Quick Start Guide for Zoom Phone Users Follow

Overview

The Zoom Phone quick start guide assists end users with setting up your Zoom Phone account and using essential features like making calls and checking voicemail. Read this quick start guide for a quick summary of the features and click the embedded links to learn more.

This article covers:

Prerequisites

  • Zoom desktop client for Mac or Windows
  • Zoom mobile app for iOS or Android
  • Zoom Phone license 

Initial Setup 

If your Zoom Phone admin assigned you a Zoom Phone license, you will get an email notification with a link to set up Zoom Phone.

  1. Click the link at the bottom of the email notification. If you didn't get an email, sign in to the Zoom web portal and click Phone.
  2. Enter the required information to set up Zoom Phone:

    • Country and area code: The area code is used when you dial local numbers.
    • Timezone: Make sure you set the correct timezone. It will affect several Zoom Phone features including your business hours setting and any desk phones assigned by your Zoom Phone admin.
    • PIN: Enter a voicemail PIN used to check your voicemail on desk phones assigned by your admin. You will not need the PIN to check voicemail using the Zoom desktop, mobile app, or web portal.
  3. Click Setup.

Phone Settings

After the initial setup, you should adjust your Zoom Phone settings.

  1. Sign in to the Zoom web portal.
  2. Click Phone, then click the Settings tab.
    Here are a few essential settings you may want to change:
  • Emergency Address: Displays the address provided to first responders when dialing an emergency number. Make sure this address is correct.
  • Business Hours: Change the times when you can answer calls. By default, inbound calls outside of business hours will be forwarded to the your voicemail.
  • Voicemail Greeting: Audio that plays before Zoom Phone routes calls to your voicemail. You can customize this by recording audio directly in the web portal or uploading an audio file.

Contacts

By default, you can call the contacts directory in the Zoom desktop client or mobile app to call people in the same organization. If you want to add external contacts, sync your contacts with Google, Office 365, or Exchange.

Phone Calls

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.

In-Call Controls

While in a call, you can access in-call controls like hold, record, and transfer. You can also start a Zoom meeting with the other person on the call.

Voicemail

Zoom Phone forwards all unanswered and declined inbound calls to your voicemail. You can use the Zoom desktop client, mobile app, or web portal to play and manage your voicemail messages.

Call History and Recordings

After making, receiving, or recording calls, you can check your call history and recordings on the Zoom desktop client, mobile app, or web portal.

Desk Phones

If your Zoom Phone admin set up a desk phone for you, you can use it to make and receive calls and check voicemail.

Additional Features

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

  • Zoom desktop client and mobile app settings: View your Zoom Phone information including your company number, extension number, and any direct phone numbers that your admin assigned to you. You can also select an option to hide incoming calls while you are in a Zoom meeting.
  • Click to dial: Change your settings on Mac or Windows so you can click on a phone number to dial it in Zoom Phone.
  • Hold music: Customize the audio that plays when the other party is placed on hold. You can record audio in the web portal or upload a supported audio file.
  • 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.
Was this article helpful?