Managing daily meeting schedules can surprisingly be a labor-intensive and time-consuming task, right? The integration of Outlook and Zoom is gaining attention as a method to significantly streamline meeting schedule management. This article introduces a way 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.
Be sure to read to the end!
Recommended for
Company representatives or managers who frequently use Outlook and Zoom
Remote workers looking to streamline meeting schedule management and notifications
Those who need to manage multiple meetings simultaneously, such as in sales or customer support
Team leaders who want to automate regular meeting setups and reminders
IT personnel at companies who want to prevent meeting overlaps and scheduling errors to ensure smooth operations
For those who want to try it immediately
This article introduces a method of integration using the no-code tool "Yoom". No complicated settings or operations are required, making it easy for non-engineers to implement. You can start right away using the template below, so be sure to give it a try!
Create a Zoom meeting when an event is scheduled in Outlook
■Overview This flow creates a Zoom meeting when an event is registered in Outlook. With Yoom, you can integrate apps without programming, so you can easily implement this flow.
■Who we recommend this template for 1. Those who manage schedules using Outlook Calendar ・Those who want to leverage registered event information in other apps ・Those who share team members' schedules in Outlook 2. Those who use Zoom ・Those who frequently hold online meetings or business negotiations
■Notes ・Please connect Yoom with both Outlook and Zoom. ・Microsoft 365 (formerly Office 365) has consumer plans and general business plans (Microsoft 365 Business). If you are not subscribed to a business plan, authentication may fail. ・The Branch operation is available on the Mini plan or higher, and the AI operation is available only on the Team and Success plans. If your plan is not eligible, the operations configured in your flow bot will result in errors, so please be careful. ・Paid plans offer a two-week free trial. During the free trial you can use apps and features (operations) that are otherwise restricted. ・You can select trigger intervals of 5, 10, 15, 30, or 60 minutes. ・The shortest trigger interval varies by plan, so please note. ・Available actions vary by Zoom plan, so please be aware. ・As of now, the following actions are only available on paid Zoom plans: ・When a meeting ends ・Get meeting recording information (only recordings that exist in the cloud can be retrieved) ・For details, please refer to the following. https://intercom.help/yoom/en/articles/9550398
How to Create an Integration Flow Between Outlook and Zoom
This flow will be carried out in 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
If you are not using Yoom, please register for free here. If you are already using Yoom, please log in.
Step 1: Integrate Outlook and Zoom as My Apps
First, register Outlook as My App.
Click "My Apps" and select "Add" on the right side of the screen.
When the following screen appears, Sign in to Microsoft365 account linked to the Outlook you want to integrate this time.
Enter the account password on the password input screen and click Sign In.
*Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and authentication may fail if you are not subscribed to the general business plan.
Next, register Zoom as My App.
Just like Outlook, click "My Apps" and select "New Connection" on the right side of the screen.
Click Zoom(OAuth) in the image below.
Enter the Client ID and Client secret.
For detailed instructions on how to register Zoom as My App, please check here.
Zoom has been registered as My App. Let's move on to the next step.
Step 2: Copy the Template
To set up automation, click "Try it" on the banner below.
Create a Zoom meeting when an event is scheduled in Outlook
■Overview This flow creates a Zoom meeting when an event is registered in Outlook. With Yoom, you can integrate apps without programming, so you can easily implement this flow.
