How to Schedule Zoom Room meetings with Outlook

Meetings can be scheduled with Zoom Rooms in Outlook. A link to the Zoom Room controller is added when the room is booked. Other users cannot book the room during this time because it is shown as busy for them.

You can begin the scheduled meeting by tapping Start on the controller when it’s time. If the host and the participant are on the same Zoom account, neither must sign in or start from another device.

Prerequisites for scheduling meetings in Zoom Rooms with Outlook

• Version 3.6 or higher of Zoom Rooms
• Integration with Office 365 or Exchange

How to schedule meetings with a Windows or Mac Outlook plugin

Download the Zoom Outlook plugin if you’re scheduling a meeting for the first time.

Using the Outlook plugin for Windows or Mac, you can schedule meetings as follows:

1. Make an appointment. If you would like to learn more about scheduling a meeting with the Microsoft Outlook plugin for your desktop, click here.
2. By directly booking a resource in Outlook, you will be able to add the resource (conference rooms).
3. Select whether you want your meeting topic to be displayed or hidden (optional). Please make sure that the Private option (the security lock icon) on the top right hand pane of the meeting window is not selected in order to display the meeting topic.

Making a meeting private

Private meetings can be made by following these steps:

1. In the top right pane, select Private (security lock icon) to hide the meeting topic.
2. The Zoom Meeting will be displayed as the meeting topic in Zoom Rooms when the iPad controller is used.

Note: You will not see the Start button on Zoom Rooms controller if you have previously scheduled meetings without making them Zoom meetings. In the body of the invitation, you can add the URL, https://zoom.us/j/meetingID, and the Start button will appear. There is no support for personal vanity URLs yet.

The Zoom desktop client can be used to schedule meetings

With Zoom desktop client, you can schedule a meeting by following these steps:

1. Set up your meeting settings and schedule a meeting.
2. Select Outlook from the Calendar drop-down menu.
3. Save the file.
   Zoom text will appear in the meeting invitation in Outlook.
4. Make sure the meeting link (i.e. https://zoom.us/j/123123123) is included in the invitation.
5. Enter the room’s email address in the To: field. Use the Scheduling Assistant or click Rooms to find the room.
   Note: In the Location box, select No if you are asked if you want the selected room as the location.
6. The invitation will be sent to the recipients once you click Send.
   The room will be booked and saved to your calendar.

How to schedule meetings with the Zoom web portal

In order to schedule a Zoom meeting, follow these steps:

1. Zoom’s web portal can be accessed by logging in.
2. Select Meetings from the navigation panel.
3. By clicking the Schedule a Meeting button, you can schedule a meeting.
4. Please enter the information about your meeting.
5. Then click Save.
6. To add to an Outlook calendar, click the Add to button next to Time.
   You can open the .ics file in Outlook by downloading it. It will automatically populate the invitation with the meeting details and .ics file.
7. The room’s email address should be entered in the To: field. By clicking Rooms, you can search for the room using the Scheduling Assistant.
   Note: The Location field will be changed to the selected room if you are asked if you want to change it.
8. The invitation will be sent to the recipients once you click Send.
   The room will be booked and saved to your calendar.