Schedule Meetings in Zoom Rooms (Outlook) Follow

About:

You can schedule a meeting with a Zoom Room as a resource. It will appear on the Meeting List on the Zoom Rooms iPad Controller. 

Pre-requisites:

For private meeting support: Zoom Rooms v3.6 and above, also update backend calendar configurations

Instructions:

With Windows or Mac Outlook Client

  • Download Zoom Outlook Plugin (one time only)
  • Refer to Using the Microsoft Outlook Plugin to schedule a meeting
  • Add the resource (conference rooms) by directly book a resource in Outlook 
  • You can choose to display or hide your meeting topic. To display the meeting topic, make sure the 'Private' option (security lock icon) located on the top right pane of Outlook Calendar is not selected 

  • Rooms that are scheduled in Zoom Rooms can start automatically without the host/scheduler joining
  • Simply find the meeting in your meetings list and click Start

  • To hide the meeting topic, select the 'Private' option (security lock icon) located on the top right pane of Outlook

  • In Zoom Rooms, the iPad controller will replace the meeting topic with the 'User's Zoom Meeting'

 

Note: If you have previously scheduled meetings without making it a Zoom meeting, they will appear on the Meeting List without the Start button.  You can simply add the URL https://zoom.us/j/meetingID to the body of the invitation and it will then list with the Start button. (It does not yet support personal vanity url)

With Zoom Client

  1. To schedule, reference How Do I Schedule Meetings? > Select "Outlook" under "Calendar"
    • We will automatically generate an invitation in the bodied text of the meeting invitation
    • Make sure the meeting link (i.e. https://zoom.us/j/123123123) is included
  2. Add the room resource under "Resource:" field
    • Tip: Use scheduling assistant by clicking "Schedule" or click on the book icon to access your rooms
  3. Select "Send invitation" to send out to recipients and save to your calendar

With Zoom Web Portal

  1. Go to https://zoom.us/meeting and click on the "Schedule a Meeting" tab.
  2. Input your desired settings and select "Schedule" > "Add to calendar"
    • We will automatically generate an invitation in the bodied text of the meeting invitation
    • Make sure the meeting link (i.e. https://zoom.us/j/123123123) is included
  3. Add the room resource under "Resource:" field
    • Tip: Use scheduling assistant by clicking "Schedule" or click on the book icon to access your rooms
  4. Select "Send invitation" to send out to recipients and save to your calendar

 

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