How to Schedule Zoom Meetings With Outlook Desktop

Zoom offers multiple options to schedule a meeting. You can schedule from the Zoom App, the Zoom Web Portal, or using the plugin for Chrome, Outlook, or Firefox.

Overview

The Zoom Microsoft Outlook Plugin provides a quick and convenient way to schedule a meeting in Microsoft Outlook. With the plugin, you can schedule and start instant Zoom meetings, as well as convert existing meeting events into Zoom meetings. It also allows you to sync free/busy times to the Zoom Client based on your Outlook Calendar events (PC only, requires version 3.5 or higher).

Please note that the Outlook Plugin is only supported on Mac OS 10.14.1 and above, due to new security protocols. If you are running an older version, you can update your Mac OS or use the Office 365 (Outlook Web) Add-in. Alternatively, you can disable System Integrity Protection (SIP) on your operating system.

This article covers the following topics:

• Downloading the Plugin
• Instructions for scheduling a meeting
• Scheduling a Personal Audio Conference
• Making an existing invitation a Zoom meeting
• Making a new calendar invitation a Zoom meeting
• Troubleshooting the missing plugin icon

Prerequisites

Before you can schedule Zoom meetings with Outlook Desktop, make sure you meet the following prerequisites:

• For Windows users: Microsoft Outlook 2010 or higher (2007 with limited features)
• For Mac users: Microsoft Outlook 2011 or higher
• You must have the Zoom client installed and be logged into your account
• Install the Zoom Microsoft Outlook Plugin from the Zoom website. Note that you will need administrator privileges on your device to install the plugin.

Download Plugin

To download the Zoom Microsoft Outlook Plugin, follow these steps:

1. Go to the Zoom Download Center.
2. Download the Zoom Microsoft Outlook Plugin MSI file.
3. Once the download is complete, run the MSI file and follow the installation wizard to complete the installation.
4. Restart Outlook before using the Plugin.

Please note that you will need administrator privileges on your device to run the installer successfully. If you are using a device issued by your organization and do not have administrator privileges, visit the Support Center for assistance with installing the Plugin.

Instructions

To schedule a Zoom meeting using Outlook Desktop, follow these steps:

1. Select the "Schedule a Meeting" button.
2. Choose your desired settings in the Settings window that appears.
3. Customize options such as video settings, audio options, meeting password, join before host, and more.
4. Click "Continue" to generate the calendar invitation with the Zoom meeting information.
5. The calendar invitation will now include all the necessary details for your Zoom meeting.

You can cancel the Zoom meeting or change its settings in the calendar invitation by selecting the corresponding buttons in the menu.

Scheduling a Personal Audio Conference

To schedule a Personal Audio Conference (PAC) with Outlook Desktop, follow these steps:

1. Click on the arrow at the bottom of "Schedule a Meeting."
2. If you have multiple PAC accounts, choose the account you want to schedule with.
3. The event will populate with your PAC information. Adjust the date, time, and add attendees as needed.
4. Click "Send" to schedule the PAC.

Making an Existing Invitation a Zoom Meeting

If you already have an invitation in Outlook, you can easily convert it into a Zoom meeting. Here's how:

1. Open your calendar invitation.
2. Select either "Schedule a Meeting" or "Personal Audio Conference" to specify the meeting type.
3. If scheduling a meeting, configure your desired settings in the settings window.
4. Customize options such as video settings, audio options, meeting password, join before host, and more.
5. Click "Continue" to populate the invitation with the Zoom meeting details.
6. Save and close the invitation.

Making a New Calendar Invitation a Zoom Meeting

To create a new Zoom meeting invitation from scratch using Outlook Desktop, follow these steps:

1. Open your Outlook Calendar.
2. Right-click on the desired date and time and select "New Appointment."
3. Choose either "Schedule a Meeting" or "Personal Audio Conference" for the meeting type.
4. If you select "Schedule a Meeting," the settings window will appear with additional options.
5. Customize the settings according to your preferences, including video settings, audio options, meeting password, join before host, and more.
6. Click "Continue" to generate the invitation with the Zoom meeting details.
7. Save and close the appointment.

Troubleshooting the Missing Plugin Icon

If you don't see the "Schedule a Meeting" icon in the menu ribbon, follow these steps to enable the Zoom Outlook plugin:

1. Open your Outlook options.
2. Select "Disabled Items."
3. Choose the "Zoom Outlook Plugin" and click "Enable."
4. Select "Com Add-ins."
5. Check the "Zoom Outlook Plugin" box.
6. Close the options window.

Now you should see the "Schedule a Meeting" icon in the menu ribbon.

That's it! You can now easily schedule Zoom meetings with Outlook Desktop using the Zoom Microsoft Outlook Plugin. Enjoy the convenience of seamless scheduling and collaboration with Zoom.