KB2004022301 - How to setup a Zoom meeting for Executive Assistant on behalf of Account Directors
This knowledge base is created for users who require to set up a video conference meeting in the Zoom application, especially for Executive Assistant on behalf of Account Directors. As the Executive Assistant is not attending the Zoom meeting, the Account Directors needs to be set as Alternative Hosts in Zoom by the Executive Assistant. With the Alternative Hosts option, the Account Directors can start the meeting. However, this has a limitation where the created scheduled meeting is not appearing on the Account Director account’s Meeting list on Zoom.
For hosting and joining the meeting, check the Related Articles below.
Instructions
Step-by-step guide:
Close any video conference applications/web applications that might open, such as Microsoft Skype for Business, Microsoft Teams, Microsoft Skype, Cisco Webex, Whereby etc.
This setup requires a Zoom Plugin for Microsoft Outlook installed. By this time this article was written, the version is 4.8.0
Open the Microsoft Outlook application.
Click the Home tab.
To create a scheduled meeting, click the Schedule a Meeting icon. Select a Schedule a meeting option.
If not logged in to the Zoom application, it prompts a Zoom window below.
Click the Sign-in button.
On the Sign in window, enter the username and password. Tick the Keep me signed in option. Click the Sign-in button.
This will prompt the meeting request window with Zoom Schedule Meeting window as follow:
Ensure the configuration is as follow:
Meeting ID: Generate Automatically option selected.
Security: Passcode and Waiting Room option selected.
Video: Host - Off, Participants - Off
Audio: Telephone and Computer Audio option selected.
Click the Advanced Options option to expand.
Under the Advanced option, ensure the configuration is as follow:
Untick the Allow participants to join anytime option
Untick the Mute participants upon entry option
Untick the Only authenticated users can joins Sign in to Zoom option
Untick the Automatically record meeting option
Tick the Include invite link in location field option
Untick the Insert Zoom meeting invitation above existing text option
Select the language for meeting invitation as English
Under the Alternative hosts, enter the email address of the Account Directors.
Untick for the Do not show me again option.
As this meeting is set up uniquely for Account Director/s, it recommends unticking this Do not show me again option.
Click the Save button.
The automatic invitation Zoom meeting as Alternative Host email will be sent from Zoom. The subject is: R** G******** invites you to join a Zoom meeting as alternative host
This email will have a default meeting name (R** G******** Zoom meeting and a default time for a meeting of 15 minutes current time.
This email did not pick up originally. On 24 September 2021, according to Zoom support, this is the right behaviour. On their log system, it will create an initial entry and flagged as being created for that particular meeting.
Hi V****, R** G******* (r***@***.c*m.**) invited you to a Zoom meeting as alternative host. Meeting Topic: R** G********'s Zoom Meeting Meeting Time: Sep 23, 2021 02:30 PM Canberra, Melbourne, Sydney Add to Calendar Add to Google Calendar Add to Yahoo Calendar Start Meeting As a host, you have the ability to start and end the meeting. If the above button is not clickable, try copying and pasting the following link into the address bar of your web browser Join our Cloud HD Video Meeting Or join meeting with the following methods Phone one-tap Phone one-tap: Australia: +61280156011,,81326562450# or +61370182005,,81326562450# Join by Telephone For higher quality, dial a number based on your current location. Dial:
Meeting ID: 813 2656 2450 Passcode: 901271 International numbers
Thank you for choosing Zoom. |
This will create a meeting request in Microsoft Outlook below.
Change the Title field.
Enter the Required email addresses field.
Change the Start time and End Time.
Leave the Location field as it is.
Modify the body of the meeting request by entering the introduction and signature.
Click the Send button.