Zoom Phone Settings
Zoom Phone Settings
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With Zoom Phone, you can customize how and when you are notified of incoming calls, create unique voicemail greetings for different scenarios, and adjust your status so that callers can see when you are busy.
Overview
Overview
Whether you use Zoom Phone on your computer or desk phone, it's important to review the available settings so that you can customize your experience.
Settings offered in the Zoom app on your computer allow you to quickly change your Zoom status and notification preferences.
Options available in the Zoom web portal allow you to set your business hours and preferences, like which voicemail greeting to use during business hours, or whether or not calls ring on your computer.
Quick Start - Recommended Settings
Quick Start - Recommended Settings
By default, Zoom Phone calls will be set up to ring on all of your available devices when your account is activated: Zoom desktop application, mobile application, and desk phone (if applicable). You can control how and where incoming calls ring by selecting your preferred devices and quickly toggling your status as needed.
We recommend reviewing these basic settings first.
Hide Calls Notifications on Your Computer During Zoom Meetings
Hide Calls Notifications on Your Computer During Zoom Meetings
If you plan to use the Zoom app on your computer for calls, we recommend adjusting this setting to avoid call notifications during Zoom Meetings. This won't apply to notifications when you're in meetings outside of Zoom. Note: Even if you have your Google Calendar integrated with Zoom, this setting only applies to meetings scheduled in Zoom.
From the Zoom desktop application, select your profile icon in the upper-right corner of the screen.
Select Settings.
From the menu on the left, select Notifications & Sounds
Under Desktop Notifications, toggle Hide incoming calls during meetings to On.
Block All Incoming Call Notifications with Do Not Disturb
Block All Incoming Call Notifications with Do Not Disturb
To block all incoming call notifications at any time, whether you are in a Zoom meeting or not, update your status to Do Not Disturb through the Zoom app or your desk phone. Selecting Do Not Disturb on any device silences notifications across all devices.
From the Zoom desktop application:
Select your profile icon in the upper-right corner of the screen.
Hover over the current status to open up the list of available options. Select Do not disturb to silence calls to all devices for the time period specified.
From your desk phone:
Select the DND softkey. Select again to turn this setting off.
Select Which Devices Ring During Business Hours
Select Which Devices Ring During Business Hours
Adjust your account settings to select your preferred devices for receiving incoming calls. If you'd like a device to never ring, you can turn it off. To select or turn off your Zoom Phone devices:
Log into the Zoom Web Portal, select Phone from the left side menu, then select the Settings tab.
Scroll down to Call Handling. You'll see a section called Business Hours.
Next to Call Handling, select Edit.
All devices are toggled on by default. If you prefer a device not to ring (for example, if you only want to receive calls on your desk phone and not on your computer), you can deselect the device in this list.
Zoom Application Settings
Zoom Application Settings
In the Zoom application on your computer, you can adjust your status at any time and customize desktop notifications and ringtones.
Status
Status
Select your profile icon in the upper right corner of the screen and select the current status to open up the list of available options, which include Busy, Do not disturb, and Away. Others who search for you in the directory to make a call will see your status. For a description of all status options, visit Setting your presence status.
Selecting Do not disturb will block all Zoom Phone notifications (including on a physical phone) for the period of time you select.
Notifications and Sounds
Notifications and Sounds
Select your profile icon in the upper right corner of the screen, then select Settings. From the menu on left, select Notifications & Sounds.
Volume
Adjust your ringtone volume.
Ringtones
Select unique ringtones for your phone line or lines, or choose the Silent option.
Desktop Notifications
Set "Do not disturb hours" - a range of hours during each day when notifications will be muted.
Hide incoming calls during meetings - we recommend toggling this to on to avoid call notifications during Zoom Meetings.
Audio
Audio
Select your profile icon in the upper right corner of the screen, then select Settings. From the menu on the left, select Audio.
Speaker - toggle Hear incoming calls on an additional device on or off. Turning this on means that if you have other audio devices connected to your computer (like headphones), incoming calls will ring to all devices.
Microphone Modes - the recommended setting is Noise Removal and High (background speech)
Forward Calls
Forward Calls
Select your profile icon in the upper right corner of the screen, then select Forward Calls. Select one of the following
Forward incoming calls to a name, number, or extension
Enter a name or number for call forwarding
Enter a specific duration that you'd like calls forwarded for, or Always for the setting to be active until you turn it off.
If you'd like the call to go to your voicemail if unanswered (as opposed to the person the call is forwarded to), toggle that on.
Select Turn On
Forward incoming calls to voicemail or videomail
Your default voicemail greeting will be used.
Enter a specific duration that you'd like calls forwarded for, or Always for the setting to be active until you turn it off.
Select Turn On
You'll see a message at the top of your app indicating that call forwarding is on.
To stop forwarding calls, select Turn off.
