Setting up calendar and contacts integration in zoom App
The Zoom desktop client can be set up to automatically sync your Zoom meetings and webinars with your third-party calendar when they are scheduled on the third-party calendar. When this is done, you will be able to start and join meetings with ease. In the event that a Zoom join link is not detected, the meeting information will be listed together with the host information, but it will also be listed as “Not a Zoom meeting” and there will be no join button available. The integration of Google Calendar is compatible with Office 365, Exchange, and Google Calendar.
As well as syncing your Zoom contacts with Google, Office 365, or Exchange, you can also use Zoom Phone to make calls to your contacts who have a Zoom Phone license. If you don’t have a Zoom Phone license, you can still sync your contacts, but you will not be able to call them from Zoom.
Notes:
- In some cases, your admin may force you to use a particular service and can limit your ability to choose calendar/contact permissions. If you want more information, contact your Zoom administrator.
- For syncing calendars and contacts with a third-party service, each user can integrate with only one at a time.
- If you use Zoom’s desktop client, you can make phone calls to synced contacts. In Zoom mobile app or on provisioned desk phones, the synchronized contacts are not available. If you have the Zoom mobile app installed on your phone then you can view your contacts and dial them via Zoom Phone by using the contact app on your phone.
The following topics will be covered in this article:
- How to set up calendar and contacts integration
- How to use the calendar integration
- with a third-party calendar service
- with the Zoom desktop client
- How to use the contacts integration
- How to change permissions for the existing calendar or contacts integration
- How to remove the calendar and contacts integration
Prerequisites for calendar and contact integration
- Zoom desktop client
- Windows: version 5.2.1 or higher
- macOS: version 5.2.1 or higher
- Linux: version 5.2.1 or higher
- Calendar and contact integration enabled by your admin
How to set up calendar and contacts integration
Note:
- You can be forced by your admin to use a particular service and you can be prevented from choosing calendar/contact permissions. You can contact your Zoom administrator for more information.
- When you have schedule privileges for another user in your account, their scheduled meetings will automatically be displayed on your list of upcoming meetings and you don’t need to use the calendar integration for this to work. In order to distinguish these meetings from your own, a host will be listed under the meeting details of those meetings that are not yours. Alternatively, you can select Me from the Meetings hosted by option, located at the top of the list of upcoming meetings, to filter them out.
- It is possible to choose whether other users with scheduling privileges in Zoom’s web portal will have the ability to manage private meetings that are marked in Outlook or Google Calendar as private in the Zoom Web Portal. Users who are not allowed to manage private events, for example, cannot view the meeting topic, invite link, or attendee list. or attendee list.
- Join the Zoom web portal by logging in.
- Once you have done so, click on your profile.
- Click the Connect to Calendar and Contact Service button under the section for Calendar and Contact Integration.
- Click the service you wish to connect to.
- Select which permissions should apply for the service.
- Click the Next button.
- To grant Zoom access to your calendar/contacts service, follow the on-screen instructions.
- Google:
- Sign in to your Google account by following the on-screen instructions. Click Allow to allow Zoom access to your contacts.
- Office 365:
- Choose a way to authorize the calendar:
- Select an authorization method. Security requirements will determine which authorization method to use. Choosing the right one may require you to consult your internal IT team. It is recommended that you use OAuth 2.0.
- Office 365 account email address:
- You will need to enter the email address associated with your Office 365 account.
- Office 365 account email password:
- Please enter the password you use to access your Office 365 account.
- EWS URL:
- The EWS URL for Office 365 will be filled in here as it will be the default EWS URL. Unless your Office 365 account uses an otherwise unique configuration, you can leave this as the default.
- Exchange:
- Exchange login username or UPN:
- Identify your account using the username or UPN that you use to log in to Exchange.
- Exchange login password:
- Type the password that is associated with your Exchange account here.
- Exchange Version:
- Select which version of Exchange you are using. Should you have any questions regarding the Exchange version, please contact your internal IT team so that they can help you.
