How to set up a meeting in Zoom

How does one invite persons to meet on Zoom? How does one send invitations to a Zoom meeting? How many people can one invite for a class on Zoom? How long can a tutor and student meet in Zoom? Do you need to download Zoom? It is best to do a quick download of the Zoom app to set up meetings in Zoom to use either the free or paid-for versions on a laptop, PC, or mobile device. On the free version of Zoom up to a hundred participants can be invited to a meeting, but it will be limited to 40 minutes. Tutors or chats between the host and one or two participants have no time limit. It’s not necessary for the invitees to download the Zoom app to attend a Zoom meeting after receiving their invitations. Let’s look at the answers to these frequently asked questions step by step.

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Where to get a Zoom meeting application

The Zoom meeting application can be found by simply going to Zoom’s web portal at https://zoom.us/signin. Log in by providing an email address and a password. Once logged in you can enter a profile and schedule meetings. However, a Zoom meeting can be attended and even hosted without downloading additional software. By clicking on the meeting invite URL that was shared by a host via email or text, a tab will open on the web browser, where the user will be prompted to install the Zoom desktop app. It is quick and user-friendly.

How to get a Zoom meeting ID

The Zoom meeting ID is automatically generated when the host schedules a meeting. It is then sent by email or messaging apps to persons who are invited. Part of improved security is also a password. These invitations must be regarded as highly confidential. Warn those who are invited not to share the invitations as this has led to ‘zoombombing’ in the past. There are steps the host can take to prevent uninvited persons from disrupting a meeting.

Example of the meeting invitation that can be emailed or sent by any messaging app to the invitee.

How to schedule a Zoom meeting

After opening the Zoom platform, the option to schedule a meeting, join a meeting, or host a meeting is in the top banner next to a picture of you as the host. The bar on the left side is where one’s Profile can be set, with the button for Meetings below it (in blue in the picture below). Also important for users of the free Zoom version is the Settings below Webinars and Recordings.

In order to schedule a meeting, simply select the Meeting button, type the description (optional), set the date, time and duration. Note that one-on-one meetings are of unlimited duration, but on the free Zoom version meetings of more than three persons are presently limited to 40 minutes.

The top of the page when setting up a meeting in Zoom. Note that on the free version meetings with 3 or more are limited to 40 minutes per session. If this is a problem, simply arrange the 2nd part of the meeting to continue as a new meeting after a short break.

The center of the page when setting up a meeting in Zoom. Note the option to preset the video for on or off upon entering. Note that invitees can first be directed to the waiting room and then allowed in. This is one of several security measures. In the case of a one-on-one, this setting can be ignored.

The bottom of the page when setting up a meeting in Zoom. Note that participants can be allowed to join anytime, to mute them automatically upon entry, and to pre-assign them to breakout rooms planned for the meeting.

What is a Zoom meeting code?

After a meeting has been scheduled, Zoom will automatically generate a personal Meeting Invitation Code that will be copied and sent by the host to all the participants. To enter the meeting, the participants just need to respond when prompted.

How to solve issues when using Zoom

Preferably participants need to have the best quality internet possible. The following steps should be taken to improve the internet quality with meetings on Zoom and other platforms:

Ideally teachers and students should use a fiber connection, otherwise LTE Wi-Fi or 5G on mobile.
Install the latest version of Zoom desktop. (You will automatically be notified of upgrades when you login.) In the case of a problem with Zoom Filters, open the Meeting tab, check if the slider in the Video Filters option is ON.
Close all other applications to free up memory and processing power.
Avoid all bandwidth-intensive activities on all other devices sharing the internet connection, such as large downloads, streaming video or cloud file synchronization.
Participants who are not speaking in Zoom meetings should mute their microphones and in the case of large meetings or large online classes, also close their video when not speaking. Source.

How much data does Zoom use?

A Zoom meeting with all users on video could use as much as 2.475 GB of data per hour if used in 1080p resolution, but using an audio-only call will use as little as 22.5 – 27 MB per hour. The average Zoom meeting, using the standard video resolution setting, will use from about 500 MB for a one-on-one class to around 800 – 900 MB data per hour when in a group meeting. The data usage can be significantly reduced to about 67.5 MB by using screen sharing mode with thumbnail videos of participants. To avoid unnecessary data usage it is thus good practice for the host to let participants who are not speaking mute both their audio and video. Source.

What’s the difference, Zoom vs Zoom Rooms?

People get confused by terminology; a Zoom meeting and a Zoom Room are two completely different things. A Zoom meeting is a virtual conference/ meeting/ chat/ class, whereas a Zoom Room is a physical boardroom/ lecture room ‘kitted out’ with hardware such as screens, microphones, lighting to be used for regular Zoom meetings or conferencing by corporate Zoom clients.