Video meetings have become an indispensable part of our work routines. Yet juggling video conferencing tools separate from our core productivity software creates unnecessary hassles. Integrating Zoom directly inside Microsoft Outlook eliminates those hurdles while enabling simpler meeting workflows.
In this comprehensive guide, I’ll walk through exactly how to embed Zoom’s robust video meeting capabilities within Outlook based on Microsoft Exchange. Once set up, you can schedule and launch meetings, manage participants and share content without ever leaving your inbox.
Why Unity Between Outlook and Zoom Matters More Than Ever
The past few years have seen an explosion in adoption of video calling services. The pandemic kicked usage into overdrive seemingly overnight. Now video meetings are here to stay as integral means of communication and collaboration.
Zoom has led the video conferencing industry’s tremendous growth. Since 2019, the platform’s number of large enterprise customers has multiplied 6x. Over 200 million users now connect via Zoom daily.
Simultaneously, Microsoft Outlook has only tightened its hold on business email inboxes. Outlook still controls over half of the enterprise email client market. And that footprint expands when accounting for web access.
Integrating these two ubiquitous tools is a force multiplier. Embedding Zoom unified communications directly inside Outlook provides simpler, speedier meetings. All without the toggling between disparate apps that hampers productivity.
Administrators gain transparency into video usage patterns. Users are spared the frustrations of video meeting chaos. It’s a win-win all around!
But unlocking the advantages of Zoom + Outlook integration does require some initial setup…
Prerequisites: Microsoft Exchange Accounts
The first prerequisite is confirming your Outlook environment connects to Microsoft Exchange as its email server backend.
Think of Exchange like the foundation upholding your Outlook email, contacts, calendar and tasks. While consumers use basic Outlook.com accounts, businesses rely on the richer capabilities of Exchange servers.
Microsoft offers enterprise-grade Exchange hosting through Office 365 and Microsoft 365 plans. Alternatively, many companies still operate Exchange on-premises within privately managed data centers.
Wherever your Exchange server resides – in the cloud or onsite – the critical piece enabling this Zoom integration is an account within that domain.
Compared to consumer-grade services, Exchange offers advanced security protections like multi-factor authentication (MFA) and sophisticated access controls. We’ll take advantage of features like Azure Active Directory later when embedding Zoom directly into Outlook enabled by Exchange.
Now let’s get to the tutorial…
Walkthrough: Add Zoom to Outlook Desktop App
I’ll demonstrate installing the Zoom add-in for Outlook desktop using cloud-based Exchange Online within an Office 365 environment. You can follow along using your own Office 365 organizational account if available. Otherwise, use the screenshots and descriptions to translate the concepts to your particular Exchange setup.
Here are the step-by-step instructions:
Step 1) Login to Office 365 Admin Portal
Navigate to portal.office.com using your preferred browser. Sign in with an administrator account within your business Office 365 or Microsoft 365 subscription:
This opens the Office 365 admin center and Azure Active Directory admin portal. It is the central console for controlling user settings, permissions and access to Exchange Online, SharePoint Online, Microsoft Teams and more.
Think of it like mission control for all cloud-based Microsoft business services associated with your organizational Office 365 environment and users.
Step 2) Access Integrated Apps
From the vertical navigation menu, click the gear icon to access Settings. Next choose Integrated apps then Get apps:
This opens Microsoft AppSource – a marketplace for extensions and apps integrating with Office 365.
Step 3) Install Zoom for Outlook
Within AppSource’s search bar, look up “Zoom for Outlook” then click Get It Now on the resulting extension listing:
Then click Continue to advance through informing Microsoft of intended usage scenarios.
Next you will configure options determining how extensively to deploy the integration:
- Optional enabled – Users can manually disable
- Optional disabled – Users can manually enable
- Mandatory enabled – Forced on with no user controls
Choose based on your organization’s preferences regarding Zoom usage.
Click Next and decide which users or groups will have access to the Zoom add-in. Hit Save when ready.
It takes a little while for Office 365 to deploy the changes across your company‘s Outlook apps. Once finished, the integration will be enabled!
Now let’s walk through adding Zoom to Outlook when accessed via web browser…
Installing Zoom Add-In for Outlook Web Access
Managing email through a web browser allows flexibility to login from anywhere. Adding the Zoom integration to Outlook on the web works much the same way as the desktop instructions above.
