Getting started with Zoom Phone

This is a quick start guide to assist you with setting up your Zoom Phone account and using essential features like making calls and checking voicemail. It includes a short 2-min video demonstrating how to make and receive calls via the Zoom desktop application (client).

Notes:

Zoom supports secure voice calls across all supported devices, desktop, mobile clients, and Zoom Web App. Learn more about Zoom Phone encryption.

Prerequisites

Latest version of the Zoom Desktop Client or mobile app
Zoom Phone license

Initial setup

NOTE: Your phone number is listed in the web portal, under the Phone menu. Follow the instructions under Configure Phone settings to login and see your assigned phone number and 4-digit extension.

Sign into the Zoom Desktop Application

On your computer, launch the Zoom Desktop client(located in your Program List or Application folder).
- If not already installed on your computer, download it from the Swarthmore Zoom web portal.
Sign in with SSO.
Look for the phone icon in the top menu bar.

Configure Phone settings

After the initial setup, you should adjust the Call Handling options in your Zoom Phone settings in the Web App. Set up your business hours and voicemail greeting.

Sign in to the Swarthmore Zoom web portal
Click Phone in the left-side navigation menu.
Click Phone, then click the Settings tab.
Configure Business Hours: Click Edit to change the times when you can answer calls. You can set business hours in increments of 10 mins by manually entering a time (for example 11:10 AM).
Configure how calls will be handled during business hours:
1. Call Handling: choose where you will receive calls. Toggle off the Zoom Mobile App if you do not want to receive calls on your mobile device.
2. Greetings & Leave voicemail instruction: Click Edit to add a voicemail greeting. You can customize this by recording audio directly in the Web App or uploading an audio file.
Closed Hours: If you customized business hours, configure how you want calls handled during closed hours.
Holiday Hours: Click Manage to designate certain days are holidays.
Membership: Check if you are a member of a Shared Line Group or a Call Queue. This section will be blank or missing if you are not assigned to a Shared Line Group or Call Queue

Optional Settings

Contacts

By default, you can call all Swarthmore contacts that are in Zoom through the Zoom Desktop Client or Mobile App. Follow the directions linked below to add personal contacts from third-party services:

Zoom Desktop Client: Sync your contacts with Google. After syncing your contacts, you can add synced contacts using your call history or voicemail.
Zoom Mobile App: View your phone's contacts in the Zoom Phone Mobile App.

Make and Receive Phone calls via the Zoom Desktop Client

After setup, you can start making and receiving calls using Zoom Phone. Make calls using the dial pad or search through your internal, external, or synced contacts. For incoming calls, you can decline a call to route it to your voicemail.

Voicemail

Zoom Phone forwards all unanswered and declined inbound calls to your voicemail. You can use the Zoom Desktop Client, Mobile App, or Web App to play and manage your voicemail messages.

Additional features

Once you are familiar with Zoom Phone, use these features to further enhance your experience:

Zoom Desktop Client, Mobile App, Zoom Web App settings: View your Zoom Phone information including your company number, extension number, and direct phone numbers. You can also change settings for inbound call notifications.
Blocked list: Change your settings to block specific phone numbers or prefixes from calling you.
Call delegation: Assign another phone user to make and receive calls on your behalf.
Shared voicemail inbox: Share your voicemails with another phone user in the same organization.
Click to dial: Change your settings on Mac or Windows so you can click on a phone number to dial it in Zoom Phone.