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How to Set Up and Send Invites for a Zoom Meeting

Zoom has made virtual meetings easy and convenient. You can use it to connect with people all over the globe: remote work teams, clients, media contacts, and more. Making the most of this platform starts with understanding how it works. This guide explains how to set up a Zoom meeting and send invitations with clear and straightforward step-by-step instructions.

Prerequisites for Inviting Participants

You only need a few things to invite participants to your meeting. You must first have a Zoom account and the client software. You can use either Zoom’s web app or desktop client if you’re using a PC or laptop. On iOS and Android devices, you must install the Zoom mobile app.

Before you learn how to set up Zoom meeting invites, you’ll first need the attendees’ contact information. Most meeting hosts use email to send invitations. Still, you can copy meeting information from the Zoom client and paste it into text messages, social media, or instant messaging platforms like Slack.

Setting Up and Inviting on a Computer

To get started with your meeting, you must schedule it first. You can use either the Zoom desktop client or the web portal on desktop and laptop computers. The process in both versions of the app is similar. You’ll open your preferred Zoom client, log into your account, and then select the Home or Meetings tab. Select Schedule, then enter meeting details such as the topic, date and time, and password. You may allow Zoom to auto-generate a Meeting ID or set one yourself. Other options for your meeting include encryption, advance joining, and audio/video settings. Once you’re done, click Save.

After scheduling the meeting, sending invitations is even easier. Follow a few straightforward steps to notify your attendees:

  • Open your preferred calendar app.

  • Create an event for your meeting date and time.

  • Enter meeting details, including Meeting ID and link to join.

  • Enter meeting attendees’ email addresses in the appropriate fields.

Once you save the meeting, your calendar app sends the invitations automatically. Don’t forget that you can drop meeting details into other communication channels on your desktop or laptop.

Setting Up and Inviting on a Smartphone

Meeting creation on the Zoom mobile app is just as effortless. While the exact steps differ, the basic process is the same:

  • Open Zoom mobile app.

  • Tap on the Meetings tab, then tap Schedule.

  • Confirm details like meeting date and time, topic, Meeting ID, and password.

  • Save the meeting.

You can also send Zoom meeting invitations easily from your mobile device. Two basic ways to do this are through Zoom or calendar apps. In the Zoom mobile app, tap on your upcoming meeting under the Meetings tab, then Add Invitees. Choose one of three options: Email, Text Message, or Copy to Clipboard. From your calendar app, create an event and copy your Zoom meeting details into the event information field. After you add attendees, you can save your event and let the app send out invites for you. Other options include copying and pasting meeting information into other apps.

Zoom Meetings Made Easy

You don’t need to be a tech guru to master Zoom meetings. You already have fast and easy tools to help you quickly create meetings. Knowing how to invite someone to a Zoom meeting saves you time and effort, boosting productivity and helping you achieve critical goals. Custom Virtual Office enables you to take Zoom, Google Meet, and Microsoft Teams to the next level. We offer many customizable virtual office backgrounds ready to personalize with your organization’s logo.


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