How Do I Manage Zoom Email Notifications?

Quick Links: | Prerequisites | Instructions | Troubleshooting | Next Steps |

This guide explains how to set up email forwarding for Zoom meeting notifications to alternate hosts. This can be useful if you want additional people to receive notifications about participants waiting to join your meeting. The primary host will still receive these notifications, but this setup allows others to stay informed as well.

Prerequisites

  • An existing Zoom meeting invitation with waiting email notifications enabled

Step-by-Step Instructions

To set up Zoom email forwarding to alternate hosts, do the following:

  1. Open a web browser and navigate to CSU Chico.
  2. Select Email > MS Exchange and log in with your credentials.
  3. Locate a Zoom waiting email notification in your inbox. This email typically contains a link that looks like this: https://csuchico.zoom.us/j/931741013.
    Outlook inbox with a Zoom email open
  4. Copy the meeting hyperlink from the email.
  5. Right-click on the email and select Create Rule.
  6. Click on More options to expand the rule creation menu.
  7. Name the rule something descriptive, such as "Zoom Waiting Notification Forwarding".
  8. Add the first condition by selecting From and entering no-reply@zoom.us.
  9. Add another condition by selecting Message body includes and pasting the meeting hyperlink you copied earlier.
  10. In the Add an action section, select Forward to and enter the email addresses of the users you want to receive the forwarded notifications.
    Zoom email forwarding rule in Outlook
  11. Save the rule.

Now, any email notifications about participants waiting to join your Zoom meeting will also be forwarded to the specified alternate hosts.

Troubleshooting

  • If the rule is not working, double-check that the conditions and actions are correctly set.
  • Ensure the email addresses entered for forwarding are correct and active.
  • If notifications are still only going to the primary host, verify that the meeting hyperlink is correctly pasted into the rule condition.

Still need help? If you run into problems or still need help, faculty and staff can reach out to the Technology & Learning Program. Students can reach out to the Center for Technology Equity.

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