SH - HT – Outlook - Event management with Zoom
SH - HT – Outlook - Event management with Zoom
Audience: Olema Employees
Description: The following process is the best practice when creating and adjusting meetings that include a Zoom link. Following this process will ensure there is not an issue with Zoom links breaking.
Please note: Olema IT recommends meeting series are occurrences scheduled no further out than 3 months.
Prerequisites: Outlook and Zoom
The following processes are listed below:
- Creating a single Meeting
- Creating a Meeting series
- Creating a Instant Meeting
- Modifying an Existing Meeting/Series
Creating a single Meeting:
1. From Outlook Calendar select “New Event”
2. Fill out the Meeting details including the participants, untoggle the Teams meeting, and make sure the occurrence shows “Does not repeat”
Please note: Olema IT avoiding scheduling meetings more than 3 months in advance.
3. You can then click Zoom > add a Zoom meeting. You may be prompted to login to Okta. You will then see a zoom link added to your meeting
4. You can now click “Send” to finalize your meeting
Creating a Meeting Series:
1. From Outlook Calendar select “New Event”
2. Fill out the Meeting details including the participants, untoggle the Teams meeting, and then click on the series dropdown(pictured below to the right). Select the frequency of the meeting series.
Please note: Olema IT recommends series no longer than 3 months in advance.
3. You can then click Zoom > add a Zoom meeting. You may be prompted to login to Okta. You will then see a zoom link added to your meeting
4. You can now click “Send” to finalize your meeting
Creating an Instant Meeting:
Each Zoom user has a dedicated Personal Meeting ID(PMI) that does not change from meeting to meeting. When scheduling a meeting using this link it cannot break, however anyone with the meeting ID can join this user’s meeting. For this reason we recommend leaving the “Waiting Room” option checked to avoid untended/uninvited participants
1. Repeat the above steps for either a single meeting or meeting series but before clicking “Add a Zoom Meeting” click the “Settings”
2. Under the Meeting ID section select the PMI option and make sure “Waiting Room” is checkmarked for security
3. Then click “Add Zoom Meeting” to add the Zoom meeting to your event
4.You can now click “Send” to finalize your meeting
Modifying an Existing Meeting/Series
1. From Outlook Calendar click edit for the meeting you are looking to adjust
2. From the Zoom add-in within Outlook utilize the 'update' or 'remove' buttons, regardless of the event's age. In terms of canceling meetings, use the 'remove' button available within the add-in.
3. Using the 'update' and 'remove' buttons when modifying calendar events or making cancellations can significantly enhance the efficiency of event management and contribute to an improved overall user experience within Zoom.
Desktop Outlook:
Outlook Web App:
If you have any questions about this process, please contact the IT service desk at helpdesk@olema.com or call 1-866-OLEMA-IT (1-866-653-6248).