Microsoft Outlook plugin (desktop) in zoom App
It makes it easy and convenient to schedule a meeting in Microsoft Outlook with the Zoom Microsoft Outlook plugin. As well as scheduling and starting Zoom meetings, the plugin lets you turn existing meetings into Zoom meetings. Additionally, Zoom Client can sync free/busy times based on Outlook Calendar events (PC only, requires version 3.5 or higher – download the latest version).
Note: The Outlook plugin is only supported on macOS 10.14.1 and above due to a new security protocol. You can update macOS, use Zoom for Outlook (web and desktop), or disable System Integrity Protection (SIP) on your operating system if you’re using an older version.
Prerequisites for Microsoft Outlook plugin
- Microsoft Outlook 2010 (2007 with limited features), or Outlook included in Microsoft Office 365
- *MacOS: Microsoft Outlook 2011 or higher, macOS 10.14 Mojave or higher
- The Zoom client must be installed and you must be logged in
- in order to install the Zoom Microsoft Outlook Plugin
- 64-bit PC or Mac (the Outlook plugin is a 64-bit application; if you have a 32-bit system, use the Zoom for Outlook add-in)
*macOS 10.15 Catalina does not support plug-ins, including the Microsoft Outlook Plugin for Zoom.
How to download the plugin
Zoom Microsoft Outlook Plugin MSI files can be downloaded from the Download Center. The installation can be completed by running the MSI file once the download has been completed. To use the Plugin, you will need to restart Outlook.
The options to Schedule a Meeting or Start an Instant Meeting are not available in some versions of Outlook. Please check to see if they appear after creating a new appointment or calendar event if you do not see them in the main ribbon bar.
How to schedule a meeting
Notes:
- You can sync your Zoom web portal settings with the scheduler.
- If you assign scheduling privileges to other users through the Zoom web portal, you can choose whether these users can manage meetings that are marked as private in Outlook and Google Calendar. The users who cannot manage private events cannot see the invite link, meeting topic, or attendee list.
- Choose Schedule a Meeting from the Meetings menu.
- Choose the meeting settings you desire.
- Meeting ID
- Automatically: Create a unique meeting ID based on a random number.
- Personally: Use your own meeting ID.
- Security:
- Provide a meeting passcode. Meeting participants must enter this passcode prior to joining the meeting.
Your admin must set the complexity requirements for the meeting passcode. - Meeting waiting room: Enable Meeting Waiting Room.
- Restrict access to the meeting so that only those who are signed in can attend.
- Provide a meeting passcode. Meeting participants must enter this passcode prior to joining the meeting.
- Video
- Host: Choose if you would like the host’s video on or off when joining the meeting. Even if you choose off, the host will have the option to start their video.
- Participants: Choose if you would like the participants’ videos on or off when joining the meeting. Even if you choose off, the participants will have the option to start their video.
- Audio: Allow users to call in using Telephone only, Computer Audio only, Both, or 3rd Party Audio (if enabled for your account).
- Dial in From: If Telephone or Both is enabled for this meeting, click Edit to select the dial-in countries to include in the invitation. By default, this includes your Global Dial-In Countries listed in your meeting settings.
- Participants can join the meeting without you or before you join: Allow participants to join the meeting before you do. Basic (free) users will have their meetings end after 40 minutes if 3 or more people join. The option to allow participants to join up to five minutes in advance of the scheduled start time is also available if enabled: five minutes, ten minutes, fifteen minutes, or any time up to five minutes in advance.
- If join before host is not enabled, all participants will be muted as soon as they join the meeting.
- If you want to automatically record the meeting, check this box. Select whether you want it to be recorded locally (to your computer) or in the cloud. See automatic recording for more information.
- Enable focus mode when meeting starts: Automatically start the meeting with focus mode enabled, in order to provide fewer distractions to all meeting participants. This feature requires client version 5.9.0 or higher.
- Show in Public Event List: Add the meeting to a public calendar associated with your vanity URL.
- Enable additional data center regions for this meeting
- Approve or deny entry to users from certain regions and countries: Host can either allow only participants from specific counties/regions to join, or block all participants from specific counties/regions.
- Include invite link in location field: This will include the join URL in the location field of the calendar event.
- Insert Zoom meeting invitation above existing text: Insert the Zoom meeting details at the top of the meeting invite (before any custom text entered in the meeting invite).
- Select a language to send invitation: This option allows you to choose the language you would like the Zoom invite to be in.
- Alternative hosts: Enter the email address of another Zoom user who is Licensed, on your account to allow them to start the meeting in your absence.
Note: If the meeting host wants to add alternative hosts to their meeting, they can enable the setting to Allow alternative hosts to add or edit polls. This feature requires Zoom client version 5.8.0 or higher. If you’re not sure that alternative host is right role for you, learn about roles in a meeting. - Save and do not show again: Check this if you would like to use these same settings as a default for other meetings going forward. The settings window will not pop up and you will need to manually open it to edit the settings.
- Meeting ID
- Click Continue.
The calendar invitation will automatically generate with the Zoom meeting information.
Note: You can cancel the Zoom meeting or change the settings of the Zoom meeting in the calendar invitation by selecting the corresponding buttons in the menu.
How to schedule a Personal Audio Conference (PAC)
Note: Before following these steps, make sure you select the appreciate dial-in numbers in the web portal.
- Enable and configure Personal Audio Conferencing in the web portal.
- Click on the arrow at the bottom of Schedule a Meeting.
- If you have multiple PAC accounts, choose which you would like to schedule with.
populate a calendar event with your PAC information. Change the date and time and add attendees as needed.
- Click Send.
How to make an existing event a Zoom meeting
- Open an existing calendar event in Outlook.
- Select either Schedule A Meeting or Personal Audio Conference to schedule the meeting type of your choice.
- Select your desired settings for scheduling a meeting.
See the How to schedule a meeting section for more details. - Click Continue.
The invitation will now automatically fill in with the details. - Click Save & Close.
Missing plugin icon
If you do not see the Schedule a meeting icon in the menu ribbon, open your Outlook options.
- Select Disabled Items.
- Choose the Zoom Outlook plug-in.
- Select Enable.
- Select the Com Add-ins.
- Check the Zoom Outlook plugin box.
How to schedule meetings for others
If you want to schedule on behalf of another Zoom user, see the article about scheduling privilege.