Integrating Zoom with Outlook can make your video conferencing life a whole lot easier, as it will allow you to schedule and join meetings directly from your Outlook calendar. Whether you’re using the Outlook desktop app, the web version, or the mobile app, this guide walks you through all the steps to add Zoom to Outlook, with explanations for the Zoom for Outlook add-in and the Zoom Microsoft Outlook Plugin.

Why Add Zoom to Outlook?

Adding Zoom to Outlook is a productivity boost for anyone who schedules frequent meetings. This integration enables you to easily create calendar events with Zoom links, making it simple to invite participants and track meetings all in one place. It can be easy to feel like your work life is consumed by Zoom meetings in today’s culture, so this is one way of reducing that feeling.

Zoom for Outlook Add-In vs. Zoom Microsoft Outlook Plugin

Zoom offers two main options for integrating with Outlook:

1. Zoom for Outlook Add-In: This add-in is available in the Microsoft AppSource and works with both the Outlook web and desktop applications. It’s recommended for optimal performance and future-proofing, especially for macOS users.
2. Zoom Microsoft Outlook Plugin: This plugin is an installable file that works with the Outlook desktop app for Windows. It’s useful for users who prefer a traditional plugin but is gradually being replaced by the add-in for broader compatibility and I therefore want to flag it as the option you should consider less.

Setting Up the Zoom for Outlook Add-In

Installing the Add-In on Outlook Web

The Outlook add-in for Zoom is designed to work seamlessly (and does) with Outlook Web and the new Outlook desktop app. Here’s how to install it and get this integration going:

1. Open Outlook Web: Head to your Outlook calendar via your web browser and log in to your Microsoft account.
2. Access the Add-Ins Menu: Click the Settings icon in the upper-right corner, then select View All Outlook Settings.
3. Find the Zoom Add-In: Select Mail > Customize actions > Add-ins. You’ll be redirected to the Microsoft AppSource.
4. Search and Install: Here you can search for Zoom for Outlook in the Microsoft AppSource. Once it appears, proceed by clicking Get it Now, and follow the prompts to complete the installation.
5. Confirm Installation: You should now be all set. Once installed, the add-in will appear in your Outlook calendar under the New Event or Calendar tabs.

Now, you can create a Zoom meeting invite directly from any calendar event by selecting the Add a Zoom Meeting button. Snazzy, right?

Installing the Add-In on the Outlook Desktop App (Windows & macOS)

To install the Zoom add-in for the Outlook desktop app, follow these steps:

1. Open the Outlook Desktop App: Self-explanatory but log in to your Microsoft Outlook account to kick things off.
2. Access Get Add-Ins: Once you're in, navigate to the Home tab, click on Get Add-ins in the toolbar.
3. Find the Zoom Add-In: In the add-ins window, search for Zoom for Outlook.
4. Add Zoom to Outlook: Very simple – just click Add and follow the prompts to integrate it with your Outlook calendar.

Integrating Zoom and Outlook with Bubbles

Whichever method you choose for adding Zoom to Outlook, you are all in the same boat - you are about to partake in a Zoom meeting. This meeting can (and should) be fully recorded, transcribed, and summarized by using Bubbles, an AI meeting note taker. To access Bubbles for free, either:

• Visit the Bubbles app and sign up for a free account. Connect your calendar and Bubbles will join your next meeting automatically. Post-meeting, you will get a full Zoom recording, transcription, summary and personalized action items, accessible through a follow-up email or in the app.
• Invite Bubbles Notetaker to your next Zoom meeting through the Bubbles Chrome/Edge extension. Simply paste the Zoom link into the extension, and the AI assistant will automatically join your meeting.

Installing the Add-In on the Outlook Mobile App (Android & iOS)

For those of you using Zoom or Outlook on your mobile device, it’s your turn. It’s super easy to enable Zoom in your mobile Outlook app. Follow these steps:

1. Open the Outlook Mobile App: Tap on the Profile icon in the top-left corner.
2. Navigate to Add-Ins: Go to Settings and tap Add-ins.
3. Add Zoom: Scroll down and you should find Zoom for Outlook. Tap the + icon to add it - that's it!

