How to Schedule a Zoom Meeting from Outlook

Topic

How to schedule a Zoom meeting through Outlook.

Environment (Products involved such as e.g. hardware, software, network)   

Outlook , Zoom , Meeting

Resolution or Steps 

1.From your Outlook calendar on the Home tab, click on the Zoom Schedule a Meeting icon.

“Two Zoom buttons. The first shows a calendar icon with the label ‘Schedule a Meeting.’ The second shows a video camera icon with the label ‘Start Instant Meeting.’ The group label below reads ‘Zoom.’”

2.The Zoom Meeting ID dialog box will open. Choose your options and then click Save.

“Zoom ‘Schedule Meeting’ window. A message at the top reads, ‘Your scheduling settings have been synced from your Zoom web portal,’ with a link labeled ‘Change Default Settings.’ A dropdown labeled ‘Schedule for’ is set to ‘Myself.’ Under ‘Meeting ID,’ the option ‘Generate Automatically’ is selected; ‘Personal Meeting ID’ is also listed. Security options include checkboxes for ‘Passcode,’ ‘Waiting Room,’ and ‘Only authenticated users can join.’ Video settings show ‘Host’ with On and Off options, and ‘Participants’ with On selected. Audio options include ‘Telephone,’ ‘Computer Audio,’ and ‘Telephone and Computer Audio,’ with the last one selected. There is an ‘Advanced Options’ section. At the bottom are a checkbox for ‘Do not show me again’ and buttons labeled ‘Save’ and ‘Cancel.’”

 

3.Outlook will open a Meeting. Add the participants in the To box. Confirm the date and time are correct and then choose Send.

“Calendar meeting creation screen showing fields for Title, Required, and Optional attendees. Start time is set to Mon 4/22/2024 at 9:00 AM in Central Time (US & Canada). End time is set to Mon 4/22/2024 at 9:30 AM in Central Time (US & Canada). Checkboxes for ‘All day’ and ‘Time zones’ appear, with Time zones checked. A link labeled ‘Make Recurring’ is displayed. The Location field contains ‘https://minnstate.zoom.us/j/98642729270.’ Below is a Zoom meeting invitation preview showing the Zoom logo and text: ‘Hi there, Malia Gallardo is inviting you to a scheduled Zoom meeting.’ A link labeled ‘Join Zoom Meeting’ appears, followed by meeting dial‑in numbers, Meeting URL, Meeting ID ‘986 4272 9270,’ and Passcode ‘126765.’”

 

4.The meeting will be added to your Outlook calendar and sent to the participants that you chose.

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