How to Create a Zoom Meeting within Google Calendar

Sign in to the Zoom for Google Workspace add-on

  1. Use a web browser to sign in to Gmail or Google Calendar.
  2. In the right-side panel, click the Zoom for Google Workspace icon. 
  3. If prompted, click Authorize Access and follow the on-screen instructions to allow Zoom to access your Google account.
  4. Click Sign in and follow the on-screen instructions.

Schedule a meeting from Google Calendar

  1. Use a web browser to sign in to Google Calendar.
  2. Click Create or click a time slot on the calendar for your meeting.
  3. Enter your meeting details, such as the title, location, and guest list.
  4. Click More options.
    Notes:
    • Only changes to the topic, date, time, and time zone will sync to the meeting in the Zoom web portal and client/app. All other meeting details will only apply to the Google Calendar event.
    • When you assign scheduling privileges to other users in the Zoom web portal, you can choose if these users can manage your meetings that are marked as private in Outlook or Google Calendar. If the users cannot manage private events, they cannot see the invite link, meeting topic, or attendee list.
  5. In the Add video conferencing drop-down menu, select Zoom Meeting.
    Google Calendar will add the join options for the Zoom meeting.
  6. (Optional) In the right-side panel, click the Zoom for Google Workspace icon and change meeting settings as needed, such as enabling join before host.
  7. Click Save.
    Note: The meeting settings are applied based on your account settings. You can edit the meeting settings for a scheduled meeting.

Schedule a meeting from an email thread in Gmail

You can use the add-on to schedule a Zoom meeting from Gmail. The add-on will auto-populate the meeting topic with the email topic. After you schedule a meeting from Gmail, Zoom will send join details to the sender of the email.

  1. Use a web browser to sign in to Gmail.
  2. Open an email thread.
  3. In the right-side panel, click the Zoom for Google Workspace icon. 
  4. Click Schedule a meeting.
  5. Scroll down on the panel and choose your default meeting settings, such as meeting ID, passcode, and waiting room.
  6. Enter meeting details as needed:
    • Topic: The add-on will suggest the email subject as the meeting topic.
    • Timezone: Defaults to the time zone that you have set in Zoom. Select a different time zone if needed.
    • When: The add-on will suggest a date and time or you can enter a different date and time.
    • Duration: Select a duration for the meeting.
  7. Click the arrow under Mail options, and enable Invite participants via email to send an email to your meeting participants after you have created the meeting.
    Notes:
    • The add-on will automatically add participants from the email thread to the invite list, but you can select or clear the check box next to a user's email to invite or remove them.
    • If you have enabled Invite participants via email, these email addresses will be sent an email with the join details, not a Google Calendar invite. To send a Google Calendar invite, edit the scheduled meeting or schedule a meeting from Google Calendar.
  8. Click SCHEDULE MEETING.

Edit a scheduled meeting in Google Calendar

Note: If you are rescheduling a Zoom meeting from Google Calendar, don't copy the meeting details to a new calendar entry.

  1. Use a web browser to sign in to Google Calendar.
  2. Click a calendar event with a Zoom meeting.
  3. Click the pencil icon to edit the event.
  4. Change the meeting details as needed.
    Note: Only changes to the topic, date, time, and time zone will sync to the meeting in the Zoom web portal and client/app. All other meeting details will only apply to the Google Calendar event.
  5. In the right-side panel, click the Zoom for Google Workspace icon and change the meeting settings as needed, then click UPDATE MEETING.
  6. Click Save.

View and join a meeting

Note: If the meeting host chose to mark their meeting's visibility as Private, you will not be able to see any meeting details, such as the invite link, meeting topic, or invitee list, on the Zoom web scheduler.

  1. Use a web browser to sign in to Google Calendar.
  2. Click a calendar event with a Zoom meeting.
  3. Click Join Zoom Meeting to open Zoom and join the meeting.
  4. Click the option to open Zoom when prompted by your browser.

Learn more about joining a meeting.

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