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Scheduling meetings with the Outlook add-in Follow

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

This article covers: 

Outlook (web)

Scheduling a meeting

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

  1. Open your Outlook web calendar and click New Event to create a new calendar event.
  2. Enter meeting details like the title, location, and guest list.
  3. Click the three dots in the top toolbar and select Zoom. You will see the Zoom sidebar open, prompting for your Zoom credentials.
  4. Click Zoom and then Add a Zoom Meeting.
  5. Sign in to your Zoom account. 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.

Viewing, editing, and removing meetings

  1. Open your Outlook Web Calendar.
  2. Click on a Zoom meeting, and click Edit.
  3. Click the three dots  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. 

Outlook 2013 or 2016 (desktop client)

Scheduling a meeting

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

  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, 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 three dots , select Customize Toolbar, and then use the window to drag Zoom onto the toolbar.  
  5. Click Zoom and then Add a Zoom Meeting.
  6. Select your desired video, audio and meeting settings. Click Add Zoom Meeting to add Zoom join details to the meeting.

Viewing and editing meetings

  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 three dots , 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. 

Scheduling a meeting

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

  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, location, and guest list.
  4. Click the three dots 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.
  7. Click Send to send the meeting invitation.

Viewing and editing meetings

  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 three dots 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.

Outlook (Android and iOS mobile app)

To schedule a meeting and add Zoom meeting details to the event: 

  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, location, and guest list.
  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. 
  6. 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.
  7. Tap the check mark at the top of the screen to save the meeting. 

Scheduling meetings for others

If you want to schedule on behalf of another Zoom user, see the article about scheduling privilege.

Note: Scheduling privilege is supported for the add-in on Windows 10 OS 1910 (Outlook build: 16.0.12130.20272 or above), as well as Outlook for Mac 2016, version 16.24 and up.