Recording or Uploading Custom Audio Follow

Overview

Zoom Phone admins can record or upload custom audio for the following:

  • Auto receptionist greeting prompt played during business hours or closed hours
  • Audio prompt for IVR option that routes to voicemail, custom message, or another IVR
  • Call queue greeting prompt and music on hold (audio that plays when trying to reach a call queue member)
  • Company-wide audio while connecting and hold music (applies to phone users)

This article covers:

Prerequisites

  • Pro, Business, or Education account
  • Account owner or admin permissions
  • Zoom Phone license

Accessing Custom Audio Settings

Sign in to the Zoom web portal and navigate to one of these locations depending on which audio you want to customize.

Greeting prompt (auto receptionists)

The greeting prompt plays during business hours or closed hours before the auto receptionist routes calls.

  1. Click Phone System Management > Auto Receptionists.
  2. Scroll down to the Business Hours or Closed Hours section.
  3. Next to Greeting Prompt, click Customize.
    Note: Allow Zoom to use your microphone if prompted by your browser.
  4. Follow the steps to record custom audio or upload an audio file.

Audio greeting or custom message (IVRs)

When setting up an IVR option, you can customize the following audio:

  • Voicemail greeting: Plays before routing to a phone user's voicemail. If the user also has a voicemail greeting, that will play as well. You can disable one of the greetings to avoid having both greetings.
  • Custom message: Plays a custom message then hangs up the call.
  • IVR greeting: Plays before routing to another IVR. If the second-level IVR also has an audio greeting, that will play as well. You can disable one of the greetings to avoid having both greetings.
  1. Click Phone System Management > Auto Receptionists.
  2. Click Edit next to Interactive Voice Response (IVR) to customize your IVR options.
  3. Click Customize if you have selected one of these routing options: Voicemail, Message, or Interactive Voice Response (IVR).
    Note: Allow Zoom to use your microphone if prompted by your browser.
  4. Follow the steps to record custom audio or upload an audio file.

Greeting prompt and music on hold (call queues)

The greeting prompt plays before the call queue routes calls. The music on hold plays while the call queue is trying to reach an available phone user.

  1. Click Phone System ManagementCall Queues.
  2. In the Business Hours section, click Customize next to Greeting Prompt or Music on Hold.
    Note: Allow Zoom to use your microphone if prompted by your browser.
  3. Follow the steps to record custom audio or upload an audio file.

Audio while connecting (phone users)

The audio while connecting plays for inbound callers when they are trying to reach a phone user.

  1. Click Phone System Management > Company Info.
  2. Next to Audio While Connecting, click Customize.
    Note: Allow Zoom to use your microphone if prompted by your browser.
  3. Follow the steps to record custom audio or upload an audio file.

Hold music (phone users)

The hold music plays for the other party when a phone user places the call on hold.

  1. Click Phone System Management > Company Info.
  2. Next to Hold Music, click Customize.
    Note: Allow Zoom to use your microphone if prompted by your browser.
  3. Follow the steps to record custom audio or upload an audio file.

Recording Custom Audio

Follow these steps to record custom audio directly in the Zoom web portal. You must have a functioning microphone to record.

  1. Click the Record by Computer tab.
    Note: Allow Zoom to use your microphone if prompted by your browser.
  2. Follow the on-screen instructions to test and adjust your microphone volume, then click Next.
  3. Click Record to start recording audio.
  4. Click the pause icon to stop recording.
  5. Click one of these options (optional):

    • Play icon: Play the audio you recorded.
    • Rerecord: Rerecord if you are not happy with the result.
    • Volume: Adjust your microphone's volume if your recording was too quiet or loud.
    • Download: Download the recorded audio as a WAV file.
  6. Click Use the greeting to use the current recording.

Uploading an Audio File

If you can already recorded audio, follow these steps to upload it to the Zoom web portal.

Tip: If you previously recorded and downloaded an audio file using the Zoom web portal, you can follow these steps to upload the audio file and re-use it.

  1. Click the Upload tab.
  2. Click Upload and select a supported audio file.

    Note: Click the ? icon to view requirements for the audio file. If your audio file doesn't meet the requirements, it can still be uploaded and played in the web portal but won't play when someone calls in.
  3. Click the play icon to play the uploaded recording. Click Reupload if you want to upload a different file.
  4. Click Use this greeting to use your uploaded audio file.
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