Day 1 Setup Tasks - Zoom Phone at U-M

On the first day you have access to your Zoom phone there are several setup tasks that need to be completed. Ensure the Zoom desktop application is installed on the device you want to use for your U-M phone calls. (E.g., U-M provided laptop or desktop, personal cell phone, etc.)

Content

If you do not see the Zoom Phone icon or the Phone tab, sign out of the Zoom application (web, desktop, or mobile) you're using and log in again. If you experience problems with Duo and SSO sign-in, contact the ITS Service Center.
Zoom needs to be open on your computer for Zoom Phone calls to ring on your computer. If you do not want to remember to open the Zoom application each day, you can enable it to open automatically when you start up your computer. For Windows: Enabling Start Zoom When I Start Windows. For Mac: Right-click the Zoom app in the Dock and select Options > Open At Login.

Zoom Portal Tasks

Quick Setting your Extension of Zoom Phone

IMPORTANT: The Quick Setting box may NOT display when signing in to the Zoom desktop app. This is determined by your Zoom settings and rights. If this box does not display, you can edit these settings directly in the Zoom web portal. It is advised that you skip this section and complete the rest of the Day 1 Tasks in this document. You can then refer back for more details on editing these settings.
  1. Go to the U-M Zoom web portal. Click Sign in
  2. The Quick Setting box will open. If the Quick Setting box did not automatically open, you will need to go to the U-M Zoom portal to enter the information in the Phone settings there. The screen will include the same fields but will display differently. If the Quick Setting box is not displayed, select Phone in the left navigation menu of the U-M Zoom web portal.
  3. Begin your Zoom Phone setup by completing the fields:
    Quick setting your extension of Zoom Phone dialog box
  4. Select the appropriate country and enter your telephone area code.
  5. Select the appropriate time zone. The time zone will affect your business/closed/holiday hours. This setting can be changed in your Zoom Portal profile if your time zone changes.
  6. Enter a PIN code of your choice. This PIN is only needed to check your voicemail on a deskset or if calling from a third-party phone service, for example, your mobile carrier. You will not need the PIN to check voicemail using the Zoom desktop app, mobile app, or web portal.
  7. Click Setup.

Emergency Address Setup

Set your emergency address location. It is important for your safety that you complete this step.  Doing so allows Zoom to report your location during an Emergency Call. Your location information is only used for this purpose. For more information about how this data is used, see U-M Zoom Phone: Meta-data and Location Data Security

Important Notes:
  • Zoom Phone defines “personal emergency address” as the physical location in which you will be primarily working, whether on campus or remote. Another way to think of it is your personal address is your personally verified “current location.”

  • Regardless of your work location, please enter your personal emergency address as your default.

  • This task cannot be performed on the Zoom Mobile app, and you need to complete it through the U-M Zoom web portal

  • Deskset users: Although the physical location of your deskset is set by technicians when they install your phone, you can access U-M Zoom Phone as a softphone on your university device. Even if you decide not to use the softphone on your university device, you must enter a personal emergency address/current address in the Emergency Address section in your U-M Zoom web portal under Phone Settings. Until you enter this address, you will continue receiving emergency location reminder emails. 

  • All users:  Make sure you follow the instructions below to enable location sharing on your device if you can do so. This gives emergency services the most accurate location information in case you need them.

  1. In the left navigation menu of the U-M Zoom web portal, select Phone.
  2. Click the Settings tab. 

Zoom Phone settings menu on the web

  1. In the Emergency Address section, click Personal Emergency Address, then click Add. 
NOTE: By default, the initial provisioning address of 4251 Plymouth Road,  Ann Arbor, will be displayed. Do NOT click the Edit link at this time to change the default. Even though it may seem counterintuitive, select Personal Emergency Address and enter your home address even if you work on campus.

Add Personal Emergency Address settings on the web

  1. The Add Personal Emergency Address window opens. Enter the address of the location you work most frequently. Click Save when complete. 
    Note: There may be some addresses that do not sync up to a city and where the city does not show up in the drop-down menu. This is due to address listings by counties. If you experience this, simply type in the city name and Save. You may see a warning. If so, click OK.
  2. Use the browser Back button to return to the Settings page. 
  3. Click Edit in the Emergency Address section.
    Zoom Phone Emergency Address settings on the web with "Choose a personal address" selected
  4. Select Choose a personal address and select the address you just entered.
NOTE: Select Choose a personal address even if your location is on campus. Do NOT use Choose a company address
  1. Click SaveFor more details on 911 Settings and Location Permissions, refer to Zoom Phone 911 Location Information.

Location Permission Setup

It is important for your safety that you enable location sharing with Zoom in your device settings.  Doing so allows Zoom to report your location during an Emergency Call. Your location information is only used for this purpose. 

Note: If you do not see the Zoom Phone icon after opening the Zoom desktop app, you should Sign Out and log back in.
Click on your profile photo > Click Sign Out at the bottom of the box. 

