Zoom for GSuite add-on

This post was most recently updated on July 28th, 2022

You can easily schedule, join, and manage meetings with Zoom for Google Workspace by simply adding it to your Gmail account or Google Calendar so that you can schedule meetings from the click of a button. There is a sync between your Zoom web portal scheduler settings and your Zoom scheduler settings. After you have installed the Google Calendar add-on, you will be able to use it on your desktop web browser (Gmail) or on your mobile device (Google Calendar app) using Gmail or Google Calendar. As a next step, you can integrate your contacts and calendar with Google Calendar for further integration.

If you have a Zoom Phone license, then you can use your calendar or email workspace to make Zoom Phone calls as well. Find out more about how Zoom Phone works with the Google Workspace add-on by clicking here.

In order to schedule meetings in an advanced manner, we recommend that you use the Zoom Scheduler Chrome extension.

Note:

In the upcoming version of Google Meet, which will become the default meeting tool when more than one video conference provider is enabled, Google will enable Google Meet by default. There is a way to change the default setting of Google Meet if you have both Zoom and Google Meet enabled.

In this article, we will cover the following topics:

  • How to install the Zoom for Google Workspace add-on
    • Install the Zoom for Google Workspace add-on for all users (Google Admin)
    • Install the Zoom for Google Workspace add-on for your own use
  • How to enable or disable the automatic adding of video calls to Google Calendar events
  • How to use the Zoom for Google Workspace add-on
  • Limitations and troubleshooting of the Zoom for Google Workspace add-on
    • Multiple Google accounts
    • “This is a calendar meeting” and “Google Calendar Meeting (not synced)” placeholders
    • Troubleshooting sync issues
  • How your data is used

Prerequisites for installing and using Zoom for Google Workspace

  • An account with Zoom is required
  • An account with Google is required

How to install the Zoom for Google Workspace add-on

Install the Zoom for Google Workspace add-on for all users (Google Admin)

You can install Zoom for Google Calendar for all users of your Google Workspace if you are a Google Workspace admin. Here are the instructions you will need to follow:

  1. As an administrator, you will be able to access your Google Workspace account.
  2. You can search for Zoom using the Google Workspace Marketplace by going to the Google Workspace Marketplace.
  3. The Zoom add-on for Google Workspace can be accessed by clicking the button below.
  4. Click on the Install button, and then click on the Continue button.
  5. You will need to review the agreement, choose if you want the app to be available to all teams or to a specific department in your company, select the box indicating you accept the agreement, and click Accept.

Managing your organization’s Google account and having access to the Google admin console will allow you to install Zoom for Google Workspace for your users if you manage the account for your organization and have access to the Google admin console.

  • The installation of an app called Google Workspace Marketplace for all users of Google Workspace
  • I have added a Google Workplace Marketplace app to the list of apps that users can install from the Google Workplace Marketplace

Install the Zoom for Google Workspace add-on for your own use

The add-on can be installed for your personal use if you have a Google account and if you have a valid Google account.

  1. Log in to your Google account by using your email address and password.
  2. Search for Zoom in the Google Workspace Marketplace and you will be directed to the Zoom product page.
  3. The Zoom add-on for Google Workspace can be accessed by clicking the button below.
  4. After you have clicked on Install, you will be able to click on Continue.
  5. You will be asked to review and accept the terms of service once you have read them.

How to enable or disable the automatic adding of video calls to Google Calendar events

It is very easy to add a Zoom Meeting to a Google Calendar event once the Zoom for Google Workspace add-on has been installed, so if a guest is added to the event a Zoom Meeting will automatically be created. This feature can be enabled or disabled by following the steps below:

  1. Access the Google Admin console by logging in to your Google account.
  2. In the Apps section, click Google Workspace, then click Calendar, and then click the Save button.
  3. In the Sharing Settings window, click the Share button.
  4. It is recommended that you clear the checkbox next to Automatically add video calls to events created by users under Video Calls.

It is recommended that you refer to Google’s documentation for more information.

