Gmail Add-On Follow

Overview

The add-on allows you to start an instant meeting or schedule a meeting with your email participants in Gmail. The add-on will automatically send an email to everyone on the email thread and can also send a meeting summary after the meeting is completed.

Once the add-on is enabled for your account, it will appear for all users on any desktop browser. The Gmail add-on is not currently compatible with iOS.

This article covers:

Prerequisites

  • G Suite Admin Access to enable

Instructions

Installing for all users on your G Suite Account

  1. Login to your G Suite account as an admin.
  2. Navigate to the G Suite Marketplace.
  3. Search for Zoom.
  4. Click on the Zoom add-on.
  5. Click Install.

 

Using the Gmail Add-on

Logging in to the Gmail Add-on

  1. When you are viewing an email thread, click the Zoom icon on the right side of the page.
  2. If this is your first time using the add-on, click Authorize Access.
  3. Follow the prompts from Google to allow Zoom access to your Gmail account.
  4. After authorizing access, click Sign In to sign in to your Zoom account.
  5. In the browser window that opens, sign in to your Zoom account.

Starting a meeting

You can start an instant meeting with everyone on your email thread. They will receive an automatic email with the meeting join link.

  1. When you are viewing an email thread, click the Zoom icon on the right side of the page.
  2. Click Start a meeting.
  3. An instant meeting will be created and the meeting details will be sent out on the email thread.
  4. When you are ready to start the meeting from your computer, click Start Meeting.

Scheduling a Meeting

  1. When you are viewing an email thread, click the Zoom icon on the right side of the page.
  2. Click Schedule a meeting.
  3. Select the meeting settings.
    • Topic: This will automatically populate with the subject line of the email.
    • Timezone: This will default to the timezone that you have set in Zoom. Select a different timezone if needed.
    • When: Select the date and time of the meeting.
    • Duration: Select an approximate duration of the meeting.
    • Enable meeting summary: Toggle this setting on to send out a meeting summary with the topic, meeting ID, date, and names of attendees after the meeting has concluded.
    • Invite participants via email: Toggle this on to send an email to your meeting participants after you have created the meeting.
    • Add mail participants in meeting: Click the arrow to view who will be invited to this meeting and add additional participants if needed.
  4. Click Create Meeting.
  5. A meeting will be scheduled and an email with the meeting details will be sent to all designed participants if selected.

Viewing Upcoming Meetings

  1. When you are viewing an email thread, click the Zoom icon on the right side of the page.
  2. Click View upcoming meetings.
  3. A list with any upcoming scheduled meetings and your personal meeting ID will be shown. You can start any upcoming meetings by clicking Start next to the meeting topic and join link.

Meeting Summary

After a meeting has concluded, a meeting summary email can be automatically sent, if selected when scheduling the meeting. The meeting summary email will include the topic, meeting ID, date, and names of attendees.


 

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