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.
Note: Your scheduler settings are synced from the Zoom web portal.
How to view, edit, and remove meetings
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.
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.
In Windows Classic Outlook, the URL in the location field of an Outlook Calendar event added through the Zoom for Outlook Add-in is not clickable. This limitation is specific to Classic Outlook.
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
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.
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).
Open your Outlook calendar and click New Event to create a new calendar event.
Enter meeting details like the date and time of the meeting, title, location, and guest list.
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.
Under AI Companion, select Automatically start AI Companion. The options Automatically start meeting questions and Automatically start meeting summary will be selected by default.
Click Add a Zoom Meeting. In the Zoom meeting details, you will see the View meeting insights with AI Companion link.
Click the link to open the summary in Zoom:
If the Zoom desktop app is installed and active, it will open there.
If not, it will open in the Zoom web portal.
Note: If you do not have permission to view the summary, an Access Denied message will appear.