Overview
In this guide, we go over how to schedule an event in Outlook and invite other attendees, as well as your options for:
- Making the event recurring
- Adding a Zoom Room or other room resource to the event
- Adding a Zoom link when needed
Creating an in-person event in Outlook (no Zoom meeting)
Creating a hybrid or remote event in Outlook (Zoom meeting)
If your event is hybrid or fully remote, you can add your Zoom meeting link to your Outlook event. This makes it easy for people to join you via Zoom, whether they are joining from their own devices or from a Dornsife Zoom Room.
Note: Outlook and Zoom do not sync to each other, so if you later edit the Outlook event details, you must separately update Zoom.
For example, if you schedule an Outlook event for 10am, and then later move the event to 4pm, you must change the event time from 10am to 4pm in both Outlook and Zoom (either online at https://usc.zoom.us or in the Zoom app).
Step 1: Create the Zoom meeting for the event
Create the Zoom meeting link using any of the following methods:
- Method 1: Schedule the Zoom meeting online at https://usc.zoom.us
- Method 2: Schedule the Zoom meeting in the Zoom app
- Method 3: Add the Zoom meeting with Outlook's Zoom add-in when you create the Outlook event
Method 1 will give you the most options when setting up the Zoom meeting, but if you just need to schedule a basic meeting, Method 3 is often quickest. If you plan to set up the Outlook event as recurring, make sure that you set up the Zoom meeting as recurring, too.
Step 2: Create the Outlook event and include the Zoom meeting link
Create a Zoom-enabled event in Outlook for Windows
Quick guide
- Open Outlook and click the Calendar tab (bottom left).
- Click New Meeting (top left).
- Fill out the following:
- Meeting subject and description
- Meeting start and end time
-
To create a recurring meeting: Click Recurrence in the top bar. You can customize the frequency and the end date, but the time must remain the same. Click OK.
-
To: Add people by email address. You can click To…to display the directory, and to CC people.
- Using a Zoom Room or other room resource for the meeting? Add it here: Click To… to display the room directory. Type the room's building abbreviation and number, and select the room from the list. Click Required, and click OK. This puts the event on the room's calendar.
-
Location: Delete anything that's been inserted in this field. Then, paste your Zoom meeting link here or use the Zoom add-in to generate a link.
- Click Send. The meeting invite sends to your attendees and to the Zoom Room if you selected one.
Detailed guide (with screenshots)
- Open Outlook and click the Calendar tab (bottom left).
- Click New Meeting (top left).
- Fill out the following:
- Meeting subject and description
- Meeting start and end time
-
To create a recurring meeting: Click Recurrence in the top bar. You can customize the frequency and the end date, but the time must remain the same. Click OK.
-
To: Add people by email address. You can click To… to display the directory, and to CC people.
- Using a Zoom Room or other room resource for the meeting? Add it here: Click To… to display the room directory. Type the room's building abbreviation and number, and select the room from the list. Click Required, and click OK. This puts the event on the room's calendar.
-
Location: Delete anything that's been inserted in this field. Then, paste your Zoom meeting link here or use the Zoom add-in to generate a link.
- Click Send. The meeting invite sends to your attendees and to the Zoom Room if you selected one.
