Using calendar and contacts integration

You can set up calendar integration so that Zoom Meetings on your third-party calendar are synced to the Zoom desktop client, providing an easy way to start or join your meetings. If a Zoom join link is not detected, the meeting will show the host information, but will also be listed as "Not a Zoom meeting" and not have a join button. Calendar integration is compatible with Google Calendar, Office 365, and Exchange.

You can use bi-directional syncing to ensure that the Zoom Meetings that you create or update on either Zoom or external calendars (such as Google and Outlook) will automatically sync across all integrated applications.

You can also sync your Zoom contacts with Google, Office 365, or Exchange, allowing you to call your contacts using Zoom if you have a Zoom Phone license. You can still sync your contacts without a Zoom Phone license, but you won't be able to call them using Zoom.

Notes:

• Your admin can force you to use a particular service and restrict you from selecting calendar/contacts permissions. Contact your Zoom account admin for more information.
• Each user can only integrate with one third-party service for calendar and contact syncing at a time.
• You can call synced contacts using the Zoom desktop client. Synced contacts are not available on the Zoom mobile app or provisioned desk phones. For the Zoom mobile app, you can view contacts from your phone's contacts app to call them using Zoom Phone.

This article covers:

• How to set up calendar and contacts integration
• How to use the calendar integration
  • with a third-party calendar service
  • with the Zoom desktop client
• How to use the contacts integration
• How to change permissions for the existing calendar or contacts integration 
• How to remove the calendar and contacts integration

Prerequisites for using calendar and contact integration

• Zoom desktop client for Windows, macOS, or Linux: Global minimum version or higher
• Calendar and contact integration enabled by your admin

How to set up calendar and contacts integration

Note:

• Your admin can force you to use a particular service and restrict you from selecting calendar/contacts permissions. Contact your Zoom admin for more information. 
• If you have schedule privilege for another user on your account, you will automatically see their scheduled meetings on your list of upcoming meetings and does not require the calendar integration to function. These meetings will be distinguished from your meetings by listing a different host under the meeting details. They can also be filtered out by selecting Me from the Meetings hosted by option at the top of the list of upcoming meetings.
• When you assign scheduling privileges to other users in the Zoom web portal, you can choose if these users can manage your meetings that are marked as private in Outlook or Google Calendar. If the users cannot manage private events, they cannot see the invite link, meeting topic, or attendee list.

1. Sign in to the Zoom web portal.
2. Click Profile.
3. Under Others, in the Calendar and Contact Integration section, click Configure Calendar and Contacts Service.
4. Select a service. 
5. Change the permissions for the service.
6. Click Next.
7.  Follow the on-screen instructions to grant Zoom access to the calendar/contacts service.
   • Google: You will be directed to Google's sign-in page. Sign in to your Google account. Click Allow to let Zoom access your contacts and Google Calendar.
   • Office 365:
     • Authorize with OAuth 2.0: Ensure this option is checked.
     • Choose your permissions.
     • Configure the type of Office 365 service.
   • Exchange:
     Note: When impersonation account is enabled, you do not have to enter a password for calendar and contact integration, and all your meetings created from the Zoom web portal or on Outlook are synced to the Zoom client or web portal.
     
     • • Exchange login username or UPN: Enter the username or UPN associated with your Exchange account.
       • Exchange login password: Enter the password associated with Exchange account.
       • Exchange Version: Select the version of Exchange. If you are uncertain of the Exchange Version, please contact your internal IT team for more information.
       • EWS URL: Enter your organization’s EWS URL. Contact your internal IT team if you do not know the EWS URL.

After allowing access, you will be redirected back to the Zoom web portal, which will indicate the permissions for the calendar and contacts integration.

How to use the calendar integration

After initially configuring the calendar integration, you will need to sign out of the desktop client and sign in again.

For a better experience, use a Zoom scheduling integration with your calendar service. This allows you to schedule or edit meetings directly in your third-party calendar service, instead of the Zoom desktop client or web portal. 

with a third-party calendar service

Sign in to your third-party calendar service that you set up calendar integration with, then follow one of these options:

• Scheduling a meeting: Add a Zoom meeting event to your third-party calendar service. Zoom will sync the meeting to the desktop client.
• Editing a meeting: If you edit the meeting using the calendar service, the edited meetings will sync to the Zoom desktop client.
• Deleting a meeting: If you delete the event from the third-party service, Zoom will also remove it from the desktop client.

with the Zoom desktop client

Sign in to the Zoom desktop client and follow one of these options:

• Schedule a meeting: Follow the instructions to schedule a meeting. In the Calendar section, make sure to select the calendar service you set up integration with.
  Zoom will sync the meeting to your calendar service.
• Editing a meeting: In the Meetings tab, select a meeting then click Edit. In the Calendar section, make sure to select the calendar service you set up integration with. Click Save.
  Zoom will open the edited event in your third-party calendar service. Click Save to confirm the changes.
  Note: Editing the meeting's scheduled time will not sync to the same event in your third-party calendar service. Instead, it will create a separate event with the new scheduled time. To change a meeting's scheduled time, edit the meeting from your third-party calendar service.
• Deleting a meeting: In the Meetings tab, select a meeting then click Delete. 
  Zoom will also delete the meeting from your third-party calendar service.
  Note: You will only see the Delete option for meetings originally scheduled using the Zoom desktop client.

How to use the contacts integration

Contacts integration is useful if you have a Zoom Phone license. After syncing your contacts, you can:

• Access synced contacts in the Zoom desktop client (Cloud Contacts section in the Contacts tab)
• View synced contacts in the same folder structure as specified in your third-party contacts service
• Call synced contacts using Zoom Phone if they have a phone number attached to their profile
• Create a new synced contact using your call history or voicemail inbox
• Add a phone number to an existing synced contact using your call history or voicemail inbox

Note: Synced contacts are not available on the Zoom mobile app or provisioned desk phones. For the Zoom mobile app, you can view contacts from your phone's contacts app to call them using Zoom Phone.

How to change permissions for the existing calendar and contacts integration 

1. Sign in to the Zoom web portal.
2. Click Profile.
3. Under Others, in the Calendar and Contacts Integration section, click Edit.
4. Change the permissions for the service:
   • Calendar
     • Read: Allows you to view calendar events in the Zoom desktop app.
     • Write: Allows you to edit and delete events from the Zoom desktop app.
     • Shared: Allows Zoom to create, read, update, and delete events in all calendars you have permission to access. This includes delegated and shared calendars.
   • Contacts
     • Read: Allows you to view contacts in the Zoom desktop app.
     • Write: Allows you to create contacts using your call history in the Zoom desktop app.
   • Mail
     • Read: Allows you to view your email in the Zoom desktop and mobile apps.
     • Write: Allows you to draft, send, and delete mail from the Zoom desktop and mobile apps.
   • Presence
     Note: This option is only available when integrating with Office 365
     
     • Write: Allows you to synchronize your presence from Zoom to Microsoft
   • Drive
     Note: This option is only available when integrating with Google and is not required unless using the Google Drive for Team Chat app. 
     • Read: Allows you to view your files in Google Drive through the Zoom desktop and mobile apps. 
     • Write: Allows you to view and edit your files in Google Drive through the Zoom desktop and mobile apps.
   • Note: Learn more about permissions requested for calendar and contacts integration.
5. Click Next and follow the on-screen instructions to grant Zoom access to the calendar/contacts service.

How to remove the calendar and contacts integration

1. Sign in to the Zoom web portal.
2. Click Profile.
3. Under Others, in the Calendar and Contacts Integration section, click Delete next to the connected account name.
4. Confirm that you would like to delete the integration by clicking Delete.