Creating a Zoom meeting

Overview

Learn how to create a Zoom meeting in Outlook, in the Zoom application, or using Zoom through a web browser.

To learn how to install the Zoom application, sign in, and use key features, see Getting Started with Zoom.

Information

In Outlook with the Zoom add-in

Coming soon: Zoom add-in for Outlook. On June 28, 2021, the Zoom add-in for Outlook will be activated for everyone at the UO. To use this add-in before June 28, please see Managing Add-ins for Outlook to activate the add-in yourself.

The add-in functions a bit differently depending on how you're accessing it and which version of Outlook you're using.

Using Outlook for Windows

The following screenshot shows the buttons in the Outlook ribbon that correspond with the Zoom add-in in the Office 365 version of Outlook for Windows. The Add a Zoom Meeting and Settings buttons are located near the right end of the window when you're scheduling a meeting. If you're seeing a different button, located near the left end of the ribbon, you may be using the Zoom plugin for Outlook instead.

Screenshot showing Add a Zoom Meeting and Settings buttons in the Zoom section of the Outlook ribbon

  1. Open the Outlook application on your PC
  2. In the calendar view, click the Home tab
  3. Click New Meeting on the menu that appears
  4. In the new meeting window, click the Settings* button in the toolbar (next to Add a Zoom Meeting button; you may need to expand the window to see it)
    1. The first time you use the Zoom add-in, a Sign In window will appear. Be sure to choose the SSO option, located below the blue Sign In button. On the next screen, enter uoregon and click Continue. A Shibboleth single sign-on screen should appear. Log in with your Duck ID and password. 
  5. Verify the meeting settings, then click Add Zoom meeting from the settings panel. Zoom details will appear in the meeting window.
  6. Change the Title of the meeting, if desired
  7. Set the meeting start and end time
  8. Add desired recipients in the To: field
  9. Click Send
  10. Your meeting should now appear on your Outlook calendar

*Alternatively, click the Add a Zoom Meeting button to proceed without changing the Zoom meeting settings.

Using Outlook for Mac

  1. Open the Outlook application on your Mac
  2. In the calendar view, click Meeting
  3. In the new meeting window, click the Settings* button in the toolbar (next to Add a Zoom Meeting button; you may need to expand the window to see it)
    1. The first time you use the Zoom add-in, a Sign In window will appear. Be sure to choose the SSO option, located below the blue Sign In button. On the next screen, enter uoregon and click Continue. A Shibboleth single sign-on screen should appear. Log in with your Duck ID and password. 
  4. Verify the meeting settings, then click Add Zoom meeting from the settings panel. Zoom details will appear in the meeting window.
  5. Change the Subject of the meeting, if desired
  6. Set the meeting start and end time
  7. Add desired recipients in the To: field
  8. Click Send
  9. Your meeting should now appear on your Outlook calendar

*Alternatively, click the Add a Zoom Meeting button to proceed without changing the Zoom meeting settings.

Using Outlook on the web

  1. Log in to Outlook on the web
  2. In the calendar view, click New event
  3. In the new meeting window, click the Zoom icon button in the toolbar, as depicted in the following screenshot: Screenshot showing Zoom icon button in Outlook ribbon
  4. In the pop-up window that appears, select Settings*
    1. The first time you use the Zoom add-in, a Sign In window will appear. Be sure to choose the SSO option, located below the blue Sign In button. On the next screen, enter uoregon and click Continue. A Shibboleth single sign-on screen should appear. Log in with your Duck ID and password. 
  5. Verify the meeting settings, then click Add Zoom meeting from the settings panel. Zoom details will appear in the meeting window.
  6. Change the Subject of the meeting, if desired
  7. Set the meeting start and end time
  8. Add desired recipients in the To: field
  9. Click Send
  10. Your meeting should now appear on your Outlook calendar

*Alternatively, select Add a Zoom Meeting to proceed without changing the Zoom meeting settings.

In Outlook with the Zoom plugin

Microsoft is phasing out the Zoom plugin for Outlook. On July 2, 2021, Information Services staff will remove this plugin from faculty and staff computers in the College of Design, Lundquist College of Business, School of Journalism and Communication, and Division of Student Life. If you manage your own computer, then we recommend Removing the Zoom plugin for Outlook in July 2021. Please use the Zoom add-in for Outlook instead.

These instructions refer to the Zoom plugin for Outlook, which corresponds with the Schedule a Meeting button, located near the left end of the Outlook ribbon when you're scheduling a meeting. The following screenshot shows the appearance of that button in the Office 365 version of Outlook for Windows. If you're seeing a different button, located near the right end of the ribbon, you may be using the Zoom add-in for Outlook instead.

Screenshot showing the Schedule a Meeting button in the Zoom section in Outlook ribbon 

Prerequisite: Installation of the Zoom plugin for Microsoft Office.

Watch a brief video of these instructions from Zoom: Scheduling a Meeting in Outlook (0:52).

  1. Log in to the Zoom application on your computer.
  2. On the Outlook calendar, click New event
  3. Click the Add Zoom Meeting button
  4. Verify the meeting settings, then click Continue. The Zoom meeting details should then populate into the message body
  5. Change the Subject of the email to change the name of the meeting topic
  6. Set the meeting start and end time
  7. Add desired recipients in the To: field
  8. Click Send
  9. Your meeting should now appear on your Zoom calendar and upcoming meetings list

In the Zoom application

  1. Open the Zoom Application on your desktop
  2. Click Schedule
  3. Create a Topic
  4. Select Recurring meeting if you'd like to set up a recurring meeting
  5. Select the Date, Time, and Duration of your meeting
  6. Select the meeting options you'd like to set (auto-enable video, audio settings, set password, join before host, mute on entry, etc.)
  7. Select a Calendar option
  8. Click Schedule

Using Zoom in a web browser

Watch a UO video about scheduling a meeting through the Zoom website (6:23; requires Duck ID login).

Watch a brief video of these instructions from Zoom: Scheduling a Meeting (1:07).

  1. Go to the UO Zoom website, click Sign in, and log in with your Duck ID and password
  2. Click Meetings
  3. Click Schedule a Meeting
  4. Create a Topic
  5. Select Recurring meeting if you'd like to set up a recurring meeting
  6. Select the Date, Time, and Duration of your meeting
  7. Select the meeting options you'd like to set (auto-enable video, audio settings, set password, join before host, mute on entry, etc.)
  8. Send invites through Google, Outlook, or Yahoo, or copy and paste the Join URL to send an invitation email manually

Support Information

To request help, submit a ticket via the Zoom Support service.

Details

Article ID: 101394
Created
Sun 3/15/20 8:18 PM
Modified
Tue 5/3/22 3:48 PM

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Related Services / Offerings (1)

Use this service to request support or report issues with Zoom.