Zoom - Schedule a meeting from Outlook or Outlook Web App (OWA)

These are instructions for faculty, staff, and students who have already set up a Zoom account, installed the Zoom desktop application, and want to schedule a Zoom meeting from within Outlook using an add-in. These steps will walk you through how to use the Zoom for Outlook add-in for two versions of Outlook: the desktop application and the Outlook Web App (OWA).

Please note that there is also a Zoom "plug-in" for Outlook. Do not install the "plug-in", unless you are scheduling on behalf of someone else (e.g., you are an executive assistant). For instructions on how to download and install the plug-in, visit the Zoom Help Center.

Prerequisites

In order to follow these instructions, you must have a Zoom account.

UWS Employees are automatically provided with a Zoom basic account.
- The meetings you host will be limited to 40 mins if you have more than 2 participants.
- There is a limit of 300 participants
Students may sign up for a free Zoom account - Instructions can be found here

Add the Zoom for Outlook add-in to your Outlook desktop application

In the Outlook desktop application, click Home > Get add-ins in the top ribbon to browse add-ins
Or, on MacOS, click Home > Store to on the ribbon to browse add-ins
Type Zoom in the search field to find the Zoom for Outlook add-in
Select Zoom for Outlook
Click the Add button to install the add-in into your Outlook calendar. Close the Store window when the installation is complete. Refer to Microsoft for more information on installing and managing add-ins in Outlook
Add a new appointment for a meeting in Outlook. You should see the Add a Zoom Meeting button in the invitation window
Click Add a Zoom Meeting. A Zoom meeting will be added to your Outlook calendar event. Zoom meeting instructions will be added to the Outlook invitation

Add the Outlook add-in to the Outlook Web App (OWA)

Add the Zoom for Outlook add-in to Outlook by following the instructions for “Installing for Your Own Use” on the Zoom support site.
Open your Outlook web calendar and click New or New event to create a new calendar event.
Enter meeting details such as title, location, and guest list.
Click the Zoom icon in the top toolbar. If you don’t see the icon, click the ellipsis (…).
1. If you are not signed into Zoom, you will be prompted to sign in. Sign in with your UWS email and your Zoom password. Use the Forgot password? link if you don't remember your password
Click the Add Zoom Meeting button in the right sidebar. A Zoom meeting will be added to your Outlook calendar event. Zoom meeting instructions will be added to the Outlook invitation.
Click Save in the top toolbar to save your meeting details and send the meeting invitation.
If you update or change your Outlook meeting details, you will need to update your Zoom meeting. When in your Outlook calendar event, click the Zoom icon in the top toolbar to reveal the Zoom meeting details. Click the Update Meeting button to update the details in your Zoom meeting.

Need help?

If you have difficulty using your Zoom account or need additional resources on using Zoom, visit the Zoom Help Center.