Zoom Mail & Calendar Migration in Outreach

Objective

This guide walks you through how to switch from using Gmail and Google Calendar to Zoom Mail and Zoom Calendar within your Outreach settings for your zoom.us/zoom.com account. 

Applies To

• Zoom Mail

Before You Begin

Before you start, make sure that Zoom IT admins have assigned a Zoom mailbox and calendar to you.

In case you have a @zoom.com mailbox or calendar in addition to @zoom.us, disconnect them per the steps below.

Procedure

Switching to Zoom Mail and Calendar in Outreach 

Outreach synchronizes with your email and calendar to help streamline your workflow. 

To ensure a smooth transition when switching providers — for example, moving from Google to Zoom — each user must update their Personal Settings in the Outreach web app. 

When migrating to a new email and calendar provider: 

1. Remove the old calendar (Google Calendar) from your Outreach settings. 
2. Disconnect the old mailbox (Gmail) from Outreach. 
3. Connect the new email and calendar (Zoom) as fresh, new integrations. 

This ensures Outreach can properly sync with your updated setup. 

Disconnect your existing mailbox & calendar 

1. Open the Outreach web app. 
2. Navigate to your Personal settings.
3. Find the Meetings section.
4. Go to Calendar setup. 
5. Click Remove calendar.

Note: Calendar removal can take anywhere from a few minutes to several hours, depending on the number of events in your calendar. In rare cases, the process may take up to 24 hours. You can always refresh your browser to check the latest status.

As a double-check that your Google Calendar is successfully removed, when you navigate back to your Calendar setup, you will be able to see options to connect a calendar.

After the calendar is removed, navigate to your mailbox and disconnect it.

1. Open the Outreach web app.
2. In your Personal Settings, identify the Mailboxes section > See all mailboxes.
3. Click on your account/mailbox. 
4. Click Disconnect.
    

Connecting your Zoom mailbox & calendar 

First, connect your mailbox. If you have multiple Zoom accounts, make sure you are logged into the account you want to connect with Outreach – @zoom.us or @zoom.com. 

1. Open the Outreach web app. 
2. Authenticate with your Outreach account username and password. 
3. In your Personal Settings, identify the Mailboxes section. 
4. Under Mailboxes click Add.
   
5. Select Zoom as the email provider.
6. Click Connect with Zoom.
   
7. Read through the Mailbox agreement terms and conditions.
8. Tick the two checkboxes to set the default mailbox and agree to the Outreach mailbox policies.
9. Click Create.
   
10. Ensure Sending and Syncing are both enabled.
    

Note: Some users might be prompted to allow Outreach to sync emails and calendars. The following dialog box may appear. It is safe to click Allow.

For more details on email account connections, please visit How To Connect a Primary Email to Outreach. 

You are now ready to connect your Zoom calendar. 

1. Navigate back to Personal settings > Meetings > Calendar setup.
2. If your Google Calendar is successfully removed, you can see the options to connect a calendar.
3. Pick the Connect with Zoom option and follow the authentication steps, similar to the mailbox connection ones.
   
4. If prompted to authenticate, please ensure you utilize your @zoom.us (Okta) domain. Some users might be prompted to allow Outreach to sync emails and calendars. The following dialog box may appear. It is safe to click Allow.
   
5. After this step, your calendar events will start synchronizing with Outreach and it may take several minutes to several hours until you can see your past and planned events in Outreach.