Managing the calendar and contacts integration


Admins can allow users to set up the calendar and contacts integration and configure the default service. You can also force all users to use the configuration you set. Once this is set and configured, your users will need to enable and authorize the integration through their own profile. You can also ensure that meetings created or updated on Zoom or other calendar systems are synced bi-directionally.

Note: The Calendar and contacts integration is separate from scheduling add-ons that allow you to add a Zoom meeting to your event, such as the Google Workspace add-on and Outlook add-in. 

This article covers:

Prerequisites for admin management of calendar and contact integration management

How to set up the calendar and contacts integration

Enable/Disable calendar and contacts integration at the account level

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Account Management then Account Settings.
  3. Click the Mail & Calendar tab.
  4. Under Integrations, click the Calendar and contacts integration toggle to enable or disable it.
    Note: This allows users to set up calendar and contacts integration and is enabled by default. 
  5. If a verification dialog appears, click Enable or Disable to verify the change.
  6. Under Choose default calendar and contact services for users, select the default calendar and contacts service for users, then click Save. When users set up calendar and contacts integration, the default service will be selected.
    • You can configure the following services:
      • Office 365 (authorize with Microsoft Graph API): Make sure Authorize with EWS URL is not selected (this is the default setting). Specify the permissions for calendar and contacts.
        Note: This setting doesn't support hybrid Office 365 environments. 
      • Office 365 (authorize with Microsoft EWS API): Select the Authorize with EWS URL check box and enter the EWS URL. This will grant Zoom full mailbox access. You will not be able to control permissions.
      • Exchange: Under Choose an integration method, select how to set up calendar integration with Exchange:
        • Use Exchange Web Services API: Enter the EWS URL. Per Exchange's requirements, Zoom will be granted full mailbox access.
        • Use MAPI to integrate with Zoom desktop client (Windows only): If you enable integration using MAPI and lock the setting, only users on Windows devices will be able to utilize Calendar Integration.
      • Google: Specify the permissions for calendar and contacts.
  7. (Optional) To prevent all users in your account from changing this setting and to force users to use the default service, click the lock icon , and then click Lock to confirm the setting. 
    Calendar and contact services will be disconnected from users that currently have different permissions. The configuration will not add the integration automatically. Users will be prompted to configure their calendar and contacts integration.
    Note: This prompt will only display for client version 5.2.2 or above. Older clients will not prompt users.
  8. (Optional) Configure the default type of Office 365 service for users.

Enable/Disable calendar and contacts integration at the group level

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click User Management then Groups.
  3. Click the name of the group.
  4. Click the Mail & Calendar tab.
  5. Under Integrations, click the Calendar and contacts integration toggle to enable or disable it.
    Note: This allows users to set up calendar and contacts integration and is enabled by default. 
  6. If a verification dialog appears, click Enable or Disable to verify the change.
  7. Under Choose default calendar and contact services for users, select the default calendar and contacts service for users, then click Save. When users set up calendar and contacts integration, the default service will be selected.
    • You can configure the following services:
      • Office 365 (authorize with Microsoft Graph API): Make sure Authorize with EWS URL is not selected (this is the default setting). Specify the permissions for calendar and contacts.
        Note: This setting doesn't support hybrid Office 365 environments. 
      • Office 365 (authorize with Microsoft EWS API): Select the Authorize with EWS URL check box and enter the EWS URL. This will grant Zoom full mailbox access. You will not be able to control permissions.
      • Exchange: Under Choose an integration method, select how to set up calendar integration with Exchange:
        • Use Exchange Web Services API: Enter the EWS URL. Per Exchange's requirements, Zoom will be granted full mailbox access.
        • Use MAPI to integrate with Zoom desktop client (Windows only): If you enable integration using MAPI and lock the setting, only users on Windows devices will be able to utilize Calendar Integration.
      • Google: Specify the permissions for calendar and contacts.
  8. (Optional) To prevent users from the group from changing this setting and to force them to use the default service, click the lock icon , and then click Lock to confirm the setting. 
    Calendar and contact services will be disconnected from users that currently have different permissions. The configuration will not add the integration automatically. Users will be prompted to configure their calendar and contacts integration.
  9. (Optional) Configure the default type of Office 365 service for users.

Set up impersonation account with Exchange calendar and contacts integration

Account owners and admins using Exchange 2016 for their calendar and contacts service can use Exchange Web Services to set up an impersonation account that will allow users to automatically sync meetings without additional signing in.

When the impersonation account is enabled, users do not have to enter a password for calendar and contact integration, and all their meetings created from the Zoom web portal or on Outlook are synced to the Zoom client or web portal.

Note: This feature is only available with version 5.11.0 or higher.

  1. Set up calendar and contacts integration. 
  2. Ensure that you select Exchange, then Use Exchange Web Services API.
  3. Under EWS URL, select the Use Exchange Impersonation check box.
  4. Enter the Impersonation Account email.
  5. Enter the Account Password.
  6. Use the dropdown menu to select the Exchange Version.
  7. Click Save.
    The impersonation account email and Exchange version will appear on the settings page.
  8. (Optional) By the impersonation account email, click the pencil icon pencil-button.png to edit your impersonation account settings.

Calendar and contacts permissions

These permissions are requested when using this calendar and contact integration. 

Zoom uses the following permissions for Office 365. Visit the Microsoft support site for more information.

* Note: Granting email access is not required for the standard calendar and contacts integration. These permissions are related to and required when configuring the Zoom Mail Client to view and send email through the Zoom app.

How to change advanced settings

You can change these options in the settings for calendar and contacts integration.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Account Management then Account Settings.
  3. Click the Mail & Calendar tab.
  4. Under Integrations, enable or disable the following settings:
    • Only users in specific domains can integrate calendar and contacts services: Only allow users in the specified domains to integrate calendar and contacts services.
      Notes:
      • There will be no impact on existing users who belong to an allowed domain.
      • Existing users who already set up calendar and contacts integration and don't belong to an allowed domain will see a prompt to configure the integration.
      • New users will only be allowed to set up calendar and contact integration if they belong to an allowed domain.
      • Use a comma between each domain name when adding multiple domains.
    • Consent to Office 365 calendar integration permissions on behalf of entire account: When turned off, the Office 365 administrator will need to consent to calendar integrations on behalf of the account. Make sure to choose the same settings configured in Office 365.
    • Enforce OAuth 2.0 for Office 365 calendar integration: When turned on, calendar services will be authenticated with protocol OAuth 2.0.

How to observe privacy settings of calendar integration

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 Google Calendar. If the users cannot manage private events, they cannot see the invite link, meeting topic, or attendee list. This is not currently supported with Outlook. 

For example, if an executive assigns an assistant scheduling privileges but chooses not to have them manage their private events, the assistant can see that the executive has a “Private Meeting” on the executive’s calendar during a specified time, but they cannot see any other meeting details such as the meeting invite link, meeting topic, or meeting attendee list.