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.  

Table of Contents

How to schedule a meeting

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

    
             Outlook (web)             
  1. Open your Outlook web calendar and click New Event to create a new calendar event.
  2. Enter meeting details like the date and time of the meeting, title, location, and guest list.
  3. Click Zoom  and then Add a Zoom Meeting.
    Note: Make sure to set the date and time of the calendar event before adding the Zoom meeting, so that the Zoom Meeting is scheduled for the correct date and time. If you create the Zoom Meeting before setting the correct event date and time, the Zoom Meeting will get scheduled for the default date/time used for the new event, which can inadvertently cause the meeting to expire before the intended start date. 
  4. Sign in to your Zoom account.
    If you are not signed in, a sidebar will open prompting for your Zoom credentials. 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.
  5. (Optional) If any details, such as the date and time, are changed after you added the Zoom Meeting, click the Update option in the Zoom panel to sync the changes with the scheduled Zoom Meeting. 
  6. (Optional) To add a whiteboard in a meeting, click Add Attachment then select a whiteboard from the Zoom Whiteboard dashboard window.
  7. Complete adding details to the calendar event and click Save. 
    
             Windows             
  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, date and time, location, and guest list.
  4. Click the ellipsis icon 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.
    Note: Make sure to set the date and time of the calendar event before adding the Zoom meeting, so that the Zoom Meeting is scheduled for the correct date and time. If you create the Zoom Meeting before setting the correct event date and time, the Zoom Meeting will get scheduled for the default date/time used for the new event, which can inadvertently cause the meeting to expire before the intended start date. 
  7. (Optional) If any details, such as the date and time, are changed after you added the Zoom Meeting, click the Update option in the Zoom panel to sync the changes with the scheduled Zoom Meeting. 
  8. Complete adding details to the calendar event and click Send.     
    
             macOS             
  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, date and time, 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 ellipsis icon, select Customize Toolbar, and then use the window to drag Zoom onto the toolbar.  
  5. Click Zoom and then Add a Zoom Meeting.
    Note: Make sure to set the date and time of the calendar event before adding the Zoom meeting, so that the Zoom Meeting is scheduled for the correct date and time. If you create the Zoom Meeting before setting the correct event date and time, the Zoom Meeting will get scheduled for the default date/time used for the new event, which can inadvertently cause the meeting to expire before the intended start date. 
  6. Select your desired video, audio and meeting settings. Click Add Zoom Meeting to add Zoom join details to the meeting.
  7. (Optional) If any details, such as the date and time, are changed after you added the Zoom Meeting, click the Update option in the Zoom panel to sync the changes with the scheduled Zoom Meeting. 
  8. (Optional) To add a whiteboard in a meeting, click Add Attachment then select a whiteboard from the Zoom Whiteboard dashboard window.
  9. Complete adding details to the calendar event and click Save. 
    
   
         Android | iOS         
  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, date and time, location, and guest list.
    Note: Make sure to set the date and time of the calendar event before adding the Zoom meeting, so that the Zoom Meeting is scheduled for the correct date and time. If you create the Zoom Meeting before setting the correct event date and time, the Zoom Meeting will get scheduled for the default date/time used for the new event, which can inadvertently cause the meeting to expire before the intended start date. 
  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. 
    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.
  6. Tap the check mark at the top of the screen to save the meeting. 

How to view, edit, and remove meetings    

             Outlook (web)             
  1. Open your Outlook Web Calendar.
  2. Click on a Zoom Meeting, and click Edit.
  3. Click the ellipsis icon 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. 
    
             Windows             
  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 ellipsis icon 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.    
    
             macOS             
  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 ellipsis icon, 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. 

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.

Note: If you click Join and it opens Teams instead of Zoom, learn how to resolve this issue.

Outlook (web)
  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.
Windows|macOS
  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.
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.
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:

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.

How to enable a link to Meeting Insights in a meeting invitation

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Settings.
  3. Click the Mail & Calendar tab.
  4. Under Integrations, click the Insert link to meeting insights with Zoom AI Companion in meeting invitation toggle to enable it.
    Note: If the option is grayed out, it has been locked at either the group or account level and needs to be changed at that level.
  5. If a verification dialog appears, click Enable to verify the change.

How to view Meeting Summary

Note: To use this feature, Zoom AI Companion must be enabled and the Insert meeting details option in the Zoom web settings must be turned on (this is on by default).

  1. Open your Outlook calendar and click New Event to create a new calendar event.
  2. Enter meeting details like the date and time of the meeting, title, location, and guest list.
  3. Click Zoom  and then Settings.
    If you are not signed in, a sidebar will open prompting for your Zoom credentials. If you are already signed in to the Zoom web portal, it will log you in automatically.
  4. Under AI Companion, select Automatically start AI Companion.
    The options Automatically start meeting questions and Automatically start meeting summary will be selected by default.
  5. Click Add a Zoom Meeting.
    In the Zoom meeting details, you will see the View meeting insights with AI Companion link.
  6. Click the link to open the summary in Zoom:

Note: If you do not have permission to view the summary, an Access Denied message will appear.