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Overview
These instructions are if you want to schedule a Zoom meeting on behalf of someone else and you do NOT want the meeting visible in your own calendar.
Prerequisites
- Submit a ticket to Saunders Tech Support to have the Zoom Outlook Plugin installed onto your computer. There are two plugins and the default one doesn't meet the needs of these instructions.
- Ensure the person you want to schedule meetings for has granted you access to their calendar. Click here for the instructions.
- Ensure the person you want to schedule meetings for has granted you assistant access in Zoom. Click here for the instructions.
Opening the calendar for whom you are scheduling meetings
In order to view another person's outlook calendar follow these steps:
- Open Calendar in Outlook.
- On the Home ribbon along the top, select Open Calendar
- Select Open from Address Book
- Search for the person's calendar you want to access.
Scheduling a Zoom Meeting on Behalf on Another
- Select the calendar of the person you want to schedule the Zoom meeting for
- Select the day on that calendar for when you want to schedule the meeting.
- At the top of the screen select the new meeting icon and the New Meeting
- On the new meeting screen that pops-up, select Schedule a Meeting from the Zoom tab.
- On the zoom Meeting creation screen make sure you select the name of the person you want to schedule the meeting for.
- You can also edit the Zoom meeting settings from this screen.
- Once done, select Save.
- Once the Zoom meeting is added to the meeting creation, you can add attendees.
- Click Send to send the invite to all the added attendees.
- You will now notice the Zoom meeting is scheduled for the selected person and visible in their calendar, but NOT your own.
- You should be all set!
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Granting Full Outlook Calendar Permission
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- At the bottom of the outlook screen select calendar view.
- At the top of your screen, select calendar permissions.
- On the screen that opens, select the name of the person you want to grant permission to.
- Then, on the right side of the properties box check the "Create Items", "Edit Own", and "Edit All" check boxes. Click "Apply" and "Ok".
- The selected person should now have full permission's over your calendar.