When you switch between the new Outlook for Windows and the classic Outlook app, the default online meeting provider can change unexpectedly. This happens because the new Outlook uses a different settings system that does not sync meeting provider preferences with the classic version. This article explains how the default provider is determined in each version and how to set or change the default for third-party services like Zoom, Cisco Webex, or Google Meet.
Key Takeaways: Setting Your Default Online Meeting Provider in New and Classic Outlook
- New Outlook Settings > Calendar > Online meeting defaults: Choose a third-party provider like Zoom, Webex, or Google Meet as the default for all new meetings.
- Classic Outlook COM add-ins: Third-party providers require a separate add-in installed in the classic app to appear as a meeting option.
- Provider defaults do not sync: Changing the default in new Outlook does not affect the classic app, and vice versa. You must configure each version separately.
How Third-Party Online Meeting Defaults Work in New Outlook
The new Outlook for Windows is a web-based client that uses cloud settings stored in Exchange Online or Microsoft 365. It supports built-in integration for third-party meeting providers through the Calendar settings. When you set a default provider, every new meeting invitation you create automatically includes the join link for that service. This setting is stored in your Microsoft 365 mailbox settings and applies only to the new Outlook client. The classic Outlook app does not read these cloud settings for meeting providers.
Third-party providers supported in new Outlook include Zoom, Cisco Webex, Google Meet, and BlueJeans. Each provider requires that you sign in with your existing account credentials within the new Outlook settings. After authentication, the provider appears in the dropdown list of available default options.
How Third-Party Online Meeting Defaults Work in Classic Outlook
Classic Outlook (Outlook 2016, 2019, 2021, and Microsoft 365 versions) does not have a native setting for third-party meeting providers. Instead, each provider supplies a COM add-in that you install separately. For example, the Zoom for Outlook add-in, the Cisco Webex Meeting add-in, or the Google Meet add-in. After installation, a new button appears on the Meeting ribbon in the classic app. You must click that button to generate the meeting link. Classic Outlook does not offer a single dropdown to choose a default provider for all meetings.
Because the classic app relies on add-ins, the default provider is effectively the add-in you install and use most often. However, there is no global setting to force every new meeting to use a specific provider. Each meeting requires manual action to select the add-in and insert the link.
Steps to Set the Default Third-Party Provider in New Outlook
Follow these steps to configure a third-party online meeting provider as the default in the new Outlook for Windows.
- Open new Outlook Settings
Click the Settings gear icon in the upper-right corner of the new Outlook window. Select View all Outlook settings at the bottom of the settings pane. - Navigate to Calendar settings
In the Settings window, click Calendar in the left sidebar. Then click Online meeting defaults. - Choose a third-party provider
Under Default online meeting provider, click the dropdown menu. Select the provider you want to use, such as Zoom, Cisco Webex, or Google Meet. - Sign in to the provider
If prompted, click Sign in and enter your credentials for that service. Grant the permissions required to create meetings on your behalf. - Save the setting
Click Save at the top of the settings window. All new meetings you create will now include the selected provider’s join link automatically.
Steps to Set the Default Third-Party Provider in Classic Outlook
Because classic Outlook does not have a universal default setting, you must install the provider’s add-in and then manually insert the link for each meeting. The steps below show the general process for any third-party add-in.
- Install the provider add-in
Go to the provider’s website and download the Outlook add-in. For Zoom, visit zoom.us/download. For Cisco Webex, visit webex.com/downloads. Run the installer and follow the prompts. Restart Outlook if required. - Verify the add-in is active
In classic Outlook, click File > Options > Add-ins. Under Active Application Add-ins, confirm the provider name appears. If it shows under Inactive Application Add-ins, select COM Add-ins from the Manage dropdown and click Go. Check the box next to the add-in and click OK. - Create a new meeting with the provider link
Click New Meeting on the Home tab. On the Meeting ribbon, locate the provider’s button, such as Zoom Meeting or Webex Meeting. Click it. The add-in will insert the meeting link and dial-in information into the meeting body. - Set a default for new meetings (workaround)
Classic Outlook does not offer a native default provider setting. As a workaround, create a meeting template that includes the provider link. Save the meeting as a template by clicking File > Save As and choosing Outlook Template. When you need a new meeting, open the template instead of creating a blank meeting.
Common Issues When Switching Between New and Classic Outlook
The default provider changes after switching to classic Outlook
If you set a default provider in new Outlook and then open classic Outlook, the classic app does not recognize that setting. You must install the add-in separately and manually insert links. This is not a bug. The two clients use different settings storage locations.
The provider add-in does not appear in classic Outlook
If the provider button is missing from the Meeting ribbon, the add-in may be disabled. Go to File > Options > Add-ins, select COM Add-ins from the Manage dropdown, and click Go. Check the box for the provider and click OK. If the add-in is not listed, reinstall it from the provider’s website.
New Outlook shows no third-party provider options in the dropdown
The new Outlook may not display third-party providers if your organization has restricted add-ins or if the provider is not supported in your region. Verify that your Microsoft 365 admin has allowed third-party meeting providers. If the option is missing, contact your IT administrator.
| Item | New Outlook | Classic Outlook |
|---|---|---|
| Default provider setting | Built-in in Calendar settings | Not available; requires add-in |
| Third-party integration | Native support for Zoom, Webex, Google Meet, BlueJeans | Requires separate COM add-in from each provider |
| Settings storage | Cloud-based (Exchange Online mailbox) | Local profile or Windows registry |
| Auto-insert meeting link | Yes, for all new meetings | No; must click add-in button per meeting |
| Template workaround available | Not needed | Yes, save a meeting as an Outlook template |
You can now configure your default online meeting provider in both new Outlook and classic Outlook. For daily use, stick with one client to avoid confusion about which settings apply. If you must switch between clients, remember to install the add-in in classic Outlook and set the provider in new Outlook separately. An advanced tip: in classic Outlook, you can create a Quick Step that inserts a provider link into a meeting, but this requires a third-party add-in that supports automation.