■Who we recommend this template for 1. Those who manage schedules using Outlook Calendar ・Those who want to leverage registered event information in other apps ・Those who share team members' schedules in Outlook 2. Those who use Zoom ・Those who frequently hold online meetings or business negotiations
■Notes ・Please connect Yoom with both Outlook and Zoom. ・Microsoft 365 (formerly Office 365) has consumer plans and general business plans (Microsoft 365 Business). If you are not subscribed to a business plan, authentication may fail. ・The Branch operation is available on the Mini plan or higher, and the AI operation is available only on the Team and Success plans. If your plan is not eligible, the operations configured in your flow bot will result in errors, so please be careful. ・Paid plans offer a two-week free trial. During the free trial you can use apps and features (operations) that are otherwise restricted. ・You can select trigger intervals of 5, 10, 15, 30, or 60 minutes. ・The shortest trigger interval varies by plan, so please note. ・Available actions vary by Zoom plan, so please be aware. ・As of now, the following actions are only available on paid Zoom plans: ・When a meeting ends ・Get meeting recording information (only recordings that exist in the cloud can be retrieved) ・For details, please refer to the following. https://intercom.help/yoom/en/articles/9550398
Step 3: Setting the initial Outlook trigger and subsequent Zoom notification
Next, operate the flow bot on the Yoom screen.
Click within the red frame in the image below.
A screen like the one 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. (The shortest selectable time varies depending on the plan.)
When you click on the user ID, "Candidates" will be displayed at the bottom of the screen, so select the desired user.
Finally, the last setting.
A screen like the one below will be displayed, so click "Create Meeting" within the red frame.
(The operations 2 to 4 are set by default.)
A screen to select the linked account and action will be displayed, so click "Next".
A screen like the one 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 creating the meeting ・Topic: Enter a clear description such as "Company XYZ Meeting" ・Date: The date the meeting will be held is entered, so there is no problem ・Start Time: The time the meeting will start is entered, so there is no problem ・Meeting Duration: Enter the expected length of the meeting
Once the input is complete, click "Test" and after confirming "Test Complete", click "Save".
Step 4: Turn on the Trigger
Finally, click "Turn on Trigger" to complete the automation settings. Check if the flow bot is activated correctly.
Create a Zoom meeting when an event is scheduled in Outlook
■Overview This flow creates a Zoom meeting when an event is registered in Outlook. With Yoom, you can integrate apps without programming, so you can easily implement this flow.
■Who we recommend this template for 1. Those who manage schedules using Outlook Calendar ・Those who want to leverage registered event information in other apps ・Those who share team members' schedules in Outlook 2. Those who use Zoom ・Those who frequently hold online meetings or business negotiations
■Notes ・Please connect Yoom with both Outlook and Zoom. ・Microsoft 365 (formerly Office 365) has consumer plans and general business plans (Microsoft 365 Business). If you are not subscribed to a business plan, authentication may fail. ・The Branch operation is available on the Mini plan or higher, and the AI operation is available only on the Team and Success plans. If your plan is not eligible, the operations configured in your flow bot will result in errors, so please be careful. ・Paid plans offer a two-week free trial. During the free trial you can use apps and features (operations) that are otherwise restricted. ・You can select trigger intervals of 5, 10, 15, 30, or 60 minutes. ・The shortest trigger interval varies by plan, so please note. ・Available actions vary by Zoom plan, so please be aware. ・As of now, the following actions are only available on paid Zoom plans: ・When a meeting ends ・Get meeting recording information (only recordings that exist in the cloud can be retrieved) ・For details, please refer to the following. https://intercom.help/yoom/en/articles/9550398
In addition to the integrations introduced today, various automations can be achieved by utilizing the APIs of Outlook and Zoom.
If you find something interesting, please give it a try!
Automation Examples Integrating Outlook and Zoom
When an event is created in Outlook, you can also create a Zoom meeting and add the meeting link to Outlook. Additionally, upon receiving an email in Outlook, you can create a Zoom meeting and send the link, or send the recording link and minutes via Outlook after a Zoom meeting ends.
Share the recording link and minutes in Outlook after the Zoom meeting ends.
■Overview This is a workflow that automatically shares recording links and minutes on Outlook after a Zoom meeting ends. It allows you to quickly communicate the contents of the meeting to your team and prevent information sharing omissions. Additionally, it automates tedious manual tasks, improving work efficiency. With Yoom, you can easily connect apps without the need for programming.
