Working in Sync: Zoom, Outlook & Microsoft Office at JMJ

If you use Microsoft Office then this is for you. 

With projects becoming more dynamic and clients ask us how they can use AI better we scope out more stuff so they don’t have to. We’re looking at AI tools that can keep up and not likely to be a flash in the pan. One such integration we’ve been exploring could make a real difference: Zoom AI Companion working in tandem with Microsoft Office, particularly Outlook. Imagine Zoom becoming more than just a meeting tool, it becomes a smart workspace where your emails, calendars, and tasks all come together.

Don’t fool yourself, this isn’t the future—it’s already happening.

What does Zoom AI integrate with?

Zoom AI connects seamlessly with tools many of us already rely on day-to-day, including:

• Microsoft Office (Word, Excel, PowerPoint)
• Outlook (email & calendar)

This powerful integration enables Zoom AI to help you prepare for meetings, retrieve relevant files and messages, summarise discussions, and even generate content, all without needing to toggle between apps.

It’s intelligent, intuitive, and designed to keep you focused on what matters most: delivery, execution with minimal distractions and improved focus.

What we found - The key benefits of Zoom AI + Microsoft Office & Outlook integration

1. Reply to emails and access documents without leaving Zoom Thanks to its seamless integration with Outlook, Zoom AI Companion now allows you to:

• Read, respond to, and compose Outlook emails directly within Zoom
• Use AI to draft more intelligent responses based on meeting content and previous conversations
• Instantly pull up Word, Excel or PowerPoint files shared via OneDrive or Teams, right from your Zoom meeting
• Summarise long email threads, so you don’t have to scroll through endless replies

Example use at JMJ: After a client meeting, Jacqui or another team member can stay within Zoom and reply to follow-up emails using context-aware AI suggestions, no need to jump into Outlook. It saves time, maintains focus, and ensures no key point is missed. It keeps our workflow uninterrupted and focused.

2. Your Outlook calendar, inside Zoom

With Office and Outlook connected to Zoom, your digital workspace becomes unified. You can:

• View and manage your calendar directly in Zoom
• Access meeting details, participant information, and relevant documents pulled from Outlook
• Launch or create Word files during meetings, guided by context from previous conversations
• Schedule new meetings on the spot, without switching apps

Example use at JMJ: If Jacqui has back-to-back meetings, Zoom AI can scan her calendar, pull in recent emails, and summarise key discussion points and all within seconds. It’s like having a virtual assistant ready to brief you before every call.

3. Real-time meeting insights and task management

During Zoom meetings, Zoom AI Companion works with Microsoft tools to:

• Capturing action points and key decisions automatically
• Providing real-time answers like “What’s the deadline for this?” based on previous emails or documents
• Surfacing tasks in chat or meeting notes for easy follow-up

Example use at JMJ: When action items are discussed during our Monday team meetings, Zoom AI records them and reminds team members during the week either through Zoom Team Chat or integrated tasks helping keep everyone aligned and accountable.

Why this matters for JMJ

This kind of AI support isn’t just about saving time. It’s about reducing mental clutter, improving follow-through, and helping teams like ours stay sharp and focused on what truly matters, our clients, our creativity, and our strategy.

How to get started

If you’re ready to give it a go check out our simple rollout plan:

• Connect Zoom with Microsoft 365 – Link your Zoom account with your Outlook email and calendar
• Activate Zoom AI Companion – Turn on the features that support meetings, summaries, and drafting
• Test internally – Start with internal meetings to evaluate how well it captures action items and supports communication
• Gather feedback– Check in with the team after a few weeks to refine how it fits into our workflow

By embracing this type of integration, we’re not just adding another tool—we’re enhancing the way we think, collaborate, and deliver at JMJ 

Did you know, it just so happens we can set this up for you. You may not want everything but perhaps there is something here that has peaked your interest but you don’t have time or the tech knowledge to set it up yourself. We can do that for you.