Settings Available in the Web Portal
Settings Available in the Web Portal
Settings available through the Zoom Web Portal allow you to manage how incoming calls are handled, including on which devices your calls will ring, when callers are routed to voicemail and what they hear during business hours, break hours (e.g. class times), after hours, and during extended OOO periods.
If you use a desk phone, you can configure your speed dial buttons in the web portal.
Call Handling
Call Handling
Call Handling is what happens to your incoming calls - what devices they ring on, when calls go to voicemail, and which voicemail greeting callers hear. To update your settings, log in to the Zoom Web Portal, select Phone from the left side menu, then select the Settings tab.
Call Handling Resources from Zoom:
Initial Zoom Phone Set Up (video)
Call handling overview (video, includes settings for outside business hours)
Note: Some setting options covered in Zoom help materials may not apply based on Smith's configuration.
Incoming Call Settings - Business Hours
Incoming Call Settings - Business Hours
By default, Zoom Phone calls will be set up to ring on all of your available devices: Zoom desktop application, mobile application, and desk phone (if applicable). To update your preferences and control how and where your incoming calls ring, navigate to Business Hours under Call Handling and follow the steps below. Once you have updated your business hours, additional settings for Closed Hours and Break Hours will become available.
Select Edit to set your regular working hours.
Next to Call Handling, select Edit. Choose which devices you'd like calls to ring on during these hours by toggling them off or on. If you do not currently have a Yealink phone, it will appear in your account once one is plugged in (after your cutover date). You can also drag to reorder devices in a specific sequence (see 3).
If you will use Zoom Phone on multiple devices, select the drop-down under Call Handling Ring Mode to choose a ring pattern: Simultaneous (calls ring on all devices at once) or Sequential (calls ring on the first device and then move on to the next if not answered).
If you prefer a device to never ring, you can deselect the device in the Call Handling list.
Determine how long you'd like a call to ring before it goes to another device or voicemail. The default 30 seconds corresponds to 4 rings.
Choose what happens when you receive a call while already on the line.
Choose what happens to a call that is not answered. This will likely be Forward to voicemail for most, but you also have the option to Forward another extension.
Select Edit to record or upload your customized voicemail greeting. There is also a text-to-speech option - you can type in a message and Zoom provides the audio. See Voicemail for detailed instructions.
Closed Hours
Closed Hours
Once you set your Business Hours, anything outside of those hours is considered Closed Hours. The default setting is for calls to not ring during those hours and be sent to voicemail. To make changes:
Log into the Zoom Web Portal, select Phone from the left side menu, then select the Settings tab.
In the Call Handling section, scroll down to Closed Hours.
Select Edit next to Call Handling to choose which devices you'd like calls to ring on during this period. Leaving all devices unselected means the call will not ring anywhere.
Use the dropdown under When a call is not answered to select what happens to incoming calls during this time. You'll most likely select Forward to voicemail or Forward to another extension.
If you choose to have the call forwarded to voicemail, you can add a unique greeting, for example, "You have reached me outside working hours". You can also select your standard greeting if you have already entered one. See Voicemail for detailed instructions.
For detailed instructions on forwarding, see Forward to Another Extension.
Faculty - Break Hours to Silence Calls During Class Time
Faculty - Break Hours to Silence Calls During Class Time
You can use Zoom's Break Hours feature to turn off call notifications for set days/times of the week, blocking out those times that you are in class, in office hours, or otherwise consistently unavailable each week. There are several options for handling calls during these periods, including sending them directly to voicemail or forwarding them.
Note: Business Hours must be set up before Break Hours can be added.
Log into the Zoom Web Portal, select Phone from the left side menu, then select the Settings tab.
In the Call Handling section, scroll down to Break Hours and select Manage.
Select Add to create a new "break".
Select Every business day if the break is standard across the entire week, or Custom Hours to set certain hours on certain days.
Add a name for the break (or class) and choose the days and times.
Then Save.
You'll be taken back to the Break List and Call Handling screen, where you can adjust the settings for what happens to your calls during that period.
Select the break on the left, then select Edit next to Call Handling.
Choose which devices/apps you'd like calls to ring on during this period. Leaving all devices unselected means the call will not ring anywhere.
Select Close to return to the Break List and Call Handling screen.
Use the dropdown under When a call is not answered to select what happens to incoming calls during this time. You'll most likely select Forward to voicemail or Forward to another extension.
If you choose to have the call forwarded to voicemail, you can add a unique greeting for these designated time periods, ie, "You have reached me while I am teaching a class..." You can also select your standard greeting if you have already entered one. Select Edit under Greeting and Leave voicemail instruction to update the greeting. See Voicemail for detailed instructions.
For detailed instructions on forwarding, see Forward to Another Extension.
To add a second break period, select Add and repeat the process.
Staff - Break Hours
Staff - Break Hours
You can use Zoom's Break Hours feature to turn off call notifications for set days/times of the week, blocking out your regular lunch break or consistent recurring meetings. There are several options for how to handle calls during breaks, including sending directly to voicemail or forwarding.
