Schedule a Meeting in Zoom Room (Outlook)

 

 

 

 

You can schedule meetings using Zoom Room in Outlook. Booking a room adds a link to the Zoom Room controller to start a meeting. Also, other users will see the room as busy and can not reserve the room at the same time.

When it is time for the scheduled meeting, tap Start on the controller to start the meeting. Hosts do not have to log in or start as hosts from additional devices if they are on the same Zoom account.

Schedule with Windows or Mac Outlook Plug-in

If you are scheduling for the first time , download the Zoom Outlook plugin .

  1. Schedule a meeting
  2.  Reserve resources (meeting rooms) directly in Outlook and add resources.
  3. You can choose to show or hide the meeting agenda. To view the meeting agenda, deselect Private (security lock icon) in the upper right pane of the Outlook calendar .

Make the meeting private

  1. To hide the meeting agenda,  select Private (security lock icon) in the upper right pane of the Outlook calendar  .
  2. The iPad controller in Zoom Rooms replaces the meeting agenda with the user’s Zoom meeting.

Note : If you have scheduled meetings without Zoom Meeting, they will be displayed in the meeting list without the Start button. If you add the URL https://zoom.us/j/meetingID to the body of the invitation, it will appear in the list with a Start button. ( It does not correspond to personal vanity URL )

Schedule with Zoom Client

  1. Schedule a meeting with your preferences.
  2. Calendar in], [ Outlook and choose].
  3. When you click Schedule , Outlook opens and the Zoom invitation appears in the meeting invitation.
    Make sure that the meeting link (example: https://zoom.us/j/123123123) is included.
  4. Enter the room email address and add the room to the To: field. You can use the scheduling assistant to search for rooms, or click Rooms to add more rooms.
    Note: Select No when asked if you want to change the Location field to select a room.
  5. Click Send to send the invitation to the recipients, reserve a room, and save it on your calendar.

Schedule on the Zoom web portal

  1.   Go to My Meetings and click Schedule a New Meeting .
  2. Select your preferred settings and click Save .
  3. Click Outlook Calendar next to the destination .
  4. The .ics file that can be opened in Outlook is downloaded. This .ics file contains the details of the meeting, which is automatically entered in the invitation.
  5. Enter the room email address and add the room to the To: field. In order to search the room scheduling assistant or use, [ Rooms You can also add the room by clicking on the].
    Note: Select No when asked if you want to change the Location field to select a room.
  6. Click Send to send the invitation to the recipients, reserve a room, and save it on your calendar.

 

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