Day 1 Setup Tasks - Zoom Phone at U-M

Zoom Web Portal Tasks

Initial Setup

1. Go to the U-M Zoom web portal. Click Sign in.
2. The Quick Setting your extension of Zoom Phone box will open. Begin your Zoom Phone setup by completing the fields:
   1. Select the appropriate country.
   2. 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.
   3. 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. You will not need the PIN to check voicemail using the Zoom desktop app, mobile app, or web portal.
   4. Click Setup.
3. If the Quick Setting box did not automatically open, please follow these steps:
   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.

Emergency Address Setup for all softphone users

1. In the left navigation menu of the U-M Zoom web portal, select Phone.
2. Click the Settings tab.
3. In the Emergency Address section, click the blue hyperlink text for Personal Emergency Address, then click Add.
   1. Enter your personal emergency address location as the physical location where you work, whether on or off campus. 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.  For more details on 911 Settings and Location Permissions, refer to Zoom Phone 911 Location Information.
4. Click Save when complete. Add additional personal emergency addresses as needed.
5. Return to the Settings tab by hitting the back button of your browser.
6. Click Edit in the Emergency Address section.
7. Select Choose a personal address and select the address you just entered.
8. Click Save. ​

Emergency Address Location Permission Setup

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 to Allow Zoom to have enhanced access to your location.
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 the Zoom App. 

Voicemail Setup

You can have a different voicemail greeting for any situation, ex., vacation, out of office, etc. Additional information 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, locate the Greeting & Leave voicemail instruction area, click Edit.
4. Click Add Audio. You have three choices:
   1. Text to Speech - Allows you to convert text to speech if you want a quick and easy method to generate audio.
      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.
   2. Record by Computer - Allows you to record custom audio directly in the Zoom web portal. You must have a functioning microphone and grant browser permission to record.  See instructions for Mac and Windows. In some cases, you may also need specific browser permissions for Google Chrome, Firefox, or other browsers.
      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.
   3. Upload - Allows you to use an already recorded audio file. (.mp3 or .wav formats only, <10MB file size)  
      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.

Business/Closed/Holiday Hours

Choose when you would like your Zoom Phone to ring for incoming calls.  The default is 24 hours/day, 7 days/ week. But you can customize how inbound calls are routed during business, closed, or holiday hours.

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 for Business Hours, click Edit to customize the days/times you're available to answer calls.
4. If you set business hours, the Closed Hours section will display beneath.
   1. Calls are routed to voicemail by default after business hours.
   2. Click Edit to adjust the routing options if needed.
   3. Next to Greetings Prompts, Click Edit to select an audio message from the asset library.
5. In the Holiday Hours section, click Manage to designate certain days and hours as holidays and adjust the routing options for holiday hours.
   1. Holidays are not added by default.