How to Add Zoom to Outlook Calendar

If you’re looking for a simple way to add Zoom to your events in Microsoft Outlook, you’re in the right place! We’re breaking down everything you need to know about integrating Zoom and Outlook for easier scheduling.

In this quick guide, you’ll learn:

• 3 ways to add a Zoom meeting to any Outlook calendar event in just a few clicks
• The difference between the Zoom Outlook plugin and add-in
• How to use AI to schedule your ideal day (everyday!)

First, let’s explore how to add Zoom to Outlook calendar. Let’s start!

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How do I integrate Zoom with Outlook?

We’ll show you three ways to add Zoom to Outlook:

1. Clockwise Zoom integration
2. Zoom for Outlook add-in
3. Zoom Microsoft Outlook plugin

Both the add-in and plugin let you add Zoom to new and existing Outlook events. But there are a few key differences to know:

• The plugin is an installable file package designed for Outlook on desktop
• The Zoom add-in works on Outlook web and desktop apps
• For most users (Windows and macOS), Zoom recommends the add-in for a better experience.

To see an in-depth comparison of the add-in and plugin, check out Zoom’s article here.

Are you a Google Calendar user? Click here to add Zoom to Google Calendar. Otherwise, keep reading for Microsoft 365 users.

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How to easily connect Zoom to Outlook using Clockwise

Want to add Zoom to every Outlook meeting and make calendaring a whole lot easier for you and your organization? Introducing Clockwise, an AI-powered scheduling assistant that rapidly calculates the best times for meetings, tasks, and deep work — all based on your preferences.

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You can also configure Clockwise to save Zoom as your default video conferencing option whenever you schedule a meeting via Clockwise. Here’s how:

Step 1: Connect your Zoom account to Clockwise

After you create your free Clockwise account with your Outlook email address, navigate to your Connected apps from the Clockwise web app. Click Add to Zoom. Next, sign into your Zoom account to connect.

Pro tip: Instead of syncing your individual account to Zoom, you can set up Zoom for your entire organization through the admin settings. Click here to learn how.

Step 2: Schedule a meeting

Once you’ve connected your Zoom account, Clockwise adds a Zoom meeting link to every new event scheduled through Clockwise. To schedule a new meeting, visit your Planner page in the Clockwise web app, then click Schedule meeting.

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You’re good to go! Your new Zoom meeting will now appear in your Clockwise Planner, as well as Outlook. Attendees can join the Zoom meeting by clicking into the meeting details, or by using the Slack integration shown below. External users can also join without needing to install Zoom.

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With the Clockwise calendar integration, you can schedule Zoom meetings straight from your calendar — without needing to open your Zoom desktop or mobile app. Not to mention Clockwise’s AI capabilities make the rest of your calendaring experience a breeze.

How to install the Zoom for Outlook add-in

The Zoom add-in for Outlook is available for:

• Outlook mobile app (iOS and Android)
• Outlook 2013 or 2016 (desktop client)
• Outlook web

How install the add-in for Outlook mobile

If you have the Outlook mobile app, follow these instructions to install the add-in.

1. Open the Outlook app on your Android or iOS device
2. Tap your profile icon in the top-left corner
3. Tap the settings icon at the bottom
4. Swipe down and tap Add-ins
5. Swipe down to find Zoom, then tap +

How to install the add-in for Outlook desktop

To install the add-in on your Outlook desktop app (Mac or Windows), first ensure that you have a Microsoft Exchange or Office 365 account added to Outlook. Then, follow the instructions below depending on your operating system!

macOS

1. Open Outlook and sign in
2. Switch to mail view
3. Click the ellipsis button, then select Get Add-ins
4. In the new window that opens, find Zoom for Outlook, then click Add

Windows

1. Open Outlook and sign in
2. Click the File tab in the top-left corner
3. Click Info in the navigation bar
4. Scroll down and click Manage Add-ins
5. In the new window that opens, find Zoom for Outlook, then click Add

Bonus tip: Enable SSO for automatic sign-in for the Outlook add-in.

How to install the add-in for Outlook web

You can use the add-in with Outlook web as long as your Office 365 admin allows the installation of add-ins.

1. In Microsoft AppSource, go to the app page for Zoom for Outlook
2. Click Get It Now
3. Follow the prompts to finish installing the Zoom add-in

How to schedule meetings using the Zoom for Outlook add-in

After you add Zoom to Outlook, you can easily whip up a URL, meeting ID, and other Zoom details as you create or edit an Outlook event.

