Scheduling Recurring Zoom Meetings
Learn best practices for scheduling recurring meetings in Zoom using No Fixed Time recurring meetings.
Before you start
- To prepare to use Zoom, access your Stevens Zoom account and install the Zoom desktop client, which offers the best available Zoom experience.
- Note that an issue has been identified with recurring meetings created in Outlook calendar. Please see details below.
- Meeting IDs for recurring meetings expire 365 days after the meeting was last started.
Scheduling Recurring Zoom Meetings using Outlook Calendar
Note: An issue has been identified with recurring meetings created in Outlook calendar. In some cases, recurring meetings are not recognized by Zoom as recurring, therefore the Zoom link created is invalid. We recommend creating the recurring meeting as a No Fixed Time recurring meeting in either the Zoom desktop client or the Zoom web portal using the instructions below, and then sending the meeting details via Outlook calendar.
Scheduling Recurring Zoom Meetings in the Zoom Desktop Client
Step 1: Open the Zoom desktop client.
Step 2: If you are not already signed in, click Sign In.
Step 3: On the Home tab, click Schedule. This will open the scheduler window.
Step 4: Enter the meeting title in the Topic field
Step 5: Below the Time Zone option, select the check box next to Recurring meeting
Step 6: Select the remaining meeting options
Step 7: Select Save
Step 7: At the top of the desktop client, click Meetings. This will open the meetings window.
Step 8: Find the meeting in the Recurring meeting list
Step 9: Click on the meeting to open it
Step 10: To share the meeting invitation information or create an Outlook calendar event or invite, click Copy Invitation
Step 11: Paste the meeting invitation information into an email, message or wherever you would like to share the meeting information
Step 12: To create an Outlook calendar event or invite, open Outlook calendar
Step 13: Click New Meeting
Step 14: Paste the meeting invitation information into the Outlook meeting
Step 15: Enter the meeting title and attendees
Step 16: Click Make Recurring and enter the Appointment Recurrence information
Step 17: Paste the Zoom link into the Location
Step 18: Edit the Zoom meeting information as desired
Step 19: Send meeting invite
Notes:
- Any changes or updates to the meeting date/time will be made in Outlook only. In Zoom, the meeting is a recurring meeting with No Fixed Time.
- Meeting IDs for recurring meetings expire 365 days after the meeting was last started.
Scheduling Recurring Zoom Meeting in the Zoom Web Portal
Step 1: Go to my.stevens.edu
Step 2: If you are not already logged in, log in with your Stevens credentials
Step 3: Click Zoom to open the Zoom web portal
Step 4: Click Meetings
Step 5: Click Schedule a Meeting
Step 6: Enter the meeting title in the Topic field
Step 7: Below the Time Zone option, select the check box next to Recurring meeting
Step 8: In the Recurrence dropdown, select No Fixed Time
Step 6: Select the remaining meeting options
Step 7: Select Save
Step 8: To share the meeting invitation information or create an Outlook calendar event or invite, click Copy Invitation
Step 9: Click Copy Meeting Invitation and click Cancel to close the window
Step 10: Paste the meeting invitation information into an email, message or wherever you would like to share the meeting information
Step 11: To create an Outlook calendar event or invite, open Outlook calendar
Step 12: Click New Meeting
Step 13: Paste the meeting invitation information into the Outlook meeting
Step 14: Enter the meeting title and attendees
Step 16: Click Make Recurring and enter the Appointment Recurrence information
Step 17: Paste the Zoom link into the Location
Step 18: Edit the Zoom meeting information as desired
Step 19: Send meeting invite
Notes:
- Any changes or updates to the meeting date/time will be made in Outlook only. In Zoom, the meeting is a recurring meeting with No Fixed Time.
- Meeting IDs for recurring meetings expire 365 days after the meeting was last started.
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