Outreach for Zoom Mail Integration Overview

Objective

The purpose of this article is to provide instructions on setting up the Outreach Email and Calendar Sync for Zoom Mail and Zoom Calendar application, and installing the Outreach for Zoom Mail into the Zoom desktop application.

Applies To

• Outreach Admins
• Outreach Users

Before You Begin

• The account must have Workplace Business or higher license type.
• The account must have enabled Zoom Mail Service and finished Mail Service Onboarding Flow.
• Mail service End-To-End Encryption is disabled.
• The requested mailbox has been provisioned.

As these are not Outreach-specific settings, please reach out to Zoom Support to help enable these settings on your Zoom Account.

Overview

The integration allows engagement with prospects within the Zoom Email interface.

After installing the app, users will have the following features within Zoom mailbox:

• Enable/Disable Outreach from the app’s Settings
• Email Templates: Simplify email creation with ready-to-use templates
• Attachments within Templates: Share any kind of content as an attachment directly in your template
• Snippets: Add pre-written content for consistent, impactful messaging
• Reminders: Get reminded about sent emails, so you never miss a chance to engage with your Prospect
• Availability Sharing: Insert the public calendar link directly into emails. Adjust language and time zones as needed
• Open and Click tracking for reporting and deliverability metrics
• Automatic email and calendar events synchronization into the Outreach platform

Email and Calendar Setup

Outreach for Zoom Mail requires that a user has a Zoom mailbox and calendar connected and syncing with Outreach.

Mailbox Setup

1. Log in to Outreach as a user.
2. Click your username > Personal settings.
   
3. Navigate to Mailboxes.
4. Click on the email address. Users synced with Gmail will need to click Disconnect before proceeding.
5. In Email Provider, select Zoom.
6. Select Zoom as the Provider.
7. Click Connect with Zoom.
   
8. Toggle on both Enable sending messages from this mailbox and Enable syncing messages from this mailbox.
   
9. Click Save.

Please note that email aliases are not supported at this time. For more details on email account connections, please visit How To Connect a Primary Email to Outreach.

Calendar Setup

1. Log in to Outreach as a user.
2. Click your username > Personal settings.
3. Navigate to Meetings.
4. Click Calendar Setup.
   
5. Select Zoom from the list of calendar providers and follow the authorization workflow.

While connecting your Zoom calendar to Outreach is instantaneous, you may experience a delay in seeing all your meetings and calendar events synced immediately after connecting. Synchronization takes place on the backend and can take a few hours to complete, depending on the number of events that needs to be brought into Outreach.

For more details on connecting a calendar with Outreach, please visit How To Connect a Calendar to Outreach.

Application Installation

It may be necessary for the IT organization/IT Admin to whitelist the back-end application: Outreach Email and Calendar Sync to connect and sync Outreach with Zoom.

1. Navigate to the Zoom Marketplace.
2. Search and install Outreach for Zoom Mail.

Once installed, the app should appear in the Apps tab of the Zoom client.

Off-boarding

Should you need to off-board from the application, two major steps are required at user-level:

1. Disconnect your mailbox and calendar from Outreach
2. Remove/uninstall the application from your local Zoom Client

Mailbox

1. Log in to Outreach as a user.
2. Click your username > Personal settings.
3. Navigate to Mailboxes.
4. Click on the email address.
5. Click Disconnect.
   

Calendar

1. Log in to Outreach as a user.
2. Click your username > Personal settings.
3. Navigate to Meetings.
4. Click More Actions > Remove Calendar.
   

Application Uninstallation 

This step ensures the Outreach application is removed from the local Zoom client.

Only the Outreach for Zoom Mail is manageable (can be installed/uninstalled) at user level. The Outreach Email and Calendar Sync application should be managed by the organization’s IT Administrator.

1. Navigate to the Zoom Marketplace.
2. Search for Outreach for Zoom Mail.
3. Click Remove.

For the end user, the application should no longer appear in the Apps > My Apps Tab.