article

BethChimeAWS avatar image
BethChimeAWS Posted · · edited ·

Scheduling Amazon Chime Meetings with Outlook on Windows

Note: This article is for the Amazon Chime Add-In for Outlook on Windows. Amazon Chime also offers the Amazon Chime Add-In for Outlook, which works across platforms and supports Office 365. More information on selecting the best add-in for you can be found in our guide to Choosing the Right Outlook Add-In.

This article walks you through creating Amazon Chime meetings with Outlook on Windows. If you schedule meetings for someone else, please see Scheduling a Meeting for Someone Else with the Amazon Chime Outlook Add-in on Windows.

There are two ways to schedule meetings - from the Amazon Chime app or from the Outlook calendar itself. If this is your first time scheduling, start from the Amazon Chime App since this is also where you are guided through the Amazon Chime for Outlook Add-In on Windows installation. Skip to the Schedule a Meeting from Outlook section if you have already installed the Add-in.

Schedule a Meeting from the Amazon Chime App

  1. Launch Amazon Chime on Windows.
  2. From the launch pad, choose Meetings then Schedule a Meeting to open the Schedule Meeting assistant.
  3. Choose Next on the first dialog of the Meeting Scheduling Assistant.
  4. Confirm that Outlook Calendar is selected as the calendar application. If not, you may not be running a supported version of Outlook. The add-in is supported on Outlook for Windows 2010, 2013 or 2016.
  5. Choose Schedule with Outlook.
  6. The first time you do this, you'll be prompted to Install the Amazon Chime for Outlook Add-in. If Outlook is running, you’ll be prompted to shut it down.
  7. Follow the installation instructions, and then restart Outlook.
  8. You can verify that the Amazon Chime Add-In on Windows was installed properly by choosing Calendar and ensuring that Schedule Amazon Chime Meeting shows on the Outlook Calendar Ribbon.
  9. Complete the process of scheduling your meeting by returning to the Amazon Chime app and choosing Schedule with Outlook again. The first time you do this, you’ll be prompted to sign in with your Amazon Chime credentials.
  10. After you’re successfully authenticated, an Outlook invite pops up.
  11. Notice that the To: field includes a special meet@chime.aws and, if you selected a One-time Meeting ID the PIN+<ten digit>@chime.aws email addresses. Your meeting instructions are also included in the description. The Meet@chime.aws email address enables Amazon Chime’s AutoCall feature. When you include this email address, Amazon Chime receives the meeting name, date, time, and attendee details. The meeting will automatically start for registered attendees at the scheduled time.
  12. Enter the date, time, attendees, and recurrence as you normally would and then send the invite. Make sure you send to all attendees – including those inside and outside your organization.
  13. Your meeting has been scheduled. If you need to make any adjustments, just open the meeting and make your changes to time, attendees, etc. Make sure when you save the event that you choose Send updates to All (not just the new or affected attendees). Again, this is how Amazon Chime knows when your meeting starts and who to AutoCall.

        Schedule a Meeting from Outlook

        1. Make sure the Amazon Chime for Outlook Add-In on Windows is installed and enabled. You may also need to Sign in. You will either be prompted during install or you can select Schedule Amazon Chime Meeting from the Outlook Calendar Ribbon and choose Sign In.
        2. To include dial-ins, select Schedule Amazon Chime Meeting from the Outlook Calendar Ribbon (not an individual event or meeting window) and choose International Dial-ins.
        3. Open a meeting date and time by double-clicking on the Outlook Calendar, open an existing meeting or choose “Appointment” or “New Meeting” to open an invite window.
        4. From the invite ribbon, choose Schedule Amazon Chime Meeting.

        5. The Amazon Chime Add-In for Outlook on Windows prompts you to select the Meeting ID type. Select either a Personal Meeting ID or One-time Meeting ID. A Personal Meeting ID was assigned when you created your account. Use it for internal or team meetings. If you are scheduling back to back meetings, overlapping, or a highly confidential meeting, choose the One-time Meeting ID. Amazon Chime generates a special 10 digit PIN that you can use for a single meeting event or for a recurring series. Then choose Okay.
        6. The meeting is populated with the special attendees that enable AutoCall ( meet@chime.aws and, if you selected One-time Meeting ID, the optional PIN+<ten digit>@chime.aws email addresses). Your meeting instructions are also included in the description.
        7. Enter the date, time, attendees, and recurrence as you normally would and then send the invite. Make sure you send to all attendees – including those inside and outside your organization. Amazon Chime receives the meeting name, date, time, and attendee details. The meeting will automatically start for registered attendees at the scheduled time.
        8. Your meeting has been scheduled. If you need to make any adjustments, just open the meeting and make your changes to time, attendees, etc. Make sure when you save the event that you choose Send updates to All (not just the new or affected attendees). Again, this is how Amazon Chime knows when your meeting starts and who to AutoCall.
          scheduleinstallchime for outlook add-in
          10 |600 characters needed characters left characters exceeded

          Up to 25 attachments (including images) can be used with a maximum of 10.0 MiB each and 96.4 MiB total.

          Documentation

          View the Amazon Chime User, Administration Guide and API Reference on the AWS Documentation site.

          Website

          Find more information about the Amazon Chime solution, pricing, customer references, getting started, and other resources.

          Article

          Contributors

          BethChimeAWS contributed to this article AWSRyanMc contributed to this article

          Related Articles