Issue:

I want to edit an existing meeting I already scheduled.

Solution:

This walks you through the process of editing an existing meeting via the Desktop Client, the Zoom Web portal, or Outlook. This is useful for users who have an existing scheduled meeting and need to adjust certain parameters. 

Things You Can Change By Editing a Meeting

The following are common things you may want to adjust after a meeting has been scheduled:

  • Changing Date, Time, Or Duration
  • Adding Registration
  • Requiring a Meeting passcode for Scheduled Meetings, and your Personal Meeting ID
  • Setting the Meeting to Record Automatically

Editing a Meeting, or Personal Meeting ID, from the Web

Personal Meeting ID

  1. Visit https://wsu.zoom.us and select the Sign In button, following the steps to authenticate.

  2. Select the “Meetings” option in the menu from the left navigation.



  3. Select the Personal Meeting Room tab



  4. Scroll to the bottom and select the “Edit this Meeting” button.

  5. Adjust your meeting parameters.
    Example: To add a passcode, check the box for “Require meeting passcode” which will make a textbox appear with a passcode in it.
    NOTE: Auto fill (ie., with Chrome, Firefox, or Lastpass) can sometimes mess up auto generating a passcode, so you may need to enter a passcode manually (pick 6 numbers). 

  6. Select the “Save” button at the bottom of the screen.

If you added a passcode, the Join URL will be a longer link that includes an embedded passcode and the meeting passcode field will now have a green check next to it with the passcode you selected. If participants of your meeting have been sent meeting invites previously (specifically via Outlook) you will need to provide them with this new Join URL to avoid them having to enter the passcode. Alternatively, you can share the passcode with them and they will need to enter that before joining. Note that if you are using the blackboard integration for students to join your zoom session the link they see is automatically updated to the passcode protected version.

Scheduled Meetings

  1. Visit https://wsu.zoom.us and select the Sign In button, following the steps to authenticate.

  2. Select the “Meetings” option in the menu from the left navigation.



  3. Choose the meeting you would like to update by selecting the link for that meeting.

  4. Scroll to the bottom and select the “Edit this Meeting” button.

  5. Adjust your meeting parameters.
    Example: To add a passcode, check the box for “Require meeting passcode” which will make a textbox appear with a passcode in it.
    NOTE: Autofill (ie., with Chrome, Firefox, or Lastpass) can sometimes mess up auto-generating a passcode, so you may need to enter a passcode manually (pick 6 numbers). 

  6. Select the “Save” button at the bottom of the screen.

If you added a passcode, the Join URL will be a longer link that includes an embedded passcode and the meeting passcode field will now have a green check next to it with the passcode you selected. If participants of your meeting have been sent meeting invites previously (specifically via Outlook) you will need to provide them with this new Join URL to avoid them having to enter the passcode. Alternatively, you can share the passcode with them and they will need to enter that before joining. Note that if you are using the blackboard integration for students to join your zoom session the link they see is automatically updated to the passcode protected version.

Editing a Meeting from the Desktop Client

  1. Make sure you have downloaded the client and have installed and authenticated via SSO.

  2. Select the “Meetings” option from the banner menu:



  3. Choose the meeting you would like to update by selecting it from the left.

  4. Select the “Edit” button.

  5. Adjust your meeting parameters.
    Example: To add a passcode, check the box for “Require meeting passcode” which will make a textbox appear with a passcode in it.

  6. Select the “Save” button at the bottom of the screen.

If your calendar is synced, your meeting will update to Outlook automatically as well.

If you added a passcode, if participants of your meeting have been sent meeting invites previously you will need to provide them with this new Join URL to avoid them having to enter the passcode. Alternatively, you can share the passcode with them and they will need to enter that before joining. Note that if you are using the blackboard integration for students to join your zoom session the link they see is automatically updated to the passcode protected version.


Editing a Meeting from Outlook

Note: If participants of your meeting have been sent meeting invites previously (specifically via Outlook) you will need to provide them with an updated Join URL to avoid them having to enter the passcode

If you are using the Outlook Plugin (see below)

  1. Go to your calendar and open the meeting meeting invitation, which includes the Zoom meeting invitation details

  2. On the left-hand side of the Outlook Tools ribbon, click on the 'Change Settings' Zoom button



  3. A window will appear with the settings for you Zoom meeting, check the box for a meeting passcode. A passcode will be automatically generated for you, but you do have the option of inputting your own custom passcode (up to 10 characters). 
    Note: The auto-generated passcode is an acceptable passcode for any meeting.



    Note: If the meeting appears to already have a passcode, even though you have not updated the meeting settings, please proceed using the steps below. This will make sure your Outlook meeting matches the Zoom meeting settings from the Zoom Cloud.

  4. Click Continue to apply these settings to your meeting.
    You may be prompted by a notification, which lets you know portions of your invitation have changed - simply click continue. If you wish to not see this notification in the future, check the 'Do not show this message again'.



  5. There should now be some additional details in your meeting invitation - the join URL will have changed and the meeting passcode should be listed in the meeting invitation as shown below:



  6. Send the updated meeting invitation to your attendees



  7. Your Zoom meeting has now been updated!

If you are using the Outlook Add-in (see below)

  1. Go to your calendar and open the meeting invitation, which includes the Zoom meeting invitation details

  2. On the right-hand side of the Outlook Tool Ribbon, click on the Zoom Settings Icon



  3. A window will now open on the right-hand side of your Outlook window, check the box for a meeting passcode. A passcode will be automatically generated for you, but you do have the option of inputting your own custom passcode (up to 10 characters). 
    Note: The auto-generated passcode is an acceptable passcode for any meeting.



    Note: You may be prompted to sign in, please refer to the following sign-in guide: Zoom - How do I sign into the Zoom Add-In for Outlook?
    Note: If the meeting appears to already have a passcode, even though you have not updated the meeting settings, please proceed using the steps below. This will make sure your Outlook meeting matches the Zoom meeting settings from the Zoom Cloud.

  4. Click the Update button, and the changes will be applied to your meeting. The meeting Join link and passcode are now included in the meeting location and details.



  5. Now, send the updated meeting invitation to your attendees.



  6. Your Zoom meeting has now been updated!