Zoom Management

Workflow for sending events

For ALL Outlook invitations: after creating and sending out the meeting, open the invite and go to the meeting in incognito mode. This will ensure that the link copied correctly into the Outlook ICS. Truncated links will work if you are signed in (but not for other users). Make sure you test in incognito mode!

To a mailing list

1. Go to https://outlook.office.com/calendar/ and log in
2. Click on the "New Event" button on the top left
3. Add a title
4. Invite 'post' address of the mailing list you want to invite
5. Choose the time and date
6. Be sure to check the time zone! Do this by clicking the small blue globe
7. Set a repeat as desired
8. In the description, paste any information about the meeting and the zoom room link
9. Click 'Save' in the top left corner

To a non-mailing list email

1. Go to https://outlook.office.com/calendar/ and log in
2. Click on the "New Event" button on the top left
3. Add a title
4. Enter the addresses of the people you want to invite
5. Choose the time and date
6. Be sure to check the time zone! Do this by clicking the small blue globe
7. Set a repeat as desired
8. In the description, paste any information about the meeting and the Zoom link
9. Click 'Save' in the top left corner
10. After the meeting is sent, go to your own invite and use the Zoom link in incognito mode to make sure the full URL copied

For a Training session

1. Go to https://outlook.office.com/calendar/ and log in
2. Click on the "New Event" button on the top left
3. Add a title
4. Enter the addresses of the people you want to invite
5. Choose the time and date
6. Be sure to check the time zone! Do this by clicking the small blue globe
7. Set a repeat as desired
8. In the description, paste any information about the meeting and this nihcfdetraining zoom room https://zoom.us/j/7575820324?pwd=d2UyMEhYZGNiV3kyUFpUL1EwQmthQT09
9. Click 'Save' in the top left corner

Updating times, dates, recurrences of mailing list meeting

1. Go to https://outlook.office.com/calendar/ and log in
2. Find the event you want to edit in the calendar
3. This should pop up a box, in the bottom left corner of the box click edit
4. If the event is repeating, choose whether you want to change all the events or just the instance you clicked on
5. Make changes as needed
6. DO NOT CHANGE THE RECIPIENT LIST
7. Click send in top left corner
8. Groups.io will treat changes as new events, so go to the correct calendar in groups.io click the old event
9. Select edit
10. scroll to the bottom and click delete
11. in the popup box deselect send notice to group
12. click "yes"

Updating times, dates, recurrences of non-mailing list meetings and/or trainings

1. Go to https://outlook.office.com/calendar/ and log in
2. Find the event you want to edit in the calendar
3. This should pop up a box, in the bottom left corner of the box click edit
4. If the event is repeating, choose whether you want to change all the events or just the instance you clicked on
5. Make changes as needed
6. DO NOT CHANGE THE RECIPIENT LIST
7. Click send in top left corner