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Managing daily meeting schedules can surprisingly be a labor-intensive and time-consuming task, right? Integrating Outlook with Zoom is gaining attention as a method to significantly streamline meeting schedule management. In this article, we will introduce how to automatically create Zoom meetings when an appointment is registered in Outlook. This automation can eliminate the hassle of setting up meetings and improve work efficiency.
Please read to the end!
When a schedule is registered in Outlook, a Zoom meeting is automatically created, greatly streamlining the meeting setup process. The hassle of manually generating Zoom meeting URLs is eliminated, and the date, time, and participant settings for the meeting are automatically handled, reducing the management burden related to scheduling. For departments like sales or customer support, which frequently set up meetings, this automation is a significant aid, allowing for more effective use of time.
By integrating Outlook with Zoom, without manually sending invitation emails to participants, all necessary participants automatically receive the Zoom meeting link and details the moment the meeting is registered. This ensures that once the meeting details are set, participants can immediately access the meeting. Specifically, in the current era of widespread remote work, this reduces the hassle of schedule changes and reminders, preventing notification oversights and scheduling errors.
Integrating Outlook with Zoom can reduce the risk of multiple meetings overlapping at the same time. When adjusting schedules in Outlook, if a Zoom meeting is already set for the same time, the system can automatically issue a warning. This feature helps prevent double-booking of meetings and avoids scheduling errors. It is particularly effective as a preventive measure to avoid overlaps when multiple departments might set meetings at the same time.
[What is Yoom]
This flow will proceed through four main processes.
・Register Outlook and Zoom as My Apps
・Copy the template
・Set the Outlook trigger as the starting point and follow with Zoom notification settings
・Turn the trigger ON
Here is the template we will use this time.
Read the following screen display and click "OK".
Next, operate the flowbot on the Yoom screen.
Click within the red frame in the image below.
A screen like the image below will be displayed, so click "Next".
You can select the trigger time from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
When you click on the user ID, "Candidates" will be displayed at the bottom of the screen, so select the desired user.
Next, set the operation conditions.
A screen like the image below will be displayed, so click the area within the red frame.
A screen like the image below will be displayed.
Click the input field for "Date/Time to be Converted" within the red frame, and "Output" will be displayed.
Delete the pre-entered "{{Start Date/Time}}".
Click "Extract Data from Text" from the output.
Click "Execution Time_Extract Data from Text".
Next, click "Test" and if "Test Successful" appears, click "Save".
Finally, the last setting.
A screen like the image below will be displayed, so click "Create Meeting" within the red frame.
A screen to select the linked account and action will be displayed, so click "Next".
A screen like the image below will be displayed, so proceed with the input according to the content.
Explanation of required input fields:
・Email Address: Specify the email address of the Zoom account to create the meeting
・Topic: Enter a clear description such as "Company XYZ MTG"
・Date: The date the meeting will be held is entered, so it is fine as is
・Start Time: The time the meeting will start is entered, so it is fine as is
・Meeting Duration: Enter the expected length of the meeting
Once the input is complete, click "Test" and after confirming "Test Complete", click "Save".
Finally, click "Turn on Trigger" to complete the automation settings.
Check if the flowbot is starting correctly.
① Registering the Content of Inquiry Emails Received in Outlook to kintone
This is a flow for registering the content of inquiry emails received in Outlook to kintone.
For those who have been manually entering data, this eliminates the need for such tasks, reducing workload and is recommended for those who want to manage data efficiently.
② Send an email with Outlook at a specified time every day
This is a flow to send an email with Outlook at a specified time every day. It is recommended for those who want to freely change the email content and send standardized emails such as internal notifications.
③ Notify the recording URL to Microsoft Teams when the meeting ends on Zoom
This is the flow to notify the recording URL to Microsoft Teams when the meeting ends on Zoom. It is recommended for those who want to share the recording with the entire team smoothly and without any omissions.
The integration of Outlook and Zoom is a powerful tool that streamlines meeting scheduling and enhances productivity. Automation reduces the hassle of setting up meetings and sending notifications, preventing scheduling errors. Especially with the increase in remote work, utilizing such tools greatly contributes to the smooth progression of tasks.
Why not take this opportunity to try integrating Outlook and Zoom?
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