Scheduling a meeting for someone else using Outlook for Windows

Note: This article is for the Amazon Chime Add-In for Outlook on Windows.

If you’re using Outlook on Windows, this article describes how to schedule Amazon Chime meetings for someone else.

If you are scheduling your own meetings or are scheduling meetings for someone else and using Outlook on Mac, see this article on how to schedule meetings with Amazon Chime Add-in for Outlook.

Step 1: The other person (the delegator) adds you as a delegate:

1. See https://amazonchime.zendesk.com/hc/en-us/articles/38805192336411-Assigning-another-user-to-be-a-delegate
   
   Note: Amazon Chime ensures that the meeting ID used matches the email address of the user who owns the calendar. Auto-call will not function properly if the calendar is a shared calendar or if the meeting ID belongs to a different user.

Step 2: You install the Amazon Chime Add-in for Outlook on Windows.

1. Exit Outlook.
2. Launch the Amazon Chime Windows app and Choose Meetings > Schedule a Meeting.
3. Click Next.
4. Make sure Microsoft Outlook is listed as the calendar app.
   
5. Scroll to the bottom of the assistant and choose Get Outlook Add-in and then follow the instructions to Download and then install the Amazon Chime Add-in for Outlook on Windows.
6. Restart Outlook.
7. Verify that the Amazon Chime for Outlook Add-In on Windows was installed by choosing Calendar and ensuring that Schedule Amazon Chime Meeting shows on the Outlook Calendar Ribbon.
   
8. Sign into the Amazon Chime for Outlook Add-In on Windows by choosing the Schedule Amazon Chime Meeting icon in the Calendar ribbon and selecting Sign In. You only do this one time, as your information is stored.

Step 3: Schedule a new or update an existing meeting.

1. Navigate to the calendar of the person for whom you are scheduling, open their Outlook calendar and double-click on the calendar to schedule a new Appointment window or open an existing meeting.
2. From the Appointment ribbon, choose Schedule Amazon Chime Meeting.
3. The Amazon Chime Add-In for Outlook on Windows prompts you to select the account to use in scheduling the meeting. Select the dropdown (showing all Amazon Chime users for whom you are set as a delegate), and choose the calendar owner. Choose OK.
   
4. Select your meeting options

   1. Meeting ID section

      Select either to generate a new ID your personal meeting ID. We highly recommend choosing one of the Generate a new ID meeting types. The personal meeting ID was assigned to you when you created your Amazon Chime account and it is best used for adhoc personal meetings.

      If you are scheduling back to back meetings, external, or confidential meetings, choose the Generate a new ID option. Amazon Chime generates a special 10-digit meeting ID that you can use for a single meeting event or for a recurring series. There is no limit to how many new IDs you can generate.

      If you are scheduling a confidential meeting and you want to add a passcode that can be used to start the meeting or share host controls (for instance so another attendee can record the meeting), choose the Generate a new ID and require moderator to start. For more information about moderated meetings, please see this article.

      Note: You can also give your personal meeting ID a friendly name by navigating to Meetings and choosing My meeting bridge information from the menu and clicking on your Personalized ID.

   2. Security section

      Decide who can join your meetings directly and who can skip the Waiting Room.

      Registered users whose Amazon Chime account is associated with an email that was invited to the meeting along with meet@chime.aws are always allowed to join the meeting. Attendees in the same company (based on the Amazon Chime account that the organizer belongs to) can also join directly.

      Check the Attendees outside of my company who are signed in option, so anyone registered with an Amazon Chime account who knows the meeting ID joins directly and doesn't wait

      Check the In-room video systems to allow attendees to join from conference room equipment. If you do not check the In-room video systems option, attendees joining from a conference room will be LOCKED out!

   3. Dial in-audio section
      Decide if you want to include Dial-in numbers in the meeting invitation and choose which numbers to include.
      
      Note: Amazon Chime generates a unique 13-digit meeting ID for each invited attendee when the meeting begins which can be used to dial into a meeting when joining. An invited attendee signed into Amazon Chime may obtain their 13-digit meeting ID by choosing the Dial-in tab from the device preview panel when first joining the meeting from a client or by choosing the Switch to dial-in option from the audio menu on the lower call controls from Windows, macOS or the web applications.
      
5. The Amazon Chime Add-In for Outlook on Windows populates the invite with the following:
   1. The email address of the person for whom you are scheduling,
   2. the meet@chime.aws email address and if you choose to Generate a new ID, the pin+ID@chime.aws address which lets Amazon Chime know which meeting ID to use.
   3. The meeting instructions, which include the meeting join link, dial in information, and Meeting ID.
6. Edit the meeting instructions as needed to complete the invite, including inviting attendees, subject, date and time, and recurrence.
7. Choose Send to notify attendees and Amazon Chime. If you made changes to an existing meeting, choose Save and Send. If prompted, make sure you choose Send updates to all attendees so that everyone, including Amazon Chime, receives the new meeting details.
   
   Note: Make sure to choose Send updates to all attendees - If not, Amazon Chime will not be updated with the new attendees or changes and will not be able to auto-call when the meeting starts.