Meetings

Host a Zoom Meeting

If you do NOT have the Zoom app installed, go to https://wts.uwo.ca/zoom and select "Install Zoom Software" to start the installation.
If you DO have the App installed, see below

  1. Open the application
  2. Select Sign in with SSO 
  3. Enter westernuniversity 
  4. Enter your Western Identity username and password 
  5. Select New meeting

For more information, please check the vendor's help documentation: How Do I Host a Video Meeting?

Zoom Host Controls

To learn about host controls in meetings, visit Host Controls in a Meeting.

Joining a Meeting

Please visit the following website for the instructions on inviting other to join the meeting: Joining the Meeting

Schedule Meetings from Zoom Web Portal

Go to your personal Zoom Meetings page, you will need to login with your Western Identity username and password, where you can:

Manual Cut and Paste

If you do not have the Zoom Plugin for Microsoft Outlook installed, or are using a different calendar or meeting system, you can create a Zoom session and manually add that information to an existing meeting invite.

  1. Log in to https://westernuniversity.zoom.us/
  2. Click Meetings in the left column, then, on the Upcoming Meetings tab, click Schedule a New Meeting.
  3. Configure your Zoom session as normal
    If your Outlook meeting is recurring, be sure to check Recurring meeting in Zoom; this will keep your Meeting ID from expiring.
  4. Click Save on the Schedule a Meeting screen when you are done setting up the Zoom meeting particulars.
  5. Find the Invite Attendees line, then click Copy the invitation.
  6. In the pop-up window, click Copy Meeting Invitation.
    You can close Zoom in your browser now.
  7. Open your calendar entry in Outlook and paste the Zoom session information into it.

Be sure to click Send Update so that all attendees for your meeting will receive the Zoom session information.

For more information about these features, the following link will take you to the vendor's help documentation: How Do I Schedule Meetings?

Schedule Meetings from Desktop or Mobile App

  1. Open your Zoom client and sign in to Zoom.
    • Click Sign In, then Sign In with SSO, enter westernuniversity for the company domain, then sign in using your Western's credentials.
  2. Click on the Schedule icon. This will open the scheduler window.
  3. Select your meeting settings. Note that some of these options might not be available if they were disabled and locked to the off position at the account or group level.
  4. Click Schedule to finish, and open the selected calendar service to add the meeting.

Note: If you are scheduling a recurring meeting, you will need to set the recurrence in your calendar service.

Choosing Other Calendars will allow you to copy and paste the scheduled meeting information such as date, time, and meeting URL.

For more information, please visit the following website: How do I schedule Meetings?

Schedule Meetings from Office365 (Online)

You can install the Zoom for Outlook Plugin for your own use.

If you have the Zoom Plugin for Microsoft Outlook installed, use this method to add a Zoom session to an existing Outlook calendar meeting.

  1. Open your Outlook web calendar and click New to create a new calendar event.
  2. Enter meeting details like the title, location, and guest list.
  3. Click the Zoom icon in the top toolbar. You will see the Zoom sidebar open, prompting for your Zoom credentials
    • Click Sign In, then Sign In with SSO, enter westernuniversity for the company domain, then sign in using your Western's credentials
      sign-in-scheduler-office365.JPG
      sign-with-domain.JPG
      office365-allow.JPG
      office365username-and-password.JPG
  4. Sign in to your Zoom account. If you are already signed in to the Zoom web portal, it will log you in automatically.
  5. Select your desired video, audio and meeting settings. Click Add Zoom Meeting to add Zoom join details to the meeting.
Note: The meeting settings will automatically populate with your default settings found in your Zoom web portal in My Meeting Settings.