Here is how simple it is:
Step 1) Visit Microsoft AppSource
Navigate your browser of choice to Microsoft AppSource. Use the built-in search box to lookup “Zoom for Outlook”.
Step 2) Get Zoom for Outlook
Select the Zoom for Outlook app from search results, and click Get It Now.
This opens an informational panel from Microsoft. Click Continue then provide contact details like your name, organization and job title.
Step 3) Enable Zoom in Outlook Web
Click Add to install the add-in directly into whichever Outlook mailbox you logged into AppSource with.
And done! Zoom functionality now shows up when accessing that same Outlook account via outlook.office.com or outlook.com.
Let’s shift our focus to getting Zoom integrated with Outlook’s mobile apps next…
Accessing Zoom in Outlook Mobile App
Mobile devices have become the primary work devices for many professionals. Getting Outlook notifications, emails and calendar invites pushed to phones is tremendously convenient.
You can absolutely access the Zoom integration on mobile too. Here is how:
Step 1) Download Outlook Mobile App
For iPhones, download Outlook from the App Store. For Android, get it on Google Play. If accessing company email, you likely need to enroll your device with a mobile device management (MDM) tool like Microsoft Intune for access.
Once installed, launch Outlook and sign in using your full business email address and password associated with your Exchange account.
This will sync emails, calendar, contacts and access privileges between your mobile Outlook app, Outlook on the web and Outlook desktop app.
Step 2) Access Settings
Tap the profile icon in the top left corner to view account details. Then scroll down and choose Settings:
Step 3) Manage Add-ins
Go to Connected Apps and Add-ins > Add-ins from settings:
Step 4) Install Zoom for Outlook
You will now see Zoom for Outlook as an available uninstalled add-in. Tap to select, then confirm installing by choosing the + sign.
And that‘s all it takes to activate the Zoom addon within your Outlook mobile app!
Why Integrate Zoom in Your Outlook Environment?
There are so many ways directly embedding Zoom’s video conferencing capacities inside Outlook improves workflows:
Simplified Meeting Scheduling
Click any calendar slot to instantly initialize a Zoom call with adjustable parameters like date, time and anticipated length.
Streamlined Joining Ongoing Meetings
Click reminders in Outlook to directly join Zoom meetings vs struggling to find links and access codes.
Unified Participant Management
Outlook contacts become Zoom meeting participants. No need to manually invite or follow up via email.
Improved Meeting Functionality
Launch polls, share screens, co-annotate, record sessions and more directly within Outlook calendar.
Enhanced Analytics & Compliance
Admins gain visibility into engagement levels, recording access and other telemetry to optimize video infrastructure.
But don’t just take my word on the upside of connecting Zoom with Outlook…
Numerous organizations have quantified the benefits of linking video meetings with business productivity software. Here are just a couple examples:
| Company | Outlook-Zoom Results |
|---|---|
| F500 Software Firm |
|
| Healthcare Nonprofit |
|
The excellence, expertise, teaching were there all along…only now time saved from logistical headaches helps talent shine brighter.
Let’s wrap up with answers to some frequently asked questions:
FAQs: Zoom + Microsoft Outlook Details
Q: Does linking Zoom cost extra beyond my Outlook license?
A: No, the Zoom addon is free. It comes included if you pay for a premium Zoom plan otherwise.
Q: What about Mac Outlook? Does the Zoom integration work on macOS?
A: Yes indeed! The Zoom for Outlook connector works seamlessly across Windows, macOS , and the web.
*Q: Can I access Zoom meetings from Outlook mobile apps too?
A: Absolutely! I walked through exactly how to enable Zoom from within Outlook mobile apps above.
Q: Is my Outlook content safe if I allow Zoom integration?
A: Extensive testing ensures enabling Zoom does not introduce security or privacy risks to Outlook data. Permissions integrate with existing Exchange access controls.
Q: Where can I learn more about recent Outlook and Zoom feature updates?
A: The best resource is each company’s public roadmap. Microsoft details planned Outlook improvements quarterly on their roadmap site. Zoom previews their upcoming new capabilities on the Zoom Blog.
I will continue updating this guide as Outlook and Zoom add even richer functionality over time. So bookmark this page!
Now over to you. Reach out with any other questions in the comments below!
