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Scheduling Zoom Meetings from Outlook

This article is for FHDA faculty and staff. The Zoom add-in for Outlook lets you attach a Zoom meeting — join link, dial-in numbers, and all — to a calendar event with one click. Here's how to install the add-in, sign in the first time, and use it for every meeting after that.

Get your Zoom account through MyPortal first — never sign up inside the add-in. The add-in's Sign Up Free option creates a personal account that isn't part of the district's license. Create your FHDA account via the Zoom tile in MyPortal (see Zoom Video Conferencing), sign in to the add-in with that account, check Stay signed in, and don't use the Sign Out button afterward.

Install the Zoom add-in

  1. In Outlook, click the three dots at the top right of a message.
  2. Scroll down and select Get Add-ins.
  3. In the search box at the top right, type zoom and press Enter.
  4. On Zoom for Outlook, click Add.
  5. If a "Get started" window appears, close it with the X at the top right.

First time: sign in and set your defaults

  1. In Outlook Calendar, click New event, then click the Zoom icon at the top of the event window.
  2. Click Settings.
  3. Sign in with your FHDA Zoom account and check Stay signed in.
  4. The settings panel opens with your name at the bottom left. Set the defaults you want for meetings scheduled from Outlook — meeting ID type, password, host and participant video, and audio options. Click Show under Advanced Options for more, such as join-before-host, mute on entry, and waiting room.
  5. Click Update, close the notification, and close the Settings window with the X.

Every time: add Zoom to a meeting

  1. In Outlook Calendar, click New event.
  2. Set the day and time for your meeting first.
  3. Click the Zoom icon and choose Add a Zoom Meeting. The join link is added to the event location and the full invitation — meeting ID, password, and dial-in numbers — is inserted into the event body.
  4. Invite your attendees and click Save. Attendees get the Zoom details in their calendar invitation.

Get help

Submit a ticket at helpdesk.fhda.edu or call the ETS Call Center at (408) 864-8324 (x8324). Leave a callback number — most issues can be resolved over the phone.