Zoom: Outlook Plug-In

Issue

How do I install the Zoom plug-in?
How do I schedule a meeting with the Zoom Plug-In?

Environment

• Zoom
• Outlook (Windows)
• Outlook (Mac)
• Outlook Web (OWA)

Resolution

Install Zoom Plug-In (Windows Duquesne owned machines)

1. Open the Start menu in the lower left-hand corner.
2. Search for Company Portal and launch it.
   • (If Company Portal cannot be found please search for Software Center instead)
3. Locate the Zoom Outlook Plugin under the list of Applications.
4. Click Install to add the plugin.

Install the Outlook add-in (Mac)

1. Open Outlook and sign in to your account.
2. Switch to Mail view, click the ellipsis button, and then select Get Add-ins. Outlook will open a browser to manage your add-ins.
3. Search for Zoom for Outlook, or switch to the Admin-managed tab to view add-ins made available by your account admins.
4. Click on Zoom for Outlook Extension and then click Add.

Scheduling meetings with the Outlook add-in (Windows)

1. Open the Outlook desktop app and switch to calendar view.
2. In the Home tab, click New Meeting.
3. Enter meeting details like the title, date and time, location, and guest list.
4. Click the ellipsis icon in the top toolbar.
5. Under Zoom, click Settings.
   • The Zoom sidebar will open, prompting for your Zoom credentials.
6. Select your desired video, audio and meeting settings. Click Add Zoom Meeting to add Zoom details to the meeting.
    

Note: Make sure to set the date and time of the calendar event before adding the Zoom meeting, so that the Zoom Meeting is scheduled for the correct date and time. If you create the Zoom Meeting before setting the correct event date and time, the Zoom Meeting will get scheduled for the default date/time used for the new event, which can inadvertently cause the meeting to expire before the intended start date.

7. (Optional) If any details, such as the date and time, are changed after you added the Zoom Meeting, click the Update option in the Zoom panel to sync the changes with the scheduled Zoom Meeting.
8. Complete adding details to the calendar event and click Send.

Scheduling meetings with the Outlook add-in (Mac)

1. Open the Outlook desktop app and switch to calendar view.
2. In the Home tab, click New Event.
3. Enter meeting details like the title, date and time, location, and guest list.
4. Click the three dots in the top toolbar and select Zoom. You will see the Zoom sidebar open, prompting for your Zoom credentials.

Note: You can also customize the toolbar so that the Zoom option is always visible. Click the ellipsis icon, select Customize Toolbar, and then use the window to drag Zoom onto the toolbar.

5. Click Zoom and then Add a Zoom Meeting.

Note: Make sure to set the date and time of the calendar event before adding the Zoom meeting, so that the Zoom Meeting is scheduled for the correct date and time. If you create the Zoom Meeting before setting the correct event date and time, the Zoom Meeting will get scheduled for the default date/time used for the new event, which can inadvertently cause the meeting to expire before the intended start date.

6. Select your desired video, audio and meeting settings. Click Add Zoom Meeting to add Zoom join details to the meeting.
7. (Optional) If any details, such as the date and time, are changed after you added the Zoom Meeting, click the Update option in the Zoom panel to sync the changes with the scheduled Zoom Meeting.
8. (Optional) To add a whiteboard in a meeting, click Add Attachment then select a whiteboard from the Zoom Whiteboard dashboard window.
9. Complete adding details to the calendar event and click Save.

Scheduling meeting with Zoom in Outlook Web App (OWA)

1. Open your Outlook web calendar and click New Event to create a new calendar event.
2. Enter meeting details like the date and time of the meeting, title, location, and guest list.
3. Click Zoom and then Add a Zoom Meeting.

Note: Make sure to set the date and time of the calendar event before adding the Zoom meeting, so that the Zoom Meeting is scheduled for the correct date and time. If you create the Zoom Meeting before setting the correct event date and time, the Zoom Meeting will get scheduled for the default date/time used for the new event, which can inadvertently cause the meeting to expire before the intended start date.

4. Sign in to your Zoom account.
   If you are not signed in, a sidebar will open prompting for your Zoom credentials. If you are already signed in to the Zoom web portal, it will log you in automatically.

Note: The meeting settings will automatically populate with your default settings in your Zoom web portal.

5. (Optional) If any details, such as the date and time, are changed after you added the Zoom Meeting, click the Update option in the Zoom panel to sync the changes with the scheduled Zoom Meeting.
6. (Optional) To add a whiteboard in a meeting, click Add Attachment then select a whiteboard from the Zoom Whiteboard dashboard window.
7. Complete adding details to the calendar event and click Save.