Outlook Application Users

These instructions are designed for users that have a laptop or computer that has the Outlook application installed.

This document covers the following functions:

1. Set Up and Activate your Zoom Account
2. Download and Install Zoom
3. Set up an Impromptu Meeting in Outlook
4. Set up a Scheduled Meeting in Outlook
5. Add Zoom to a Previously Scheduled Meeting in Outlook

1. Set Up and Activate Your Zoom Account

1. Go to https://westernuniversity.zoom.us/
2. Select Sign In
   Enter your Western Username and Password
   
   

   Your Zoom account will be activated automatically and you'll be taken to your Zoom Profile page

3. Configure your Profile
   Your profile is already configured with your western information.
   

Your profile is already configure with your Western information.

Recommendations

• Upload your picture
• Review and get familiar with standard setting
• Update the Global Dial-in Countries/Regions as required. This is located under Setting> Telephone> Global Dial- In Countries.
• Default setting is Canada
• Change other setting to your preferences

2. Download and Install Zoom

Zoom is available for Windows and Mac computers.

1. Go to https://westernuniversity.zoom.us/
2. Click on the Resources drop down menu at the top of your screen
3. Click on Download Zoom Client to display the download options.
4. Under Zoom Plugin for Microsoft Outlook, click Download
   
5. You may have to go to your Downloads folder and search for Zoom Outlook Plugin Setup
6. Click on the application and follow the installment prompts
7. Once it has been installed the Zoom icon will appear in your systems tray in the bottom right corner of your screen
   
8. Click on the Zoom icon
9. You will be brought to this login screen.
   
10. Select Sign In with SSO
11. Enter the company domain: westernuniversity
12. Enter your Western User ID and password
13. This is what your home screen will look like:

3. Set Up an Impromptu Meeting In Outlook

1. Open the Outlook Application
2. Under File, select Start Instant Meeting
   
3. You will be given the choice of Start with Video or Start without Video
4. Select Join with Computer Audio
5. Click on +Invite to invite participants
6. Click on Email then default Email
   
7. The instant meeting will open up in an email form
8. Add participants in the To field and when finished click send

Note 1: The subject line will read Please join Zoom meeting in Progress, so this is used for Impromptu meetings only. For scheduled meetings see Section 4.
Note 2: If participants have a computer microphone they only need to click on the zoom link they do not need to call the 647 number (which is long distance)

4. Set Up a Scheduled Meeting In Outlook

1. Open the Outlook Application
2. Under File, select Schedule a Meeting
   
3. You will be brought to this screen: choose whether you want video and which type of audio
4. These settings below have the video on for both host and participants and allows both telephone and computer audio (Note: If you are running a session with a large number of people you may want to turn the video off for participants)
5. When finished click Continue
   
6. You will be brought to this Appointment screen
7. Add Your participants in the To field
8. Set the date and time to the meeting time you would like
9. Click Send
10. Participants will receive an email notification of the meeting …….CONFIRM WHAT HAPPENS HERE – accept etc.
    

5. Add a Zoom Meeting to a Previously Scheduled Meeting in Outlook

1. From your Outlook Calendar, open up the existing meeting
2. In the top right corner of your screen, click +Add a Zoom Meeting
3. The zoom URL will be populated in the location and the sign in details will populate in the body of the invite
   
4. Participants will receive an email notifying them that the meeting details have been updated