Using the Zoom for Google Workspace add-on

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With the Zoom for Google Workspace add-on, you can seamlessly schedule, join, and manage meetings directly from Gmail or Google Calendar. Your scheduler settings are synced from the Zoom web portal. After installing the add-on, you can use it in the desktop web browser (Gmail or Google Calendar) or mobile device (Google Calendar app). For further integration with Google Calendar, set up contacts and calendar integration.

If you have a Zoom Phone license, you can also make Zoom Phone calls from either your calendar or email workspace. Learn more about using Zoom Phone with the Google Workspace add-on.

For advanced meeting scheduling, we recommend you use the Zoom Scheduler extension for Chrome.

Note: On November 16, 2020, Google enabled Google Meet as default for meetings when more than one video conferencing provider is enabled. If you have Google Meet enabled in addition to Zoom, learn how to change this default.

This article covers:

Prerequisites for installing and using Zoom for Google Workspace

How to install the Zoom for Google Workspace add-on

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

If you are a Google Workspace admin and would like to install Zoom for Google Workspace for all users, please follow the instructions below:

  1. Sign in to your Google Workspace account as an admin.
  2. Navigate to the Google Workspace Marketplace and search for Zoom.
  3. Click the Zoom for Google Workspace add-on.
  4. Click Install, then click Continue.
  5. Review the terms of service, specify if you want to make the app available to your whole domain or to a specific team or department, select the agreement box, and click Accept.

If you manage your organization's Google account and have access to the Google Admin console, follow these resources from Google to install Zoom for Google Workspace for your users. 

Install the Zoom for Google Workspace add-on for your own use

If you have a personal Google account, you can install the add-on for your own use.

  1. Sign in to your Google account.
  2. Navigate to the Google Workspace Marketplace and search for Zoom.
  3. Click the Zoom for Google Workspace add-on.
  4. Click Install, then click Continue.
  5. Review the terms of service and click Accept.

How to enable or disable the automatic adding of video calls to Google Calendar events

Once the Zoom for Google Workspace add-on is installed, adding an event to Google Calendar will automatically add a Zoom Meeting if a guest is added. To enable or disable this feature:

  1. Sign in to the Google Admin console.
  2. Click Apps, select Google Workspace, and then click Calendar
  3. Click Sharing Settings.
  4. Under Video Calls, clear or select the check box next to Automatically add video calls to events created by a user.

For more information, refer to Google's documentation.

How to use the Zoom for Google Workspace add-on

Web

Sign in to the Zoom for Google Workspace add-on

  1. Use a web browser to sign in to Gmail or Google Calendar.
  2. In the right-side panel, click the Zoom for Google Workspace icon.
  3. If prompted, click Authorize Access and follow the on-screen instructions to allow Zoom to access your Google account.
  4. Click Sign in and follow the on-screen instructions.

Schedule a meeting from Google Calendar

  1. Use a web browser to sign in to Google Calendar.
  2. Click Create or click a time slot on the calendar for your meeting.
  3. Enter your meeting details, such as the title, location, and guest list.
  4. Click More options.
    Notes:
    • Only changes to the topic, date, time, and time zone will sync to the meeting in the Zoom web portal and client/app. All other meeting details will only apply to the Google Calendar event.
    • When you assign scheduling privileges to other users in the Zoom web portal, you can choose if these users can manage your meetings that are marked as private in Outlook or Google Calendar. If the users cannot manage private events, they cannot see the invite link, meeting topic, or attendee list.
  5. In the Add video conferencing drop-down menu, select Zoom Meeting.
    Google Calendar will add the join options for the Zoom meeting.
  6. (Optional) In the right-side panel, click the Zoom for Google Workspace icon and change meeting settings as needed.
  7. Click Save.
    Note: The meeting settings are applied based on your account settings. You can edit the meeting settings for a scheduled meeting.

Schedule a meeting from an email thread in Gmail

You can use the add-on to schedule a Zoom meeting from Gmail. The add-on will auto-populate the meeting topic with the email topic. After you schedule a meeting from Gmail, Zoom will send join details to the sender of the email.

