Video Conferencing - Using Zoom in Microsoft Outlook and the Outlook Web App


Introduction

Zoom is a versatile video conferencing tool that unifies cloud video conferencing, simple online meetings, group messaging, and a software-defined conference room solution into one easy-to-use platform. You can host and join Zoom video conferences from your computer, tablet, or smartphone. 

The Zoom Help Center has full instructions on using Zoom. The instructions below are specific to Virginia Tech. To see other Zoom topics, please see Video Conferencing - Holding Zoom Conferences on a PC or Mobile Device.

This article details how to use Virginia Tech Zoom in Microsoft Outlook and the Outlook Web App.

Contents

Instructions

Using Zoom in Microsoft Outlook

For Zoom's instructions, see Microsoft Outlook plugin (desktop).

Microsoft Outlook Plugin

The Zoom Microsoft Outlook plugin allows you to schedule and start meetings from your Microsoft Outlook desktop app. 

Prerequisites for using the Microsoft Outlook Plugin
  • Install the Zoom client on your computer and be logged in to your Zoom account
  • Install the Zoom Microsoft Outlook Plugin on your computer
  • Windows:
    • Microsoft Outlook 2010 or higher (2007 with limited features), or Outlook as part of Microsoft Office 365
    • 32-bit or 64-bit OS
  • macOS:
    • 64-bit OS
    • For macOS, consider using the Zoom for Outlook add-in instead
    • Due to new security protocol, the Outlook plugin is only supported on some versions of macOS 10.14.1 and above. If you are running an older version, we recommend updating macOS, using the Zoom for Outlook add-in (web and desktop), or disabling System Integrity Protection (SIP) on the operating system. Additionally, macOS 10.15 Catalina does not support plug-ins, including the Microsoft Outlook Plugin for Zoom. 
Installing the Zoom Plugin
  1. Go to the Zoom Download Center.
  2. Download and run the installation for Zoom Plugin for Microsoft Outlook.

    Image of the above instructions

  3. Restart Outlook before attempting to use the Plugin.
Scheduling a Meeting 
  1. Open Outlook on your computer. 
  2. Near the upper-left, click Schedule a Meeting. A new window will appear.

    Image of the above instructions

  3. Change the options as needed, and choose a Purpose from the drop-down.

    Image of the above instructions

  4. Click Save. You'll see an automatically generated email about the Zoom meeting. You can edit the email.
  5. Check that the Start Time and End Time of the meeting are correct.
  6. Add participants you wish to invite in the Required email field.
  7. Click Send.

    Image of the above instructions

Top of page

Zoom for Outlook Add-in

The Zoom for Outlook add-in allows you to manage scheduling within the Outlook desktop apps.

Prerequisites for using the Microsoft Outlook Add-In

To install the add-in for Outlook on the Outlook desktop app, you must have a Microsoft Exchange or Office 365 account added to Outlook.

  • On macOS, open Microsoft Outlook and click on Tools then Accounts... to verify that you're logged in with your Office 365 account.
  • On Windows, click the File tab to view accounts added to verify that you're logged in with your Office 365 account.
Installing the Zoom Add-in

To install the add-in and learn how to schedule and edit meetings through the add-in:

Scheduling a Meeting

See: Scheduling meetings with the Outlook add-in.

Top of page

Using Zoom in the Outlook Web App

The Zoom for Outlook add-in allows you to manage scheduling within the Outlook Web app. For instructions on installing the Zoom add-in and scheduling and managing meetings, see: How to install the add-in for Outlook (web). 

After installing it, enable Zoom add-in in your Outlook (web) settings:

  1. Go to your Outlook Calendar and log in.
  2. Click the gear icon to open the settings.

    Image of the above instructions

  3. Click Events and invitations.

    Image of the above instructions

  4. Check the box to Add online meeting to all meetings.

    Image of the above instructions

  5. The default option is Microsoft Teams. Click Zoom.

    Image of the above instructions

  6. When you go to schedule a new event, you will now see the Zoom add-in. Click the Zoom add-in to view options.
    • Note that you may need to sign in through the Zoom add-in at this point.

      Image of the above instructions

  7. There are two options to add a Zoom meeting.
    • Click Add a Zoom Meeting.

      Image of the above instructions

    • If you want to customize the meeting settings, click Settings. Choose your settings, then click Add Zoom Meeting to add the Zoom meeting to your event.

      Image of the above instructions
      Image of the above instructions

  8. Fill out the rest of your event details and click Save to add the event to your calendar.

    Image of the above instructions

Top of page

Getting Help

For instructions on resolving common issues with Zoom, see: Video Conferencing - Troubleshooting Zoom.

For problems logging into Zoom, contact Virginia Tech 4Help:

  • Go to the 4Help Portal, log in with your Virginia Tech Username (PID) and password, and click Get Help.
  • Call 540-231-4357.

For problems using Zoom, contact Zoom Support:

Top of page