How to set up a Zoom meeting and 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.

Table of contents

• How to schedule a Zoom meeting
• How to schedule a Zoom meeting in Outlook
• How to schedule a Zoom meeting in Google Calendar
• How to automatically schedule Zoom meetings
• Zoom meeting FAQs

How to schedule a Zoom meeting

The way to schedule a Zoom meeting varies depending on which app you use—direct from Zoom (the web portal or desktop app) or via a third-party app. Here's the short version of how to set up a Zoom meeting using the Zoom desktop app:

1. Sign in to your Zoom account.
2. From the Home tab, click Schedule.
3. Select the meeting date and time.
4. Optionally, you can customize any other meeting settings you'd like to use.
5. Save and share the meeting link.

1. Sign in to your Zoom account

To get started, sign in to your Zoom account. You can do this via the desktop app or the web portal—for example, CompanyName.zoom.us.

2. Schedule a meeting

By default, Zoom should open to the Home page of the desktop or mobile app, or the Meetings page of your web portal. If not, navigate to that page.

If you're using the desktop app, click Schedule. If you're using the web portal, click Schedule a Meeting.

3. Select the meeting date and time

Next, enter the date, time, and time zone of your meeting. If you plan to meet at the same time each week, click the box next to Recurring meeting and modify how often you want the meeting to repeat and when the recurring meetings should end.

4. Customize other meeting settings

You have the option to customize even more meeting settings. Here are some common settings to pay attention to.

• Attendees. Enter the names or email addresses of the people you want to invite. If you're inviting a large group of people, this can eat up all of your time so I recommend sharing the meeting link in one central place where all the participants can easily access it—for example, your team chat app.
• Security. Choose how you want participants to join the meeting room (select at least one of the three available options): Passcode, Waiting room, or Only authenticated users can join. If these are recurring meetings and the host isn't planning to attend every meeting, avoid selecting the Waiting room option.
• Video and audio. Choose whether or not participants can show their video during a meeting, and if they can join the meeting by phone, computer audio, or both.
• Advanced options. Click this option to show even more customization options—for example, you can mute participants upon entry, enable a Q&A, and automatically record a meeting locally.

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

5. Share the Zoom meeting link

After you've set up your Zoom meeting, a confirmation page will appear. The easiest way to share the meeting information is by clicking Copy invitation at the bottom of the page and then sharing it as you normally would.

How to schedule a Zoom meeting in Outlook

If you're an Outlook user, scheduling Zoom meetings directly from the email app 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

Once you've installed the add-in, follow these steps to set up a Zoom meeting:

1. Launch the Outlook app or open your web browser and go to https://outlook.live.com/calendar.
2. Click Calendar in the left-side menu.

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.

Web/desktop instructions

Here's how to set up a Zoom meeting in Google Calendar from your desktop.

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

Here's how to schedule a Zoom meeting in Google Calendar from the mobile app.

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.

Add new Zoom meetings to Google Calendar

Get Slack notifications for new Zoom meetings

Add new Zoom meetings to Microsoft Outlook

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 FAQs

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.

Related reading:

• Zoom tips and tricks for better video meetings
• How to facilitate workshops on Zoom
• Zoom vs. Teams: Which is better for remote meetings?
• How to share audio on Zoom
• How to create and manage breakout rooms in Zoom

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.

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Shea is a content writer currently living in Charlotte, North Carolina. After graduating with a degree in Marketing from East Carolina University, she joined the digital marketing industry focusing on content and social media. In her free time, you can find Shea visiting her local farmers market, attending a country music concert, or planning her next adventure.