Add video calls to Microsoft Outlook® meetings

Google Apps for Work users can schedule Hangouts video calls with other Outlook users in their company with the Hangouts Plugin for Microsoft Outlook®.

This plugin is also used by Chromebox for meetings organizations that do not have Google Apps for Work. The plugin adds a video call name to the Microsoft Outlook event, and participants join the video call from a Chromebox for meetings device by entering the video call name using the remote control.

Outlook users inside the organization’s domain can join by clicking the video call link in the Microsoft Outlook event. Once the meeting is started, click Invite People Invite people to invite users to the video call. Participants from inside or outside your organization can be invited. Learn more.

Install the Plugin

To install the Hangouts Plugin for Microsoft Outlook®, you must have administrator privileges on your computer. Please see your administrator for help.

  1. On a Windows computer, open a browser and go to https://tools.google.com/dlpage/hangouts_outlookplugin.
  2. Click Download Hangouts Plugin for Microsoft Outlook®.
  3. Run the downloaded HangoutsOutlookPlugin.exe to complete the installation.
Create a Hangouts video call

The plugin adds two buttons in the Office Ribbon for Outlook Mail and Calendar: one for scheduled and one for unscheduled video calls.

Method Description


Schedule a Hangout 

Schedule a Hangout

Create a new meeting populated with Hangouts video call details.

Tip: If you are editing an existing meeting, click Add a Hangout Add Hangout to meeting to add a meeting. This adds the video call name to the location field and instructions for joining the meeting to the message. This also updates an existing Hangout if the meeting details were changed.

Start a Hangout 

Start a new Hangout

Launch a spontaneous video call. The video call opens in your default browser.
Chromebox for meetings device If you are using a Chromebox for meetings device, enter the video call name using the remote control.
Add guests

Internal participants

You can invite internal participants—people who have Google Apps accounts in the same domain—in multiple ways:

  • Add them as a guest to the Outlook calendar event.
  • Click Invite People Invite people to add them as a guest in the video call. Learn more.
  • If your organization has Chromebox for meetings devices, you can send them the video call name.

External participants

External guests must be invited in the Hangouts video call after it starts. Guests must join the call while signed in to a Google account, such as Gmail. See Add external guests to an ongoing call for more information.

Users outside your domain can be invited to join after the video call is started.

  1. Start the video call.
  2. Click the icon next to the meeting name (such as Internal guests only), or click Invite People Invite people.
  3. Select Change and then Allow.

  4. The icon changes to a sharing link

  5. Enter the email addresses of the guests you'd like to invite, or copy the meeting URL and manually send it to additional guests.
  6. Click Invite to send a link to the email addresses you entered.
The meeting name icon changes to Invited guests only or Join with link, indicating that the video call is no longer internal to your organization only.
Join a video call

You can join a video call using the Outlook buttons, or using the meeting name.  Additional guests can be invited by clicking Invite People Invite people after the meeting starts.

If you have Google Apps for Work

If you have Google Apps for Work, you can join the video call by:

Method Description

Click Start a Hangout Join a Hangouts Video Call

Click the Start a Hangout Join a Hangouts Video Call button and sign in with the correct Google account (if you have more than one).

Click the link

Click the URL in the calendar invitation. You will join the video call with the Google account used to sign in to your browser.

Use a Chromebox for meetings device Enter the video call name using the remote control. Learn more.
If you do not have Google Apps for Work

If you do not have a Google Apps for Work accounts, you can join the video call in the following ways:

Method Description

Click the link

(Users inside the organization’s domain only) 

Sign in to a Google account, such as Gmail, and click the link in the calendar invitation.

You will join the video call with the Google account used to sign in to your browser.

Chromebox for meetings device Enter the video call name using the remote control. Learn more.
By invitation

Additional guests, including users outside the domain, can be invited after the meeting starts by clicking Invite People Invite people.

Guests must be signed in to a Google account, such as Gmail. Learn more.

When you are syncing with Google Apps Sync for Microsoft Outlook®, the Hangouts links created in Google Calendar events do not sync to Outlook.
Change your default video call settings

To customize your default video call settings, click New > Meeting request, then click Hangouts Settings Hangout Settings in the ribbon.

Frequently Asked Questions

I don't have Google Apps. Can I use the Hangouts Plugin for Microsoft Outlook®?

Yes. Non-Google Apps customers can use Hangouts Plugin for Microsoft Outlook® with Chromebox for meetings. For example, you can:

  • Schedule and join video calls using Outlook.
  • Join from a Chromebox for meetings device by entering the video call name using the remote control.
You must be signed in to a Google account, such as Gmail, to join from a web browser.
Can I invite users outside of my domain using the Hangouts Plugin?

Yes. Users outside your domain can be invited to join after the video call is started. Learn more.

Why are guests are getting the error “There is a problem connecting to the video call. Try again in a few minutes.” when trying to join the video call?

Check the following:

  • If using the Microsoft Outlook® video call link, the guest must be a member of your domain.
  • External guests must be invited using by clicking Invite People Invite people after the meeting starts.
  • All users must be signed in to a web browser using a Google account, such as Gmail.
Why are my Hangouts Plugin Setting options disabled?

Your administrator is managing the settings for your organization. To make changes, contact your administrator.

How can I remove the Hangouts Plugin buttons on the Mail and Calendar views?

You can remove the buttons by right clicking on the ribbon and selecting Customize the Ribbon. Under Home, select the Hangouts group, and click the remove button.

Can I use the Hangouts Plugin for Microsoft Outlook® with Outlook for Mac?

No.

What should my Hangouts Domain settings value be?

The Hangouts "Domain" is the domain name of your Google Apps for Work domain in which you are using Google Hangouts. If your Google Apps for Work e-mail address is joeuser@altostrat.com, your Hangouts Domain value is altostrat.com.

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