There are several useful features in Zoom for support staff who often schedule meetings on behalf of faculty or administrative staff. We have compiled some relevant information below. In general, we recommend that you make changes to Zoom via the Zoom website (https://usc.zoom.us) rather than in the Zoom application, which has limited options.
Please drop us an email or open a ticket with us if you have questions which are not answered here but which would be helpful for support staff to know. We are happy to add them to this guide!
For faculty, extensive step-by-step guides on Zoom features used for teaching classes are available here: https://keepteaching.usc.edu/faculty/full-toolkit/communication-collaboration/zoom/
Setting up Zoom scheduling privilege
If you are scheduling a Zoom meeting on behalf of someone else, they must first grant you Zoom scheduling privilege. This is Zoom's equivalent of delegate access in Outlook, and is cleaner than using the Zoom's alternative host option if there is a possibility that you will have to schedule simultaneous meetings.
How to grant scheduling privilege
Give these instructions to the person you need scheduling privileges from.
- Go to https://usc.zoom.us/ and click on Sign in.
- Enter Shibboleth credentials if prompted.
- Go to https://usc.zoom.us/profile/setting and scroll to the bottom.
- Under Schedule Privilege, click on the + icon next to "Assign scheduling privilege to."
- Type in the USC email of the support staff member to be granted access.
- Click on Assign.
How to confirm scheduling privilege was received
Follow these instructions on your own account to confirm you can schedule Zoom meetings for the other person.
- Sign out of your USC Zoom account, and then return to https://usc.zoom.us and click on Sign in.
- Go to https://usc.zoom.us/profile/setting and scroll to the bottom.
- Under Schedule Privilege, you should now see the other person's name under "I can schedule for."
Zoom and Outlook: client add-in and other options
If you are scheduling Zoom meetings in Outlook on behalf of someone else, make sure that you have the following access set up so you can schedule meetings:
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Zoom: You will need the person to grant you Zoom scheduling privilege
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Outlook: You will need the person to grant you Outlook delegate access
Client add-in
As of mid-March 2020, Zoom add-in should already be installed in Outlook client by ITS.
When you schedule an event on Outlook calendar, be sure to set the meeting date and time on the event prior to clicking on Add a Zoom Meeting.
If you are scheduling a Zoom meeting on behalf of someone else, you can click on the Zoom Settings icon to double check that the correct person is selected from the Schedule for dropdown options.
Other options
Some staff have been reporting that the Zoom add-in buttons are grayed out in their Outlook client even when they have Zoom scheduling privilege and Outlook delegate access set up. There are two alternatives you can try:
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Microsoft Outlook Plugin
- Download the plugin from Zoom: https://usc.zoom.us/client/latest/ZoomOutlookPluginSetup.msi.
- Once you download and install the plugin, close and reopen Outlook client.
- You should now see a new icon for Schedule a Zoom Meeting when you create an Outlook calendar event (the Zoom add-in icons will remain grayed out).
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Outlook 365/OWA
- Go to https://dornsife.usc.edu/365.
- Navigate to Outlook calendar and click on New event.
- Click on the three dots (to the right of Response Options) to show the Zoom icons, which should no longer be grayed out.
You can also email ITS at consult@usc.edu so they know that the issue is affecting multiple staff.
Logging into add-in or plugin
When you log into Zoom through the add-in or plugin for the first time, you may be prompted to log in. Click on Log in with SSO (button should appear near the bottom of the panel) and enter usc.zoom.us for the domain name. You will be taken to Shibboleth to enter your USC credentials.
Zoom and Outlook: changing meeting dates/times
When you change a meeting time/date, you must manually update it, both in Zoom and in Outlook. This is because beyond the initial setup, Zoom and Outlook do not sync or communicate with each other when you make changes.
How to update the Zoom meeting
- Go to https://usc.zoom.us/meeting.
- Click on the meeting name in the Topic column.
- Scroll down and click on Edit this meeting.
- Make your changes, and scroll down and click on Save.
How to update Outlook
- If you created an Outlook calendar event: update your event as you normally would, and click on Send Update.
- If you simply used Outlook to email the meeting details: send an update email to everyone who received the initial meeting details.
Zoom and Outlook: recurring meetings
As with changing a meeting time/date, you must manually make any updates to recurring meetings in both Zoom and in Outlook. Beyond the initial setup, Zoom and Outlook do not sync or communicate with each other when you make changes.
To make changes to recurring meetings, you can follow the same steps above for changing meeting dates/times. Just be sure to select Only this meeting or All based on whether you are editing a single meeting date/time in the series, or the entire series.
Note that if you want to see all your upcoming recurring meetings in Zoom, you will need to go to https://usc.zoom.us/meeting. The Zoom application will only show the next upcoming meeting and not all meetings in the series.