- EWS URL:
- It is advisable to enter the EWS URL of your organization. If you are unsure of the EWS URL, please contact your internal IT team.
Note:
When you have approved access, you will be directed back to the Zoom web portal, where you will see the permissions for the contacts and calendar integration.
How to use the calendar integration
Note:
- As soon as you have configured the calendar integration, you will need to sign out of the desktop client and sign back in again once you have completed the process.
- Using the Zoom add-in for your calendar service is recommended for a better experience. It is best to use your third-party calendar service instead of Zoom’s desktop client when scheduling or editing meetings.
with a third-party calendar service
Follow one of these options to connect your third-party calendar service to your Google Calendar:
- Scheduling a meeting:
- Invite your attendees to a Zoom meeting via your third-party calendar service. Your meeting will be synced to Zoom on the desktop.
- Editing a meeting:
- Zoom desktop client will sync edited meetings with the calendar service.
- Deleting a meeting:
- Zoom will also remove the event from the desktop client if you delete the event from the third-party service.
with the Zoom desktop client
You can follow one of these options after logging into the Zoom desktop client:
- Schedule a meeting:
- You can schedule a meeting following the instructions. Choose the calendar service you integrated with in the Calendar section.
Your meeting will be synced to Zoom. - Editing a meeting:
- Click the Edit button next to the meeting you wish to edit. Make sure you select the calendar service that you configured integration with in the Calendar section. Save your changes.
Zoom will now open the edited event in the calendar service of your choice. Once you have made your changes, click Save.
Note: - When you edit the time of the meeting, this will not sync to the same event in your third-party calendar service. The updated meeting time becomes a separate event in your third-party calendar service. You will need to edit the meeting’s schedule via your third-party calendar service if you wish to change the meeting time.
- Deleting a meeting:
- You can delete a meeting by selecting it in the Meetings tab, and clicking Delete.
Zoom will also remove the meeting from any third-party calendars that you may use.
Note: - If the meeting was originally scheduled using the Zoom desktop client, then you will only see the Delete option available.
How to use the contacts integration
Having a Zoom Phone license can provide you with the ability to integrate Contacts. After you sync your contacts, you will be able to:
- Contacts synced with Zoom can be accessed through Zoom’s desktop client (under the Contacts tab, there is a section for Cloud Contacts).
- The synced contacts will be displayed in the same folder structure as specified in the third-party contact service you are using
- Zoom Phone allows you to call synced contacts who have a telephone number associated with their profile if they have such a number
- Your call history or voice message inbox can be used to create a new synced contact
- The number can be inserted into a synced contact using the call history or voicemail inbox of the synced contact
Note:
Zoom mobile app and provisioned desk phones cannot sync contacts with the Zoom Cloud service. This is only applicable to the Zoom mobile app. You can access your phone’s contacts application from the Zoom mobile app so you can call your contacts directly from the Zoom Phone app.
How to change permissions for the existing calendar or contacts integration
- Sign into the Zoom web portal by using your email and password.
- Go to the profile section.
- You will find an option for configuring the integration between your calendar and contacts.
- In order to do this, you will need to set the following permissions:
- Calendar
- Read:
- The Zoom desktop client lets you view calendar events.
- Write:
- Using the Zoom desktop client, you can edit and delete the events in the calendar.
- Contacts
- Read:
- In the Zoom desktop client, you will be able to view your contacts.
- Write:
- The Zoom desktop client has the ability to create contacts by utilizing your call history.
- Note:
- To learn more about the permissions required to integrate your calendar and contacts, click here.
- Calendar
- Leaving Zoom to use the calendar/contacts service can be done by clicking Next and following the instructions on the screen.
How to remove the calendar and contacts integration
- Log in to Zoom’s web portal.
- Select Profile.
- Click the Delete next connected account link under the Calendar Integration section.
- Upon clicking the Delete button, confirm that you want to delete the integration.