Zoom: Creating a Meeting Through the Outlook Plugin

Owned by
Megan DeLaney
Last updated: Apr 10, 2020
3 min read

OVERVIEW

Zoom is a communications platform that facilitates video meetings, classroom-style presentations, webinars, and more. It allows for both internal and external users to meet, share desktops and participate in Audio/Video conferences.

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STEP-BY-STEP GUIDE

STEPS FOR CUSTOMER: Self-Serve

Creating a Zoom Meeting


From Outlook, navigate to the Home tab and choose Schedule a Meeting.

If you are not already signed into the Zoom client, this will prompt you to sign in to Zoom through the university's authentication system. If you have 2-Factor Authentication enabled, you will also need to use your DUO app or token to sign in.

Once you are logged into the Zoom client, you will navigate to the Schedule button to continue scheduling your meeting.

This will open a window that will allow you to choose the settings for this meeting. Per university guidelines, it is recommended that your meetings are always password-protected, and that you use an automatically generated Meeting ID.

When you are finished adjusting the settings, click on Schedule and you will be brought back to Outlook to finish scheduling the meeting. Review the information in the body of the invite and verify it contains both the link to the meeting, as well as the password. From this screen you may add participants in the To: line, or navigate to Outlook's Scheduling Assistant to finish selecting participants and a time. Send the invitation to the participants, and they will be able to access the meeting through the link and password provided. 

When you are ready to join the meeting, click on the invite and select the device you would like to use for audio and video.

TIP #1

Once you are in your meeting, if you hover your mouse on the screen you will see several menu options appear along the bottom tool bar. Use these buttons to turn your camera and mic on/off, share your screen, and turn on your chat. Make sure your chat is open on the sidebar, as participants may ask questions or send a private message to you instead of interrupting the audio of the meeting.

TIP #2

If your meeting is running and you find you are missing participants, or some participants were unable to find their invite information in order to join, you may click on the small "i" in the top left corner of the meeting screen to get the credentials for joining the meeting and send those to the missing participants.