■Recommended for ・Business people who use Zoom and Outlook regularly and spend time sharing information after meetings ・Administrators who want to standardize and automate the process of sharing minutes and recording links within the team ・IT personnel in companies who want to reduce information sharing errors and improve work efficiency
■Notes ・You need to connect Zoom and Outlook to Yoom. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail. ・The AI operation for transcribing audio is only available in the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, the operation of the flow bot set will result in an error, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
■Overview In this flow, a Zoom meeting is automatically generated when a new schedule is entered in Outlook, and the meeting link is added to the target Outlook schedule. This automation eliminates the need for manual meeting setup and link sharing, enabling efficient meeting management. With Yoom, you can easily connect applications without the need for programming.
■Recommended for - Business people who frequently use Outlook and Zoom and want to reduce the hassle of meeting setup - Team leaders or project managers who want to efficiently manage multiple meetings - Office workers who feel the annoyance of manually adding meeting links - Corporate managers who want to improve business efficiency and make effective use of time
■Notes - It is necessary to link Outlook and Zoom with Yoom respectively. - The trigger can be set to intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. - Please note that the minimum activation interval varies depending on the plan. - Branching is a function available in Mini plans or higher. For free plans, operations set in the Flow Bot will result in errors, so please be careful. - Paid plans such as the Mini plan can have a 2-week free trial. During the free trial, you can use restricted apps and features (operations). - Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business). If you are not subscribed to the general corporate plan, authentication may fail.
■Overview In this flow, when an email is received in Outlook, it is possible to create a Zoom meeting and automatically send the link. This automation reduces the manual work of setting up meetings and sending links, achieving efficient business operations. It will also contribute to smoother business communication. By using Yoom, you can easily connect apps without programming.
■Recommended for ・Business people who use Outlook daily and want to improve the efficiency of email handling ・Team leaders or managers who spend time setting up Zoom meetings ・Sales representatives who require accurate setup for client interactions or internal meetings ・IT personnel who want to advance workflow automation and reduce workload ・Executives who want to promote work style reform by utilizing the integration of Outlook and Zoom
■Notes ・It is necessary to connect both Outlook and Zoom with Yoom. ・The trigger can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
■Overview In this flow, you can send a scheduling email in Outlook based on Hubspot form information. This automation reduces the manual effort of scheduling meetings and supports efficient sales activities. With Yoom, you can easily connect apps without programming.
■Recommended for ・Those who regularly use Outlook and Hubspot for work ・Sales representatives managing leads using Hubspot ・Those using Outlook for scheduling meetings with clients ・Marketing personnel who want to automate follow-ups after form submissions ・Small business owners looking to streamline their sales process
■Notes ・You need to connect Outlook to Yoom. ・Microsoft365 (formerly Office365) has both home and business plans (Microsoft365 Business), and if you are not subscribed to the business plan, authentication may fail. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
■Overview The flow 'When the opportunity stage is updated in Salesforce, send a thank you email to the person in charge from Outlook' is a business workflow that automates communication with the person in charge and makes opportunity management smoother. A thank you email is automatically sent according to the update of the opportunity stage, improving work efficiency and deepening trust with the person in charge.
■Recommended for ・Sales representatives who use Salesforce for opportunity management and want to automate communication according to progress ・Business professionals who want to streamline daily operations through the integration of Outlook and Salesforce ・Sales managers who manually send emails when the opportunity stage is updated and want to reduce the workload ・Corporate implementation personnel who want to automate the sending of unified thank you emails across the team and maintain consistent quality
■Notes ・Please link Outlook and Salesforce with Yoom. ・Microsoft365 (formerly Office365) has a home plan and a general corporate plan (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail. ・Salesforce is an app that can only be used with the team plan and success plan. If you are on the free plan or mini plan, the operations and data connections set in the flow bot will result in an error, so please be careful. ・Paid plans such as the team plan and success plan can be tried for free for two weeks. During the free trial, you can use apps that are subject to restrictions. ・Triggers can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
■Overview The 'Create a card in Trello from Outlook contents' flow is a workflow for seamlessly managing emails and organizing tasks. Automatically forwarding important emails to Trello prevents overlooking or missing them and makes it easy for the team to share tasks. This is the perfect integration method for those who are overwhelmed with daily email correspondence.
