Schedule a Roam meeting from Outlook Calendar

The Roam Meetings Add-In for Outlook must be installed.

To schedule a meeting in Roam using Outlook:

1. Create or modify a calendar event.
2. Click Roam > Add a Roam Meeting from the toolbar.
   • If you don’t see the Roam menu, click ⋯ and then Roam.
3. Add attendees as guests.

This creates and adds a unique meeting link to the calendar event. In the Roam meeting options, you can set the access level and enable Participants Start with Microphone Muted so everyone joins muted by default. See Creating & using meeting links for more information about how meeting links work for guests.

Automatically File the Meeting in Folders

1. Create or open a calendar event with a Roam Meeting link.
2. Click Roam > Configure Meeting from the toolbar. If you don’t see the Roam menu, click ⋯ and then Roam.
3. Under Default Folders, check the folders you want to use. Folder selections save automatically.
4. Save or send the calendar event.

Selecting a default folder automatically starts Magic Minutes when the meeting takes place and files the meeting in every selected folder. Everyone in those folders can access the resulting meeting. Magic Minutes does not include video recording.

See automatic meeting filing for changing selections and using rules alongside default folders.

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Note: Calendar events created before March 12, 2025 may not include dial-in instructions. To add them, remove and re-add Roam Video Conferencing to the calendar event.