Managing the calendar and contacts integration For Your Account in Zoom App

Calendar integration can be set up by administrators, and the default service can be configured by users. The configuration you set can also be forced on all users. The integration will need to be enabled and authorized through each user’s profile once it has been set up and configured. Bidirectional sync can also be enabled for Zoom meetings and other calendar systems.

Prerequisites for admin management of calendar and contact integration management

• Permissions to own or manage an account

How to set up the calendar and contacts integration

1. Zoom’s web portal can be accessed by logging in.

2. Click on Account Management then Account Settings from the navigation menu at the top of the page.

3. Go to the tab marked Meeting and click it.

4. To enable Calendar and Contacts integration, under Calendar and Contacts, click the toggle to turn it on or off.
   

   Note: By default, users have the option to integrate their calendars with their contacts and this feature is enabled by default.

5. You will be able to verify the change by clicking Enable or Disable if a verification dialog appears.

6. Under the options, choose a default calendar service and contact service for users. Once you have selected a default calendar service and contact service for users, click the Choose a default calendar service and contact service for users, then click Save. In order to integrate calendars and contacts in the calendar, the default service will be selected when the user sets up the integration.

   • The following services can be configured by you:

     • Office 365 (authorize with Microsoft Graph API): The default setting for Authorize with EWS URL is to make sure this is unchecked (this is the default setting). Allow or deny permissions to calendars and contacts based on the permissions you specify.
       

       Note: Office 365 hybrid environments will not be supported by this setting.

     • Office 365 (authorize with Microsoft EWS API):You can grant Zoom full access to your e-mails by checking the Authorize with EWS URL checkbox and entering the EWS URL into the box. Permissions will not be controlled by you in this case.

     • Exchange: Select the setting for integrating Exchange calendar with the system under Choose an integration method:

       • Use Exchange Web Services API: Zoom will be granted full access to your mailbox in accordance with Exchange’s requirements once you enter the EWS URL.

       • Use MAPI to integrate with Zoom desktop client (Windows only): If you enable integration using MAPI and lock the setting, only users on Windows devices will be able to utilize Calendar Integration.

     • Google: In order to view or edit the calendar and contacts, you will need to specify the permissions.

7. You can make this setting unchangeable by clicking on the lock icon , then clicking Lock to confirm the change, which will prevent your account’s users from changing this setting and will force them to use the default service.
   Currently, users that have permissions that differ from what users with the same permissions have will not be able to view their calendar or contacts. During the configuration process, the integration will not be automatically added to the configuration. A prompt will appear asking the user to configure how their calendars and contacts are integrated.
   

   Note: There is only one version of the client that will display this prompt, and that is 5.2.2 or above. A user who is using an older version of the client will not be prompted.

Set up impersonation account with Exchange calendar and contacts integration

A user with an Exchange 2016 account, as well as an administrator, who uses Exchange 2016 to manage their calendar and contacts, can use Exchange Web Services to create an impersonation account, which will allow them to sync meetings automatically without requiring multiple logins through the establishment of the impersonation account.

It is important to note that when the impersonation account is enabled, users do not have to enter a password when they want to integrate their calendar and contacts. All meetings created on Zoom or Outlook are synced with the Zoom client or web portal and every meeting is synchronised with the Zoom calendar.

1. It is necessary to set up your contacts and calendar in order for them to be integrated.

2. When using the Exchange Web Services API, make sure that you select the Exchange option.

3. Make sure that you check the box next to EWS URL that allows exchange impersonation to be used.

4. Please enter the email address associated with the Impersonation Account.

5. Passwords for accounts can be entered by clicking here.

6. You can select the version of Exchange you would like to use from the dropdown menu.

7. Then click the Save button.
   On the settings page, you will find the email address for the impersonation account as well as the Exchange version.

8. Whenever you wish to edit your impersonation account settings, you can do so by clicking on the pencil icon beside the email you wish to use to impersonate (optional).

Calendar and contacts permissions

• Calendar

  • Read: The Zoom desktop client now has the ability to display calendar events from users’ calendars.

  • Write: With Zoom desktop client, users can edit and delete events in just a few simple steps.

• Contacts

  • Read: Users are now able to view their contacts using Zoom in the Zoom desktop client when using Zoom.

  • Write: It will allow users to create contacts with the Zoom desktop client based on their call history.

• Admins who select Calendar/Read will be able to view: Calendars.Read

• In the case where the administrator selects Calendar/Write: Calendars.ReadWrite

• Admin can choose from the following options if Contact/Read is selected: Contact.Read

• There are two options for the admin if Contact/Write is selected: Contact.ReadWrite

How to change advanced settings

As part of the calendar and contacts integration settings, you will be able to change these options.

1. Zoom’s web portal can be accessed by logging in.

2. You can access the Account Management section by clicking the Account Settings link in the navigation menu.

3. Go to the tab marked Meeting and click it.

4. There are a number of settings that can be enabled or disabled under Calendar and Contacts:

   • The calendar and contacts services can only be integrated by users in specific domains: The calendar and contact services can only be integrated by users who are members of the specified domains.
     

     Notes:

     • Existing users who belong to a domain that has been approved will not be affected by the change.

     • There is a prompt to configure the integration for existing users who have already integrated their calendar and contacts, but do not belong to the allowed domain.

     • If a user belongs to an accepted domain, they will be permitted to integrate their calendar and contacts with the service.

     • When adding multiple domain names, make sure that you use a comma between them.

5. Allows Office 365 calendar integrations to take place on behalf of the entire office 365 account: A calendar integration will need to be consented to by the Office 365 administrator on behalf of an account if this option has been turned off. In order to make sure that the same settings are selected as they are in Office 365, please follow these steps.

6. Ensure that the Office 365 calendar integration is enabled by OAuth 2.0 by the following steps: If the calendar service authentication is turned on and it is connected to the OAuth 2.0 protocol, it will be authenticated.

How to observe privacy settings of calendar integration

As you assign scheduling privileges to other users of Zoom, you can choose whether these users can have access to your private meetings that have been set up in Outlook or Google Calendar, when they are assigned scheduling privileges in the Zoom web portal. It will be impossible for users to see invitation links, meeting topics, or attendee lists if they are unable to manage private events.

For example, if an executive assigns an assistant scheduling privileges, but does not wish them to manage the private events on the executive’s behalf, the assistant will be able to see that the executive has a “Private Meeting” on his or her calendar during a specified time, but they can’t see any other meeting details such as the link to the invitation, the topic of the meeting, or the names of the attendees.

FAQs?

All images and contents credit goes to support.zoom.us