■Recommended for - Business users who use Outlook regularly and want to manage their important information without missing anything. - Team leaders who manage projects in Trello and want to automatically register tasks from emails. - Sales representatives who want to streamline email correspondence and task management to avoid duplicated work. - People managing multiple projects simultaneously and want to quickly turn email contents into tasks.
■Notes - Please integrate each of Outlook and Trello with Yoom. - There are consumer and business plans for Microsoft365 (formerly Office365), and if not enrolled in the business plan, there is a possibility of authentication failure.
■Overview Are you manually creating GitHub issues each time you receive bug reports or system inquiry emails in Outlook? This repetitive task not only takes time, but also carries risks such as copy-and-paste errors and missed follow-ups. By using this workflow, you can automate the creation of GitHub issues whenever an email is received in Outlook, eliminating such hassles and errors, and achieving smoother and more accurate task management.
■Recommended for ・Developers who manually create GitHub issues from report emails received in Outlook ・Project managers who want to streamline the process of creating issues from emails and speed up the initial phase of development ・Team leaders who want to eliminate manual transcription errors and missed follow-ups, and improve the accuracy of task management
■Notes ・Please connect Yoom with both Outlook and GitHub. ・Microsoft 365 (formerly Office 365) has consumer plans and general business plans (Microsoft 365 Business). If you are not subscribed to a business plan, authentication may fail. ・For the trigger, you can choose a run interval of 5, 10, 15, 30, or 60 minutes. ・The minimum run interval varies by plan, so please be aware.
The system is activated at a fixed date and time each month, and the person in charge writes down the goals and informs the team of the content via Outlook email.
■Overview ・This is a flow that automates the notification of team goals by launching at a fixed date and time every month. ・It is possible to combine automation and manual input by having the flow start automatically while allowing the person in charge to fill in the variable sections.
■Overview The flow 'Transcribe and summarize after a Zoom meeting ends, and notify Airtable' is a business workflow that automates Zoom video highlights. By utilizing this workflow, you can automatically transcribe and summarize after a meeting ends, and notify Airtable of the results, reducing the effort of information management.
■Recommended for ・Business people who frequently use Zoom and want to efficiently manage meeting content ・Team leaders or project managers who spend a lot of time recording and summarizing meetings ・Those who use Airtable for centralized information management and want to improve work efficiency through automation ・Those who want to quickly grasp the key points of meetings using Zoom video highlights ・Executives or managers who want to quickly follow up after meetings
■Notes ・Please link Zoom and Airtable with Yoom. ・The AI operation for OCR or voice transcription is only available in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operation of the flow bot set will result in an error, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations). ・Please note that there are actions available and not available depending on the Zoom plan. ・Currently, the following actions are only available with Zoom's paid plans: ・When the meeting ends ・Get meeting recording information (only recordings existing in the cloud can be obtained) ・Please refer to the details here.
■Notes ・Please integrate with both Zoom and Box with Yoom. ・The AI operation for OCR or transcribing audio is only available in the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations set in the flow bot will result in an error, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations). ・The maximum downloadable file size is 300MB. Depending on the app's specifications, it may be less than 300MB, so please be careful. ・For details on the file size that can be handled by triggers and each operation, please refer to the following. https://intercom.help/yoom/en/articles/9413924 ・Triggers can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
■Overview Isn't creating meeting minutes after a Zoom meeting a task that requires a lot of effort—watching the recording, transcribing, summarizing, and managing files? By using this workflow, once a Zoom meeting ends, it will automatically transcribe and summarize the recording, convert the minutes into a PDF, and save it to Google Drive. By automating the entire process, you can eliminate the burden of creating minutes and spend your time on more important work.
