Carnegie Mellon University

Meeting or Webinar?

Meetings

  • Meeting with up to 300 participants
  • Large meetings of 500 participants available for a fee
  • Ability to host up to 20 concurrent meetings available for a fee
  • Video and audio sharing for all
  • Breakout Rooms
  • One presenter with many participants

Best for…
Collaborative meetings or virtual instructor-led classes

Webinars

  • Allows viewers in increments of beginning at 100
  • Available for a fee
  • Only host can share audio and video
  • No Breakout Rooms
  • One presenter with many viewers

Best for…
Large lectures or virtual town hall events

Schedule For Yourself

Scheduling a Zoom event for yourself? Try one of these options for setting up your event. 

Note: You can schedule and host up to two meetings at the same time. You must start both meetings. If you need to leave a meeting, you can assign host privileges to another meeting participant.

  1. Open your preferred Calendar application.
  2. Create a new invitation, adding the individuals that should attend your meeting.
  3. Once you've selected a date and time, open Zoom.
  4. Click the Schedule button.
  5. Enter the meeting details, specifying the following:
    • Date and Time
    • Recurring Meeting
    • Who you are scheduling for
    • Video
    • Audio
    • Calendar
    • Advanced Options
  6. Click Schedule.
  7. A new calendar invite will display. Copy and paste the Zoom meeting details from the new invite into your existing one.
  8. Send the invitation.
  1. Install the Exchange Add-in for your Exchange account.
  2. Open Outlook and create a new invitation.

  3. Add invitees to the meeting.

  4. Determine everyone's availability and select a date and time.

  5. Enter the meeting details.
  6. Click the Add a Zoom Meeting icon to add a Zoom meeting to your invitation.

  7. Click Settings.
  8.  Customize the following:
    • Who you are scheduling for
    • Video
    • Audio
    • Calendar
    • Advanced Options
  9. Click Update.

Note: If you need to reschedule a meeting after creating it with the Exchange Add-in, you must update the meeting details within the Exchange Add-in.

A Zoom integration is available for those using Google Calendar. Enable Zoom for G Suite and schedule Zoom meetings within Google Calendar invites.

Learn More

Scheduling for Others

Do you need to schedule Zoom meetings on behalf of someone else? Zoom allows you to assign multiple delegates to your account using the Scheduling Privilege. Assign this to a team member or ask others make you a delegate. 

To assign a delegate who can arrange Zoom meetings on your behalf:

  1. Visit cmu.zoom.us.
  2. Click Settings (left).
  3. Click Other (left).
  4. Under the Scheduling Privilege section, click the + next to Assign scheduling privilege to.
  5. Enter the user@Andrew.cmu.edu email address of the individual you would like to assign as a delegate.
  6. Click Assign. The delegate will need to log out of Zoom and log in again before they will be able to schedule on your behalf.

Note: Although you will need to setup delegates via browser at cmu.zoom.us, we recommend using the Zoom app or the Outlook Plug-in when scheduling for a more consistent experience.

To schedule on behalf of another person within Outlook you'll need to install the Outlook Plug-in. When you schedule with the plug-in, it will update both your calendar and the individual you are a delegate for:

  1. Open Outlook and create a new invitation.
  2. Add invitees to the meeting.
  3. Determine everyone's availability and select a date and time.
  4. Click the Add Zoom Meeting icon. Note: the icon name and options may vary depending on the version of the plug-in you’re running and your operating system (i.e. Windows/Mac).
  5. Make changes to the Video and Audio options for the meeting as desired.
  6. You may also apply Advanced Options, such as enabling a Waiting Room, toggle Join Before Host or Mute Participants Upon Entry. Additional options allow you to limit individuals who can join, automatically record the meeting, and insert the Zoom meeting info above the existing text.
  7. Click the Schedule For checkbox, then select the individual you would like to schedule for from the drop-down.
  8. Click Continue to apply your settings and add the details to your meeting invitation.
  9. Click Send to issue the invitation to the meeting participants.
  10. The invitation will appear on your calendar, as well as the calendar of the individual you are scheduling for.
  1. Open the Zoom App.
  2. Click Meetings.
  3. Under the Recurring section, click the meeting you want to change.
  4. Click Edit.
  5. Click the Require a meeting passcode checkbox.
  6. Click Save.
  7. Open the existing invitation in Outlook.
  8. Click Edit Series.
  9. Delete the old Zoom meeting details.
  10. Copy the Zoom details for your new meeting and paste in the old one.
  11. Click Send Update.

If you want to mute all meeting notifications for the individual you're scheduling on behalf of, you'll need to change this in the individual's profile settings.

  1. Visit cmu.zoom.us.
  2. Click Settings (left).
  3. Click Email Notification (left).
  4. Disable the email notifications as desired for the following options:
    • Notify host when cloud recording is available
    • Notify host when participants join the meeting before them
    • Notify host and participants when the meeting is canceled
    • Notify the host there is a meeting is scheduled, rescheduled, or canceled
  5.  Close your browser to apply any changes.

Registration

If you are holding a large-scale or public event and need to post a link for individuals outside of the CMU campus community to access, consider the Zoom Registration feature for your meeting.

  1. Visit cmu.zoom.us and click Sign In.
  2. Click Meetings.
  3. Click Schedule a New Meeting.
  4. Enter the meeting details.
  5. Click the Required checkbox to the right of registration.
  6. Click the Save button.
  7. A link will display in Registration Link field. Click the Copy Invitation link (right) to copy the meeting details for sharing.
  8. Individuals who wish to register will click the link, then enter their First NameLast Name, and Email Address.

    Learn More

Interview In Zoom

Need to schedule a series of interviews? Visit Manage Zoom Interviews for guidance on scheduling and hosting interviews over Zoom using Breakout Rooms.