Microsoft Outlook plug-in for Zoom App

Schedule

Zoom offers several ways to schedule meetings. 

  • Create a schedule from the Zoom app (desktop or mobile)
  • Create a schedule from the Zoom  web portal
  • Schedule from plug-ins ( Chrome , Outlook , Firefox )

Overview

The Zoom Microsoft Outlook Plug-in was created to schedule meetings quickly and conveniently in Microsoft Outlook. This plugin allows you to schedule and start Instant Zoom meetings, and convert existing meeting events into Zoom meetings. The Outlook plug-in can also sync open and busy times to Zoom clients based on Outlook calendar events (available only on PC, requires version 3.5 or higher-  download the latest version ).

Prerequisites

  • Windows: Microsoft Outlook 2010 or higher (2007 with restricted features)
  • Mac: Microsoft Outlook 2011 or higher
  • You need to install the Zoom client and log in to your account.
  • Install the Zoom Microsoft Outlook Plug-in from Zoom.

download

You can download the Zoom Microsoft Outlook Plugin MSI from the Download Center . When the download is complete, execute the MSI file and follow the installation wizard to complete the installation. You need to restart Outlook before using the plug-in.

procedure

Note : Some versions of Outlook  do not support the Schedule a Meeting or  Start Instant Meeting option. If it doesn’t appear in the main ribbon bar, check if it will appear after creating a new appointment or calendar event.

Meeting schedule

  1. Select the [ Schedule a Meeting ] button.

Select the desired settings in the displayed Settings window.

  • Video-Host : Select On to automatically start the host video at the start of the meeting. Selecting Off will turn off the host’s video, but it can also be turned on. 
  • Video-Participant : Select On to automatically start the participant’s video when joining a meeting. Selecting Off will turn off the participant’s video, but there is also an option to turn it on.
  •  Voice options : Select to use phone only, VOIP only, both phone and VOIP, and third party audio.Zoom’s recommendation: Leave it as Both .
  • Require meeting password : If you want the meeting to require a password, enter it here.
  • Allow participation before joining host: Check to allow participation in the meeting prior to the host. Read more about joining before the host .
  • Mute participants when entering a room : To mute when new participants join, check the box.
  • Use personal meeting ID : Check to use a personal meeting ID. If not checked, a randomly generated unique meeting ID will be used. Read more about personal meeting IDs .
  • Automatically record meetings: Check to mark meetings automatically. Choose to record locally (computer) or in the cloud (if available). Read more about automatic recording .
  • Force inclusion of participation URL in location field : If selected, the participation URL will be included in the location field even if you try to delete it. 
  • Alternate Host : Enter an email address if there is an alternate host to set up for the meeting. The alternate host should be another Pro user of the same Zoom account. Read more about alternative hosts .
  • Save and don’t show again : Check this to use the same settings as a default for other meetings in the future. The configuration window does not pop up and needs to be opened manually to edit the configuration.

Note: In the  calendar invitation, you can cancel the Zoom meeting or change the Zoom meeting settings by selecting the corresponding button in the menu.

Personal Audio Conference Schedule

  1. Click the arrow at the bottom of Schedule a Meeting .
  2. If you have multiple PAC accounts, select which account to use to create the schedule.
  1. This will automatically generate an event containing PAC information. If necessary, change the date and time, and add participants.
  2. Click [  Send ].

Create an Invitation to an Existing Zoom Meeting

  1. Open a calendar invitation in Outlook.
  2. Schedule A Meeting ] or [  Personal Audio Conference one of the] select  , and schedule the type of selected meeting.

If you want to create a meeting schedule, select the settings in the Settings window that appears.  

  • Video-Host : Select On to automatically start the host video at the start of the meeting. Selecting Off will turn off the host’s video, but it can also be turned on. 
  • Video-Participant : Select On to automatically start the participant’s video when joining a meeting. Selecting Off will turn off the participant’s video, but there is also an option to turn it on.
  •  Voice options : Select to use phone only, VOIP only, both phone and VOIP, and third party audio.Zoom’s recommendation: Leave it as Both .
  • Require meeting password : If you want the meeting to require a password, enter it here.
  • Allow participation before joining host: Check to allow participation in the meeting prior to the host. Read more about joining before the host .
  • Mute participants when entering a room : To mute when new participants join, check the box.
  • Use personal meeting ID : Check to use a personal meeting ID. If not checked, a randomly generated unique meeting ID will be used. Read more about personal meeting IDs .
  • Automatically record meetings: Check to mark meetings automatically. Choose to record locally (computer) or in the cloud (if available). Read more about automatic recording .
  • Force inclusion of participation URL in location field : If selected, the participation URL will be included in the location field even if you try to delete it. 
  • Alternate Host : Enter an email address if there is an alternate host to set up for the meeting. The alternate host should be another Pro user of the same Zoom account. Read more about alternative hosts .
  • Save and don’t show again : Check this to use the same settings as a default for other meetings in the future. The configuration window does not pop up and needs to be opened manually to edit the configuration.

Create a New Calendar Invitation to Zoom Meeting

  1. Open Outlook Calendar.
  2. Right-click on the desired date and time and select [ New Appointment ].
  1. Schedule A Meeting ] or [  Personal Audio Conference one of the] select  , and schedule the type of selected meeting.
  2. If you select Schedule a Meeting, a configuration window appears with additional options. Select the settings in the displayed Settings window.  
  • Video-Host : Select On to automatically start the host video at the start of the meeting. Selecting Off will turn off the host’s video, but it can also be turned on. 
  • Video-Participant : Select On to automatically start the participant’s video when joining a meeting. Selecting Off will turn off the participant’s video, but there is also an option to turn it on.
  •  Voice options : Select to use phone only, VOIP only, both phone and VOIP, and third party audio.Zoom’s recommendation: Leave it as Both .
  • Require meeting password : If you want the meeting to require a password, enter it here.
  • Allow participation before joining host: Check to allow participation in the meeting prior to the host. Read more about joining before the host .
  • Mute participants when entering a room : To mute when new participants join, check the box.
  • Use personal meeting ID : Check to use a personal meeting ID. If not checked, a randomly generated unique meeting ID will be used. Read more about personal meeting IDs .
  • Automatically record meetings: Check to mark meetings automatically. Choose to record locally (computer) or in the cloud (if available). Read more about automatic recording .
  • Force inclusion of participation URL in location field : If selected, the participation URL will be included in the location field even if you try to delete it. 
  • Alternate Host : Enter an email address if there is an alternate host to set up for the meeting. The alternate host should be another Pro user of the same Zoom account. Read more about alternative hosts .
  • Save and don’t show again : Check this to use the same settings as a default for other meetings in the future. The configuration window does not pop up and needs to be opened manually to edit the configuration.

Missing plug-in

If the Schedule a meeting icon does not appear on the menu ribbon , open the Outlook options .

  1. Disabled Items and choose].
  2. Select [ Zoom Outlook plug-in ].
  3. Select [ Enable ].
  1. Select [ Com A dd-ins ].
  2. Check [ Zoom Outlook plugin ].

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