Zoom Phones - Using the Zoom app

This guide shows you the basic features and functionality of Zoom Phone on a computer or cell phone. The Zoom desktop or mobile application must be installed and running in order to make or receive calls. Your phone extension can be answered on your desk phone (if you have one), your computer (download the app), or a cell phone (add the app). The Zoom app should already be installed on your school device. These setting are also available to watch on this video.

NOTE: If you don't want Zoom using your cellular data (just use it on wifi), you can adjust that setting on your phone. Here are the iPhone directions and the Android directions.

Making a Call through the App

Sign in to the Zoom desktop client or mobile app by using the "Sign in with Google" button.
Click the Phone tab.
Call a number using one of the methods below: (Note: Dialing 8 is not required to make off-campus calls.)
- Number pad: Dial a number using the on-screen or keyboard number pad, then click the phone icon.
- Copy and paste: Copy and paste a number in the text field, then click the phone icon.
- Search contacts: Type a name or number above the dial pad to search through your internal and synced contacts. Click a search result to make a call. If the contact has several phone numbers, click the right arrow icon to view and select the number to call.
Click the blue phone icon.

Notes:

4-digit extension dialing works on and off campus.
Long-distance calls from the softphone application require 10-digit dialing.

Receiving a Call on the App

You must be signed into your Zoom app in order to receive a call. Note:

You will not receive a call notification if your Call Handling Settings are set to only ring your desk phone.
You will not receive call notifications if you manually set your status to Do Not Disturb.

During an incoming call, Zoom Phone will display a call notification to help you identify the caller.

Click one of these options depending on the call notification you get:

Accept: Answer the call.
Decline: Route the caller to your voicemail or disconnect the call depending on your settings (look for the drop-down menu called When not answered, calls will be).
Close icon (×): Ignore the call notification. The call will continue to ring on other devices (Zoom mobile app or desk phone).

If you are currently on a call, you will see these options in the call notification:

Hold & Accept: Place the current call on hold and answer the incoming call. You can use the call controls to switch between or merge them into a three-way call.
Send to Voicemail: Continue the current call and send the incoming call to your voicemail.
End & Accept: End the current call and answer the incoming call.

In-Call Features

Mute/Unmute: Mute or unmute your mic.

Keypad: Display a dial pad to enter numbers during the call. For example, entering an extension number. To see in-call controls click <-Back to Call in the upper left corner.

Audio: Open audio settings and change the volume of your speaker or mic.

Add Call: Display a dial pad to enter a number and add another person to the call (three-way call). Each person will remain on a separate line. Click or tap their name or number to switch between each person.

Hold/Unhold: Place the call on hold or resume the call. The receiving party will hear default music while they're on hold.

Transfer: Transfer the call to another number or to voicemail.

Record: Start or stop recording a call. Zoom notifies both parties that the call will be recorded and requests that the user presses "1" to give permission for the call to be recorded.

Meet: If you make a call using Zoom Phone, you can easily convert or elevate the phone call to a Zoom meeting.

Park: Park the call for another phone user to pick it up.

More: The following controls can be accessed by clicking the 3-dots icon.

Switch to mobile carrier: If you need to move off wifi and get on cellular and don't want to lost the call
Invite to Meeting: Invite the call participant to a meeting by using the meeting ID.
Minimize: Minimize the in-call controls while continuing the call so you can continue using the Zoom desktop client or mobile app.

Set Do Not Disturb

In the Zoom App, you can enable Do Not Disturb options.

In the top-right corner, click the photo/initial icon and choose Do not disturb.
Select how long you want to have Do not disturb enabled. Choices are 20 minutes and 1, 2, 4, 8, or 24 hours. Your phone will not ring for the duration selected. Note: The Set the time period option to set a custom duration is not supported at this time.

Selecting Outbound Caller ID

You set your default Caller ID in the Zoom web portal. You can choose how you want your call to show up for a caller - either your personal direct dial number or the school's main number. You can select it before each call (if different from your default). You have this option on both the mobile app and desktop app.

Open the Zoom app on your desktop.
Select the Phone tab.
On the number pad, click the drop-down arrow.
Select the number you'd like to display when making an outgoing call.

Notifications & Sounds

If you use the Zoom app, it will be important to get the Notification Settings set so you are not bombarded with alerts all day long.

Access the Notification Settings in the desktop app by clicking on your Photo in the top-right and selecting Settings at the bottom.
Click on Notifications & Sounds on the left side
At the top of this window, you can set volumes and ringtones
Scroll down to edit various notification preferences like the following:
- Hide incoming calls during meetings (Zoom meetings)
- Enable desktop notifications for: Chat messages, Upcoming meetings, etc

***You should also set your notification settings in your mobile app***

Forwarding Calls

Simple call forwarding can be set up in the Zoom desktop app. Follow the instructions below to forward calls:

Sign in to the Zoom desktop client or mobile app.
Click on your Profile photo icon.
Click on Forward Calls in the drop-down list.
The Set Up Call Forwarding box opens.
Choose where you'd like to forward your calls: Name or Number or Voicemail.
If choosing Name or Number, search for the appropriate Forwarding Contact. This number must be in your Zoom Contacts.
Select the desired Time Limit: 15 minutes, 30 minutes, 1 hour, 2 hours, or Always.
If forwarding to a Name or Number, turn off the toggle "Require to press 1 before connecting the call" and click the acknowledgment checkbox.
Click Save.

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