Organizing Meetings in Your Virtual Office

Zoom provides everyone with a unique virtual room with your own address which you can name. Scheduled meetings and this virtual room relate to each other in the same way as classrooms do to your own office. This guide describes how you can: 

• Personalize the invite link to your personal meeting room.
• Customize for security and requirements.
• Invite participants and start your meeting.

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Personalizing the Invite Link to Your Personal Meeting Room

You can customize the invite link to your personal meeting room, in order to make it more personal and memorable when you share it with others.

Log in to https://lu-se.zoom.us/ Links to an external site. and click on "Profile" in the left menu:

1. Scroll down a bit to the section "Meeting" where you find "Personal Meeting ID", a unique number for your personal meeting room. 

2. You find the same number in "Personal Link", which is the web address/link to your personal meeting room.

3. By clicking on "Customize" you can change this personal link, for example to your own name.

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Please note that your personal link must contain a minimum of 5 and a maximum of 40 characters, and must start with a letter. You may only use letters, numbers and periods. Your personal link must also be unique - it cannot be occupied by another Zoom user. 

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Security Requirements and Settings

You can adjust the settings for your personal meeting room, just like you do when scheduling meetings. Do like this to access the settings:

1. Click on "Meetings" in the left menu.

2. Select the tab "Personal Room".

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Thereafter you scroll down to the bottom of the page and click on the button "Edit", and the settings page will open.

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Since this is a personal link that you might often want to share with others, maybe even share it publicly, it is a good idea to limit the access to the meeting room. As a minimum we recommend that you turn on the security option "Waiting Room", and potentially "Require authentication to join" or "Passcode", in the section "Security". You can read more about these security options on the page Security Settings - An Overview.

• The security option "Waiting Room" enables you as the host and owner of the virtual meeting room to decide which participants that are allowed to enter. Watch Zoom’s own video clip Links to an external site. about waiting rooms.
• If you check the box "Require authentication to join", the participants must log in to Zoom to join your meeting. If you have participants from Lund University only, select "LU employees and students".
• If you have external participants (participants that are not employees or students at Lund University) we recommend that you instead select the security option "Passcode". 

One option that we do not recommend that you use is "Allow participants to join anytime". By activating this option, anyone with the invite link can enter your meeting room at any time. This is comparable to having your own office open to anyone at any time. You find this option in the section "Options" on the settings page.

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Inviting Participants and Starting Your Meeting

To invite participants, you simply share your personal invite link (https://lu-se.zoom.us/my/yourname) with those that are going to participate.

You can adjust the settings for your personal meeting room so that it opens when you start an instant meeting using the function "Host a meeting", which you find in the top right corner once you have logged in to https://lu-se.zoom.us Links to an external site.. 

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You adjust this setting by logging in to https://lu-se.zoom.us Links to an external site. and do the following:

1. Click on "Profile" in the left menu.

2. Scroll down to the section "Meeting" and click on "Edit" to the right of "Personal Meeting ID".

3. Check the alternative "Use this ID for instant meetings"/"Use Personal Meeting ID for instant meetings".

You get a check mark when you are finished.

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Next time you start an instant meeting, it will be your personal meeting room that opens. This is easy to check. First, start the meeting by clicking on "Host a meeting". When the meeting room has opened, you click on the green shield symbol in the top left corner, and in the square that comes up you can see that it is your personal meeting room that is active.

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