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It only takes a few seconds, and you can do this without ever having to open the Zoom app! Read on for step-by-step instruction for Microsoft and Apple devices.

Outlook mobile app

1. Open the Outlook app on your Android or iOS device
2. Switch to calendar view
3. Tap the + button to create a new calendar event
4. Enter meeting details (e.g. title, location, invitees)
5. Right below Location, tap the toggle next to Zoom (If you see a different video conferencing provider at first, tap the Meeting Provider field to find Zoom)
6. Sign in to your Zoom account 
7. The location and description fields will automatically populate with the meeting link and meeting invite, respectively
8. Tap the check mark at the top of the screen 

Note that your meeting settings will automatically reflect the settings in your Zoom web portal. This includes meeting options like security, video, and audio preferences.

Outlook desktop

macOS

1. Open the Outlook desktop app and switch to calendar view
2. Click New Event in the Home tab
3. Enter meeting details (e.g. title, location, invitees)
4. Click the ellipsis button in the top toolbar, then select Zoom
5. In the sidebar that opens, enter the credentials for your Zoom account
6. Click Zoom, then click the Add a Zoom Meeting button
7. Enter your meeting settings (e.g. security, video, and audio preferences)
8. Select Add Zoom Meeting to add the join details to the meeting

Windows

1. Open the Outlook desktop app and switch to calendar view
2. Click New Meeting in the Home tab
3. Enter meeting details (e.g. title, location, invitees)
4. Click the ellipsis button in the top toolbar
5. Under Zoom, click Settings
6. In the sidebar that opens, enter the credentials for your Zoom account
7. Enter your meeting settings (e.g. security, video, and audio preferences)
8. Select Add Zoom Meeting to add the join details to the meeting
9. Click Send to send the meeting invite

Outlook web

1. Open your calendar in Outlook web and click New Event
2. Enter meeting details (e.g. title, location, invitees)
3. Click the ellipsis button in the top toolbar, then select Zoom
4. Enter the credentials for your Zoom account
5. Click Zoom, then select Add a Zoom Meeting
6. If prompted, sign into your Zoom account

Note that your meeting settings will automatically reflect the settings in your Zoom web portal. This includes settings like security, video, and audio preferences.

How to automatically add Zoom to every Outlook calendar event

Above, we showed you how to manually add Zoom to a new event using the Zoom add-in. But that’s not all the add-in is great for. You can also configure the add-in so that every event you create automatically includes Zoom.

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In a nutshell:

• Outlook automatically adds Microsoft Teams to all events, but you can switch it to Zoom.
• This feature is available for Outlook web, Outlook desktop (macOS only), and Outlook mobile (iOS and Android). Unfortunately, it isn’t available for Windows desktop clients.

Outlook web

1. Open your Outlook web calendar and click the settings icon
2. Click the Events and invitations tab
3. Check the box for Add online meeting to all meetings
4. Select Zoom from the list of video conferencing providers
5. Click Save

macOS

1. Open the Outlook desktop app
2. Click Outlook in the top ribbon
3. Click Preferences, then select Calendar
4. Under Add online meeting to all events, click Configure
5. Select Zoom
6. Click Save

Android

1. Open the Microsoft Outlook app
2. Open Outlook Profile
3. Click the settings icon in the bottom-left, then select Account
4. Check the box for Add Online Meetings to all meetings
5. Under Choose a meeting provider, select Zoom

iOS

1. Open the Microsoft Outlook app
2. Open Outlook Settings
3. Under Email Accounts, select your account
4. Click Account Settings
5. Check the box for Add Online Meetings to all meetings
6. Under Choose a meeting provider, select Zoom

Want to learn more?

Head to Zoom’s website (zoom.us) to learn how to:

• Use scheduling privilege to schedule meetings on another’s behalf or act as an alternative host to their meetings
• Use Zoom like a pro with webinars and tutorials
• How to install and uninstall the plugin

Design your ideal workday

Are you overwhelmed with too many meetings and too little Focus Time? Clockwise is an AI calendar assistant platform that optimizes your schedule and your team’s schedules. It’s the best way to maximize your time and make time for what matters.

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Sign up for Clockwise today — now available for Microsoft.

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