Zoom: Integrate Outlook Calendar with Zoom Meetings

Overview

To integrate an Outlook Calendar with Zoom meetings, we recommend the Zoom Outlook Add-In. Please follow the steps below to download and install the add-in.

Before you begin:

  • Calendar integrations are not perfect, and from time to time, there may be a need re-save and re-send meeting invitations. For example, if the date/time changes for a meeting, we recommend sending the updated meeting information to all participants.
  • There is an Outlook Plug-In that is also available (in addition to the add-in) however, we recommend engaging the add-in via Outlook. Microsoft's support for the Outlook Plug-In for Mac users will end after May 2021. For more information, please review this Microsoft support article. The Outlook Plug-In for Windows is not being retired and will continue to function as usual.

Get the Outlook Add-In

In Outlook on the Web 

  1. Go to Office365.utk.edu and sign in with your UT email address and password. 
  2. Select Outlook in the left-side menu. 
  3. Choose the Add-ins icon in the upper-right corner of Outlook on the Web window. 
    Add-in icon in right-hand corner of outlook on the web.
  4. Search for Zoom using the search bar in the upper-right corner of the Add-Ins window. 
  5. Select Add. Choose Continue to agree to the license terms and privacy policy for Zoom for Outlook. Close the Office Add-ins window after Zoom for Outlook is added. 
    Option to add the Zoom for Outlook Add-in for Outlook on the web.

To create an event with the Zoom Add-in: 

  1. Select the Calendar icon in the left-side menu. 
    Calendar icon in left-hand side of menu in outlook on the web.
  2. Choose New Event. 
  3. Select Zoom at the top of the new event window. 
    Zoom add-in icon in outlook on the web.
  4. Choose Add a Zoom meeting. 
    Add a Zoom Meeting option in outlook on the web.
    NOTE: You may be prompted to sign in to your Zoom account. Sign in with the SSO option in order to access your UT Zoom account.
    • You will be able to update the meeting name and time, add invitees, and write a message for invitees. 
  5. Select Save in the upper-left corner of the meeting window to create the meeting and send the invite. 

On Windows

  1. Open the Outlook desktop app. 
  2. Select Get Add-ins under the Home tab. 
    Get Add-Ins option in the windows outlook desktop app to be selected.
  3. Search for Zoom using the search bar in the upper-right corner of the Office Add-ins window. 
  4. Choose Add. Select Continue to agree to the license terms and privacy policy for Zoom for Outlook. Close the Office Add-ins window after Zoom for Outlook is added. 
    Zoom for Outlook with the Add button selected to install the add‑in.

To create an event with the Zoom Add-in: 

  1. Choose New Meeting. 
    New meeting icon in the outlook desktop app for windows to be selected.
  2. Select Add a Zoom Meeting.
    Add a Zoom meeting option under new event in the outlook desktop app for windows to be selected. 
    NOTE: You may be prompted to sign in to your Zoom account. Sign in with the SSO option in order to access your UT Zoom account.
    • You will be able to update the meeting name and time, add invitees, and write a message for invitees. 
  3. Select Send in the upper-left corner of the meeting window to create the meeting and send the invite. 

On Mac 

  1. Open the Outlook desktop app. 
  2. Select Tools in the upper-left corner of your screen. Then, choose Get Add-ins. 
    Tools option selected in the Outlook desktop app for mac with Get Add-ins indicated to be selected..
  3. Search for Zoom using the search bar in the upper-right corner of the Office Add-ins window. 
  4. Select Add. Choose Continue to agree to the license terms and privacy policy for Zoom for Outlook. Close the Office Add-ins window after Zoom for Outlook is added. 
    Zoom for Outlook with the Add button selected to install the add‑in.

To create an event with the Zoom Add-in: 

  1. Select the Calendar icon in the lower-left corner of the Outlook window. 
    Calendar icon in the outlook desktop app for mac to be selected.
  2. Choose New Event. 
  3. Select the three-dot icon in the upper-right corner of the new event window. 
    Three dot icon in the new event window in outlook desktop app for mac to be selected.
  4. Go to Zoom then select Add a Zoom meeting. 
    Add a Zoom Meeting option that the user clicks to insert a Zoom meeting into the calendar event.
    NOTE: You may be prompted to sign in to your Zoom account. Sign in with the SSO option in order to access your UT Zoom account. 
    • You will be able to update the meeting name and time, add invitees, and write a message for invitees. 
  5. Select Save in the lower-left corner of the meeting window to create the meeting and send the invite. 
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