Update: Syncing Google Calendar and Zoom

30 January 2025
By Dann Hurlbert

January 29, 2025

You may have noticed that Zoom meetings you scheduled through Google are no longer listed in your Zoom app. You may have tried to add someone as an alternate host and could no longer find the place to do this. Here is why and how to fix this.

Zoom recently changed its name to Zoom Workspace and is now offering more tools as part of their suite.  One of the updates includes a NEW way to schedule your Zoom meetings and sync them with your Google Calendar. Below is the process. (You can also access it through this Google Doc.)

  • First, you’ll install the Zoom for Google Workspace Plugin (if you scheduled Zoom meetings through your Google calendar, you already have this plugin).
  • Then you’ll, update your Zoom Desktop App & Connect it.

 Zoom for Google Workspace Plugin Install

  1. While signed into Google in a Browser window, click the Rubik’s cube menu in the top right corner.
  2. Scroll down to select More from Google Workspace Marketplace.
Google choices under the nine dots in top right corner, highlighting the Google Marketplace button.
  1. Search for Zoom, locate Zoom for Google Workspace, click Install, and follow the instructions.
Google Marketplace showing the Zoom plugin logo for installation.
Google list of permissions one has to agree to when installing the Zoom plugin for Google.
  1. This process involves giving Zoom access to lots, including your Google Calendar events and some emails.  If you’re comfortable with it, scroll to the bottom and click Allow.

Great! You’re through the first part of the process! Here’s what’s next:

Zoom logo.

Zoom Desktop App Install and/or Update

  1. If you’ve not yet installed the Zoom Desktop App, visit https://zoom.us/download and download the appropriate app for your computer. Follow Zoom’s installation instructions.
  2. Open the Zoom Workplace Desktop app on your computer.  
  3. Check for Updates.
  4. After the install, or if there is no update available, re-open the Zoom Workspace App and click the Calendar along the top.
Zoom application, highlighting the Calendar tab in the top bar.
Zoom application, on calendar tab, highlighting the Connect button in top left corner.
  1. Click Connect, and choose your Carleton Gmail account. Follow the steps to confirm the connection.

Zoom app, on calendar tab, showing the refresh arrow.
  1. When you schedule a meeting EITHER in your Zoom Desktop app OR in your Google Calendar, the meeting should appear in both locations.  (The sync may take 20-30min, but you can also “refresh” the two by clicking the refresh circle arrow in the Zoom Desktop app to sync them quicker.)

Note:   Being intentional about your default settings is especially helpful when you start using the Zoom for Google Workspace plugin to schedule meetings in your Google Calendar. With this process in place, any of the meetings you schedule through Google Calendar will pull your default meeting settings, such as using the waiting room, muting participants upon entry, and more.

If you have additional questions about Zoom or the Google Suite, you can reach out to Carleton’s Academic Technology Team.

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