Scheduling meetings with the Outlook add-in in Zoom Meeting

It’s very easy to add Zoom meeting details to calendar events within Outlook once the Zoom for Outlook add-in has been downloaded and installed, either by you or by an account administrator, when you schedule a new meeting or edit an existing meeting within Outlook.

Outlook (web)

How to schedule a meeting

1. It is very easy to create a new calendar event by opening the Outlook web calendar and clicking the New Event button.

2. You will need to enter details about the meeting, such as the title, the location, and the list of guests.

3. In the top toolbar, click the three dots and choose Zoom from the drop-down menu. As soon as the Zoom sidebar opens, the Zoom credentials will be asked for and you will be prompted for them.

4. In the Zoom window, click the Add a Zoom Meeting button.

5. Log in to your Zoom account by using your email address and password. You will be able to log in automatically if you are already connected to the Zoom web portal. If you are logged in, it will allow you to log in automatically.
   

   Note: By default, your Zoom web portal will populate the meeting settings with the default values from your Zoom account.

How to view, edit, and remove meetings

1. Make sure you are logged into your Outlook Web Calendar.

2. You can edit a Zoom meeting by clicking on the Zoom meeting icon.

3. Located on the top of the toolbar is a three-dot icon. Upon being prompted to do so, if you do not already have a Zoom account, you will need to create one.

4. To zoom in, click on the zoom icon.

5. You can change the settings by clicking the Settings button.

6. Click on the Update button after you have made any changes to the meeting options.
   

   Tip: If you are using Zoom’s web portal to access your default settings, you need to click the Load default settings button to load them.

7. The Zoom meeting can also be deleted from the event by clicking on the Remove button.

Outlook 2013 or 2016 (desktop client)

Windows

How to schedule a meeting

1. Switch to the calendar view on the Outlook desktop app once you have opened it.

2. You can create a new meeting by clicking New Meeting at the top of the screen.

3. The meeting details, such as the title, location, and guest list, need to be entered here.

4. Using the top toolbar, click on the three dots.

5. You will find the Zoom settings under the Zoom tab.
   Your Zoom credentials will be prompted in the Zoom sidebar when you open it.

6. In the video and audio settings of your meeting, you can select your desired settings. Adding Zoom join details to a meeting is as simple as clicking Add Zoom Meeting in order to do so.

7. The invitation to the meeting will be sent as soon as you click Send.

How to view and edit meetings

1. Switch to the calendar view on the Outlook desktop app once you have opened it.

2. Zoom meetings can be accessed by double-clicking on them in order to view their details.

3. Using the top toolbar, click on the three dots.

4. In the Zoom section, click the Settings button.
   There will be a sidebar opening up for Zoom.

5. The meeting options can be changed and the changes can be applied by clicking Update.

macOS

How to schedule a meeting

1. Switch to the calendar view on the Outlook desktop app once you have opened it.

2. The New Event button can be found in the Home tab.

3. There are a number of details you need to enter regarding the meeting, including the title, date and location.

4. In the top toolbar, click on the three dots and select Zoom from the menu that appears. When you click on the Zoom sidebar, you will see it prompting you for your Zoom credentials at the bottom of the screen.
   

   Note: Adding the zoom option to the toolbar can also be customized so that it appears always at the top of the toolbar. Choosing Customize Toolbar from the three dot menu, and then dragging Zoom onto the toolbar by clicking on the three dots menu and then selecting it from that menu, will allow you to customize your toolbar. 

5. In the Zoom window, click the Add a Zoom Meeting button.

6. In the video and audio settings of your meeting, you can select your desired settings. The Zoom join details can be added to the meeting by clicking on the Add Zoom Meeting button.

How to view and edit meetings

1. By clicking on the calendar icon in the Outlook desktop application, you will be able to switch to the calendar view.

2. Zoom meetings can be accessed by double-clicking on them in order to view their details.

3. Then click the Edit Event button.

4. On the top toolbar, there are three dots, and you can select Zoom by clicking on them. The Zoom sidebar will appear on the left side of the screen.
   

   Note: If you wish, you can also customize the tool bar so that the Zoom option will always appear when you open the toolbar. By clicking the three dots at the top of the toolbar, you can select Customize Toolbar, and then drag Zoom to the toolbar via the window. 

5. After clicking Zoom, you will be able to select Settings.

6. As soon as you have made the changes that you want to make, you need to change your meeting options and click the Update button.

7. It is recommended that you save the calendar event changes by clicking the Save button.

Outlook (Android and iOS mobile app)

How to schedule a meeting and add Zoom meeting details to the event 

1. Switch to the calendar view on the Outlook desktop app once you have opened it.

2. The button can be tapped in order to add an event to the calendar.

3. You will need to enter details about the meeting, such as the title, the location, and the list of guests.

4. The toggle next to Zoom can be found just below the Location field.
   

   Note: If you don’t see Zoom listed in the Meeting Provider field, tap the Meeting Provider field again and choose Zoom from the list of meeting services.

5. It is important to sign into your Zoom account if you are using the add-in for the first time.

6. In the location field, the URL of the meeting will be added, and in the description field, the invite will be added.
   

   Note: During the setup process, the Zoom web portal will automatically populate the meeting settings with the defaults that you set in your Zoom account.

7. To save the meeting, click on the check mark at the top of the screen.

How to automatically add a Zoom meeting to each calendar event

When users of Microsoft Outlook schedule a meeting on their calendar, Zoom meetings can automatically be added to the meeting as part of the meeting agenda. If you would like to use this feature, you will need to install and configure the Zoom add-in for Outlook. If you prefer Zoom as the preferred meeting service instead of Team, then this option is enabled by default and adds the details of the meeting to the Team.

Outlook web app

1. In the top right hand corner, there is an icon which you can click on in order to open your Outlook web calendar.

2. The tab that says Events and invitations will appear.

3. In order to ensure the option Add online meetings to all meetings is enabled, ensure the check box is checked next to it.

4. At the bottom of this page you will find a list of meeting providers, including Zoom, which you can select from.

5. Then click on Save.
   After you have scheduled an Outlook meeting, Zoom meeting details will automatically appear after a few seconds of you starting the meeting.

Outlook desktop client (macOS only)

1. The Outlook desktop application can be opened by clicking on the icon.

2. The Outlook icon can be found at the top of the ribbon.

3. Select the Calendar option from the Preferences menu

4. When adding an online meeting to all events, click Configure under Add online meeting to all events

5. Choosing Zoom and clicking Save will allow you to change the zoom level.

Outlook for Android

1. Your computer should now be opened up to the Microsoft Outlook program.

2. Click on the Outlook profile icon.

3. Click on the Settings icon in the bottom left corner and then select Account from the drop-down menu.

4. To enable the option of adding online meetings to all meetings, check the box next to it.

5. In the Meet Setup page, you will find Zoom listed under the Choose a meeting provider section. Click on Zoom to start the meeting.

Outlook for iOS

1. If you have an Outlook app installed on your device, open Outlook Settings by clicking the Outlook app.

2. You can select your email account under the Email Accounts section.

3. Please click on Account Settings to access the settings for your account.

4. If you want to enable Online Meetings to be added to all meetings, simply select the checkbox under this option.

5. Choose Zoom as your meeting provider in the section entitled “Choose a meeting provider”, and then click the “Select” button.

6. If you want to enable Online Meetings to be added to all meetings, simply select the checkbox under this option.

7. Zoom is the service provider you should choose under the section “Choose a meeting provider”.

How to schedule meetings for others

To learn more about scheduling privileges, you need to be a Zoom user, if you wish to make a reservation on behalf of someone else.

FAQs?

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