Using the Zoom Calendar Client

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The Zoom Calendar client allows you to view and manage your calendar directly from the Zoom desktop client, further centralizing all your meeting, phone, chat, whiteboard, and calendar needs in one application. After connecting your existing Google or Microsoft 365 (Exchange) account, you can view and create calendar events through the Zoom client, add a Zoom Meeting and invite details to the event, and invite others. Those eligible can also create a new calendar through the Zoom Calendar Service (Beta) if you would rather not use either of those 3rd-party services.

You can also connect your Google or Microsoft 365 (Exchange) account to view and manage your email through the Zoom client.

This article covers:

Prerequisites for using Zoom Calendar Client

Limitations of the Zoom Calendar Client

  • The Zoom Calendar Client only supports connecting with the Zoom, Google, or Microsoft 365 (Exchange) calendar services.
  • Currently, scheduling a meeting and inviting a Zoom Room is not supported with the Zoom Calendar Client. 

How to view your calendar and create events

View your calendar

After you’ve connected your Zoom Calendar Client to your Zoom Calendar, Google, or Microsoft 365 (Exchange) account, you can access your calendar directly from the Zoom desktop client.

  1. Sign in to the Zoom desktop client.
  2. Click the Calendar  tab.
    If you have never configured your Zoom account for email or calendar access, you will be prompted to do so.
    Otherwise, your calendar will open.
  3. The current calendar view (Day, Work Week, or Week) is displayed in the top-right corner.
    To the right of the currently displayed date, click the back icon and forward icon  to move backwards or forwards 1 day or week, depending on the current calendar view.
  4. (Optional) Click the today button  to return to the current date.
  5. To the left of the currently displayed date, click the more options icon  to view additional calendars and the entire month, helping you search other users' calendars to find a time to meet.
    The panel contains the following information:
    • Entire calendar month: The current entire month is displayed, with the options to page through to past or future months.
    • Search People bar: Search for contacts and view their calendar events alongside your calendar.
    • Available calendar views: Calendars you already have access to are displayed. Others, such as the calendars of colleagues, can be searched for and added to this list. Click the checkbox next to each calendar to toggle it being displayed.
  6. At the top right corner of the calendar window, click the down arrow icon  next to the current calendar view to change one of the following views:
    • Day: Display only one day of calendar events at a time.
    • Work Week: Display only a work week (5 days) of calendar events at a time.
    • Week : Display an entire week’s calendar events at a time.
  7. Click on a calendar event to see more details.
    The Calendar Side Pane will open to the right and display the following information for that calendar event:
    • Title
    • Date and time
    • More icon  : Click to access additional options for the calendar event:
    • Join or Start (if a Zoom Meeting)
    • Your current attendance response: Displays your current RSVP to the meeting, such as Yes, No, and Maybe.
    • Invited guests and their attendance response
    • Calendar event description and meeting invitation (if a Zoom Meeting)

Schedule a calendar event

The Zoom Calendar Client makes it easy to schedule calendar events, add Zoom meeting or phone conferencing details, and invite contacts to that calendar event.

To quickly create a new calendar event, click  New Event at the top of the calendar.

To view various dates and compare your calendar with others to find the best time:

  1. Sign in to the Zoom desktop client.
  2. Click the Calendar  tab.
  3. Once you’ve found a date and time that works for you and potentially others, click-and-drag on the calendar to create a new event.
    The Calendar Side Pane will open to the right to begin drafting your calendar event.
  4. Fill out the following details for your calendar event:
    • Event title: Name the calendar event. This will be shown to invitees, as well as used for the Zoom Meeting.
    • Invitees: Enter the name of others that you want to invite to this event. Click the X next to each name to remove them from the list.
    • Date and time: Select the date and time of the calendar event. By default, this will use the next hour or half-hour time slot (if clicking the New Event button) or the date/time selected on the calendar.
    • Calendar: Choose which calendar you want to schedule this for, if you have access to multiple calendars.
    • Add Location: Click to add a location for this calendar meeting.
    • Add Description or Attachments: Add some additional context and description for this event, as well as add any relevant attachments invitees need to have before the meeting starts.
    • Visibility: Choose how you want this calendar event to be visible to others viewing your calendar, either Default visibility, Public, or Private.
    • Show yourself as: Choose how you want your status to be displayed to others during this calendar event, either as Busy or Free.
    • Allow participants to: Adjust these calendar event permissions regarding how other invitees can view and adjust the calendar event.
      • Modify the event
      • Invite others
      • See guest list
    • Conferencing: Choose to schedule this meeting with added virtual meeting or call details. The following options are provided:
      • No conferencing: No additional meeting details are added. This is best for in-person meetings and events.
      • Zoom Meeting: The calendar event will be scheduled with a corresponding Zoom Meeting. Your default meeting settings are used.
      • Zoom Phone Call
    • More Options: Click this to view more options for scheduling an associated Zoom Meeting, such as security, video, audio, other advanced options.
  5. Click Save to schedule the meeting.