How to use the Zoom for Google Workspace add-on

Web

Sign in to the Zoom for Google Workspace add-on

  1. The easiest way to sign into Gmail or Google Calendar is by using a web browser.
  2. Click the Zoom for Google Workspace icon in the right-side panel of the screen.
  3. To grant Zoom access to your Google account, you will need to click Authorize Access if you are prompted and follow the instructions on the screen.
  4. Please follow the instructions on the screen to complete the sign-in process.

Schedule a meeting from Google Calendar

  1. The easiest way to access Google Calendar is to use a web browser.
  2. Alternatively, you can choose a time slot on the calendar for your meeting by clicking the Create button.
  3. The meeting details, including the title, location, and list of attendees, should be entered in this section.
  4. You can find more options by clicking on More options.
    Notes:

    • The Zoom web portal and the Zoom client will be able to sync to the meeting only changes made to the topic, date, time, and time zone. It is only the Google Calendar event that will contain all the details of the meeting.
    • As you assign scheduling privileges to other users in the Zoom web portal, you have the option of determining whether these users are allowed or not to manage your meetings in Outlook or Google Calendar that have been marked as private. In order to be able to view the meeting topic, invite link, or list of attendees for a private event, users must be able to manage private events.
  5. If you want to add video conferencing, select Zoom Meeting from the drop-down menu that appears.
    It will be possible to join a Zoom meeting using the join options that are added to Google Calendar.
  6. On the right-hand side of the screen, you can click the Zoom for Google Workspace icon, and then make any necessary changes to the meeting settings.
  7. Save the changes by clicking the Save button.
    Note: Based on the settings in your account, the meeting settings will be applied to the meeting. When you schedule a meeting, you will be able to edit its meeting settings.

Schedule a meeting from an email thread in Gmail

With the add-on, you will be able to schedule a Zoom meeting directly from your Gmail inbox. Upon installing the add-on, the topic of the meeting will automatically be populated with the subject of the email. The details of how to join a meeting will be sent to the sender of the email once you have scheduled a meeting from Gmail.

  1. Gmail can be accessed via a web browser by using a username and password.
  2. Create a new email thread by opening an existing one.
  3. The Zoom icon for Google Workspace can be found in the right-side panel. You can schedule a meeting by clicking the Schedule a meeting button.
  4. Select the default meeting settings from the list on the panel, such as the meeting ID, the passcode, and the waiting room, by scrolling down.
  5. If any meeting details need to be entered, please do so as follows:
    • Topic: A meeting topic will be suggested based on the subject of the email sent by the add-on.
    • Timezone: In Zoom, the time zone defaults to the one that you have selected in your settings. If necessary, you can change the time zone to another one.
    • When: A date and time will be suggested to you by the add-on, or you can enter your own date and time if you prefer.
    • Duration: The meeting duration can be selected by selecting the appropriate option.
  6. In the Mail options section of your meeting creation screen, scroll down to the section labelled Send participants an email inviting them to attend the meeting, and click on Send participants an email. If you would like to invite them to the meeting, you should send them an email once you have done this.
    Notes:

    • You will be able to select or clear the check box next to a user’s email address to invite or remove them from the invite list. This add-on will automatically add participants from the email thread to the invite list.
    • There is a possibility that those email addresses will be sent an email with the joining details if you have enabled Invite participants via email, but not a Google Calendar invite if you have turned on this option. Changing a meeting’s schedule or scheduling a meeting from the Google Calendar can be used to send an invitation through Google Calendar.
  7. You can schedule a meeting by clicking on the SCHEDULE MEETING button.

Edit a scheduled meeting in Google Calendar

Note:

The meeting details should not be copied to a new calendar entry if you are rescheduling a Zoom meeting from your Google Calendar.

  1. Signing into Google Calendar is done by using a web browser.
  2. Click the Zoom meeting icon next to the calendar event you wish to attend.
  3. In order to edit the event, you will need to click the pencil icon.
  4. Please make any necessary changes to the meeting details as needed.
    Note: There will be no sync between the Zoom web portal and the Zoom client or app except for changes made to the topic, date, time, and time zone of the meeting. It is only the Google Calendar event that will contain all other details regarding the meeting.
  5. You can change the meeting settings by clicking the Zoom for Google Workspace icon in the right-side panel, and then clicking UPDATE MEETING to make the changes.
  6. Save the file by clicking on the Save button.