■Who we recommend this template for - Those who feel that transcribing recordings and creating minutes for every Zoom meeting is time-consuming - Managers who want to speed up sharing of meeting content and improve team productivity - Those who want to automate manual minute creation and focus on core tasks
■Notes - Please note that available actions vary depending on your Zoom plan. - As of now, the following actions are available only on paid Zoom plans. - When a meeting has ended - Get meeting recording information (only recordings that exist in the cloud can be retrieved) - For details, please refer to the following: https://intercom.help/yoom/en/articles/9550398 - You can choose the trigger run interval from 5, 10, 15, 30, or 60 minutes. - The minimum run interval differs depending on your plan. - The maximum downloadable file size is 300 MB. Depending on the app specifications, it may be less than 300 MB. - For details on the file sizes that can be handled by the trigger and each operation, please refer to the following: https://intercom.help/yoom/en/articles/9413924 - AI operations for OCR or speech-to-text are available only with the Team plan and Success plan. In the Free or Mini plan, operations configured in flowbots will result in errors. - Paid plans such as the Team plan and Success plan offer a two-week free trial. During the free trial, you can use restricted apps and AI features (operations). - In the "Issue Document" action, you can set any storage location in Google Drive.
■ Overview This flow transcribes, summarizes the recording, and saves the minutes as a PDF to OneDrive after the Zoom meeting ends. With Yoom, you can easily achieve this flow without programming by linking between apps.
■ Recommended for: - Those who are taking time to create minutes from Zoom meeting recordings - Those who want to automate transcription and summarization of recordings to streamline minute creation - Those who manage minutes in OneDrive
■ Notes - Please link Yoom with Zoom and OneDrive respectively. - AI operations for OCR or audio transcription are features available only in the Team Plan and Success Plan. Operations set in FlowBot in the Free Plan or Mini Plan will result in an error, so please be careful. - You can take advantage of a 2-week free trial for paid plans like the Team Plan and Success Plan. During the free trial, you can use apps and AI features (operations) that are restricted. - The maximum file size for download is up to 300MB. Depending on the app specifications, it may be less than 300MB, so please be aware. - For details on file size handling in triggers and each operation, refer to the link below. https://intercom.help/yoom/ja/articles/9413924 - Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business), and if you are not enrolled in the general corporate plan, authentication may fail. - Triggers can be set to select activation intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. - Please note that the shortest activation interval varies depending on the plan.
Benefits and Examples of Integrating Outlook with Zoom
Streamlining Schedule Management
When a schedule is registered in Outlook, a Zoom meeting is automatically created, significantly streamlining the process of setting up meetings. This eliminates the need to manually generate a Zoom meeting URL. Additionally, the date, time, and participants of the meeting are automatically set, reducing the administrative burden associated with scheduling. For example, in departments like sales or customer support, where meetings are frequently scheduled, this automation can be a great help, allowing for more efficient use of time.
Automated Notifications to Meeting Participants
By integrating Outlook with Zoom, you can automatically send Zoom meeting links and details to all participants once a 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.
Preventing Meeting Overlaps
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. This is particularly effective as a preventive measure when multiple departments might schedule meetings at the same time, helping to avoid overlaps.
Conclusion
The integration of Outlook and Zoom is a powerful tool for streamlining meeting schedule management and enhancing productivity. Automation reduces the effort of setting up meetings and notifications, preventing scheduling errors. Especially with the increase in remote work, utilizing such tools greatly contributes to the smooth progress of work. Why not take this opportunity to try integrating Outlook with Zoom?
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
I worked as a customer support representative at a web marketing company for about three years. I spent a lot of time managing customer information and internal data, which was quite challenging until I discovered Yoom. I strongly feel that I wish I had encountered Yoom, which is easy to use even without programming knowledge, much earlier. I hope it can be of assistance to others who are struggling with similar efficiency issues in their work!
.avif)
