Zoom Mail and Calendar Client Explainer

This document provides an overview and introduction to the Zoom Mail and Zoom Calendar Clients, not to be confused with the Zoom Mail and Calendar Services. The Zoom Mail and Calendar Clients specifically refer to the in-client user interfaces for managing a user’s email and calendars, and does not apply to Zoom’s calendaring and email infrastructure or service.

What Is It?

The Zoom Mail and Calendar Clients are new included beta features that bring supported email and calendar accounts into Zoom desktop and mobile clients for native access, beginning with client version 5.12.8.

Compatibility

The Zoom Mail and Calendar Clients are compatible with Gmail, Microsoft 365, and Zoom Mail Service accounts

Users can integrate their Gmail or Microsoft 365 accounts for work and school with native calendar and email access within the Zoom client. Zoom Mail Service users automatically use Zoom clients as an email and calendar client. Information on third-party integration, authorization, and access is described below.

Advantages of Using Both Mail and Calendar Client Integrations

Users with a completed Zoom Mail and Calendar integration can access both their email account and calendars within the client, streamlining workflow and reducing dependencies on separate email applications or browsers.

The Zoom Mail Client supports core email functionality

Users with the Zoom Mail Client integration can access core email features and functionalities, including but not limited to an inbox, outbox, drafts, sent messages, archiving, searching, rules (filters), starring, custom labels, vacation messages, and signatures.

Users with the Zoom Calendar Client can schedule, update, and delete calendar events within the client

Users have full access to their calendars, including shared and resource calendars, within the Zoom client. This includes the ability to schedule, update, or delete calendar events for any calendars they have access and are privileged to.

The Zoom Calendar Client also supports scheduling privilege on other user’s calendars

Authorized delegates with scheduling privilege to a user’s calendar within their calendaring provider and in Zoom can schedule meetings directly to the user’s calendar on behalf of the user. Meetings scheduled this way are automatically scheduled under the calendar owner’s Zoom account, but can be manually scheduled under the delegate’s account if desired.

Features to Streamline User Workflows

Users with the Zoom Mail and Calendar Client integrations can simplify and consolidate workflows within the Zoom client. The following features are available to users with both integrations:

• Integrated scheduling (see invitee availability)

• Share emails to Zoom Team Chat

• Attach cloud recordings to a calendar invite

• Schedule using a Zoom phone number

• Starting a chat with event participants

• See who has joined Zoom meeting in sidebar

• Integrate Zoom contact card with mail and calendar

Zoom Mail and Calendar Client Functionality

The Zoom Mail and Calendar Clients are available in beta for Windows, Mac, and mobile clients beginning client version 5.12.8

The Zoom Mail and Calendar Clients are available for use with Windows, Mac, and mobile clients beginning with Zoom client version 5.12.8.

The Zoom Mail and Calendar Clients are disabled by default for all Business, Enterprise, Education, and Healthcare accounts, unless turned on by an admin

At beta launch, Zoom Mail and Calendar Clients are automatically disabled for all Zoom Business, Enterprise, Education, and Healthcare (with a signed BAA) accounts. Account admins can enable this setting from the web under Account Settings. Refer to our support documentation for more information on enabling the Zoom Mail Client and Calendar Client.

• Users can opt-in to one or both integrations for mail and calendar If both Zoom Mail and Calendar Clients are enabled on an account, Zoom will prompt users to integrate both services by default. Users can opt-out of one or both integrations by deselecting scope permissions to Mail or Calendar during the account integration process.

• Admins can enable the Zoom Mail Client and Calendar Client on an account or group level Account admins or authorized users can enable the Zoom Mail Client and Calendar Client for the entire account or on a group level. Refer to our support documentation for more information on enabling the Zoom Mail Client and Calendar Client.

• Zoom clients do not include client-level controls like MSI or GPO settings for Zoom Mail and Calendar Clients at product launch At beta launch, Zoom desktop and mobile clients will not include MSI or Group Policy (GPO) controls for limiting client access to the Zoom Mail and Zoom Calendar Clients. Account admins or authorized users can restrict access to these features exclusively from the web.

• Zoom Mail and Calendar Clients are not available for Zoom for Government customers At beta launch, the Zoom Mail and Calendar Clients are not available for Zoom for Government (FedRAMP) customers.

The Zoom Mail Client supports one authenticated email account at a time on beta launch

At beta launch, users can integrate a maximum of one email account at a time within the client; however, users may access as many calendars as their email account is authorized to. Users with delegate access may still receive email notifications for new calendar events if subscribed.

The Zoom Mail and Zoom Calendar Clients send and receive data through REST APIs with OAuth 2.0 authentication

Similar to Zoom’s existing calendar and contacts integration, the calendaring and mail integration uses additional application scopes for email and calendar reading and writing permissions. Zoom clients fetch calendaring and email data from Gmail, Microsoft 365, and Zoom Mail through REST API requests using OAuth 2.0 authentication.

No third-party mail or calendaring data is stored within Zoom Mail servers

No email or calendaring data from third-party integrations with the Zoom Mail and Calendar Clients is stored within Zoom Mail servers. All data is processed directly from the service provider to the user’s client.

Calendar events are stored in temporary memory until the client is exited

User calendar events are stored in temporary memory (RAM) within the local machine. This data persists within the machine until it is cleared on client exit.

Email data is stored in an encrypted database on the local machine until the user is logged out

Data from the email-client integration is stored within an encrypted database on the user’s local machine. This data does not expire and is not removed from the machine unless the user is logged out of their email account within the Zoom client.

The Zoom Mail Client does not support third party add-ins

At beta launch, the Zoom Mail Client does not support third party add-ins or development features, such as integrated scheduling for alternative video conferencing providers. Users can only schedule Zoom Meetings within the Zoom Mail Client.