  1. Use a web browser to sign in to Gmail.
  2. Open an email thread.
  3. In the right-side panel, click the Zoom for Google Workspace icon.
  4. Click Schedule a meeting.
  5. Scroll down on the panel and choose your default meeting settings, such as meeting ID, passcode, and waiting room.
  6. Enter meeting details as needed:
    • Topic: The add-on will suggest the email subject as the meeting topic.
    • Timezone: Defaults to the time zone that you have set in Zoom. Select a different time zone if needed.
    • When: The add-on will suggest a date and time or you can enter a different date and time.
    • Duration: Select a duration for the meeting.
  7. Click the arrow under Mail options, and enable Invite participants via email to send an email to your meeting participants after you have created the meeting.
    Notes:
    • The add-on will automatically add participants from the email thread to the invite list, but you can select or clear the check box next to a user's email to invite or remove them.
    • If you have enabled Invite participants via email, these email addresses will be sent an email with the join details, not a Google Calendar invite. To send a Google Calendar invite, edit the scheduled meeting or schedule a meeting from Google Calendar.
  8. Click SCHEDULE MEETING.

Edit a scheduled meeting in Google Calendar

Note: If you are rescheduling a Zoom meeting from Google Calendar, don't copy the meeting details to a new calendar entry.

  1. Use a web browser to sign in to Google Calendar.
  2. Click a calendar event with a Zoom meeting.
  3. Click the pencil icon to edit the event.
  4. Change the meeting details as needed.
    Note: Only changes to the topic, date, time, and time zone will sync to the meeting in the Zoom web portal and client/app. All other meeting details will only apply to the Google Calendar event.
  5. In the right-side panel, click the Zoom for Google Workspace icon and change the meeting settings as needed, then click UPDATE MEETING.
  6. Click Save.

View and join a meeting

Note: If the meeting host chose to mark their meeting's visibility as Private, you will not be able to see any meeting details, such as the invite link, meeting topic, or invitee list, on the Zoom web scheduler.

  1. Use a web browser to sign in to Google Calendar.
  2. Click a calendar event with a Zoom meeting.
  3. Click Join Zoom Meeting to open Zoom and join the meeting.
  4. Click the option to open Zoom when prompted by your browser.

Learn more about joining a meeting.

Sign in to the Zoom for Google Workspace add-on

  1. Sign in to the Google Calendar app.
  2. Tap the plus icon then Event.
  3. Tap the video conferencing drop-down and select Zoom Meeting.
  4. Tap AUTHORIZE and follow the on-screen instructions.

Schedule a meeting from Google Calendar

  1. Sign in to the Google Calendar app.
  2. Tap the plus icon, then Event.
  3. Tap the video conferencing drop-down and select Zoom Meeting.
    Google Calendar will add a Zoom Meeting to your meeting details.
  4. Enter your meeting details such as the title, location, and guest list.
    Note: Only changes to the topic, date, time, and time zone will sync to the meeting in the Zoom web portal and client/app. All other meeting details will only apply to the Google Calendar event.
  5. In the top-right corner, tap Save.

Schedule a meeting from an email thread in Gmail

You can use the add-on to schedule a Zoom meeting from Gmail. The add-on will auto populate the meeting topic with the email topic. After you schedule a meeting from Gmail, Zoom will send join details to the sender of the email.

  1. Sign in to the Gmail app.
  2. Open an email.
  3. In the bottom panel, in the Available add-ons section, tap Zoom for Google Workspace.
  4. Enter meeting details.
    Note: Zoom will auto-populate the meeting topic with the email subject.
  5. (Optional) In the Mail options section, enter email addresses to send the join details to.
    Note: These email addresses will be sent an email with the join details, not a Google Calendar invite. To send a Google Calendar invite, edit the scheduled meeting or schedule a meeting from Google Calendar.
  6. Change other meeting options as needed.
  7. At the top of the panel, tap SCHEDULE MEETING.

