An overview on client-side calendar integration in Zoom App

Overview

You can sync your Zoom meetings and webinars on your Outlook app with your Zoom desktop client on Windows using client-side calendar integration. The MAPI system is used in this style of calendar integration, which, unlike other calendar sync approaches, relies on the Zoom client directly interacting with the Outlook client without the need for server connections.

This is especially useful if your company uses on-premise Exchange servers, as customers can not be able to provide Zoom with calendar data directly from the Exchange server.

Note: If your company has a large number of mobile or Mac devices, we do not suggest using MAPI for calendar integration because MAPI does not currently support these platforms.

FROM THE ACCOUNT SETTINGS, ALLOW MAPI FOR CALENDAR INTEGRATION

 

  1. Sign in to the Zoom web portal as an admin or owner.
  2. Click Account Management, then Account Settings in the navigation window.
  3. Scroll down to the Calendar and Contacts section of the Meeting page.
  4. Integrate your calendar and contacts.
  5. Choose Exchange.
  6. Disable To integrate with the Zoom desktop client; use MAPI (for Windows only).
  7. Save the file.
  8. (Optional) to compel users on the account to only use MAPI for calendar integration, click the lock icon.

 

Note: If this setting is locked, all users on the account will be automatically configured, and only Windows users will be able to use calendar integration. macOS users will be able to use O365 or Google authentication for calendar integration if this setting is left unlocked.

USE MAPI CALENDAR INTEGRATION TO AUTHENTICATE

 

  1. Log in to Zoom’s online portal.
  2. Select Profile from the drop-down menu.
  3. Press Connect to Calendar and Contact Service in the Calendar and Contact Integration section.

 

Note: If an account admin has locked the environment, instead of having the option to connect the service, the message “The calendar is automatically integrated for your Zoom Windows application” will appear.

  1. Choose Exchange.
  2. After that, click done.

Integrating your schedule and contacts

Please keep in mind that

Your administrator will make you use a specific service and prevent you from choosing calendar/contact permissions. For more details, contact your Zoom administrator.

If you have schedule privilege for another user on your account, their scheduled meetings will appear in your list of upcoming meetings without the need for the calendar integration to work. These meetings will be differentiated from yours by a different host being mentioned under the meeting information. Pick me from the Meetings hosted by choice at the top of the list of upcoming meetings to screen them out.

  1. Log in to Zoom’s online portal.
  2. Select Profile from the drop-down menu.
  3. Press Connect to Calendar and Contact Service in the Calendar and Contact Integration section.
  4. Choose a provider.
  5. The service’s permissions can be modified.
  6. Next should be selected.
  7. Googling: To sign in to your Google account, follow the on-screen instructions. Allow Zoom access to your contacts by clicking Allow.

Office 365 is a cloud-based version of Microsoft Office.

Select a method for authorizing the calendar: Select a form of authorization. The authorization method is determined by the security specifications of the company. If you’re not sure which one to pick, talk to your internal IT team. It’s best to use OAuth 2.0 for authorization.

Email address for your Office 365 account: Your Office 365 account’s email address should be entered here.

Email password for Office 365 account: Enter the password for your Office 365 account here.

URL for EWS: The default EWS URL for Office 365 will be filled in here. If you want to change it, you should keep it as is. To grant Zoom access to the calendar/contacts service, follow the on-screen instructions.

Googling: To sign in to your Google account, follow the on-screen instructions. Allow Zoom access to your contacts by clicking Allow.

Office 365 is a cloud-based version of Microsoft Office.

Select a method for authorizing the calendar: Select a form of authorization. The authorization method is determined by the security specifications of the company. If you’re not sure which one to pick, talk to your internal IT team. It’s best to use OAuth 2.0 for authorization.

Email address for your Office 365 account: Your Office 365 account’s email address should be entered here.

Email password for Office 365 account: Enter the password for your Office 365 account here.

URL for EWS: The default EWS URL for Office 365 will be filled in here. If you want to change it, you should keep it as is.

Exchange: Username or UPN for Exchange login: Enter the username or UPN for your Exchange account.

Password for the Exchange account: Enter the password for the Exchange account.

Exchange Edition: Choose an Exchange version. Please contact your internal IT team for more details if you are unsure about the Exchange Version.

EWS URL: Type in the EWS URL for your business. If you don’t know the EWS URL, contact your company’s IT department.

Note: Once you’ve granted entry, you’ll be routed back to the Zoom web page, where the permissions for the calendar and contacts integration will be shown.

Note: If you’re using calendar integration, keep in mind that you’ll need to

 

You’ll need to sign out of the desktop client and back in after configuring the calendar integration for the first time.

Using the Zoom add-in for your calendar service for a better experience. Instead of using the Zoom desktop client to schedule or edit meetings, use the third-party calendar program.

Zoom’s web application

Log in to Zoom’s desktop client and choose one of the following options:

 

To schedule a meeting, follow the on-screen directions. Make sure to pick the calendar service for which you set up the integration in the Calendar section.

The meeting will be synced to your calendar service via Zoom.

Meeting editing: Pick a meeting in the Meetings tab, then press edit. Make sure to pick the calendar service for which you set up the integration in the Calendar section. Save the file.

Zoom will open your third-party calendar service with the edited case. To save your changes, click Save.

Note: Changing the scheduled time of a meeting would not sync with the same event in your third-party calendar service. Instead, a new event will be created with the new scheduled time. Edit the meeting from your third-party calendar provider to adjust the scheduled time.

Getting rid of a meeting: Pick a meeting in the Meetings tab, then press Delete.

The meeting will be removed from your third-party calendar service as well.

Notice that the Delete option is only available for meetings that were scheduled using the Zoom desktop app.

Connect contacts to the process

If you have Zoom Phone permission, you can use the Contacts integration. After you’ve linked up your contacts, you will be doing the following:

 

In the Zoom desktop client, you can access synced contacts (Cloud Contacts section in the Contacts tab)

Synced contacts are seen in the same folder structure as your third-party contacts service.

If a phone number is linked with a synced contact’s profile, you can call them using Zoom Phone.

Using your call history or voicemail inbox, create a new synced contact.

Using your call history or voicemail inbox, add a phone number to an existing synced contact.

The Zoom mobile app and provisioned desk phones do not support synced contacts. For use with the Zoom smartphone.

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