Hosting a Meeting on Zoom

Using your Personal Meeting ID (PMI)

To host a video conference using your own meeting room, send your customized Personal Link ( to your guests.

Detailed Instructions: Personal Meeting ID (PMI)

Scheduling Meetings

If you would like to schedule a meeting through Zoom, follow these steps.

  1. Sign in to using your Passport York credentials
  2. Click Meetings
  3. Click Schedule a Meeting
  4. Enter the information for the meeting and click Save
  5. Send the meeting link next to Invite Attendees to your guests
    1. Click Copy the Invitation and paste the information into an e-mail or calendar invitation, or
    2. Click Outlook Calendar (.ics) to open a calendar invite in Outlook

Detailed Instructions / Video: Scheduling Meetings

Adding Scheduling Privileges

If someone is scheduling a Zoom meeting on your behalf, you will need to grant them scheduling privileges in order for meetings and recordings to be linked to your account.  You can also schedule meetings on behalf of someone that has assigned you scheduling privilege.

  1. Sign in to using your Passport York credentials
  2. Click Settings on the left side
  3. Scroll to the bottom. Under Schedule Privilege click the + beside Assign scheduling privilege to
  4. Enter the e-mail addresses for the people you want to assign privileges, and click Assign

Scheduling Meetings on Behalf of Another Person

If you need to schedule a meeting on behalf of someone else, ensure they have completed the steps in Adding Scheduling Privileges above.

  1. Sign in to using your Passport York credentials
  2. Click Meetings
  3. Click Schedule a Meeting
  4. Next to Schedule For, select the person on behalf of whom you are scheduling the meeting
  5. Fill in the rest of the meeting details
  6. Follow the instructions below to assign alternative host(s) as required

Assigning an Alternative Host

If you are scheduling a meeting on behalf of another person, or need to assign hosting duties to another person, you can assign an alternate host to your meeting.

  1. Sign in to using your Passport York credentials
  2. Click Meetings
  3. Mouse over the meeting that has been scheduled, and click Edit
  4. Next to Alternative Hosts, enter the e-mail addresses of the alternative hosts
  5. Click Save

Note 1: You can add an alternative host as one of the options while scheduling a new meeting

Using Meeting Features

Zoom has a variety of features that can be used in-meeting.

Using the Waiting Room

If you have the waiting room enabled for your meeting, you will need to accept or decline as people join the meeting.

  1. When you are in your meeting, click Manage Participants at the bottom of the meeting window
  2. Click Accept or Decline next to the meeting participants name to allow them or deny them from joining your meeting

Detailed Instructions / Video: Waiting Room

Recording a Zoom Meeting

  1. Click Record
  2. Select Record to the Cloud to record the meeting on the cloud
    1. To access meetings recorded to the cloud, sign in to using your Passport York credentials, and click Recordings on the left

Detailed Instructions / Video: Cloud Recording

Chatting with Participants

  1. Click Chat to open the Zoom Group Chat, where you can chat with participants in the meeting

Detailed Instructions: In-Meeting Chat Instructions

Video: In-Meeting Chat Video

Sharing your Screen

  1. Click Share Screen at the bottom of the Zoom window
  2. Select the screen or window you would like to share with the meeting
  3. Click Share computer sound if you would like to share sound, such as if you are showing a video
  4. Click Optimize Screen Sharing for Video Clip if you are going to be showing a video

Detailed Instructions / Video: Share your Screen

Sharing a Whiteboard

To make a drawing, you can use the whiteboard feature.

  1. Click Share Screen at the bottom of the Zoom window
  2. Choose Whiteboard

Detailed Instructions: Sharing a Whiteboard

Polling Participants

Use multiple choice polls to gather feedback from participants in the meeting.

  1. Click Polls at the bottom of your Zoom window
  2. Click Add a Question
  3. Enter the required information for the poll:
    1. Title
    2. Check the Anonymous box to make the answers anonymous
    3. Enter the poll question
    4. Select Multiple Choice to allow participants to choose more than one answer
    5. Enter the answer choices for the question
    6. Click Add a Question to add another question to the poll
    7. Click Save

Detailed Instructions / Video: Polling for Meetings

Using Breakout Rooms

  1. Click Breakout Rooms at the bottom of your Zoom window
  2. Add the number of breakout rooms required
  3. Assign people to breakout rooms

Note: Once the breakout rooms have been started, the participants will be asked to join the Breakout Session. The host will stay in the main meeting until joining a session manually.

Managing Breakout rooms

The main operations related to breakout rooms are:

  1. Join: Join the breakout room.
  2. Leave: Leave the room and return to the main meeting (only shows when in a breakout room).
  3. Close All Rooms: Stops all rooms after a 60 second countdown, shown to the host and participants, and returns all participants back to the main meeting.

Detailed Instructions / Video: Breakout Rooms

Viewing Attendance Reports

  1. Sign in to using your Passport York credentials
  2. In the left navigation, click Reports
  3. Click Usage
  4. Select the start and end date on which the session was hosted
  5. Locate the meeting in the list
  6. Click on the number under the Participants column
  7. The participants who attended the session will be displayed
  8. To export to .csv (Excel), check the box that reads Export with meeting data, then click Export

Ending a Meeting

On the bottom of the Zoom window, click End Meeting.  You can then choose to leave the meeting running for the other participants, or end the meeting for everyone.