Setting Up the Zoom Microsoft Outlook Plugin

If you prefer the traditional plugin over the add-in, here’s how to install it on the Outlook desktop app:

Download and Install the Zoom Microsoft Outlook Plugin

1. Download the Plugin: Visit the Zoom Download Center on the Zoom website and download the Zoom Microsoft Outlook Plugin.
2. Run the Installer: Once downloaded, you’ll need to open the downloaded file and follow the prompts in the setup wizard.
3. Restart Outlook: Once the installation is complete, restart Outlook to see the Zoom options.
4. Confirm Installation: You should see Schedule a Meeting and Start Instant Meeting buttons in the Outlook ribbon – if you do, you have just confirmed installation.

Using Zoom with Outlook: Key Functions and Settings

Once Zoom is added to Outlook, you can start scheduling Zoom meetings directly from your Outlook calendar, but you can also do a few other things to ease the way you have meetings at work. Here’s a breakdown of the main functions, starting with the function you are likely here for:

Scheduling a Zoom Meeting in Outlook

1. Create a Calendar Event: In Outlook, open your Outlook Calendar and click New Event.
2. Add Zoom Meeting: If using the add-in, click the Add a Zoom Meeting button within the calendar event. For the plugin, click Schedule a Meeting on the toolbar.
3. Adjust Meeting Settings: Configure settings if you want to, such as the meeting passcode, waiting room, video settings, and more.
4. Save and Send Invites: Once configured, save the event and send invitations to participants. The Zoom meeting link and invitation details will automatically be included in the event description, and your new meeting will be scheduled and ready.

Making Existing Outlook Events into Zoom Meetings

If you already have a calendar event scheduled in Outlook, you can convert it into a Zoom meeting and save any confusion or hassle once meeting time comes:

1. Open the Event: Go to the calendar event you want to modify.
2. Add Zoom: Click on Add a Zoom Meeting or Schedule a Meeting.
3. Save Changes: The Zoom details will be added, and the meeting link will be sent to all invited participants, making them aware of the change.

Adding Recurring Zoom Meetings in Outlook

For ongoing meetings, Zoom lets you schedule recurring meetings. This can be extremely useful and will save a lot of time with those standard meetings, like weekly operations meetings. Here’s how:

1. Set Recurrence in Outlook: In your calendar event, choose Recurrence under Event Options.
2. Select Meeting Frequency: Choose whether the meeting repeats daily, weekly, or monthly, depending on your team and the type of meeting.
3. Add Zoom Details: Follow the steps for adding a Zoom meeting to make sure the same Zoom meeting link is used for each occurrence of the meeting.

Managing Zoom Settings in Outlook

Enabling Automatic Meeting Settings

You can adjust your Zoom settings directly within Outlook to simplify the meeting creation process. These settings can be accessed from the Zoom web portal or Zoom desktop app:

• Passcode and Waiting Room: Security is key, so secure your meetings by enabling passcodes and the waiting room.
• Mute Participants on Entry: Reduce noise disruptions by automatically muting Zoom participants when they join.
• Recording Options: Let Bubbles Notetaker auto-join or make it essential to grant Bubbles access from the waiting room. Either way, make sure your Zoom meeting is set-up for recording using the steps above.
• Time Zone and Calendar Sync: Ensure that your meeting times match your Outlook calendar’s time zone.

Syncing Zoom Meetings with Outlook Calendar

Syncing Zoom with your Outlook Calendar keeps all your meetings in one place:

1. Log in to the Zoom Web Portal: Go to Settings.
2. Enable Calendar Sync: Find Calendar and Contacts Integration and select Outlook.
3. Allow Access: Grant access when prompted to sync your Zoom and Outlook calendars seamlessly.

Equally, syncing Bubbles with your Outlook calendar will mean all of your meeting recordings are kept in one place – in your “My bubbles” area within the Bubbles app. This makes post-meeting reference incredibly easy and retains all important information/action items.