionality won’t appear in your Outlook calendar.

Web/desktop instructions 

1. Launch the Outlook app or open your web browser and navigate to https://outlook.live.com/calendar.

2. Click New event.

3. Enter meeting details.

4. Click Zoom.

5. Click Add a Zoom Meeting, and enter the date and time.

6. Click Save.

Mobile instructions

Before we jump in, it’s important to note that you can only schedule Zoom meetings from the Outlook app if you have a Microsoft 365 account and have installed the add-in for the Outlook mobile app.

Once you’ve installed the add-in, open Outlook settings, select your account, then click Account Settings. Click the checkbox next to Add Online Meetings to all meetings, and under Choose a meeting provider, select Zoom.

After you’ve set up Outlook for mobile, follow these steps to schedule a Zoom meeting:

1. Launch the app and open the calendar view.

2. Click the + button to create a new meeting.

3. Enter your meeting details.

4. Under Location, click the toggle next to Zoom.

5. Click the checkmark located at the top to save the meeting.

How to schedule a Zoom meeting in Google Calendar 

My company uses Google Workspace, so scheduling Zoom meetings through Google Calendar is my preferred method. Here’s how.

Web/desktop instructions

1. Install the Zoom for Google Workspace add-on for Google Calendar.

2. Open Google Calendar, and click the Create button.

3. Click Event, and then add your meeting details.

4. Click More options.

5. Click the dropdown next to Add Google Meet video conferencing, and select Zoom Meeting.

6. Click Save.

Mobile instructions

1. Open the Google Calendar app.

2. Click the + icon, and select Event.

3. Add meeting details.

4. Click the dropdown next to Add Google Meet video conferencing, and select Zoom Meeting.

5. Click Save.

You can also make Zoom the default meeting app in Google Calendar, so you don’t need to do that song and dance every time.

How to automatically schedule Zoom meetings 

The easiest way to schedule a Zoom meeting is…not doing it at all. You can use Zapier to automate Zoom meeting setup, so you never have to worry about the logistics.

For example, Zapier can add meetings to Google Calendar, update Slack with meeting details, populate meetings on Outlook, among endless other options.

Whatever your tech stack looks like, Zapier lets you connect Zoom with thousands of other apps, so you can create the exact workflow that works for you.

Zoom meeting FAQ

Let’s unpack the answers to some common questions about scheduling a Zoom meeting.

Do Zoom links expire?

Yes, Zoom links can expire. It depends on the type of meeting:

• Scheduled, non-recurring meetings: These expire 30 days after the scheduled date. Restarting the meeting within this period extends the expiration by another 30 days.

• Recurring meetings: These expire if no meeting occurs within 365 days.

• Instant meetings: These only expire when deleted.

If you’re unsure whether a Zoom link has expired, you can try clicking on it. If it’s expired, you’ll see a message indicating that the meeting has ended or is no longer available.

Can you schedule a Zoom meeting without being the host?

To schedule a Zoom meeting that participants can join without the host being there, click Schedule, scroll down to Advanced Options, and check the box next to Allow participants to join anytime.

Can I schedule a Zoom meeting that automatically records the session?

To schedule a Zoom meeting that automatically records, click Schedule, scroll down to Advanced Options, and check the box next to Automatically record meeting on the local computer. Here’s how to automatically upload your Zoom recordings.

How do I host a Zoom meeting for the first time?

Hosting your first Zoom meeting is easier than you might think. Here’s a simplified guide to set up a Zoom meeting:

1. If you haven’t already, download and install the Zoom app on your computer or mobile device.

2. Sign up for a free Zoom account if you don’t already have one.

3. Open the Zoom app, click on Schedule, and fill in the details like meeting topic, date, time, and duration. You can also choose to enable options like video, audio, and waiting room.

4. Once scheduled, you can share the meeting link with participants via email, message, or any other preferred method.

5. At the scheduled time, open the Zoom app, and click Start next to your meeting in the Home tab.

6. Before participants join, take a moment to familiarize yourself with the host controls at the bottom of the screen. These allow you to manage participants, mute/unmute, share your screen, and more.

7. Use the features available to guide the meeting. You can share your screen to present slides or documents, use the whiteboard for collaboration, and create breakout rooms for smaller group discussions.

8. When the meeting is over, click End Meeting and then End Meeting for All.

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This article was originally published in August 2023 by Shea Stevens and has also had contributions from Bryce Emley and Allisa Boulette. The most recent update was in July 2024.