Using the Zoom Calendar Client

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. In the top-right corner of the calendar window, click the Meet Now down arrow icon to use the following actions:
   • View personal meeting ID (PMI): Display your PMI. You can also start a meeting using your PMI.
   • Copy PMI link: Copy your PMI link.
   • Click the Meet Now button: This will start an instant meeting.
7. In the top-right corner of the calendar window, click the Work Week 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.
8. Click a calendar event to see more details.
   The calendar window will open and display the following information for that calendar event:
   • Title
   • Date and time
   • Location
   • Occurrence
   • More icon : Click to access additional options for the calendar event:
     • Copy invitation
     • Invite People
     • Message Host
     • Chat with Everyone (if you're the host)
     • Start Meeting (if you're the host)
     • Join Meeting
     • Join from a Room
     • Decline & Remove
     • Duplicate (if you're the host)
     • Edit (if you're the host)
     • Delete (if you're the host)
   • Join or Start (if a Zoom Meeting)
   • View Meeting Info: Copy the meeting link.
   • Attachments
   • 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)
     • Customized questions and attendees' responses
   • Link to the Scheduler's scheduled event

View declined events

When all attendees have declined a meeting, you will see a warning label on the meeting event in Zoom Calendar. When you hover your mouse over the warning label on the event, the following tooltip will appear: All attendees have declined this event.

Note: The warning label will not appear when only a few attendees have declined the 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. Additionally, when creating an event in the main calendar view, you only have to click a time slot once to see the scheduler pop-up window. When you click a time slot twice, the full scheduler page will appear.

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 window will open to begin drafting your calendar event.
4. Complete 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.
   • (Optional) Click the Time Off toggle to enable or disable it. When enabled, you will appear as "Off" to everyone who can see your calendar, and external users will not be able to book time with you.
     Note: This option will only appear when your calendar is connected with the Zoom Calendar client.
   • Attendees: Enter the names of others that you want to invite to this event. You can also view their profile card and their contact details.
     The added attendees will be listed under Attendees.
     
     • Hover your mouse over an attendee that you want to manage and use the following options:
       • (Optional) Click the next to each name to remove them from the list.
       • Click the hidden icon to make the attendee hidden from the event list. Click the visible icon to make the attendee visible on the event list.
       • Click the optional button  to mark the attendee as optional. Their icon will change to the optional icon .
         Note: Once the meeting is created, optional attendees will receive invitation emails that indicate they are not required to join the meeting.
     • Use Suggested Times. The suggested time automatically recommends available time slots based on all attendees' availability.
       Note: This feature is currently only available for Google and Zoom Calendar users.
       
       1. Invite attendees to your event.
       2. Under the list of added attendees, click Suggested Times.
          Suggested time slots (up to 7 days) will appear.
       3. Click one of the recommended slots (if available) to finish creating the event.
   • 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.
     • (Optional) Select Find a Time to find available times on guests' calendars when scheduling meetings.
       • To use Find a Time: 
         1. Click an event slot on the calendar.
            The event window will automatically move to the selected time slot.
         2. Hover over the time slot, then resize the time slot .
            This will change the event duration (by extending or shortening it).
         3. View the start/end times of the calendar event.
     • (Optional) Select the All Day checkbox. If a meeting is all day, the meeting will be scheduled for 12:00 AM-11:59 PM.
     • (Optional) Click the Repeat dropdown menu to select how often your event will occur.
   • Calendar: Select a calendar service to add the meeting and send out invites to participants.
     • Outlook: Open the Outlook desktop app and create an event for the meeting.
       Note: You will see Outlook when using the Windows client.
     • iCal: Open iCal and create an event for the meeting.
       Note: You will see iCal when using a macOS.
     • Google Calendar: Open Google Calendar in your default browser and create an event for the meeting.
     • Other Calendars: Open a new window, where the meeting text can be copied and pasted into the user's preferred communication method. You can also down an ICS file which can be opened in most email applications.
   • Click the color dropdown and select the color that you want your event to be.
   • Event Type: Select whether this event is Offline, Zoom Meeting, or Zoom Phone Call. 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
   • Add a Location or Room: Enter a location or room for this meeting.
   • Add a 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 Attendees to: Adjust these calendar event permissions regarding how other invitees can view and adjust the calendar event.
     • Modify the event
     • Invite others
     • See list of attendees
   • Export: Select the checkbox to use an external calendar.
   • More Options: Click this to view more options for scheduling an associated Zoom Meeting, such as security, video, audio, and other advanced options.
5. Click Save to schedule the meeting.
   Note: When you make changes to an event and try to close the window without saving, a pop-up message will appear, asking if you want to Discard unsaved changes.

Your scheduled event will appear in the Zoom Calendar client.

Duplicate an event

Users can create a duplicate event and add different event details or private information without notifying other attendees.

1. Schedule a calendar event.
2. View your calendar and click the event you want to duplicate.
   The calendar window will open and display the information for that calendar event.
3. At the top of the event card, click the More icon, then click Duplicate.
4. Edit the duplicated event, then click Save.

Send a reply note

This feature is available for Microsoft, Google, and Zoom calendars.

1. View your calendar.
2. Click an event you want to RSVP to.
   The event card will appear.
3. At the top of the event card, to the right of Going?, click the ellipsis , then click Send Reply Note. 
   A pop-up window will appear.
4. In the window, select your attendance response.
5. In the text box, enter a reply note to inform the host why you can or cannot attend the event. 
6. Click Send. 
   Your attendance response and reply note will appear on the event card.

Propose a new time

This feature is only supported for Zoom and Outlook service calendar clients.
Note: This will not be available for Google Calendar.

1. View your calendar.
2. Click an event you want to propose a new time.
   The event card will appear.
3. At the top of the event card, to the right of Going?, click the ellipsis , then click Propose New Time. 
4. Under Proposed Time, select the date and time that you want to propose.
5. (Optional) Under Message (Optional), explain why you are proposing a new time.
6. Click Propose New Time. 
   Your proposed date and time will appear on the event card.

Change calendar colors

Zoom and Google calendar service clients support this feature.

Note: This feature is not supported by Microsoft/Outlook.

1. Sign in to the Zoom desktop client.
2. Click the Calendar tab .
3. In the left panel, change colors for the following calendars:
   
   • My Calendars: Display all calendars created by your account.
     
     • To change calendar colors:
       
       1. To the right of your calendar that you want to manage, click the ellipsis , then click Change color.
       2. Select a color.
          This color change will be visible to all viewers.
   • Subscriptions: View calendars that you are subscribed to.
     
     • To change calendar colors:
       
       1. To the right of a subscription calendar that you want to manage, click the ellipsis , then click Change color.
       2. Select a color.
          This color change will be only visible to you.

View and switch accounts

When you access Zoom Calendar client settings, you can use the Accounts section to see the email account that you signed in with and view other email provider accounts. You can use the dropdown menu to easily switch between multiple calendars. 

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 , then view your accounts under the Account section.
4. Click the calendar account you want to switch to.
   The calendar of the selected account will be displayed.

Manage calendar client settings

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

Learn more about managing calendar client settings.

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.