Scheduling and Hosting Zoom Meetings with the Outlook/Webmail Add-In

Posted April 3rd, 2020 at 11:32 am.

This article explains how to schedule Zoom meetings using the Zoom plugin for Outlook/Office365. Note that using this plug-in is optional, you only need it if you want to create Zoom meetings from within your Outlook/webmail calendar.

If you are looking for info on polling, breakout rooms, or recording your meeting, see Advanced Features in Zoom.

The instructions below assume that you have already:

Scheduling Zoom Meetings in Webmail/Outlook

Once you’ve installed the Zoom add-in in webmail and/or Outlook, you can schedule a Zoom meeting and add in log-in and dial-in information to a calendar invite just as you would with Teams or Skype for Business.

  1. Create a New Event (or New Meeting or Appointment in Outlook), and add your title, attendees, and time and date as you would normally.
  2. Click on the Zoom icon in the top menu bar (the webmail version is shown below) and choose Add a Zoom Meeting.
  3. If you see a prompt saying Zoom wishes to open a new window, click Allow, then choose the Log in with SSO option on the Zoom log-in page. Enter brynmawr-edu in the domain name box, then log in with your Bryn Mawr college username and password.
  4. Zoom will schedule a meeting for the date and time you indicated, and post the log-in information into the Event Description window.
  5. Click Send to send the invite and log-in information to your attendees.

Scheduling Tips

  • Scheduling a meeting for someone else? They need to give you scheduling privileges in Zoom as well as Outlook. Zoom’s Guide for Executive Assistants has in-depth instructions for using the Outlook Add-In to schedule meetings for others.
  • Zoom will automatically apply the My Meeting Settings from your Zoom profile to new meetings. You can adjust the settings for an individual meeting at any time prior to start using the Settings option in the Zoom menu (shown above) or in  Zoom. To safeguard against “Zoom-bombing attacks,” LITS recommends keeping both the waiting room and passcode protection of every meeting. Please note that Zoom requires you to keep at least one of them on, see Security and Zoom for more information.

Hosting a Meeting

Before your meeting begins, you will need to download the appropriate Zoom Client for meetings to your computer and sign in using your Bryn Mawr email and password. We recommend doing this and completing the steps under Open a Meeting You Are Hosting, below, well before your first meeting to make sure everything works and familiarize yourself with the interface. To thwart Zoom-bombing attacks, Zoom’s default settings require the meeting Host to join meetings first, so your participants won’t be able to meet while you are ironing out technical difficulties.

Open a Meeting You Are Hosting

  1. Open the Zoom Client on your computer
  2. Click on Meetings in the top menu.
  3. Find the meeting and click on Start
  4. If prompted, click Join with Computer Audio

Let Participants In

By default, Zoom places everyone who attempts to join a meeting in a virtual “waiting room” to give the Host greater control over who can access the meeting. Zoom will alert you when someone is waiting in the waiting room by placing a notification over the Manage Participants icon in the menu bar, as shown below.

Filed under: Zoom Tags: by Kristin Weaver

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