Zoom: Calendar View / Merged Meetings and Calendar Tabs in Desktop App

Environment

U-M Zoom, Zoom desktop app, third-party calendars (Google, Microsoft Outlook)

Issue

• Why do my Zoom meetings and webinars appear in a calendar view? Can I change it?
• How do I connect my Google or Microsoft Outlook Calendar with U-M Zoom?

Resolution

• The Meetings and Calendar tabs have been combined in the Zoom desktop app to enhance visibility of calendar views and meeting details.
  • If you have not connected your Google or Microsoft Outlook calendar to your U-M Zoom account, your upcoming meetings and webinars will continue to appear under a single Meetings tab, but with the new calendar view.
  • You cannot go back to the old Meetings view, even if you don't connect your Google or Outlook calendar.
  • Moving forward, Zoom meetings you create within the desktop app should be synced back to your Google or Outlook calendar. Previously, it would only create a Zoom meeting that was unattached to any calendar event.
• Refer to Zoom Support for instructions on connecting and using the calendar integration.
  • Ensure the “Bidirectional sync for Zoom meeting data between Zoom web portal and calendars” box is checked. This is what allows you to create Google Calendar/Microsoft Outlook events with each service’s Zoom add-on/integration and have it sync with U-M Zoom. This will now also ensure that meetings created in the desktop app's calendar view sync back to your Google or Microsoft account.
  • There are differences between your app experience if you do/don't provide Write access when connecting your accounts:
    • If you do allow Write access, you can view other calendar events, edit existing ones, and schedule new ones synced from your Google/Outlook calendar from the desktop app.
    • If you don't allow Write access, you can view your other calendar events synced from your Google/Outlook calendar, but you won't be able to edit them or create new ones from the desktop app.
• You can only integrate with one third-party service for calendar syncing at a time.
• If a Zoom join link is not detected on a calendar event within the desktop app, the meeting will show the host information, but will be listed as Not a Zoom meeting and not have a join button.
• Currently, scheduling a meeting and inviting a Zoom Room to it is not supported with the Zoom Calendar Client.
• The Zoom Calendar Client is not the same as the Zoom Calendar service; the latter is unavailable at U-M.
• Important information regarding scheduling privileges:
  • If you have scheduling privileges for another individual, you will automatically see their scheduled meetings in your list of upcoming meetings and do not need the calendar integration to function.
    • These meetings will be distinguished from your meetings by listing a different host under the meeting details. They can also be filtered out by selecting Me from the Meetings hosted by option at the top of the list of upcoming meetings.
  • When you assign scheduling privileges to another individual, you can choose whether they can manage your private meetings in Google or Outlook Calendar. If the individual cannot manage private events, they cannot view the invite link, meeting topic, or attendee list.

Additional Information

Zoom Support:

• Configuring the Zoom Calendar Client
• Enabling or disabling bidirectional calendar sync
• Using calendar and contacts integration

Need additional information or assistance? Contact the ITS Service Center.