Managing Call Handling/Voicemail Settings for Zoom Phones

Overview

Employees can customize their Zoom Phone call handling and voicemail settings through the Minnesota State Zoom web portal. This includes configuring when calls ring, which devices receive calls, and setting up voicemail greetings.

This article highlights the most commonly used settings. Additional options are available in the Zoom portal. If you need assistance, use the “Submit a request for help” button or contact phonesupport@stcloudstate.edu.

Accessing Zoom Phone Settings

  1. Sign in to the Zoom web portal:
    Minnesota State Zoom Portal
    (Use your StarID credentials)
  2. In the left navigation menu, select Phone
  3. Select Settings from the top menu

Managing Business and Holiday Hours

By default, Zoom Phone is set to ring 24/7. You can customize when your phone rings and how calls are handled outside those hours.

Set Custom Business Hours

  1. Navigate to Business Hours
  2. Select Edit
  3. Choose Custom Hours, then click OK
  4. Enter your preferred hours
  5. Click OK to save

Configure Closed Hours Behavior

  1. Navigate to Closed Hours
  2. Select Edit
  3. Use the toggles to choose whether devices should ring during closed hours
  4. Save your selections

Managing Call Handling Preferences

Zoom allows you to control how and where your calls are received.

Modify Call Handling Settings

  1. Go to Call Handling
  2. Select Edit
  3. Use toggles to enable or disable devices:

  • Zoom Desktop Apps
    Recommended for most employees (work computer or signed-in personal devices)

  • Zoom Mobile Apps
    Mobile devices with the Zoom app installed

  • Zoom Appliance Apps
    Third-party integrations (e.g., Alexa, Google Home)
    ⚠️ Not recommended for Minnesota State Zoom—leave this disabled

  1. (Optional) Add a phone number:

    • Select Add Phone Number
    • Enter required details and follow prompts

  2. Click Save

Choose Ring Mode

  • Simultaneous
    All selected devices ring at the same time

  • Sequential
    Devices ring in a specified order

Select your preferred option and save.

Additional Call Handling Options

You can further customize:

  • Call forwarding rules
  • Ring duration before voicemail
  • Other advanced call routing settings

Follow on-screen prompts to adjust these based on your preferences.

Managing Voicemail Greetings

Add a New Voicemail Greeting

  1. Under Call Handling, go to Greeting & Leave Voicemail Instruction
  2. Select Edit
  3. Click Add Audio
  4. Choose one of the following methods:
    • Text-to-Speech
    • Upload
    • Record by Computer (most similar to previous phone systems)
  5. Follow prompts to complete the recording
  6. Select Add

✅ The new greeting should automatically become active. If not:

  1. Select Edit
  2. Choose Choose from Asset Library
  3. Select your preferred greeting
  4. Save your selection

Change Your Voicemail Greeting

  1. Navigate to Greeting & Leave Voicemail Instruction
  2. Select Edit
  3. Click Choose from Asset Library
  4. Select your preferred greeting
  5. Click Save

Submit a request for help
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