Adding a Dornsife Zoom Room to an Outlook calendar event

Overview
Opening a Zoom Room calendar
Adding a Zoom Room to an Outlook calendar event

Overview

Using a Dornsife Zoom Room for a meeting or event? You can invite the Zoom Room when you create an Outlook event, and can optionally include a Zoom meeting link. Inviting the Zoom Room in Outlook has the following benefits:

Your event will appear on the Zoom Room calendar and others will know that the room is reserved.
You can join the Zoom meeting, if you include its link, from the Zoom Room with a single button: no need to manually type the meeting ID and passcode.

Zoom Room availability and scheduling

Scheduling is managed by the hub or unit responsible for the Zoom Room, not DTS. This guide provides Outlook calendar instructions, but you should always follow hub- or unit-specific procedures for reserving a Zoom Room. Depending on your hub or unit, you may be expected to use a non-Outlook reservation system rather than following our steps below.

Opening a Zoom Room calendar

Some hubs or units may be using a non-Outlook reservation system. If this is the case, the Zoom Room's Outlook calendar may not accurately reflect its availability.

You can check a Zoom Room's availability by opening its Outlook calendar:

Open the calendar in Outlook for Windows

Quick guide

Open Outlook calendar.
Click Add calendar.
Click Add from directory.
Select your account.
Search for and select the Zoom Room.
Select a category and click Add.
Close the window. The Zoom Room calendar opens and also appears in your calendar list.

Detailed guide (with screenshots)

Open Outlook calendar.
Click Add calendar.
Click Add from directory.
Select your account.
Search for and select the Zoom Room.
Select a category and click Add.
Close the window. The Zoom Room calendar opens and also appears in your calendar list.

Open the calendar in Classic Outlook for Windows

Quick guide

Open Outlook calendar.
In the upper toolbar, click Add and select From Address Book. If you do not see this option, click the More commands icon.
Search for and select the Zoom Room.
Click Calendar and then click OK.
The Zoom Room calendar opens, and also appears in your Shared Calendars list.

Detailed guide (with screenshots)

Open Outlook calendar.
In the upper toolbar, click Add and select From Address Book. If you do not see this option, click the More commands icon.
Search for and select the Zoom Room.
Click Calendar and then click OK.
The Zoom Room calendar opens, and also appears in your Shared Calendars list.

Open the calendar in Outlook for Mac

Quick guide

Open Outlook calendar.
Click + Add Calendar and select Add Shared Calendar.
Search for and select the Zoom Room. Then, click Open.
The Zoom Room calendar opens and also appears in your calendar list.

Detailed guide (with screenshots)

Open Outlook calendar.
Click + Add Calendar and select Add Shared Calendar.
Search for and select the Zoom Room. Then, click Open.
The Zoom Room calendar opens and also appears in your calendar list.

Open the calendar in Outlook on the web

Quick guide

Go to https://usc.edu/office365. You may be prompted to sign in with your USC NetID and passphrase.
Select the Calendar tab in the left menu.
Click Add calendar.
Click Add from directory.
Select your account.
Search for and select the Zoom Room.
Select a category and click Add.
Close the window. The Zoom Room calendar opens and also appears in your calendar list.

Detailed guide (with screenshots)

Go to https://usc.edu/office365. You may be prompted to sign in with your USC NetID and passphrase.
Select the Calendar tab in the left menu.
Click Add calendar.
Click Add from directory.
Select your account.
Search for and select the Zoom Room.
Select a category and click Add.
Close the window. The Zoom Room calendar opens and also appears in your calendar list.

Adding a Zoom Room to an Outlook calendar event

Confirm with hub or unit staff that the Zoom Room is available for your meeting date and time.
Open Outlook calendar, create a new event, and invite the Zoom Room:
- Recipients: After adding faculty and staff attendees, search for and select the Zoom Room. Zoom Rooms are listed in Outlook by building abbreviation + room number: for example, SHS 265 or ACB 238.
- Location: Outlook automatically adds the location of the Zoom Room. If your event is hybrid, you can paste a Zoom meeting link here or use the Zoom add-in for Outlook to create one.
Send the Outlook event. Depending on how scheduling is managed, the invitation may be immediately accepted and added to the Zoom Room calendar, or it may route to hub or unit staff for approval.

Need more detailed instructions?

For step-by-step instructions, including screenshots for different Outlook versions, you can refer to our guide:

Creating an Outlook calendar event

Contributor: Jesse Fair.