Setting up calendar and contacts integration for the desktop client

Setting up calendar and contacts integration for the desktop client

Overview

You can set up calendar integration so that your Zoom meetings and webinars on your third-party calendar are synced to the Zoom desktop client. This provides an easy way to start or join your meetings. If a Zoom join link is not detected, the meeting will show the host information, but will also be listed as "Not a Zoom meeting" and not have a join button. Calendar integration is compatible with Google Calendar, Office 365, and Exchange.

You can also sync your Zoom contacts with Google, Office 365, or Exchange, allowing you to call your contacts using Zoom if you have a Zoom Phone license. You can still sync your contacts without a Zoom Phone license, but you won't be able to call them using Zoom.

Note:

• Your admin can force you to use a particular service and restrict you from selecting calendar/contacts permissions. Contact your Zoom admin for more information. 
• You can call synced contacts using the Zoom desktop client. Synced contacts are not available on the Zoom mobile app or provisioned desk phones. For the Zoom mobile app, you can view contacts from your phone's contacts app to call them using Zoom Phone.

This article covers:

• Setting up calendar and contacts integration 
• Using calendar integration
  • Third-party calendar service
  • Zoom desktop client
• Using contacts integration
• Changing permissions for the existing calendar or contacts integration 
• Removing a calendar and contacts integration

Prerequisites

• Zoom desktop client for Windows or macOS, 5.2.1 (44052.0816) or later
• Calendar and contact integration enabled by your admin

Setting up calendar and contacts integration

Note:

• Your admin can force you to use a particular service and restrict you from selecting calendar/contacts permissions. Contact your Zoom admin for more information. 
• If you have schedule privilege for another user on your account, you will automatically see their scheduled meetings on your list of upcoming meetings and does not require the calendar integration to function. These meetings will be distinguished from your meetings by listing a different host under the meeting details. They can also be filtered out by selecting Me from the Meetings hosted by option at the top of the list of upcoming meetings. 

1. Sign in to the Zoom web portal.
2. Click Profile.
3. In the Calendar and Contact Integration section, click Connect to Calendar and Contact Service.
4. Select a service. 
5. Change the permissions for the service.
6. Click Next.
7.  Follow the on-screen instructions to grant Zoom access to the calendar/contacts service.

• Google: Follow the on-screen instructions to sign in to your Google account. Click Allow to let Zoom to access your contacts.
• Office 365:
  • Choose a way to authorize the calendar: Choose an authorization method. The authorization method depends organization's security requirements. Contact your internal IT team if you are not sure which one to choose. Authorize with OAuth 2.0 is recommended.
  • Office 365 account email address: Enter the email address associated with your Office 365 account.
  • Office 365 account email password: Enter the password associated with your Office 365 account
  • EWS URL: This will be populated with the default EWS URL for Office 365. You can leave this as the default unless your Office 365 account uses a unique configuration.
• Exchange:
  
  • Exchange login username or UPN: Enter the username or UPN associated with your Exchange account.
  • Exchange login password: Enter the password associated with Exchange account.
  • Exchange Version: Select the version of Exchange. If you are uncertain of the Exchange Version, please contact your internal IT team for more information.
  • EWS URL: Enter your organization’s EWS URL. Contact your internal IT team if you do not know the EWS URL.

Note: After allowing access, you will be redirected back to the Zoom web portal which will indicate the permissions for the calendar and contacts integration.

Using calendar integration

Note: 

• After initially configuring the calendar integration, you will need to sign out of the desktop client and sign in again.
• For a better experience, use the Zoom add-in for your calendar service. When scheduling or editing meetings, use your third-party calendar service instead of the Zoom desktop client.

Third-party calendar service

Sign in to your third-party calendar service that you set up calendar integration with, then follow one of these options:

• Scheduling a meeting: Add a Zoom meeting event to your third-party calendar service. Zoom will sync the meeting to the desktop client.
• Editing a meeting: If you edit the meeting using the calendar service, the edited meetings will sync to the Zoom desktop client.
• Deleting a meeting: If you delete the event from the third-party service, Zoom will also remove it from the desktop client.

Zoom desktop client

Sign in to the Zoom desktop client and follow one of these options:

• Schedule a meeting: Follow the instructions to schedule a meeting. In the Calendar section, make sure to select the calendar service you set up integration with.
  Zoom will sync the meeting to your calendar service.
• Editing a meeting: In the Meetings tab, select a meeting then click Edit. In the Calendar section, make sure to select the calendar service you set up integration with. Click Save.
  Zoom will open the edited event in your third-party calendar service. Click Save to confirm the changes.
  Note: Editing the meeting's scheduled time will not sync to the same event in your third-party calendar service. Instead, it will create a separate event with the new scheduled time. To change a meeting's scheduled time, edit the meeting from your third-party calendar service.
• Deleting a meeting: In the Meetings tab, select a meeting then click Delete. 
  Zoom will also delete the meeting from your third-party calendar service.
  Note: You will only see the Delete option for meetings originally scheduled using the Zoom desktop client.

Using contacts integration

Contacts integration is useful if you have a Zoom Phone license. After syncing your contacts, you can:

• Access synced contacts in the Zoom desktop client (Cloud Contacts section in the Contacts tab)
• View synced contacts in the same folder structure as specified in your third-party contacts service
• Call synced contacts using Zoom Phone if they have a phone number attached to their profile
• Create a new synced contact using your call history or voicemail inbox
• Add a phone number to an existing synced contact using your call history or voicemail inbox

Note: Synced contacts are not available on the Zoom mobile app or provisioned desk phones. For the Zoom mobile app. For the Zoom mobile app, you can view contacts from your phone's contacts app to call them using Zoom Phone.

Changing permissions for the existing calendar or contacts integration 

1. Sign in to the Zoom web portal.
2. Click Profile.
3. In the Calendar and Contacts Integration section, click Configure.
4. Change the permissions for the service:
   • Calendar
     • Read: Allows you to view calendar events in the Zoom desktop client.
     • Write: Allows you to edit and delete events from the Zoom desktop client.
   • Contacts
     • Read: Allows you to view contacts in the Zoom desktop client.
     • Write: Allows you to create contacts using your call history in the Zoom desktop client.
   • Note: Learn more about permissions requested for calendar and contacts integration.
5. Click Next and follow the on-screen instructions to grant Zoom access to the calendar/contacts service.

Removing a calendar and contacts integration

1. Sign in to the Zoom web portal.
2. Click Profile.
3. Below Calendar Integration, click Delete next connected account name.
4. Confirm that you would like to delete the integration by clicking Delete.