How to Use the Zoom for Outlook Add-In

Using the Zoom for Outlook Add-In

The default settings are based on the users account settings. This means that whatever options the user has selected for a scheduled meeting, those settings will be preset on this meeting invite (either PMI or Auto generated Meeting).

To confirm the users default settings, check here for notable Zoom settings..

The Add a Zoom Meeting on the ribbon bar will pull those default settings from the Zoom account, otherwise you can edit the settings using the Settings Gear Wheel

with the options available in the Navigation pane for the Zoom for Outlook Add-In.

 

Settings for the Meetings

Meeting ID

Allowing the user to choose whether the meeting should be the PMI (Personal Meeting ID – static meeting number) or an Automatically Generated meeting ID (Unique with each use).

Simply toggle the option the user desires.

Security

This section lists three options for securing the meeting.

Creating a Passcode, enabling the Waiting Room, and/or only allowing Authenticated Users to join the meeting.

The user can toggle on none, or any combination of these three.
*Note that if the user selects Waiting Room, they will need to join as the host to allow participants to enter the meeting. Also, if the Authenticated Users is chosen, those the participants will be required to login to Zoom with their Princeton account, to join the meeting.

Encryption

The encryption setting allows for the user to choose an encryption option.
Enhanced encryption should be sufficient, but if the nature of the meeting requires higher security measures, the user can select End-to-End encryption.

*Note the End-to-end encryption option limits many of the features.

This setting will disallow certain connection types from joining the meeting.
H.323/SIP room connections, disables the ability to cloud record and most importantly removes the ability for users to join from a phone dial in.

Video

The video section allows for the user to select whos video will be made available by default.

*note this doesn’t force the participants to share their video, they still have the option to mute their video if desired.

Audio

The audio section allows for the user to select which method of audio connection the meeting on Zoom will allow, either Telephone Audio only, Computer audio only, or both Telephone and Computer Audio.

Advanced Settings

Select the Show to display the options under Advanced Settings



This will display multiple options that can be updated for this meeting.



Enabling Join before host, will allow users to join the meeting ahead of the host joining. Note with a waiting room enabled, this setting is obsolete as the Participants must be allowed into the meeting by the host.
Mute the participants upon entry, will automatically mute their audio when the participants join. They will still have the option of unmuting.
Automatically recording Meeting, starts a cloud recording whenever the meeting begins.
Insert Zoom Meeting Invitation above the existing text. This is pertaining to the Outlook invite, if a user has written a topic or agenda in the meeting invite before adding this meeting, this setting will be utilized.
Approve or block entry for users from specific countries/regions, this can be set to disallow the entrance of users from other regions or countries.
Include Invite link in location field, this will add the join link from zoom into the location field for easier joining of the participants.
Language for meeting invite, select the language.
Alternative Hosts, this is the field that the user can add co-hosts to the meeting that will have host like privileges.
*note they will need to be added by their Princeton email account associated with the Princeton Zoom tenant.

Once the settings are set, the user can click the Add Meeting button at the top of the navigation pane and the meeting will be scheduled on the Zoom side and input into the meeting invite window opened.

You can note that the meeting has been created on user’s account:
https://princeton.zoom.us/meeting#/upcoming

Once the invite is all setup in Outlook with the Zoom information embedded, you can send out the invite.

Editing A Meeting

If the user needs to edit a meeting from the Outlook Calendar it is imperative to update both within Outlook but update from the Zoom for Outlook Add-In Navigation pane. This will allow for both the meeting details in Outlook and the Zoom meeting to resync.
Open up the existing meeting invite within Outlook and click the Settings Gear Wheel for the Zoom for Outlook Add-In.

Make the update within Outlook (Date, time, additional participants) and then from the Zoom for Outlook Navigation Pane, select the Update Option at the top of that pane.



This will again resync the two resources and will allow for the update to be matched on the Zoom side.

Alternatively, if the user needs to delete or remove the meeting altogether, they should select the remove option before deleting the meeting from Outlook.
Without Removing the meeting using the Add-In, it will still be scheduled within the Zoom tenant and still display on their upcoming meetings settings. This may cause confusion in the future, so it’s best to remove the meeting first and then delete from within Outlook.

More Resources

How to Enable the Zoom for Outlook Add-In

How to Setup the Zoom for Outlook Add-In