How-to
How to schedule a Zoom meeting (app, web, Outlook, and Google Calendar)
Last reviewed: By Cluesfinders Editorial Team
Scheduling a Zoom meeting ahead of time gives everyone a set date, a link, and a calendar reminder — no scrambling at the last minute. This guide walks through scheduling a Zoom meeting from the app or the web, inviting people, the options worth setting, and how to do it under your own brand.
Disclosure: Cluesfinders is an independent affiliate of E-STAGE and may earn a commission if you sign up through our links, at no extra cost to you. That relationship does not change the facts we report about other platforms.
Three ways to schedule
| Where | How it works |
|---|---|
| Zoom desktop or mobile app | Click Schedule on the Home tab, fill in the details, and Save. |
| Zoom web portal | Sign in, go to Meetings, then Schedule a Meeting. |
| Calendar add-in (Outlook / Google) | Create a calendar event and click “Add a Zoom Meeting.” |
How to schedule a meeting, step by step
On the Zoom desktop app or the web portal:
- Sign in to Zoom.
- Click Schedule (on the Home tab) or go to Meetings and click Schedule a Meeting.
- Enter a topic or name for the meeting.
- Set the date, start time, and duration.
- Choose your options, then click Save.
- Copy the invitation and share it by email, message, or calendar.
Options worth setting
- Waiting room or a passcode, to control who gets in.
- Whether host and participant video start on or off.
- A recurring meeting, if it repeats on a schedule.
- Registration, for larger or public sessions where you want sign-ups.
Inviting people
After saving, use Copy Invitation to grab the meeting link and details, then paste them into an email or message. If you connected a calendar (Outlook or Google), Zoom can add the event and send invites for you.
How to schedule a Zoom meeting in Outlook
Install the Zoom for Outlook add-in first (from Microsoft AppSource, or ask your IT admin if your organization manages add-ins). Then:
- Create a new meeting or event in your Outlook calendar.
- Click Add a Zoom Meeting in the toolbar. Zoom inserts the link and dial-in details into the invite.
- Add your attendees and click Send.
How to add a Zoom meeting to Google Calendar
- Install the Zoom for Google Workspace add-on, then create an event in Google Calendar and choose Zoom Meeting from the conferencing options.
- Or schedule in Zoom first, set the Calendar option to Google Calendar, and save. Zoom opens Google Calendar with the meeting details already filled in.
How to create a recurring Zoom meeting
- When scheduling, tick Recurring meeting.
- Choose how often it repeats (daily, weekly, or monthly) and when the series ends, or pick No Fixed Time to keep one open link for ad-hoc sessions.
- Save. Every session in the series uses the same link, so attendees only need one invite.
Scheduling under your own brand
Every Zoom invite carries Zoom’s branding, not yours. For a coach, consultant, or small business, the meeting is part of the client experience — and a generic link is a missed chance to reinforce who they are working with.
A branded meeting room keeps the same simple scheduling and join experience, but the room and the details carry your name and look, so the session feels like part of your business.
Host meetings under your own brand
A Zoom link works, but a branded room makes every scheduled session look like part of your business. See how white-label virtual meeting rooms work.
Explore white-label virtual meeting roomsCluesfinders is an independent affiliate of E-STAGE and may earn a commission from links on this page, at no extra cost to you.
Frequently asked questions
How do I schedule a Zoom meeting for the first time?
Sign in, click Schedule (or Meetings, then Schedule a Meeting), enter a topic, set the date and time, choose your options, and click Save. Then copy the invitation and send it to your guests.
How do I send a Zoom meeting invite?
After scheduling, click Copy Invitation to get the link and details and paste them into an email or message — or let Zoom add it to your Outlook or Google calendar and send invites automatically.
Can I set up a Zoom meeting for free?
Yes. The free plan lets you schedule and host meetings for up to 100 people, though each meeting is limited to 40 minutes.
Can I schedule a recurring Zoom meeting?
Yes. When scheduling, turn on the Recurring meeting option so the same link works for every session in the series.
Do people need to download Zoom to join?
Attendees can usually join from a web browser, but the desktop or mobile app gives the full set of features.
How do I schedule a Zoom meeting in Outlook?
Install the Zoom for Outlook add-in, create a new event, click Add a Zoom Meeting, add your guests, and send. The link and details are inserted into the invite for you.
How do I add a Zoom meeting to Google Calendar?
Use the Zoom for Google Workspace add-on and pick Zoom Meeting as the conferencing option on your event, or schedule in Zoom with Google Calendar selected so it opens the event with the details filled in.
Can I schedule a Zoom meeting for someone else?
Yes, if they give you scheduling privilege in their Zoom settings. You can then schedule meetings on their behalf and they will be the host. This requires licensed (paid) accounts.