View and join a meeting

Note:

The Zoom web scheduler will tell you if the meeting host has marked the meeting’s visibility as Private. If that is the case, you won’t be able to view any meeting details, including the invite link, meeting topic, or invitee list, if the meeting has been marked as Private.

  1. In order to sign into Google Calendar, you will need to use a web browser.
  2. To join a Zoom meeting, click the calendar event that has a Zoom meeting associated with it.
  3. When you click Join Zoom Meeting, Zoom will open and you will be able to join the meeting immediately.
  4. You will be prompted by your browser to open Zoom when you click on the option to do so.

Take a look at how you can join a meeting and learn more about it.

Android | iOS

Sign in to the Zoom for Google Workspace add-on

  1. Using the Google Calendar app, sign in to your account.
  2. By tapping the plus icon, you will be able to create an event.
  3. Select Zoom Meeting from the drop-down menu under the video conferencing option.
  4. Please follow the on-screen instructions once you have tapped AUTHORIZE.

Schedule a meeting from Google Calendar

  1. Open the Google Calendar app and sign in with your Google account.
  2. To create an event, tap the plus icon, then tap the Event button.
  3. You can select Zoom Meeting from the video conferencing drop-down menu in the video conferencing section.
    The Zoom Meeting will be added to the meeting details in Google Calendar as soon as the meeting is  webinar page. Here you will see a list of scheduled.
  4. It is important to enter details about your meeting, such as the title, the location, and the list of guests.
    Note: The Zoom web portal and Zoom client/app will only sync the changes to the meeting’s topic, date, time, and time zone with the changes in the Zoom meeting. It is only the Google Calendar event that will apply to all other details of the meeting.
  5. You will find a Save button in the top-right corner of the page.

Schedule a meeting from an email thread in Gmail

Using this add-on, you will be able to schedule a Zoom meeting directly from your Gmail inbox. By using the add-on, the topic of the meeting will automatically be filled in based on the subject of the email. Zoom will send join details to the person who sent the email once you schedule a meeting from Gmail and Zoom will confirm the meeting.

  1. Open the Gmail app and sign in with your Gmail account.
  2. Go to your email account and open it.
  3. You can find Zoom for Google Workspace in the Available add-ons section of the bottom panel.
  4. The meeting details should be entered.
    Note:
  5. In Zoom, the topic of the meeting will be automatically populated with the subject of the email.
  6. Enter the email addresses of the people to whom you wish to send the joining details in the Mail Options section (optional).
    Note: It is not a Google Calendar invitation, but an email with the join details will be sent to these email addresses, not a Google Calendar invite. It is possible to send an invite to a meeting from a Google Calendar by editing the meeting or scheduling a new meeting from the calendar.
  7. If you need to change other meeting options, you can do so.
  8. Tap SCHEDULE MEETING at the top of the panel to schedule the meeting.

Edit a scheduled meeting in Google Calendar

  1. You will need to sign in to the Google Calendar app in order to do this.
  2. Click on a calendar event that has a Zoom meeting scheduled for that day.
  3. You need to tap the pencil icon in order to make changes.
  4. As necessary, you can change the details of the meeting.
    Note: A change made to the topic, date, time, and time zone of a meeting in the Zoom web portal or client/app won’t sync to the Zoom meeting in the Zoom web portal or client/app. It is only the Google Calendar event for the meeting that will be used for all other meeting details.
  5. Save the changes by clicking on the Save button.

Notes:Please do not copy the meeting details to a new calendar entry if you are rescheduling a Zoom meeting from Google Calendar.

  • It is not possible to change meeting settings for a scheduled meeting in the Google Calendar app. You can use this feature by using Google Calendar in a web browser in order to make use of it. For those of you who would like to make changes to the meeting settings for a scheduled meeting, you can sign in to the Zoom web portal.

