How to Host a Zoom Meeting

There are two different ways that you can schedule or host a Zoom meeting. If planning ahead, use the “Schedule a Meeting” tab. If wanting to create a meeting that starts immediately, use the “Host a Meeting” tab.

Schedule a Meeting - for a meeting that is taking place in the future, you can schedule the meeting ahead of time.
- Ensure that the following fields are completed: Topic & When.
- Best practices within settings:
  - Registration - uncheck “Required”
  - Meeting ID - check “Generate Automatically”
  - Security - Passcode and Waiting Rom have been locked ON by the district
  - Video - This depends on the meeting. We typically suggest putting a check in the circle for “on” under “Host” and “Participant.” This is a setting that can be managed by the individual once they have joined the meeting.
  - Audio - check “Both”
  - Meeting Options -
  - Uncheck “Enable join before host”

Check “Mute participants upon entry."
Check "Only authenticated users can join" - Sign in with a PSD account for all class meetings with students.
'Automatically record meetings to cloud' is defaulted to ON by the district

Once all your settings are set, select “Save.”
After you click Save, the next screen will have the meeting information as well as the Join URL. Click on “Copy the invitation,” select “Copy Meeting Invitation,” and paste it into an email to participants.
If you plan on having several attendees in the meeting, it may be helpful to add a co-host that can monitor the chat and support individuals with technical difficulties.

Need more help? The Schedule A Zoom Meeting video may help.

Host a Meeting - for a meeting that you would like to start right now.
- When you select “Host a Meeting”, you get three options; With Video On, With Video Off, Share Screen Only. The choice you make will depend on the purpose of the meeting. In most circumstances, selecting With Video On is appropriate as individuals have the ability to manage their video on/off once they join the meeting.
- Upon selecting one of the three options, your Zoom meeting will start. If working from an internet browser, you will be prompted to Open zoom.us.
- Once in the meeting, you can invite additional participants by clicking on “Invite” and then “Copy Invitation.” This will copy the meeting invitation information so that you can go into your email and past the information into an email to participates.
- Need more help? The Host a Meeting video may help.

How to Join a Meeting

If you have been asked to join a meeting, the organizer of the meeting will likely send you an invitation via email. An example of the invitation is below:

You can join a Zoom meeting from a computer, tablet, cellular phone, or landline.
When joining on a computer or mobile device you will be prompted to download and install Zoom when you click on the join link.
- Users can download the Zoom app in advance from the Download Center.
If you are joining via telephone, you will need the teleconferencing number provided in the invite.
Depending on how the host of your Zoom meeting has established the settings, you may be asked for a password in order to join the meeting. In this event, the password would be listed in the Zoom invitation email.
In most cases, you will not need to log into Zoom in order to join a meeting. Simply follow the directions in the invite to join the Zoom meeting.
Need more help? Watch this video on how to Join a Meeting.

Zoom Features

Once in a Zoom meeting, you have the ability to:

Share your screen, watch the Sharing Your Screen video for more help.
Record the meeting, watch the Recording a Zoom Meeting video for more help.
Host controls, watch the Meeting Controls video for more help.
Private and group chat
Raise hand

Note that as a host, Zoom works better on a computer or an iPad. While hosting a Zoom meeting on a Chromebook you will not be able to access all of the tools listed above.

Need more help? Check out the Zoom Help Center

Want to try it out yourself first? Join a Test Meeting

Also, try practicing with a colleague/friend

Tips for Successful Zoom Sessions

If you’re expecting a large group in attendance, make sure that you have a co-host identified who can monitor chat and help individuals with technical difficulty.
New to Zoom? Practice! Use the test meeting listed above to help and/or create a practice session and ask a colleague to join.
It’s always more personal if your audience can see you. When available, try trying on the video feature so that your audience can see your smiling face.
Become familiar with the various settings that you have available. Once in the Zoom meeting, play around and familiarize yourself with the bells and whistles.
Have some Google Slides at the beginning of your presentation that guide participants for what the expectations of the meeting are. Use the Zoom Participant Prep example slide deck to get yourself started.