Scheduling and Managing Meetings with the Zoom for Outlook Add-In

Once the Zoom for Outlook add-in is installed, you can easily add Zoom meeting details to calendar events within Outlook when scheduling a new event or editing an existing event.  

How to Schedule a Meeting

Note: Your scheduler settings are synced from the Zoom web portal.

Windows

1. Open the Outlook desktop app and switch to calendar view.
2. In the Home tab, click New Meeting.
3. Enter meeting details like the title, date and time, location, and guest list.
4. Click the ellipsis  icon in the top toolbar.
5. Under Zoom, click Settings.
   The Zoom sidebar will open, prompting for your Zoom credentials.
6. Select your desired video, audio and meeting settings. Click Add Zoom Meeting to add Zoom join details to the meeting.
   Note: Make sure to set the date and time of the calendar event before adding the Zoom meeting, so that the Zoom Meeting is scheduled for the correct date and time. If you create the Zoom Meeting before setting the correct event date and time, the Zoom Meeting will get scheduled for the default date/time used for the new event, which can inadvertently cause the meeting to expire before the intended start date. 
7. (Optional) If any details, such as the date and time, are changed after you added the Zoom Meeting, click the Update option in the Zoom panel to sync the changes with the scheduled Zoom Meeting. 
8. Complete adding details to the calendar event and click Send.     

Mac

1. Open the Outlook desktop app and switch to calendar view.
2. In the Home tab, click New Event.
3. Enter meeting details like the title, date and time, location, and guest list.
4. Click the three dots  in the top toolbar and select Zoom. You will see the Zoom sidebar open, prompting for your Zoom credentials.
   Note: You can also customize the toolbar so that the Zoom option is always visible. Click the ellipsis  icon, select Customize Toolbar, and then use the window to drag Zoom onto the toolbar.  
5. Click Zoom and then Add a Zoom Meeting.
   Note: Make sure to set the date and time of the calendar event before adding the Zoom meeting, so that the Zoom Meeting is scheduled for the correct date and time. If you create the Zoom Meeting before setting the correct event date and time, the Zoom Meeting will get scheduled for the default date/time used for the new event, which can inadvertently cause the meeting to expire before the intended start date. 
6. Select your desired video, audio and meeting settings. Click Add Zoom Meeting to add Zoom join details to the meeting.
7. (Optional) If any details, such as the date and time, are changed after you added the Zoom Meeting, click the Update option in the Zoom panel to sync the changes with the scheduled Zoom Meeting. 
8. (Optional) To add a whiteboard in a meeting, click Add Attachment then select a whiteboard from the Zoom Whiteboard dashboard window.
9. Complete adding details to the calendar event and click Save. 

Mobile (iOS/Android)

1. Open the Outlook desktop app and switch to calendar view.
2. Tap the  button to create a new calendar event. 
3. Enter meeting details like the title, date and time, location, and guest list.
   Note: Make sure to set the date and time of the calendar event before adding the Zoom meeting, so that the Zoom Meeting is scheduled for the correct date and time. If you create the Zoom Meeting before setting the correct event date and time, the Zoom Meeting will get scheduled for the default date/time used for the new event, which can inadvertently cause the meeting to expire before the intended start date. 
4. Just below the Location field, tap the toggle next to Zoom. 
   Note: If you see another meeting service listed instead of Zoom, tap the Meeting Provider field and then select Zoom. 
5. If using the add-in for the first time, you will need to sign in to your Zoom account. 
   The meeting URL will be added to the location field and invite added to the description field.
   Note: The meeting settings will automatically populate with your default settings in your Zoom web portal.
6. Tap the check mark at the top of the screen to save the meeting. 

Outlook for the Web

1. Open your Outlook web calendar and click New Event to create a new calendar event.
2. Enter meeting details like the date and time of the meeting, title, location, and guest list.
3. Click Zoom  and then Add a Zoom Meeting.
   Note: Make sure to set the date and time of the calendar event before adding the Zoom meeting, so that the Zoom Meeting is scheduled for the correct date and time. If you create the Zoom Meeting before setting the correct event date and time, the Zoom Meeting will get scheduled for the default date/time used for the new event, which can inadvertently cause the meeting to expire before the intended start date. 
4. Sign in to your Zoom account.
   If you are not signed in, a sidebar will open prompting for your Zoom credentials. If you are already signed in to the Zoom web portal, it will log you in automatically.
   Note: The meeting settings will automatically populate with your default settings in your Zoom web portal.
5. (Optional) If any details, such as the date and time, are changed after you added the Zoom Meeting, click the Update option in the Zoom panel to sync the changes with the scheduled Zoom Meeting. 
6. (Optional) To add a whiteboard in a meeting, click Add Attachment then select a whiteboard from the Zoom Whiteboard dashboard window.
7. Complete adding details to the calendar event and click Save.

How to View, Edit, and Remove Meetings

Windows

1. Open the Outlook desktop app and switch to calendar view.
2. Double-click a Zoom meeting to display the meeting details.
3. Click the ellipsis  icon in the top toolbar.
4. Under Zoom, click Settings.
   The Zoom sidebar will open.
5. Change your meeting options and click Update to apply the changes.    

Mac

1. Open the Outlook desktop app and switch to calendar view.
2. Double-click a Zoom meeting to display the meeting details. 
3. Click Edit Event. 
4. Click the three dots  in the top toolbar and select Zoom. You will see the Zoom sidebar open.
   Note: You can also customize the toolbar so that the Zoom option is always visible. Click the ellipsis  icon, select Customize Toolbar, and then use the window to drag Zoom onto the toolbar.  
5. Click Zoom and then Settings.
6. Change your meeting options and click Update to apply the changes.
7. Click Save to save the changes to the calendar event. 

Outlook for the Web

1. Open your Outlook Web Calendar.
2. Click on a Zoom Meeting, and click Edit.
3. Click the ellipsis  icon in the top toolbar. Sign in to your Zoom account if prompted.
4. Click Zoom.
5. Click Settings.
6. Change your meeting options and click Update to apply the changes.
   Tip: Click Load default settings to load your default settings found in your Zoom web portal.
7. (Optional) Click Remove, if you want to delete the Zoom meeting from the event.