Schedule Meetings In Zoom Rooms (Outlook)

Overview

You can schedule a meeting with a Zoom Room in Outlook. Booking the room adds a link to the Zoom Room controller to start the meeting. This also shows the room as busy for other users and they are not able to book the room for that time.

When it is time for the scheduled meeting, you can tap Start on the controller to begin the meeting. The host does not need to login or start from an additional device as the host, if they are on the same Zoom account.

This article covers scheduling:

• With the Windows or Mac Outlook Plugin
• With Zoom Client
• With Zoom Web Portal 

Prerequisites

• Zoom Rooms v3.6 and above
• Exchange or Office 365 Calendar Integration

Instructions

With Windows or Mac Outlook Plugin

If this is your first time scheduling, download the Zoom Outlook Plugin. 

1. Schedule a meeting. Learn how to schedule a meeting with the Microsoft Outlook Plugin.
2. Add the resource (conference rooms) by directly book a resource in Outlook. 
3. You can choose to display or hide your meeting topic. To display the meeting topic, make sure the 'Private' option (security lock icon) located on the top right pane of Outlook Calendar is not selected 
   

Making a Meeting Private

1. To hide the meeting topic, select the Private option (security lock icon) located on the top right pane of Outlook.
   
2. In Zoom Rooms, the iPad controller will replace the meeting topic with the 'User's Zoom Meeting'.
   

Note: If you have previously scheduled meetings without making it a Zoom meeting, they will appear on the Meeting List without the Start button.  You can simply add the URL https://zoom.us/j/meetingID to the body of the invitation and it will then list with the Start button. (It does not yet support personal vanity url)

With Zoom Client

1. Schedule a meeting with the desired settings. To learn how to schedule a meeting and about all of the settings, see How Do I Schedule Meetings?
2. Under Calendar, select Outlook.
   
3. After clicking Schedule, Outlook will open with the Zoom text in the meeting invitation. 
   Make sure the meeting link (i.e. https://zoom.us/j/123123123) is included. 
   
4. Add the room to the To: field by entering in the email address of the room, using the Scheduling Assistant to search for the room, or clicking Rooms and adding the room. 
   Note: If asked if you want to change the Location field to the selected room, choose No.
5. Click Send to send the invitation out to recipients, book the room, and save it to your calendar.
   

With Zoom Web Portal

1. Go to https://zoom.us/meeting and click on the Schedule a New Meeting.
2. Select your desired settings and click Schedule.
3. Next to Add to:, click Outlook Calendar.
   
4. This will download a .ics file, which you can open in Outlook. The .ics file will include the meeting details and automatically populate the invitation.
   
5. Add the room to the To: field by entering in the email address of the room, using the Scheduling Assistant to search for the room, or clicking Rooms and adding the room. 
   Note: If asked if you want to change the Location field to the selected room, choose No.
   
6. Click Send to send the invitation out to recipients, book the room, and save it to your calendar.