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How to schedule Zoom meetings from Outlook desktop and Outlook on the web
Connect your Zoom account to Outlook once, then add a Zoom meeting link to any invitation with one click, from the Outlook desktop app or Outlook on the web.
By Nur Islam- 2:52 video
- 4 steps
- 3.2K views
Jump to a step (4)
If you meet on Zoom but schedule in Outlook, you end up creating the meeting in Zoom, copying the link and pasting it into an Outlook invite. It is slow, and it is easy to paste the wrong link or forget the passcode.
The Zoom add-in for Outlook puts an `Add a Zoom Meeting` button in the meeting window. You sign in to Zoom once, choose whether to use your personal meeting ID or a new ID each time, and the add-in fills in the join link and passcode for you.
The video shows the Outlook desktop app first, then Outlook on the web.
What you need
- A Zoom account
- Outlook desktop or Outlook on the web with a Microsoft 365 account
- The Zoom add-in for Outlook
Step by step
0 of 4 done-
01
Open a new meeting in Outlook desktop
In the Outlook desktop app, select
New Itemsand thenMeeting. The Zoom options appear on the meeting ribbon. -
02
Sign in to Zoom from the add-in
The first time,
Add a Zoom Meetingwill not work yet. Open the ZoomSettingsoption and sign in with your Zoom account.After signing in, choose the
Meeting IDsetting:Generate AutomaticallyorPersonal Meeting ID. In the video I keep the personal meeting ID for all future meetings and leave the other settings as they are. -
03
Add the Zoom meeting and send the invite
Select
Add a Zoom Meeting. Adjust the start and end times if needed, add the attendees and selectSend. Attendees get the invite with the Zoom link, and the meeting also appears in your Zoom desktop app. -
04
Schedule a Zoom meeting from Outlook on the web
In Outlook on the web, open your calendar and select
New event. Select the Zoom option and sign in with your Zoom account, then choose the meeting ID option as before.Select
Add a Zoom meeting. The add-in inserts the join link, meeting ID and passcode. Set the date and time, add invitees and selectSend. The meeting shows up in your Zoom app.
Tips and common problems
- You need to sign in to Zoom from the add-in before
Add a Zoom Meetingworks, on the desktop app and on the web. - Choose
Personal Meeting IDif you want the same link every time, orGenerate Automaticallyfor a new ID per meeting. - Check the Zoom desktop app after sending to confirm the meeting was created on your Zoom account.
Questions
How do I add a Zoom link to an Outlook meeting?
Install the Zoom add-in for Outlook, sign in to Zoom from it once, then open a new meeting and select Add a Zoom Meeting. The join details are added to the invite.
Can I schedule Zoom meetings from Outlook on the web?
Yes. In Outlook on the web, open a new event, select the Zoom option, sign in once, and then use Add a Zoom meeting.
Can I use my personal meeting ID?
Yes. After signing in, set the meeting ID option to Personal Meeting ID. Choose Generate Automatically if you want a unique ID for each meeting.