Desktop App

  1. Open the Zoom app on your desktop.
  2. In the upper right corner, click on your profile photo or initials icon.
  3. Select Settings.
    Account drop-down menu in the Zoom desktop app with Settings option highlighted
  4. Select the Phone tab.
    Zoom desktop app settings with red boxes around Phone in the left sidebar and the Location Permission setting.
  5. In the Location Permission section, click the check box.
  6. Click the X to close the window. 

Mobile App

If you do not see the Zoom Phone icon after opening the Zoom mobile app, you should Sign Out and log back in. For both Android & Apple OS, select the ellipses >Tap your name, which will take you to My Profile > Scroll down and tap Sign Off.
Zoom mobile app homepage with a red box around More in the bottom toolbar
 

 

  1. Open the Zoom App on your mobile device.
  2. Follow this path: More>Phone>Location Permission>Open Settings>Location
  3. Choose either Ask Next Time or When I Share OR While Using the App.
  4. Return to the Zoom App. 

Voicemail Setup

Personalize your voicemail message. This task is also handled in the Zoom web portal.  You can have a different voicemail audio file for any situation, ex., vacation, out of office, etc. The limit on the number of audio files is 100. Instructions for adding or changing your Voicemail can be found in the Zoom Phone Voicemail document. 
Zoom Phone Call Handling settings on the web with a red box around Call Handling

  1. In the left navigation menu of the U-M Zoom web portal, select Phone.
  2. Click the Settings tab.
  3. In the Call Handling section, click Edit. The link is located in the Greeting & Leave voicemail instruction area. 
  4. Click Add Audio. You have three choices:
    • Text to Speech - Allows you to convert text to speech if you want a quick and easy method to generate audio.
    • Record by Computer - Allows you to record custom audio directly in the Zoom web portal. You must have a functioning microphone to record.
    • Upload - Allows you to use an already recorded audio file. (.mp3 or .wav formats only, <10MB file size)  

Text to Speech

Zoom Phone settings on the web in the Add Audio section where the Text to Speech tab is selected
  1. Enter the Audio Name.
  2. Select the Voice language and style.
  3. Enter in your voicemail message.
  4. Click Play to hear your message and adjust choices as needed.
  5. When satisfied, click Add.
  6. On the Audio Library screen, select the audio file to use and click Use the Audio.

Record by Computer

Zoom Phone settings on the web in the Add Audio section where the Record by Computer tab is selected and has a blue box around it
  1. Test your microphone, then click Next.
  2. Click Record to record your message.
  3. Click the red stop button to stop recording.
  4. Click the blue Play button to hear your recording.
  5. If needed, click Rerecord to redo your message.
  6. If satisfied with the recording, click Add.
  7. On the Audio Library screen, select the audio file to use and click Use the Audio.

NOTE: In order to use the Record by Computer function, your browser will need to have permission to your microphone.  See instructions for Mac and Windows. In some cases, you may also need specific browser permissions for Google ChromeFirefox, or other browsers. 

Upload

Zoom Phone settings on the web in the Add Audio section where the Upload tab is selected and has a blue box around it
 
  1. Click Upload and select the audio file you'd like to use.
  2. Once the upload is complete, the Audio Library will display.
  3. Select the file to use and click Use the Audio.

NOTE: For any of these methods, the file name(s) can be changed on the Audio Library page by clicking the edit icon to the right of the file name.

 

 

 

Quick Setup - Manual Entry

If the Quick Settings box did not appear when you signed in, please follow these instructions to change these settings if needed. All these settings are located in the Zoom web portal.

  1. Go to the U-M Zoom web portal. Click Sign In.
  2. In the left navigation menu, select Phone.
  3. Click the Settings tab.
  4. Country and Area Code are found in the top section of the Settings tab. If you dial a number without entering the area code, Zoom Phone will use this area code to make the call.
  5. PIN Code is found in the Desk Phone section of the Settings tab.  This PIN is only needed to check your voicemail on a deskset or if calling from a third-party phone service, for example, your mobile carrier. You will not need the PIN to check voicemail using the Zoom desktop app, mobile app, or web portal.
  6. Time Zone is a setting shared by the Zoom Phone app and the Zoom Meeting app; changing this setting in the Zoom portal will change it for both apps. The time zone will affect your business/closed/holiday hours. To edit this setting, click the Profile tab in the left navigation bar.

Business/Closed/Holiday Hours

The default is 24 hours/day, 7 days/ week. But you can customize how inbound calls are routed during business, closed, or holiday hours.

Business Hours

business hours

  • Click Edit to customize the days/times you're available to answer calls.

Closed Hours

If you set business hours, the Closed Hours section will display beneath. Calls are routed to voicemail by default after business hours. Click Edit to adjust the routing options if needed. Next to Greetings Prompts, Click Edit to select an audio message from the asset library.

Holiday Hours

ITS set holiday hours based on the U-M Calendar. Click Manage to designate certain days and hours as holidays and adjust the routing options for holiday hours.

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Last Updated: 
Wednesday, December 18, 2024