Tips When Setting Meetings

Meeting Links

Have you been sending Outlook invites and ending up with a Teams meeting link, in addition to your Zoom link? This is a setting you can change.

If you use the desktop Outlook application:

• From Calendar, click on the File menu, then select Options, then Calendar.
  • In Outlook for Mac, go to Preferences > Calendar > Options.
• Uncheck the box for Add online meeting to all meetings.
• Click OK.

If you use the Outlook web application:

• In the top menu, click on Settings (gear icon), then click on the View all Outlook settings link.
• Choose Calendar.
• Under Events and invitations, uncheck the box Add online meeting to all meetings. You can now close out the Settings pane.
• If you also use the Outlook desktop application, log out of the desktop app and log back in again to have the change take effect.

Get full instructions with screenshots of the Teams meeting add-in feature in ServiceNow.

This is something to watch for in the meetings you attend, too. If you see both a Zoom link and a Teams Join button in the invite, the meeting host planned for you to click the Zoom link.

If you want "Add a Zoom Meeting" to be an option available within Outlook Calendar as you create meetings, you can follow the steps to add the Zoom-for-Outlook add-in for Outlook (web), desktop Outlook (MacOS), or desktop Outlook (Windows). 

Zoom Passwords

As you set up your Zoom meetings, consider your security. Adding a password is a good way to ensure that hackers and bots are unable to Zoombomb your meeting. However, it is also an extra step that can delay meeting starts.

You can provide your invitees with a link that has the password embedded, so they can join with one click. The password-embedded link is complex and highly unlikely to be cracked.

• Log in to the Zoom portal.
• Go to Settings, the Meetings tab.
• Under Security, scroll down and toggle on Embed passcode in invite link for one-click join.

Avoid posting meeting links on public webpages, and especially never post publicly a meeting link that has the password embedded.

You can find more tips at Zoom Security Options.