Manage calendar client settings

Currently, Zoom Calendar settings are located separately from the main client settings. These settings control the defaults used by the calendar client, such as 12-hour/24-hour clock, date order (Month-Day-Year), event length, and more.

  1. Sign in to the Zoom desktop client.
  2. Click the Calendar  tab.
  3. In the top-right corner of the window, click the gear icon  and then click Calendar Preferences .
    The following options are provided:
    • General
      • Date Format: Choose how you want dates to be formatted.
      • Time Format: Choose how you want times to be formatted.
    • Scheduling
      • Default Event Duration: Set the default length of time for a new event.
      • Allow Invitees to: Choose which permissions event invitees have for the event they are invited to.
        • Modify the event: Invitees can edit the event details, such as title, date/time, duration, and more.
        • Invite others: Invitees can invite additional guests.
        • See list of invitees: Invitees can see the full list of other invitees.
    • Import: Import an ICS file to import calendar events.
    • Your Calendars: Display all calendars created by this account.

Disconnect your calendar account

To sign out of the current calendar account:

  1. Sign in to the Zoom desktop client.
  2. Click the Calendar  tab.
  3. In the top-right corner of the window, click the gear icon  .
  4. Click Disconnect.
    You will be redirected to the configuration process.

View your calendar

After you’ve connected your Zoom Calendar Client to your Zoom Calendar, Google, or Microsoft 365 (Exchange) account, you can begin accessing your calendar directly from the Zoom desktop client.

  1. Sign in to the Zoom mobile app.
  2. In the bottom-right corner, tap More .
  3. Tap Calendar .
    If you have never configured your Zoom account for email or calendar access, you will be prompted to do so.
    Otherwise, your calendar will open to the current day’s events.
  4. (Optional) Tap another day of the week to view that day’s events, or tap the down arrow below the current week to see the full month’s worth of dates.
  5. Tap on a calendar event to see more details.
    The following information and options for that calendar event is displayed:
    • How many participants have joined thus far, if any have joined.
    • Title
    • Date and time
    • More icon : Click to access additional options for the calendar event:
    • Join or Start (if a Zoom Meeting)
    • Your current attendance response: Displays your current RSVP to the meeting, such as Yes, No, and Maybe.
    • Invited guests and their attendance response
    • Calendar event description and meeting invitation (if a Zoom Meeting)

Schedule a calendar event

The Zoom Calendar Client makes it easy to schedule calendar events, add Zoom meeting or phone conferencing details, and invite contacts.

  1. Sign in to the Zoom mobile app.
  2. In the bottom-right corner, tap More .
  3. Tap Calendar .
  4. In the top right corner, tap the new event icon .
  5. Enter the following details for your calendar event:
    • Event title: Name the calendar event. This will be shown to invitees, as well as used for the Zoom Meeting.
    • Invitees: Enter the name of others that you want to invite to this event. Click the X next to each name to remove them from the list.
    • Date and time: Select the date and time, time zone, and any recurrence pattern for the calendar event.
      By default, this will use the next hour or half-hour time slot (if clicking the New Event button) or the date/time selected on the calendar.
    • Calendar: Choose which calendar you want to schedule this for, if you have access to multiple calendars.
    • Location: Click to add a location for this calendar meeting.
    • Description or Attachments: Add some additional context and description for this event, as well as add any relevant attachments invitees need to have before the meeting starts.
    • Conferencing: Choose to schedule this meeting with added virtual meeting or call details. The following options are provided:
      • Offline: No additional meeting details are added. This is best for in-person meetings and events.
      • Zoom Meeting: The calendar event will be scheduled with a corresponding Zoom Meeting. Your default meeting settings are used.
      • Zoom Phone Call
    • Meeting Security (if a Zoom Meeting is enabled as the conferencing option)
      • Require Passcode
      • Passcode
      • Waiting Room
      • Only Allow Authenticated Users
  6. Tap Create to schedule the meeting.
  1.  

Disconnect your calendar account

To sign out of the current calendar account:

  1. Sign in to the Zoom mobile app.
  2. In the bottom-right corner, tap More .
  3. Tap Calendar .
  4. In the top-right corner of the window, click the gear icon  .
  5. Tap Disconnect.
    You will be redirected to the configuration process.

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