Zoom for GSuite add-on in zoom App

Note: When more than one video conferencing provider is enabled in a meeting, Google Meet will become the default video conferencing for meetings on November 16, 2020. Alternatively, if you have both Google Meet and Zoom enabled, you can make a change to the default settings.

By using the Zoom for Google Apps add-on, you can participate in, make meetings and manage them directly from your Gmail or Google Calendar account. It is also possible to make Zoom Phone calls both from your calendar and from your inbox if you own a Zoom Phone license. Here is more information about how to use Zoom Phone with the Google Suite add-on.

After installing the Google Calendar Add-on, you can access it through desktop web browsers (Google Mail or Google Calendar), as well as mobile devices (Google Calendar application).

Notes:

• Set up contact and calendar integrations with Google Calendar to further integrate your calendar with your contacts.
• By using the Zoom website, you will be able to sync your scheduler settings.

This article covers:

• How to install the GSuite add-on
  • Install the GSuite add-on for all users (Google Admin)
  • Install the GSuite add-on for your own use
• Web (Gmail or Google Calendar)
  • How to sign in to Zoom
  • How to schedule a meeting from Google Calendar
  • How to schedule a meeting from Gmail
  • How to edit a scheduled meeting
  • How to view and join a meeting
• Android or iOS
  • How to sign in to Zoom
  • How to schedule a meeting from Google Calendar
  • How to schedule a meeting from Gmail
  • How to edit a scheduled meeting
  • How to view and join a meeting
• Limitations and troubleshooting

How to install the GSuite add-on

Install the GSuite add-on for all users (Google Admin)

Please follow these resources from Google to install Zoom for G-Suite for your users if you are the person responsible for managing your organization’s Google account and have access to the Google Admin console:

• All users are required to install a G Suite Marketplace application
• In the G Suite Marketplace there is an option to add G Suite apps to the list of apps which users are allowed to install

Install the GSuite add-on for your own use

The add-on can also be installed manually by logging into the add-on with your own Google account if you have one.

1. Using the Google account you created earlier, you need to sign in.
2. Once you have logged in, you will find Zoom in the Google Play store.
3. Find the Zoom add-on for G-Suite and then click on it.
4. You will then be prompted to install it.
5. Once you have reviewed the terms, confirm your agreement by clicking the Accept button.

Web

How to sign in to Zoom

1. If you want to sign into your Google calendar or Gmail account, you will need to use a web browser.
2. The Zoom logo can be found on the right-hand side of the screen.
3. To give Zoom access to your Google account, click Authorize Access if asked.
4. Sign in as instructed.

How to schedule a meeting from Google Calendar

• Google Calendar can be accessed through a web browser.
• Select a time slot for the meeting or click Create.
• Name your meeting, enter the location, and list your guests.
• If needed, select More options.
  Notes:
  • There will only be a sync to the Zoom web portal and app if changes are made to the meeting topic, date, time, and time zone. In terms of other meeting details, the Google Calendar event will be the only one that is updated.
  • Using the Zoom web portal, you can choose from the list of users with access to the scheduling privileges to assign other users the permission to schedule meetings in Outlook or Google Calendar that have been marked as private. As a result of the inability to manage private events, the participant list, meeting topic, or invitation link cannot be viewed by them.
• Choose Zoom Meeting in the drop-down menu for adding video conferencing.

• Zoom will appear as an option in Google Calendar.

• Save changes.
  Note: Settings for meetings are determined by your account settings. When you schedule a meeting, you can edit its settings.

How to schedule a meeting from Gmail

This add-on allows you to schedule Zoom meetings directly from your Gmail inbox. In addition, the topic of the meeting will be automatically populated based on the email title. The meeting join details will be sent to the sender of an email after a meeting is scheduled from Gmail.

1. You can sign into Gmail by using a web browser.
2. Once logged in, you’ll be able to read emails in your inbox.
3. Simply click the Zoom icon on the right-hand side of the screen.
4. You will see a schedule of meetings appear.
5. Please enter the details of the meeting.
   • Topic: Usually, the add-on suggests the meeting topic based on the subject line of the email.
   • Timezone: Set to your Zoom time zone by default. If necessary, change it.
   • When: If you want to enter a different time and date, you can use the add-on’s suggestion.
   • Duration: Choose how long the meeting will last.
   • Enable meeting summary: When you enable the meeting summary setting, the meeting summary will contain the topic and ID of the meeting, as well as the date and the names of attendees after the meeting is over.
   • Invite participants via email: Once you create a meeting, this setting will be enabled, so that after creating the meeting, the participants of the meeting will receive an email.
   • Add mail participants to the meeting and Invite others: From this tab, you can view the participants of the meeting and add more if necessary.
     Notes:
     • The email addresses of the participants will be emailed the details of the event and not a Google Calendar invitation, if you have enabled Invite participants via email. Send invitations via Google Calendar by editing a meeting that has already been scheduled or by scheduling a meeting via Google Calendar.
     • When the meeting details are sent to the email sender, the invitation will be automatically accepted.
6. Select CREATE MEETING from the menu.

How to edit a scheduled meeting

Note: 

You should avoid copying the details of a Zoom meeting into a new Google Calendar entry if you are rescheduling it from Google Calendar.

1. To sign into Google Calendar, you will need to use a web browser.
2. Click on the Zoom meeting from the calendar event.
3. You can change the details of the meeting by clicking the pencil icon.
4. The details of the meeting can be changed as required.
   Note: It will only sync to the meeting, in both the web portal and client/app, changes to the topic, date, time and time zone. Those who attend the meeting will not be able to see any other meeting details.
5. Click the Zoom logo on the right-hand side of the screen, change the settings of the meeting as necessary and then click UPDATE MEETING.
6. The meeting will be updated.

