Emailing documents in advance to Zoom meeting registrants

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Overview
Using Zoom to email links to registrants (recommended method)
Using Outlook to attach documents and email Zoom registrants

Overview

This guide provides two methods for distributing documents (such as readings or paperwork) to meeting registrants in advance of a Zoom meeting. Note that the Zoom meeting must have the registration required setting turned on in order to obtain registrant email addresses.

Using Zoom to email links to registrants (recommended method)

Zoom provides a confirmation email that you can send to your meeting registrants. You cannot attach documents directly, but because the confirmation email text is editable, you can link to your documents from the email.

Following the steps below, you can re-send the confirmation email to people who already registered as well as ensure that new registrants automatically get the confirmation email with the document links:

Quick guide

Step 1: Upload document(s) to Google Drive and generate shareable link(s)

Sign in to https://usc.edu/googledrive using your USC NetID.
Upload your document.
Once uploaded, right-click on the document and click on Get link.
Select University of Southern California (recommended) or Anyone with the link (if your meeting includes non-USC registrants).
Click on Copy link.

Step 2: Insert link into Zoom and email registrants

Sign in to https://usc.zoom.us using your USC NetID.
Locate and click on your meeting.
Scroll to the bottom of the meeting details page and click on Email Settings.
In "Confirmation Email to Registrants," click on Edit.
- In the "Subject" textbox, you can add text such as "Please read files in advance" so people know why you are sending the confirmation email again.
- In the textbox underneath "Thank you for registering," paste the link you copied from Google Drive above.
- Scroll to the bottom and click on Save.
The meeting details page reloads.
Scroll to the bottom of the page. In "Manage Registrants," click on View.
Click on the checkbox to the left of Registrants. This will select all the registrants.
Click on Resend Confirmation Email.
You're all set! The confirmation email with the sharing link to your document will be re-sent to anyone who already registered, and will be sent to new registrants as well.

Detailed guide (with screenshots)

Step 1: Upload document(s) to Google Drive and generate shareable link(s)

Sign in to https://usc.edu/googledrive using your USC NetID.
Upload your document:
1. In the upper left corner of the page, click on New.
2. Click on File upload.
3. Select the document from your computer and click on Open (Choose for Upload for Mac users).
4. The document uploads and a confirmation message displays in the bottom right corner of the page.
Once uploaded, right-click (control key + click for Mac users) on the document and click on Get link.
Click on Restricted.
Select University of Southern California (recommended) or Anyone with the link (if your meeting includes non-USC registrants).
Click on Copy link.

Step 2: Insert link into Zoom and email registrants

Sign in to https://usc.zoom.us using your USC NetID.
Locate and click on your meeting.
Scroll to the bottom of the meeting details page and click on Email Settings.
In "Confirmation Email to Registrants," click on Edit.
- In the "Subject" textbox, you can add text such as "Please read files in advance" so people know why you are sending the confirmation email again.
- In the textbox underneath "Thank you for registering," paste the link you copied from Google Drive above.
- Scroll to the bottom and click on Save.
The meeting details page reloads.
Scroll to the bottom of the page. In "Manage Registrants," click on View.
Click on the checkbox to the left of Registrants. This will select all the registrants. Now click on Resend Confirmation Email.
You're all set! The confirmation email with the sharing link to your document will be re-sent to anyone who already registered, and will be sent to new registrants as well.

Using Outlook to attach documents and email Zoom registrants

If you want to directly email the document(s) rather than having to first upload them to Google Drive, you can get the list of registrants from Zoom and attach the document(s) in an Outlook email.

Note that if you use this method, only people who already registered will receive the email/documents. If people register for your Zoom meeting after you already sent out the email/documents, you will have to do another round of checking registrant emails and sending out the email/documents again:

Quick guide

Step 1: Obtain list of registrant emails in Zoom

Go to https://usc.zoom.us and click on Sign in. Sign in using your USC NetID.
In the left-side menu, click on Reports.
Click on Meeting.
Locate your meeting and click on Generate.
- If you cannot locate your meeting, change the "Search by time range" dates to include your meeting's scheduled date, and click on Search.
Select Approved Registrants and click on Continue.
The Zoom page reloads on the "Report Queue" section.
In the topmost row, click on Download.
- PC users: A window appears asking you to select an option:
  - Open with: A .csv file opens on your computer in Excel.
  - Save file: A .csv file downloads onto your computer. Navigate to the Downloads folder on your computer and double-click on the file to open it in Excel.
- Mac users: A .csv file downloads onto your computer. Navigate to the Downloads folder on your computer and double-click on the file to open it in Excel.

Step 2: Attach document(s) in Outlook email to registrants

Open Outlook Client on your computer or sign in to https://usc.edu/office365 using your USC NetID.
Create a new Outlook message. Paste the email addresses from the Email column of the .csv file from Zoom into the To or Bcc field.
Attach your document(s) directly to the email, compose your message, and click on Send.
You're all set! But keep in mind that if people register for your Zoom meeting after you already sent out the email/documents, you will have to do another round of checking registrant emails and sending out the email/documents again.

Detailed guide (with screenshots)

Step 1: Obtain list of registrant emails in Zoom

Go to https://usc.zoom.us and click on Sign in. Sign in using your USC NetID.
In the left-side menu, click on Reports.
Click on Meeting.
Locate your meeting and click on Generate.
- If you cannot locate your meeting, change the "Search by time range" dates to include your meeting's scheduled date, and click on Search.
Select Approved Registrants and click on Continue.
The Zoom page reloads on the "Report Queue" section.
In the topmost row, click on Download.
- PC users: A window appears asking you to select an option:
  - Open with: A .csv file opens on your computer in Excel.
  - Save file: A .csv file downloads onto your computer. Navigate to the Downloads folder on your computer and double-click on the file to open it in Excel.
- Mac users: A .csv file downloads onto your computer. Navigate to the Downloads folder on your computer and double-click on the file to open it in Excel.

Step 2: Attach document(s) in Outlook email to registrants

Open Outlook Client on your computer or sign in to https://usc.edu/office365 using your USC NetID.
Create a new Outlook message. Paste the email addresses from the Email column of the .csv file from Zoom into the To or Bcc field.
Attach your document(s) directly to the email, compose your message, and click on Send.
You're all set! But keep in mind that if people register for your Zoom meeting after you already sent out the email/documents, you will have to do another round of checking registrant emails and sending out the email/documents again.