Scheduling meetings with the Outlook add-in

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)
• Outlook 2013 or 2016 (desktop client)
• Outlook (Android and iOS mobile app)
• How to automatically add a Zoom meeting to each calendar event
  • Outlook web app
  • Outlook desktop client (macOS only)
  • Outlook for Android
  • Outlook for iOS
• How to schedule meetings for others

Outlook (web)

How to schedule 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.

How to view, edit, and remove 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)

Outlook (Android and iOS mobile app)

How 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. 

How to automatically add a Zoom meeting to each calendar event

Outlook users can have Outlook automatically add a Zoom meeting to every calendar meeting they schedule. You must have the Zoom add-in for Outlook installed and configured before using this feature. By default, this option is enabled and adds Team meeting details, but you can set Zoom as the preferred meeting service instead.

Outlook web app

1. Open your Outlook web calendar and click the settings icon .
2. Click the Events and invitations tab.
3. Ensure the check box next to Add online meeting to all meetings option is enabled.
4. Select Zoom from the list of meeting providers.
5. Click Save.
   When you begin scheduling an Outlook meeting, Zoom meeting details will be added after a few seconds.

Outlook desktop client (macOS only)

1. Open the Outlook desktop app.
2. In the top ribbon, click Outlook.
3. Click Preferences and select Calendar
4. Under Add online meeting to all events click Configure
5. Choose Zoom and click Save.

Outlook for Android

1. Open the Microsoft Outlook app.
2. Open Outlook Profile.
3. On the bottom left, click the Settings icon and then select Account.
4. Select the checkbox to enable Add Online Meetings to all meetings.
5. Under the Choose a meeting provider section, select Zoom.

Outlook for iOS

1. Open the Microsoft Outlook app and open Outlook Settings.
2. Under Email Accounts, select your account.
3. Click Account Settings.
4. Select the checkbox to enable Add Online Meetings to all meetings.
5. Under the Choose a meeting provider section, select Zoom.
6. Select the checkbox to enable Add Online Meetings to all meetings.
7. Under the Choose a meeting provider section, select Zoom.

Notes:

• The Outlook desktop client for Windows currently only supports automatically adding Teams meetings to calendar events and cannot be configured to automatically use other 3rd party meeting services, like Zoom. If you schedule a calendar event and manually add a Zoom meeting with the Zoom Outlook plugin with this feature enabled, both Teams and Zoom meeting details are added to the calendar event. To avoid having both Teams and Zoom meetings added to the same event, disable this setting within the Windows desktop client or configure Zoom as the 3rd party service in the Outlook web app, as this configuration will sync across devices.
• Outlook admins can configure this setting’s default behavior for specific users or their entire organization through PowerShell commands. Please refer to the Microsoft Outlook support article for Make Every Meeting Online.

How to schedule meetings for others

If you want to schedule on behalf of another Zoom user, learn more 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 macOS 2016, version 16.24 and up.