Day 1 Setup Tasks - Zoom Phone at U-M

Content

• Most of these tasks must be completed on your desktop/laptop with the exception of Location Permission setup on your mobile device.  
  • Quick Setup - Setting your country, area code, time zone and PIN
  • Emergency Address Setup - Setting your most frequent work address for emergency responders
  • Location Permission Setup - Allowing emergency responders access to your location via the desktop and mobile apps
  • Voicemail Setup - Personalize your voicemail message
  • Business/Closed/Holiday Hours- Change the times when you can answer calls.

Zoom Portal Tasks

Quick Setting your Extension of Zoom Phone

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 does not display, in the left navigation menu of the U-M Zoom web portal, select Phone.
3. Begin your Zoom Phone setup by completing the fields:
   
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

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

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3. In the Emergency Address section, click Personal Emergency Address, then click Add. 

4. The Add Personal Emergency Address window opens. Enter the address of the location you work at 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.
5. Use the browser Back button to return to the Settings page. 
6. Click Edit in the Emergency Address section.
   
7. Select Choose a personal address and select the address you just entered.

8. Click Save. ​For more details on 911 Settings and Location Permissions, see 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. 

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.
   
4. Select the Phone tab.
   
5. In the Location Permission section, click the check box.
6. Click the X to close the window. 

Mobile App

 

 

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 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. 

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 an 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

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

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 permissions to your microphone.  See instructions for Mac and Windows. In some cases, you may also need specific browser permissions for Google Chrome, Firefox, or other browsers. 

Upload

 

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 found 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 on the Profile tab in the left navigation bar.

Business/Closed/Holiday Hours

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