Changing Shared Office settings

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After setting up a Zoom Phone Appliance as a common area phone (Shared Office), you can change settings like the emergency address and caller ID.

Note: If you signed up for a new Zoom account after May 21, 2022; or the New Common Area Experience is enabled on your account, Shared Offices have migrated to the new Common Area tab in the Users & Rooms page.

This article covers:

Prerequisites for changing Shared Office settings

  • Shared Office set up
  • Pro, Business, or Education account
  • Account owner or admin privileges
  • Zoom Phone license 

How to access Shared Office settings

Follow these steps if you want to edit the settings of a Shared Office you have added.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Phone System Management then Users & Rooms.
  3. Click the Shared Offices tab.
    Note: If you signed up for a new Zoom account after May 21, 2022; or the New Common Area Experience is enabled on your account, Shared Offices have migrated to the new Common Area tab in the Users & Rooms page.
  4. Click the display name of the Shared Office phone you want to edit.
    You will see the following information and options:

Profile tab

  • Display name: Click Edit next to the display name to change it.
  • Description: Click Edit next to the description to change it.
  • Site: Displays the site that the phone user belongs to. Select another site using the drop-down menu to move the phone to another site.
  • Package: Click Assign to assign an outbound calling package. Click × next to an assigned package to remove it.
  • Extension Number: Click Edit to change the extension number assigned to the phone user.
    Note: Extension numbers can be up to 6 digits. If you have multiple sites and enabled site codes, extension numbers can be 2 to 5 digits and site codes can be 1 to 2 digits.
  • Number(s): Click Assign to assign direct phone numbers to the common area phone. This setting is only visible if you assign a package.
  • Outbound Caller ID (only visible if you assign a package): Select the outbound caller ID when the phone calls out. You can choose from phone numbers assigned to the main auto receptionist.
  • Country (only visible if you assign a package): Displays the country of the phone's emergency address. The country determines the reserved extension numbers that you can't use for the phone.
  • Area Code (only visible if you assign a package): Displays the default area code for outbound dialing. Click Edit to change it, or Set if you haven't added the area code.
  • Emergency Address: Click Manage to edit the emergency address assigned to the common area phone. If you have multiple sites, you can select any address assigned to the site or the site's default address.
  • Communications Content Storage Location: Manage the storage location of Communications Content.

The follow buttons are at the bottom of the page:

  • Remove: Delete the Shared Office from the account and unassign the associated Zoom Phone Appliance. The appliance will appear in Device Management.

Policy tab

Policy settings allow you to enable or disable certain Zoom Phone features.

Settings tab

Note: After setting custom hours, you can customize how inbound calls are routed during these hours. 

  • Business Hours: Click Edit to change the times when the user can answer calls. You can set business hours to span past 11:30 PM. You can also set business hours in increments of 10 mins by manually entering a time; for example, 11:10 PM.
  • Closed Hours: If you customized business hours, you can also set closed hours. 
  • Holiday Hours: Click Manage to designate certain days are holidays. 
  • Keys & Positions: Change line key settings.
  • Blocked List: Set rules for blocking external calls.
  • Zoom Phone Appliance: Displays the Zoom Phone appliance assigned to Shared Office and set up as a common area phone.
    • Allow Hot Desking: Enable hot desking.
    • Calendar (optional): Choose a calendar resource to connect to the Zoom Phone Appliance.
    • Location (optional): Assign the Zoom Phone Appliance device to a floor so it appears as a workspace on the floor map.

Call handling settings

  • Ring the Device: Enable or disable the ring for inbound calls.
  • Ring Duration: If you enabled Ring the Device, set the maximum ring duration before the call is handled as specified in the setting below (When a call is not answered).
  • When a call is not answered: Select how unanswered calls are handled during the specified hours.
    • Play a message, then disconnect: Plays a custom message for the caller then hangs up the call. Click Audio Library to select, record, or upload custom audio.
    • Disconnect: The call will be disconnected without playing a message.
    • Forward to another extension: Route calls to another extension in the account.
    • Forward to External Contact: If the account has a directory of external users, you can route calls to an external contact.

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