How to Schedule an online meeting

How to Schedule an online meeting

Scheduling Online Meeting

Online meetings save travel costs and are easier to set up than physical meet-ups. In Zoho Meeting, all you need to do to set up a meeting is provide the details of the meeting and the email addresses of participants in the Schedule meeting form. Your participants will receive email invitations using which they can join the meeting at the scheduled time. The invitation will also carry RSVP,  help links on how to join meetings through phones, and system requirements to join meetings using a computer. You can also add meetings to your calendar, and set up reminders.

How-to:

Schedule a meeting

  1. Log in to Zoho Meeting.
  2. Click Schedule.
  3. Enter the title, date, time and duration of your meeting.
  4. By default, it will auto-populate the timezone set under My Settings. Change timezone, if required. You can click the drop-down menu to select a different time zone.
  5. By default, you will be the presenter of the meetings that you schedule. Use the dropdown arrow next to the presenter's name if you wish to assign the presenter role to other members in your organization. An email will be sent to them notifying about the same.
  6. In the Participants field, Invite participants by entering their email address.
  7. Enter the Agenda for your meeting. 

  8. Click More Options to schedule recurring meetings, to set email reminders, or to add third-party audio conferencing services. Otherwise, click Save. 

  9. Recurring meeting

    1. Check Repeat Meeting if you would like to schedule a recurring meeting. This will open up additional recurrence options.
    2. Under Repeat Type, select how often you need the meeting to recur: Daily, Weekly, Monthly. 
    3. Specify how your meeting will repeat, the amount of occurrences and when it will end. You can have the recurring meeting end on a specific date or after a certain number of occurrences. 


  10. Set reminders at multiple times before your meeting starts. Reminder emails will be sent to participants based on this setting.

  11. Click Save.
Notes
  1. Upload your contacts to contacts.zoho.com to add them as participants in the online meetings you schedule. Your contacts will be auto-suggested in the participants field.

Conduct an instant meeting

  1. On your Zoho Meeting Home page, click Meet now.
  2. Share the joining link with your participants through email or chat.

Rename meetings

By default, an instant meeting gets the name of the presenter who starts it. But if you wish rename an instant meeting or a scheduled meeting, you can edit the meeting name at the top of the Attendees list, Chat tab, or Settings tab in the live meeting window. 

To rename a meeting:
  1. Click any one of the options Attendees, Chat, or Settings in the top menu of your live meeting window.
  2. Hover the existing name of the meeting and click the edit  icon.
  3. Enter the new meeting name and click Save.

Notes
Note
  1. Only presenters can rename meetings.
  2. Scheduled meetings cannot be renamed after the end time provided in the scheduling form.
  3. Instant meetings cannot be renamed after 1 hour from the start of the meeting.


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