Note: Business Hours must be set up before Break Hours can be added.
Log into the Zoom Web Portal, select Phone from the left side menu, then select the Settings tab.
In the Call Handling section, scroll down to Break Hours and select Manage.
Select Add to create a new "break".
Select Every business day if the break is standard across the entire week, or Custom Hours to set certain hours on certain days.
Add a name for the break and choose the days and times.
Then Save.
You'll be taken back to the Break List and Call Handling screen, where you can adjust the settings for what happens to your calls during that period.
Select the break on the left, then select Edit next to Call Handling.
Choose which devices/apps you'd like calls to ring on during this period. Leaving all devices unselected means the call will not ring anywhere.
Select Close to return to the Break List and Call Handling screen.
Use the dropdown under When a call is not answered to select what happens to incoming calls during this time. You'll most likely select Forward to voicemail or Forward to another extension.
If you choose to have the call forwarded to voicemail, you can add a unique greeting for these designated time periods, i.e., "You have reached me while I am at lunch..." You can also select your standard greeting if you have already entered one. Select Edit under Greeting and Leave voicemail instruction to update the greeting. See Voicemail for instructions.
To add a second break period, select Add and repeat the process.
Holiday/Out of Office Hours
Holiday/Out of Office Hours
If you'll be away for an extended period and do not wish to receive incoming calls, you can adjust your call settings for that period and create a customized voicemail message.
Log into the Zoom Web Portal, select Phone from the left side menu, then select the Settings tab.
In the Call Handling section, scroll down to Holiday Hours and select Manage.
Select Add to create a Holiday.
Enter a name and date range, then Save.
You'll be taken back to the Holiday List and Call Handling screen, where you can adjust the settings for what happens to your calls during that period.
Select Edit next to Call Handling to choose which devices you'd like calls to ring on during this period. Leaving all devices unselected means the call will not ring anywhere.
Use the dropdown under When a call is not answered to select what happens to incoming calls during this time. You'll most likely select Forward to voicemail or Forward to another extension.
If you choose to have the call forwarded to voicemail, you can add a unique greeting for the holiday, for example, "I am out of the office until January 5th..." You can also select your standard greeting if you have already entered one. Select Edit under Greeting and Leave voicemail instruction to update the greeting. See Voicemail for detailed instructions.
For detailed instructions on forwarding, see Forward to Another Extension.
Voicemail
Voicemail
Voicemail can be accessed through the Zoom app, web portal, and a physical phone. The audio file and transcription will also be sent to your email inbox.
For complete instructions on creating voicemail greetings and accessing your messages, see Voicemail.
Forward to Another Extension
Forward to Another Extension
You can choose to forward unanswered calls in any of the call handling scenarios above. You may want to set up forwarding during your closed hours or while you are on a break or in class. To set up forwarding:
Log into the Zoom Web Portal, select Phone from the left side menu, then select the Settings tab.
Scroll to the appropriate call handling section (Business Hours, Closed Hours, Break Hours, or Holiday/Out of Office)
Use the dropdown under When a call is not answered to select Forward to another extension.
Use the dropdown menu under Forward To to select an option and enter the name or extension. You can forward to another user or extension, including departmental numbers.
Check the box next to "Play callee's voicemail greeting when caller reaches end of forwarding sequence" if you'd like unanswered forwarded calls to go to your voicemail. If left unchecked, a caller will hear the voicemail greeting and leave a message for the person the call was forwarded to.
Select Save.
If you checked the box, verify the correct voicemail greeting is selected. If you'd like to create a new greeting or choose a different one from your asset library, select Edit.
You can also turn on forwarding at any time in the Zoom desktop app and on your physical desk phone.
Busy Lamp Fields and Line Keys (for a desk phone)
Busy Lamp Fields and Line Keys (for a desk phone)
Speed dial allows a phone number to be assigned to a line key on a phone and call the number with one-touch by pressing the key. A busy lamp field (BLF) key provides the same convenience and also enables you to see the call status of the other line, e.g. if the line is busy. (Note that only another Smith phone number can be programmed as a BLF.)
The BLF and speed dial keys configured on your physical desk phone are managed in the Zoom Web Portal Settings. To access and manage your BLF and line key configuration:
Sign in to the Zoom web portal.
From the left-side menu, select Phone, then select the Settings tab.
Scroll down to the Desk Phone section. Next to Keys & Positions, select View or Edit.
For information on how to edit, rearrange, and add more lines:
See the Zoom article Setting Up Speed Dial and Busy Lamp Field (refer to the instructions under the “User” headings)
Watch the chapter Assign Phone Keys from the Smith Zoom Phone training on 12/1 (25:18-32:04)
When you save changes to your Keys and Positions, your Yealink phone indicator light will blink for a few seconds, and then your keys will be updated.
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