View and join a meeting

  1. Sign into the Google Calendar app by entering your Google account information.
  2. Tap the Zoom meeting icon next to the calendar event you wish to attend.
  3. You will need to tap Zoom Meeting to start the meeting.
    There will be an option to join Google Calendar when you click on the join button.
  4. The join option can be copied to your clipboard by holding it down, or you can click the join link and join using Zoom’s mobile app by tapping on the join link.

Take a look at how you can join a meeting and learn more about it.

Limitations and troubleshooting of the Zoom for Google Workspace add-on

Multiple Google accounts

During the installation and use of the add-on, it is strongly recommended that you do not sign in to more than one Google account at the same time in the same browser. The add-on cannot be installed if you are signed in to more than one Google account, so if you want to install the add-on, you will only need to sign in to the account that you want to install it for. It is also important to note that when you are using the Zoom add-on and you are logged into multiple Google accounts, you will be unable to schedule Zoom meetings if you are signed into multiple Google accounts with the Zoom add-on installed.

“This is a calendar meeting” and “Google Calendar Meeting (not synced)” placeholders

It is possible to schedule a meeting with the add-on through the creation of a placeholder meeting. The meeting invitation details of that placeholder meeting are then added to the calendar event when the meeting is scheduled through the add-on. In order to sync the details of a calendar event to the Zoom meeting, such as the topic, agenda, date and time of the event, the event details must first be saved in Google before the event will be synced with the Zoom meeting. The meeting details in the calendar event will be updated a few minutes after the calendar event is saved, depending on how long it takes for the meeting details to sync with Zoom. After that, the placeholder meeting details in the calendar event will be updated as well.

In the case of a sync failure, you may notice that the placeholder meeting is displayed as “This is a calendar meeting” or as “Google Calendar Meeting (not synced)” on your list of upcoming Zoom meetings. This will be updated once the sync has been completed and should be aligned to the topic set for the calendar event once the sync has been completed.

Note: There is typically a placeholder meeting scheduled to take place on December 31, 1979, or January 1, 1980. It is at this point that the placeholder date and time will be replaced with the date and time you scheduled the calendar event and the sync will be completed.

Troubleshooting sync issues

There may be a few reasons why your calendar information has not synced with Zoom even after saving the event and you have waited a few minutes. One to consider is whether you do not have write permissions on the calendar you are scheduling for, or whether you have attempted to schedule a meeting in the past.

In order to attempt to force the sync manually, follow these steps:

  1. To sign into Google Calendar, you will need to use a web browser.
  2. Click on Zoom for Google Workspace in the right-side panel of the screen.
  3. In order to resolve the sync issue with the Google calendar, click on the event in question. In order to accomplish this, you will need to check the calendar event ID for the Zoom meeting in order to sync any changes or missing information with the Zoom meeting.
  4. Let the sync process complete within two to three minutes after you click the sync button.

How your data is used

From your Zoom account, this app is able to access and utilize the following information:

  • User info (name, email, timezone) – It is used to display information about a user when they are logged in.
  • Meeting settings – When creating a meeting with the default settings, this setting will be used.
  • If you have the privilege to schedule a meeting, you can: This is used to determine if a user should be allowed to schedule a meeting for another user when it is requested by that user.
  • Meeting list – An individual’s current meetings are listed when the user’s current meetings are displayed.
  • Details of the meeting (meeting number, topic of discussion, start time, duration of the meeting, password for the meeting, meeting invitation with instructions for joining the meeting) – Displays the details for an upcoming meeting that has been selected and will be held in the near future.

The information below is accessed and used by this app as part of your Google Workspace account:

  • Calendar event list – Feature that is used to update Zoom meeting information and to display a user’s list of meetings in order to find an event.
  • Calendar event details (title, time, type, organizer) -A Zoom meeting is created/updated when a calendar event is created/updated for a Zoom meeting.
  • Recipients of the selected email – It is used as part of the Gmail integration for sending invitations to meetings
  • Subject of the selected email – In Gmail integration, this field is used in order to populate the meeting topic of a Zoom meeting that has been created