Zoom Phone

Get Started

If you are a new employee, or new to using Zoom Phone, see Get Started with Zoom Phone for important information, including how to request a phone number, get a desk phone, and start making calls.

Zoom Phone Options

Zoom Phone offers flexibility and control over how you handle your Smith phone calls. Everyone with a Smith phone number can use the Zoom Phone app on a computer or mobile device, and access Zoom Phone on the web portal. Desk phones are optional. See below for information on what each platform offers.

Quick Links

Zoom Phone Training Videos

Live training sessions were held during each phase of the Zoom Phone Project 2025-26 rollout. Recorded sessions are available for viewing below. 

Making and Receiving Calls

Do I need to download and install Zoom on my computer or on my smartphone?

To make and receive calls on your Smith-assigned or shared computer, you'll need to have the Zoom app, which should already be installed by ITS. Optionally, if you would like to make or receive calls on your personal smartphone using your Smith phone number, you can install the Zoom app on your phone. 

If you plan to only use a desk phone, you don't need to use the app, but you'll still want to configure your phone settings and voicemail via the Zoom web portal (no app necessary to do this).  

Does the Zoom app need to be open in order to receive calls?

Yes, to receive calls on your computer, you need to be signed in to the Zoom app, though the app can be minimized. Remember to sign in using your Smith username and password using the SSO (key icon) option. If you are only using a physical desk phone for calls, your Zoom app does not need to be open.

How will I make a emergency phone calls and reach Campus Safety? 

Nothing has changed with regard to calling Campus Safety and emergency calls. As a reminder:

• On-campus emergencies and urgent matters: Dial 5555 from a campus telephone or 413-585-5555 from a personal phone to reach the Campus Safety emergency line.

• Dialing 911 will connect to Northampton’s Public Safety emergency line and notify Smith College Campus Safety.

• Campus Safety main office number (non-emergency): Dial 2490 from a campus telephone or 413-585-2490 from a personal phone.

Please note that if you experience an emergency off campus, we recommend using your personal device if available.

Can I call someone's 4-digit Smith extension, or do I need to dial their whole number?

With a Zoom phone, you can dial a specific extension directly. In the Zoom desktop and mobile apps, you can also simply type in the person's name to use the built-in directory and place a call.

Will my Zoom Phone ring during Zoom Meetings, and how can I control that?

When you are in a Zoom Meeting, incoming calls notifications can be automatically silenced to prevent interruptions. Notifications will also be suppressed while you are screen sharing. Navigate to your profile in th Zoom App, then select Settings> Notifications and Sounds. Toggle Hide incoming calls during meetings on.

You can also temporarily set your status to Do Not Disturb. You can further customize your notification settings for incoming calls on the Zoom web portal. See Zoom Phone Settings for instructions.

How do phones in common areas across campus work with Zoom Phone?

By default, phones in common areas (hallways, classrooms, and labs) will be configured with a standard classroom setup, which allows for on-campus and emergency calling only. All phones will be clearly labeled with their extension number and emergency dialing information.

Are calls made/received via cell signal or via internet? 

Calls can be made over internet or data — wireless, wired, and cellphone data (4G/5G).

Requesting a Desk Phone

How can I request a desk phone?

You can request a phone by submitting a general IT support ticket via Request Help, or emailing ithelp@smith.edu. 

2025-26 Project 

What happens to my Avaya phone? Can I still use it after my number is migrated to Zoom Phone?

Once your phone number has been migrated to Zoom, your current Avaya phone will no longer work. You will be able to make and receive calls through your Zoom application, or you can request a new Zoom-compatible phone. After cutover, you can drop off your Avaya phone at the User Support Center (Seelye Hall B8) during business hours, or you can hold onto it until ITS provides details about collection in January 2026. 

How are fax machines impacted?

Fax machines and their functionality are not being replaced. However, there are changes to external dialing through Zoom Phone - to send a fax, simply use the area code and phone number (no need to include 8 or 9 to dial off campus). If you have fax numbers programmed or on speed dial that include the 8 or 9 prefix, you'll need to update them. Note the 1 for long distance is also unnecessary, but won't cause a problem.

Can I use the chat functionality in the SMS tab?

Zoom Phone SMS functionality is not yet activated as of October 2025. For internal chat functionality, use existing supported chat platforms, such as Slack.