How to view and join a meeting

Note: As a result, if you select Private as the meeting setting, you will not be able to see any meeting details, such as attendance list, meeting topic, or link to the meeting, on Zoom’s web scheduler if the meeting host has marked the meeting as private.

• You can sign into Google Calendar by using a web browser.
• Simply click on the Zoom meeting that appears in the calendar.

• Open Zoom and join the meeting by clicking Join Zoom Meeting.
• Zoom will open when your browser prompts you to do so.

Find out what it takes to join a meeting.

Android | iOS

How to sign in to Zoom

Logging into your Zoom account is required before using the add-on.

1. Log in to your Google Calendar account.
2. Click on Add Event.
3. Choose Zoom Meeting from the video conferencing menu.
4. Enter your information on the screen and click Sign In.

How to schedule a meeting from Google Calendar

• Sign into Google Calendar by signing in with your Google account.
• Select the plus icon followed by Events from the drop down menu.
• Then select Zoom Meeting from the list of video conferencing options.
  Zoom Meeting will appear in your Google Calendar meeting details.

• Complete the meeting details (title, location, and attendees).
• Note: The Zoom web portal and client/app will sync only changes to the meeting topic, date, time, and time zone. Google Calendar events will be synchronized with other meeting details.
• Scroll to the bottom right and tap Save.

How to schedule a meeting from Gmail

Zoom meetings can be scheduled from Gmail using the add-on. Add-on auto-populates meeting topics with email topics. Zoom will notify the sender of the email that a meeting has been scheduled after the meeting details have been submitted from Gmail.

1. Gmail will open once you sign in.
2. Check your email.
3. Tap Zoom for G Suite in the Add-ons section at the bottom of the panel.
4. Enter meeting information.
   Note: Meeting topics are automatically generated by Zoom when the email subject line is entered.
5. Please enter the email addresses of the people to whom you want to send join details in the Mail options section.
   Notes:
   • There will be an email sent to the members of these email addresses containing the details of the event and not a Google Calendar invitation. Using Google Calendar, you can invite people to a meeting, edit a meeting or schedule one.
   • The invitee will automatically receive meeting details.
6. Various meeting options are available.
7. Tap SCHEDULE MEETING at the top.

How to edit a scheduled meeting

Notes:

• Please do not copy the meeting details to a new entry in your Google Calendar if you reschedule a Zoom meeting from Google Calendar.
• Meeting settings for a scheduled meeting cannot be modified through the Google Calendar app. To accomplish this, you will need to use a web browser to access Google Calendar. If you wish to modify the meeting settings for a scheduled meeting, you can sign in to the Zoom web portal.

1. Open the Google Calendar app and sign in to your Google account.
2. Tap on the Zoom meeting event on the calendar.
3. You will be prompted to edit the meeting.
4. Specify the details of the meeting in the edit box.
   Note: In terms of synching with the Zoom client and web portal, only changes made to the topic, the date, the time, and the time zone will be reflected in the meeting. Google Calendar will only sync with the other details of the meeting.
5. Click Save.

How to view and join a meeting

• Open the Google Calendar app on your phone and sign in with your Google account.
• Then, tap on the Zoom meeting event on the calendar.
• From the calendar, select Zoom Meeting.
  The Join options will appear on the Google Calendar.

• If you wish to join using the Zoom mobile app, tap and hold the join link to copy it to your clipboard.

Find out how to join a meeting.

Troubleshooting and limitations

Multiple Google accounts

If you install and use the Add-on, make sure you aren’t signed into more than one Google account at the same time. Installing the add-on requires that you only be signed in to the Google account that you intend to install it for, and you cannot install it if you are signed in to multiple Google accounts. The add-on will also cause problems when used with multiple Google accounts while also being signed into each account with the add-on installed.

“This is a calendar meeting” and “Google Calendar Meeting (not synced)” placeholders

By using this add-on, an event is automatically created and a placeholder meeting is attached to the event. The Zoom meeting isn’t synced with the details of the Google calendar event until the Google calendar event has been saved. Depending on how quickly the details in the calendar event sync with Zoom, it is likely to require up to 2 minutes for the placeholder meeting details to update in the calendar event after the meeting is saved.

It is still possible that you can see the placeholder meeting that was created in the synchronization process on your list of upcoming Zoom meetings as “This is a calendar meeting” or “Google Calendar Meeting (not synced)”. Upon the completion of the sync, this will be updated and should correspond to what has been selected for the calendar event.

Note: It is typically scheduled for Christmas Day or New Year’s Day, but it can also be scheduled for December 31, 1979 or January 1, 1980. It will then be reoriented to the date and time you scheduled the calendar event, replacing the placeholder date/time once the sync is complete.

Troubleshooting sync issues

There may be a few issues behind this issue such as no write permissions on the calendar you are scheduling for or the fact you have attempted to schedule a meeting in the past. If you saved the calendar event and waited a few minutes and the calendar details are still not syncing with Zoom, this could be caused by a few issues.

In order to force the sync manually, please follow these steps:

1. From the right-sidebar, you will see the Zoom for Gmail or Zoom for G Suite buttons.
2. Simply click the event in your Google calendar that is not synced. Using this process, the Add-on will query your Zoom calendar to check if any events have changed or if any information is missing, and synchronize that information accordingly.
3. You will have to wait for the synchronization to complete for 1-2 minutes.