Zoom, Scheduling for others using the Zoom for Outlook Add-in

Instructions on how to schedule for others using the Zoom Outlook Add-in

Steps to schedule Zoom meetings for others using Zoom for Outlook Add-in.  In the example below, the Assistant will be configured and schedule on behalf of Executive.

Adding Scheduling Privileges in Zoom

  1. IMPORTANT: Assistant must establish delegate (read/write) access on Executive's Outlook calendar
  2. Both Executive and Assistant must download and install the Zoom for Outlook Add-in.  Instructions to install for all users or for end-user self-install are available here: Zoom for Outlook Add-in (Web and Desktop). 
  3. Assign Zoom Scheduling Privilege in Zoom.
     NOTE: This action must be completed by the Executive/Delegate.
    1. Log into your Zoom Profile's settings page at illinois.zoom.us/profile/setting
    2. From Meeting settings, scroll down to Schedule Privilege (this setting can be found in the Other section on the left) and select Add.
    3. Add the email address for the user you wish to grant scheduling privilege.
    4. (Optional) Select the Can manage my private events check box if you want a user(s) to manage your private events and view its details.
      Note: Users on client versions 5.9.0 or higher will see private events but with details hidden if they are not allowed to manage your private events.
    5. Click Save
  4. Confirm the changes have taken effect (The Executive must log into the desktop app one time after the plug-
    in is installed.
    )
    1. Sign out and relaunch Microsoft Outlook.
    2. Sign out and relaunch the Zoom Desktop Client.
    3. After the Zoom Desktop app has relaunched, select Schedule.
    4. When the new meeting window opens, find the drop down menu under the Schedule For section
    5. Confirm the Executive's name can be found by the Assistant.

Scheduling for others using the Zoom for Outlook Add-in

  1. As the Assistant, open the Executive's Calendar in the Outlook Desktop Application or the Outlook Web Application.  If you cannot open their Calendar, ensure you have been granted delegate (read/write) access.
  2. Select New appointment or meeting on the Executive's calendar
  3. When the new appointment window opens, ensure that it shows the Executive's name at the top of the New Appointment window in the Outlook Web Application or in the lower left corner in the Outlook Desktop Application.
  4. Click the Add Zoom meeting button in the Outlook Desktop App or the Zoom icon in the Outlook Web App
  5. Confirm that the meeting states, "{Executive's Name} is inviting you to a Zoom meeting" in the body of the invitation
  6. Add participants, and adjust the time of the meeting in Outlook if necessary.  Configure and Zoom meeting settings by selecting the "Settings" button
  7. Click Send

If you have issues please reach out to the Technology Services Help Desk using help.uillinois.edu, by calling 217-244-7000 or by emailing consult@illinois.edu




Keywords:Schedule, Privilege, delegate   Doc ID:119264
Owner:Martin L.Group:University of Illinois Technology Services
Created:2022-06-23 15:02 CSTUpdated:2022-06-23 18:41 CST
Sites:University of Illinois Technology Services
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