Managing Zoom Meetings

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 with your UC Davis account
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 this nihcfde zoom room https://zoom.us/j/4286167066?pwd=Z1M4SFRjL2pUWjJVbGt0S3NTR2hjZz09
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 with your UC Davis account
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 nihcfde zoom room https://zoom.us/j/4286167066?pwd=Z1M4SFRjL2pUWjJVbGt0S3NTR2hjZz09
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 with your UC Davis account
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 with your UC Davis account
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 with your UC Davis account
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

One Time set up steps

Share your Outlook Calendar

1. Go to https://outlook.office.com/calendar/ and log in with your UC Davis account
2. On the top right, click Share
3. Give [email protected], [email protected] 'Can edit' access

See each others calendars

1. Go to https://outlook.office.com/calendar/ and log in with your UC Davis account
2. In the left panel, click "Add Calendar"
3. In the pop up click "Add from directory"
4. Individually add the people who aren't you from [email protected], [email protected]

Configure groups.io

If your invites aren't automatically adding to the groups.io calendar

• Go to the settings for your specific groups.io mailing list and open the Premium & Enterprise Feature at the very bottom
• Got to Calendar and make sure it says 'moderators can edit'
• In that same mailing list, click on members then your name and make sure you are moderator or owner

Don't want to regularly use Davis email for mailing list

1. Sign in at https://groups.io/account
2. You should be on your account at groups.io
3. Scroll to the bottom of the page
4. In email aliases, add your UC Davis address
5. click '+add email alias'
6. This will make groups.io accept mail from your UC Davis account on behalf of your regular email address