Connecting Personal Calendars

This page is for customers who will allow their users to integrate their Microsoft 365 calendar with Zoom Workplace, enabling users to see their Microsoft 365 scheduled events.

If the optional bi-directional calendar synchronization is enabled, users' Zoom Meetings will automatically synchronize between Zoom Workplace and Microsoft 365 environments.

Organizations not allowing for personal calendar connections can browse to Connecting Zoom Rooms and/or third-party conference rooms.

Configure Zoom web portal Calendar and Contact user consent settings

To configure your account to allow users to integrate their Microsoft 365 calendar with the Zoom Workplace app, perform the following steps:

1. As a Zoom Admin, sign into zoom.us.

2. Click the Account Management drop down and select Account Settings.

3. Navigate to the Mail & Calendar tab.

4. Click the Integrations tab to jump to the appropriate settings.

5. Click the toggle button next to Integrate third-party mail and calendar services then click Enable in the pop-up window.

6. For the Choose default calendar and contact services for users setting, select Office 365 and for the Authorize with: setting, select Graph API.

The option for “Exchange Web Services(EWS)” is not recommended. Microsoft has begun phasing out the EWS methods, which were previously available to connect Microsoft 365 data with Zoom services. Zoom considers these EWS methods to be unsupported legacy options.

1. Under the Who can set up the integration: setting, choose from the following option:

   1. Users can set up the integration by using OAuth

   2. Office 365 admin can set up the integration by using Application Permissions which will take you to your Microsoft 365 environment for further configuration.

Deciding whether OAuth or Application Permissions is best will vary based on your company’s goals and preferences.

The OAuth method, also called Delegated Permissions, offers flexibility in the permissions it grants, reflecting the selected permission scopes above the setting within the Zoom web portal. However, this setting can lead to un-synced calendar events, as the integration will expire and require re-authentication if the token is revoked or the user’s password changes.

Alternatively, the Application Permissions method does not require periodic re-authentication from users, but may not support the same levels of functionality. It also grants Zoom Workplace an initially greater level of access to your Microsoft 365 environment. By default, these scope permissions cannot be restricted upon approving the app; however, administrators can retroactively adjust the permissions scope of this app within Entra ID by following the steps in Revoking Entra ID Permissions section of this guide. If you want Zoom Workplace to retain access to calendar events but not mailboxes, you can revoke all permissions except Calendar.ReadWrite. For a complete list of permissions required, refer to the Validate the MGAPI Application Permissions method Application IDs and Scopes section.

(Optional) Configure calendaring settings

Zoom Workplace offers additional calendar integration configuration settings on the account and group levels for managing integration access, security, and ease of configuration. These additional configurations are not required, but can be helpful in new deployments.

Administrators can configure Zoom Workplace to prompt users to integrate their calendar when authenticating through SSO either the first time they authenticate, or prompt every time until the integration is complete.

Restrict calendar and contacts integration by domain

Administrators can restrict the Calendar and Contacts integration features to users with specified domains.

Bi-directional calendar sync

With bi-directional calendar sync enabled, if a user schedules or updates a meeting from a Zoom client or the web, the Web Calendaring Service creates or updates the event on the user’s calendar through the calendar service provider’s API. Zoom recommends enabling bi-directional calendar sync for the best user experience.

Bi-directional calendar sync is an optional calendar integration feature. When bi-directional calendar sync is enabled, Zoom services will store 30 days of sanitized user calendaring data in the cloud. The Web Calendaring Service only stores calendaring events associated with a Zoom Meeting, and disregards all other calendar events. During data sanitization, all descriptions, organizers, meeting topics, times, recurrenceInfo, and organizerId fields are stored. This information is permanently discarded after the event.

Admins can configure this feature on an account or user group level. Refer to our support documentation for more information.

Test the integration with a user account

Once completed, test the integration configuration from a non-admin Zoom and Microsoft 365 account to confirm the integration is working as expected.

1. Navigate to the user Profile page and locate the Contact and Calendar Integration at the bottom of the page.
2. Select the option to Configure Calendar and Contacts Service.

3. Select Office 365 and click Next.

4. Confirm the permissions you would like to grant access to.

5. Authenticate your identity with Microsoft 365.

6. Click Accept.

After completion, the user should be returned to their profile page with a successful calendar integration.