Schedule Meetings from Outlook plugin

Using the Zoom Plugin for Microsoft Outlook (Windows or Mac)

If you have the Zoom Plugin for Microsoft Outlook installed, use this method to add a Zoom session to an existing Outlook calendar meeting.
You cannot add a Zoom session to individual calendar entries in the past.
  1. Open your existing meeting in Microsoft Outlook.
    • If it is a recurring meeting, be sure to open a session that has not yet occurred.
    • If it is a recurring meeting and you want the Zoom information associated with all sessions (not just the single session you are opening), be sure to select The entire series when prompted.
  2. Windows: In Outlook's Appointment toolbar, click Schedule a Meeting (Zoom).
  3. Mac: Click Add Zoom Meeting (near the start and end time fields).
  4. You may be prompted to sign in to Zoom. Please do so.
    • Click Sign In, then Sign In with SSO, enter westernuniversity for the company domain, then sign in using your Western's credentials. If a Zoom - Pro Account window opens, close it or move it out of the way.
  5. In the Zoom - Schedule a Meeting window that opens, select your preferred Zoom options, then click Continue. The Zoom session information will automatically appear in the Outlook calendar entry.
  6. In the Outlook calendar entry, click Send Update to send the revised meeting information to your attendees.

Note About Recurring Meetings in Zoom

When you schedule a recurring meeting, the date and time options will disappear.

When Zoom creates a recurring meeting, a unique Zoom Meeting ID (which does not expire) is created for the entire series of meetings. Use the same Zoom invitation for each meeting in the series, using your preferred email/calendar client. (For non-recurring meetings, the Meeting ID expires after 30 days.)

Have an Assistant Schedule a Meeting on your behalf

Scheduling privilege is designed for an user or an assistant so:

  • You can assign or delegate a user or multiple users in your account to schedule meetings on your behalf.
  • You can also schedule meetings on behalf of a user (or multiple users) that has assigned you scheduling privilege.
  • You and the assigned scheduler must have a Western Zoom account.
  • Users with Scheduling Privilege on your account will be able to manage and act as an alternative host for all meetings.

 

To assign scheduling privileges to your assistant/other user: 

Note: Both you and the assigned scheduler must have a Western Zoom account. 

  1. Go to your My Meeting Settings and click Add under Scheduling Privilege (near the bottom).
    Add schedule assistant screenshot
  2. Type in the email address of the assigned scheduler(s). Use commas to separate multiple email addresses.
    Add email screenshot
  3. Click Assign.

NOTE: You can grant privileges to multiple assistants/users.   

To schedule a meeting for another user: 

Once you have been granted scheduling privilege, you can schedule meetings for another user(s):

  1. Go to the Zoom client - if your privileges were just granted you need to sign out and sign back in to see the option 
  2. Click on the Schedule icon - this will open scheduler window
  3. Click Advanced Options
  4. Check 'Schedule For' and select another individual and click Schedule.

 

schedulingfor.JPG

Please visit the following website for more information on how to assign scheduling privileges: Scheduling Privilege

Join an H.323/SIP Device in Zoom

Dialing In to the H.323/SIP Room Connector

On an H.323 Device

Dial using one of the following:
IP Address only, then enter meeting ID on the welcome screen
IP Address##Meeting ID, for example: 192.168.3.142##213746932
MeetingID@IP Address, for example: 2139746932@192.168.3.142  [Some Cisco/Tandberg devices]

On a SIP Device

Enter one of the following:
IP Address only, then enter meeting ID on the welcome screen
Meeting ID@IP Address, for example: 213746932@192.168.3.142
Please see Zoom's H.323/SIP Room Connector Dial Strings ;help page for more dialing options.

Join via Pairing

Connect to the splash screen by dialing the IP Address only
Enter the five character pairing code (seen on the splash screen) in to the pairing code option on the Zoom website or in the Zoom application.

See Zoom's Joining Via Pairing help page for more detailed information.

Invite others to Join a Meeting

There are several ways to invite participants to a scheduled or instant meeting.

Please visit the following website for the instructions on inviting other to join the meeting: https://support.zoom.us/hc/en-us/articles/201362183-How-Do-I-Invite-Others-To-Join-a-Meeting-

Microsoft Outlook Plugin (Desktop)

A plug-in for Outlook (which allows you to start or schedule a Zoom meeting with one click while working in Outlook) is available at the Zoom Download Center.

Zoom Scheduling

To learn about scheduling in Zoom, please visit: Zoom Scheduling.

Meeting Templates

Please visit the following website for the instructions on how to create a Meeting Tamplate: https://support.zoom.us/hc/en-us/articles/360036559151-Meeting-Templates

Published on  and maintained in Cascade CMS.