How to Create and Access a Recurring Meeting on Zoom

This guide explains how a recurring Zoom meeting, such as for a regular lecture, is created, accessed, and joined.

Accessing the Zoom.us Web Portal

Scheduled lectures are created and managed through the Zoom.us Web Portal. To access the portal, follow these steps.

1. Open your preferred browser, and navigate to depaul.zoom.us. (Fig. 1)
2. Click Sign in to access the Web Portal.
3. Log in with your BlueKey credentials, if prompted.
4. The Zoom.us Web Portal will appear. (Fig. 2)

Figure 1

Figure 2

 

 

Creating a Recurring Zoom Meeting

To create a recurring meeting from the Zoom.us Web Portal, follow these instructions:

Accessing the meeting creation page:

1. From the sidebar on the left, select the Meetings tab to view meetings on your account. (Fig. 3)
2. To create the new meeting, click the Schedule a meeting button. (Fig. 4)
3. The "Schedule a Meeting" page opens. (Fig 5)
   

Figure 3                        Figure 4

Figure 5

Configuring the meeting:

To properly create the meeting, you should set the Topic, When, Duration, and Repetition areas, as follows:

1. The Topic box is the title of your Zoom meeting. This is the name participants will see in the Zoom software while they are connected to the meeting, as well as in automatically-generated meeting invitations. For a scheduled lecture, we recommend you set this to the identification number and name of the course you are teaching.
2. The When box is used to specify the first day that a meeting in this series will be held, as well as the time it will occur.
   Tip: Use MM/DD/YYYY format.
   
3. The Duration box specifies the expected length of the Zoom meeting in hours and minutes.
   Tip: Meetings do not end automatically when the set duration is exceeded. However, a meeting may end automatically if only one person is connected to the conference for a period of 40 minutes or more.
4. The Repetition (Fig. 6) options appear after activating the Recurring meeting check box. For lectures, select Weekly.
   • In the Repeat every box, select the spacing between the weeks that any lecture will occur. For example, a meeting held every week should be set as 1 Week. A meeting to be held every other week should be set as 2 Weeks.
   • In Occurs on, check the boxes for the days of the week that the meeting will be held. For instance, if your lecture meets every week on Tuesdays and Thursdays, you would check the "Tuesday" and "Thursday" boxes, and uncheck all other weekday boxes.
   • In End date:
     1. Select "By" to enter the last day that a meeting in this series will be held; or
     2. Select "After n Occurrences" to enter the number of times that a meeting in this series will be held. Include all occurrences of a meeting within a week in this count.
5. The Security settings (Fig 7) may be changed, or left at default.
   Tip: The Security area is designed to protect your Zoom meeting from behaviors such as "Zoom bombing", where an unauthorized person accesses a Zoom meeting and behaves disruptively for the purposes of hampering a lecture. For this reason, we strongly advise you to enable at least one of the listed security options.
   • The Passcode box allows you to require that a six-digit passcode be entered into the Zoom software, in addition to the Meeting ID, to connect, which is designed to prevent an unauthorized person from guessing or inadvertently entering your meeting's ID.
   • The Waiting room box is designed to stop unauthorized users from viewing or communicating in your meeting, until you authorize them to connect during the meeting.
   • The Require authentication to join box is designed to prevent a student from sharing meeting access information with unauthorized users. It requires that a user have a DePaul BlueKey account, in good standing, to connect to your meeting.
6. Next, scroll down to the Options box, then click Show. (Fig 8)
   • Checking Allow participants to join anytime will allow users to connect to the meeting and converse before you join to begin the session. If this box is not checked, users will be made to wait until you have joined before they will be able to connect.
     Important: This feature cannot be used in combination with the Waiting room feature.
   • We recommend that you check Mute participants upon entry, which will prevent background noise from student microphones from entering the meeting.
   • If you want your meeting to be recorded (for instance, to maintain a separate copy from the COL recording), you can check Automatically record meeting, which will cause the recording of the meeting to begin as soon as the first user joins, rather than you having to manually start the recording.
     Important: You must save the meeting into the cloud. If you choose to save the meeting to the local computer, it may be irrecoverably lost.
7. Finally, click Save to create the meeting.

Figure 6

Figure 7

Figure 8

Joining a Recurring Zoom Meeting

To join a recurring meeting from a Trimodal room at the University, follow the instructions here (Crestron) or here (Q-SYS).

Modifying a Recurring Zoom Meeting

To make changes to a single instance of your meeting:

1. Access the Zoom.us Web Portal as previously described.
2. Select the Meetings tab.
3. Find the meeting you want to edit.
4. Move your cursor over the meeting listing and click Edit.
5. Click Edit This Occurrence.
6. Edit the meeting as needed.

To make changes to every meeting in the series:

1. Access the Zoom.us Web Portal as previously described.
2. Select the Meetings tab.
3. Find a meeting that is part of the series you want to edit.
4. Move your cursor over the meeting listing and click Edit.
5. Click Edit Entire Series.
6. Edit the series as needed.

Locating Your Zoom Host Key

The Zoom application can automatically ascertain the appropriate host for a Zoom session based on factors such as user account and join time. However, in some cases, the application may select an inappropriate user as the meeting's host. Ordinarily, this issue is corrected by simply logging into the creator's Zoom account. However, this is not possible in Zoom Rooms. Accordingly, the Host Key is used to manually take control of a Zoom meeting, so as to enable functionality like screen sharing. To find the host key, follow these steps:

1. Access the Zoom.us Web Portal as previously described.
2. Click your user profile picture in the upper right hand corner of the page. Then, click your email address.
3. Scroll down to Meeting, then Host Key. Click the button to view the key. Store this key in a safe place.
4. Follow Zoom Room instructions located here (Crestron) or here (Q-SYS) to use this key in Zoom Room.

Cancelling a Recurring Zoom Meeting

To cancel a single instance of your meeting:

1. Access the Zoom.us Web Portal as previously described.
2. Select the Meetings tab.
3. Find the meeting you want to delete.
4. Move your cursor over the meeting listing and click Delete.
5. Click Delete This Occurrence.

To delete every meeting in the series:

1. Access the Zoom.us Web Portal as previously described.
2. Select the Meetings tab.
3. Find a meeting that is part of the series you want to delete.
4. Move your cursor over the meeting listing and click Delete.
5. Click Delete Entire Series.

Note: Meetings you delete can be recovered for 7 days from deletion.