Managing the calendar and contacts integration in zoom

The default service can be configured by the users, as well as the users can allow the integration of their calendars and contacts to be configured by the users. It is also possible to set the configuration to be enforced on all users, so that all of your users use the configuration that you have set for them. In the event that this is set up and configured properly, each user will be able to enable and authorize the integration on their own profiles once it has been enabled once it has been enabled, as soon as it has been enabled. In addition, the sync between Zoom and other calendar systems can also be made a bidirectional process so that meetings can be created or updated.

Note:  A Zoom meeting can be added to your event by adding an add-on like the Google Workspace add-on or the Outlook add-in, but this integration is separate from the scheduler add-ons that allow you to add a Zoom meeting to an event.

This article covers:

  • How to set up calendar and contacts integration
    • Set up impersonation account with Exchange calendar and contacts integration
  • Calendar and contacts permissions
  • How to change advanced settings
  • How to observe privacy settings of calendar integration

Prerequisites for admin management of calendar and contact integration management

  • Account owner or admin privileges

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. Select the Meeting tab on the left side of the screen.
  4. The Calendar and Contacts integration toggle can be toggled on or off under Calendar and Contacts, under the Integrations tab.
  5. Note: A calendar and contact integration feature that is enabled by default is one that allows users to set up their calendars and contacts.
  6. You will be able to verify the change by clicking Enable or Disable if a verification dialog appears.
  7. Choosing the default calendar and contact services for users can be done under the Choose default calendar and contact services for users box, and clicking Save will save the changes. In order to integrate the calendar and contacts, the default service will be selected whenever the user sets up the integration.
    • The following services are available for you to configure:
      • Office 365 (authorize with Microsoft Graph API): Ensure that it is not selected to authorise with the EWS URL (this is the default setting). Make sure that the calendar and contacts permissions are set correctly.
        Note: Hybrid Office 365 environments are not 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: Please choose from the list of options under Choose an integration method how you want to integrate your calendar with Exchange:
        • 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): Calendar Integration will be available only to users who use Windows devices if you enable MAPI integration and lock the setting for that purpose.
      • Google: It is important to specify what permissions should be granted for calendars and contacts.
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(Optional) Click the Lock icon if you want to prevent all users in your account from being able to change this setting and to force all users to use the default service, and then confirm the setting by clicking Lock.

Users who have different permissions for calendar and contact services will no longer be able to access those services. During the configuration process, the integration will not be automatically added to the configuration. There will be a prompt for the user to configure the integration between their calendar and contacts.

Note: There is only one version of the client that will display this prompt, and that is 5.2.2 or above. It is not possible to prompt users who are using an older client.

Set up impersonation account with Exchange calendar and contacts integration

For account owners and admins who use Exchange 2016 for their calendar and contacts service, they are able to use Exchange Web Services in order to set up an impersonation account which will allow users to automatically sync meetings without the need to re-enter their login information.

A user setting up an impersonation account will not be required to enter a password when integrating calendars and contacts, and all meetings the user creates on the Zoom web portal or on Outlook will be synced with the Zoom client or web portal automatically.

Note: Version 5.11.0 and higher are the only versions that are compatible with this feature.

  1. In order to integrate your calendar and contacts, you need to set them up.

  2. In order to use the Exchange Web Services API, make sure that you select Exchange, then Use Exchange Web Services API.

  3. Ensure the box for Use Exchange Impersonation is selected under EWS URL.

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

  5. Please enter your account password in the space provided.

  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. By clicking the pencil icon by the impersonation account email, you will be able to edit the settings of your impersonation account.

Permissions for accessing the calendar and contacts

  • The calendar

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

    • Using the Zoom desktop client, users can edit events and delete them from the Zoom calendar.

  • Contacts

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

    • Write: The Zoom desktop client enables users to create contacts based on calls they have made in the past.

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Note: For Office 365, Zoom requires the following permissions in order to operate. For more information, you can visit the Microsoft support website.

  • The administrator can select Calendar/Read: Calendars.Read

  • The administrator can select Calendar/Write: Calendars.ReadWrite

  • The administrator can select Contact/Read: Contact.Read

  • The administrator can select Contact/Write: 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. Click on Account Management from the navigation menu and then click on Account Settings from the Account Management menu.

  3. To get started, click on the Meeting tab.

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

    • Only users in specific domains can integrate calendar and contacts services: Calendar and contacts services should only be integrated for users within the specified domains.
      Notes:

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

      • If an existing user already has calendar and contacts integration set up but doesn’t belong to an allowed domain, the user will see a prompt asking them to configure the integration.

      • In order to set up calendar and contact integration for new users, they must be a member of a domain that is permitted.

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

    • Consent to Office 365 calendar integration permissions on behalf of entire account: Office 365 administrators are required to consent to calendar integrations on behalf of their accounts when the calendar integration setting is turned off. It is important to choose the same settings that are configured in Office 365 as well.

    • Enforce OAuth 2.0 for Office 365 calendar integration: It will be possible to authenticate calendar services using the protocols OAuth 2.0 when this option is turned on.

How to observe privacy settings of calendar integration

There is the option to select whether your users can manage your closed meetings that have been marked as private in Outlook or Google Calendar when you assign scheduling privileges through the Zoom web portal. The users are not able to see the invite links, meeting topics, or attendee list if they are unable to manage private events.

The assistant, for instance, can see that the executive has a “Private Meeting” scheduled on his or her calendar during a specified time, but he or she cannot see any other details about the meeting, such as a link to the meeting invitation, topic of the meeting, or list of attendees, if an executive assigns scheduling privileges to an assistant but chooses not to have them manage private events.

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Frequently Asked Questions

What does it mean to integrate calendar?

The integration of two calendar applications allows the two applications to communicate and share calendar data, reducing the possibility of duplicate entries or overlapping appointments on your calendar.

How do I integrate calendar with Zoom?

Syncing your calendars with each other

  1. Using the Zoom mobile app, sign in to your account.

  2. Then tap on Settings.

  3. Tap on the Meetings tab.

  4. You can sync your calendar by tapping the Synced calendars button.

  5. By tapping the toggle switch, you are able to sync Zoom Meetings from your calendar to Zoom Meetings.

  6. If you would like to sync a calendar with Zoom, you can tap any calendar that you want to sync. The calendars you’ve selected will have a blue check mark next to them once you click on them.

What calendar works with Zoom?

It is recommended that you add Zoom to Google Workspace in order to create a personal calendar. With this free Google Calendar and Gmail add-on, you’ll be able to schedule Zoom meetings easily, join them with a single click, and organize them simply from your personal Gmail and Google Calendar account, whether on your computer or on your smartphone.

How do I remove the calendar integration from Zoom?

The Zoom web portal can be accessed by logging in to your Zoom account. Click Account Management then Account Settings in the navigation menu at the top of the screen. Go to the Meetings tab and click on it. You can enable or disable the Calendar and Contacts integration by clicking the toggle button located under Calendar and Contacts

What are Zoom integrations?

You can start an instant meeting via the Zoom Bot integration for Facebook Workplace, or you can join an existing schedule meeting through the Zoom Bot integration for Facebook Workplace. As a first-time user, you will be able to set up the Zoom Marketplace as the place where you can set up the Workplace integration.

Does Zoom have calendar integration?

It is possible for you to sync Zoom meetings and webinars from your third-party calendar with Zoom’s desktop client, so that your Zoom meetings and webinars can be accessed from your third-party calendar as well. It is an easy way to get started with your meetings or to join them once you have started.