Edit a scheduled meeting in Google Calendar

  1. Sign in to the Google Calendar app.
  2. Tap a calendar event with a Zoom meeting.
  3. Tap the pencil icon.
  4. Change the meeting details as needed.
    Note: Only changes to the topic, date, time, and time zone will sync to the meeting in the Zoom web portal and client/app. All other meeting details will only apply to the Google Calendar event.
  5. Tap Save.

Notes:

  • If you are rescheduling a Zoom meeting from Google Calendar, don't copy the meeting details to a new calendar entry.
  • The Google Calendar app can't change meeting settings for a scheduled meeting. Use Google Calendar in a web browser for this feature. You can also sign in to the Zoom web portal to change meeting settings for a scheduled meeting.

View and join a meeting

  1. Sign in to the Google Calendar app.
  2. Tap a calendar event with a Zoom meeting.
  3. Tap Zoom Meeting.
    Google Calendar will display the join options.
  4. Tap and hold a join option to copy it to your clipboard, or tap the join link to join using the Zoom mobile app. 

Learn more about joining a meeting.

Limitations and troubleshooting of the Zoom for Google Workspace add-on

Multiple Google accounts

When installing and using the add-on, it is advised you are not signed in to multiple Google accounts in the same browser. You cannot install the add-on if you are signed in to multiple Google accounts, so you will need to be only signed-in to the account that you want to install the add-on for. Additionally, when using the add-on and you are signed-in to multiple Google accounts with the add-on installed, this will cause issues when scheduling Zoom meetings.

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

When scheduling a meeting through the add-on, a placeholder meeting is created and meeting invitation details from that placeholder meeting are added to the calendar event. Details of the actual calendar event, such as topic, agenda, and date/time, are not synced to the Zoom meeting until the calendar event is saved in Google. Once the calendar event is saved, it can take approximately 2 minutes for those meeting details to sync with Zoom, after which the placeholder meeting details in the calendar event will be updated. 

During the sync, you may see that placeholder meeting on your list of upcoming Zoom meetings as "This is a calendar meeting" or "Google Calendar Meeting (not synced)". Once the sync is complete, this will be updated and should match the topic set for the calendar event. 

Note: This placeholder meeting is typically scheduled for December 31, 1979, or January 1, 1980. Once the sync is complete, the date and time you scheduled the calendar event will take the place of the placeholder date/time. 

Troubleshooting sync issues

If you have saved the calendar event, waited a few minutes, and still have not seen the calendar details sync with Zoom, this could be caused by a few issues, such as not having write permissions to the calendar you are scheduling for or attempting to schedule a meeting in the past. 

To attempt manually forcing the sync: 

  1. Use a web browser to sign in to Google Calendar.
  2. In the right-side panel, click the Zoom for Google Workspace icon
  3. Click on the Google calendar event with sync issues. This will cause the add-on to check the calendar event ID with your Zoom meetings and sync any changes or missing info. 
  4. Wait 1-2 minutes for the sync to complete. 

How your data is used

This app accesses and uses the following information from your Zoom account:

  • User info (name, email, timezone) - used when displaying info about the user.
  • Meeting settings - used when creating meetings with default settings.
  • Users with scheduling privileges - used to determine when allowing a user to schedule meetings for another user.
  • Meeting list - used when listing a user’s current meetings.
  • Meeting details (meeting mumber, topic, start time, duration, meeting password, meeting invitation which contains join instructions) - used to display details for a selected upcoming meeting.

This app accesses and uses the following information from your Google Workspace account:

  • Calendar event list - used to find an event to update Zoom meeting info and for displaying a user’s meeting list.
  • Calendar event details (title, time, type, organizer) - used when creating/updating a Zoom meeting for a calendar event.
  • Recipients of the selected email - used in Gmail integration for sending meeting invitations
  • Subject of the selected email - used in Gmail integration to populate the meeting topic of the created Zoom meeting

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