Microsoft Outlook - Zoho Meeting Integration

Online meeting integration in Microsoft Outlook

Overview

The Zoho Meeting plug-in for MS Outlook lets you schedule meetings from Outlook, send invitations to participants, and also conduct instant meetings from your Outlook account.
Info
The 'MS Outlook plugin' is available in both free and paid editions of Zoho Meeting.

System Requirements for installing the Zoho Meeting plugin for MS Outlook

Supported OS versions Windows 7 and above versions (32 and 64 bit)
Supported Outlook versions Windows desktop Outlook 2010, 2013, 2016, 2019
Hardware x486 with 256 MB RAM or higher with a minimum of 10 MB disk space
.NET framework version 4.6 and above

How to use the Zoho Meeting plugin for Microsoft Outlook


Downloading the plugin 

Download the Zoho Meeting plugin for Microsoft Outlook 



Installing the plugin

  1. Double-click the .msi file to install MS Outlook.
  2. Click Next to start the installation process, then click Close.

Notes
Note:
If your MS Outlook is open during the Zoho Meeting plug-in installation, you will need to close the application and reopen it for the changes to reflect in your Outlook.

Signing in to the plug-in

  1. In MS Outlook, navigate to Home > Zoho Meeting > Schedule > Sign In
  2. A consent prompt will appear. Click Proceed to go to the Zoho accounts login page.
  3. Enter your login credentials and sign in.
  4. Click Accept for MS Outlook to access your Zoho Meeting account. After you sign in, the Microsoft Outlook - Meeting plug-in will also be automatically logged in within 30 seconds.


Notes
Note: 
Make sure you log in within five minutes. Otherwise, the device code will be invalidated, and you will have to log in again.

How to start an instant meeting

From the Home tab of MS Outlook, in the Zoho Meeting panel, select Meet Now. A new meeting will start in your Zoho Meeting desktop app if you are using the latest version. Otherwise, a meeting will start in your default web browser.

 

How to schedule a meeting

  1. From the Home tab of MS Outlook, select Schedule Meeting in the Zoho Meeting panel. An email invitation with default meeting details will appear.
  2. Edit details like the topic of the meeting, time, and date. Add participants' email addresses in the 'To:' field of the email and click Send. The new meeting will be added to your Outlook calendar, and email invitations will be sent to participants.

How to create a meeting from calendar

  1. Open your MS Outlook Calendar and select the time frame of your meeting.
  2. Right-click and select Add Zoho Meeting. Alternatively, select Schedule meeting from the Zoho Meeting panel within the Home tab.
  3. Provide the topic of the meeting, add participants in the 'To:' field of the invitation email and click Send.

 

How to convert an Outlook appointment to a meeting

  1. Open your MS Outlook Calendar and click New items in the Home tab.
  2. Select Appointment. A page to schedule your appointment will appear.
  3. Click the Add Zoho Meeting option from Appointment tab of the top menu.
  4. Enter your meeting details and click Send. 

How to edit or cancel a meeting

To edit a meeting:
  1. Go to your MS Outlook Calendar and double-click to open the meeting you want to edit.
  2. Make the changes you want, then click Send update in the top-left corner.
  3. Confirm your changes by selecting Save changes and send update and clicking Ok.Your participants will be notified about the changes via email. 
To cancel a meeting:
  1. Go to your MS Outlook Calendar and click the meeting you want to cancel.
  2. Select Cancel meeting.

How to start a meeting from Outlook Calendar

  1.  Go to your MS Outlook Calendar.

  2.  Right click on the Zoho Meeting appointment.

  3.  Choose Start Zoho Meeting from the context menu. 



NotesNote :

  • If the presenter has the  Zoho Meeting desktop app for Windows with the version 3.2.2 or higher, the meeting will start in the desktop app, otherwise the meeting will start in their default browser.

  • Only meetings that are scheduled through the Outlook plugin can be started from the Outlook calendar.

  • Outlook Plugin version of 1.0.0.2 or higher is required to start meeting from the Calendar. 

How to join a meeting

Participants will receive the joining link of the meeting in the invitation email sent by the meeting host. At the time of the meeting, participants can click the joining link, provide their name or email address, and join the meeting.

How to uninstall MS Outlook plugin

To uninstall the Zoho Meeting Plug-in:
  1. Select Start > Control Panel.
  2. Click Add/Remove Programs.
  3. In the Add/Remove Programs dialog box, select the Zoho Meeting Plug-in for Microsoft Outlook (Zoho Meeting Outlook Plugin - 64 bit /Zoho Meeting Outlook Plugin - 32 bit) and remove the program


Notes
Note:
If your Microsoft Outlook remains open while uninstalling the plugin, you need to close the application and reopen it again for the change to reflect.