Managing Call Handling/Voicemail Settings for Zoom Phones

Introduction

Employees can customize their Zoom Phone call handling and voicemail settings, including their voicemail greeting, from the Minnesota State Zoom web portal. This article covers some of the key settings related to call handling and voicemail, however, there are additional settings available within the Zoom web portal that are customizable that are not listed out in this article. You may use the "Submit a request for help" button at the end of this article or contact phonesupport@stcloudstate.edu if you need help managing your call handling or voicemail settings. 

*Please note that St. Cloud State University is currently in the process of transitioning all employees from the current phone system to the Zoom phone service between December 2022 and June 2023. This article applies only to those who have been moved to the Zoom phone service. Learn more about this project on the Zoom webpage. 

 

Instructions

1. Sign into the Minnesota State Zoom web portal (https://minnstate.zoom.us/) using your employee StarID credentials. 

2. On the left-side navigation menu, select "Phone". 

3. On the top navigation bar, select "Settings". 

4. Follow the applicable set of instructions below for managing your business hours and settings, call handling preferences, and voicemail greetings and settings. 

 

Managing Business/Holiday Hours and Settings 

By default, business hours (the hours during which your Zoom Phone will ring) are set to 24//7. You can set custom hours for when you want your phone to ring and customize how you want calls handled during your closed hours.

  • Set custom business hours: 
    • Navigate to "Business Hours" and Select "Edit" 
    • Select "Custom Hours" then "OK" 
    • Enter the business hours during which you want your phone to ring then select "OK" 
  • Manage how calls are handled during your closed hours: 
    • Navigate to "Closed Hours" 
    • If you want your Zoom Phone to ring on any devices during your closed hours, select "Edit" and then use the toggle on the left of each option to indicate whether or not you'd like it to ring when you receive a call

 

Managing Call Handling Preferences

There are several call handling settings you can customize to your own preferences, including which device(s) will ring when someone calls you, how long someone should wait on the phone before being sent to voicemail and more! To customize these settings, navigate to the "Call Handling" section and select your preferences for each setting you'd like to customize. 

  • Call Handling: Allows you to select which device(s) will ring when you receive a call and the order of which you'd like your devices to ring if you do not want them to ring at the same time when you receive a call. To modify call handling settings: 
    • Select "Edit" 
    • Use the toggle on the left of each option to indicate whether or not you'd like it to ring when you receive a call 
      • Zoom Desktop Apps = This is likely the primary option for most employees and includes the Zoom desktop application on your work computer or any personal devices you have chosen to download the Zoom application onto and are signed into with your StarID and password 
      • Zoom Mobile Apps = Mobile Apps would include any mobile devices you have chosen to download the Zoom application onto and are signed into with your StarID and password 
      • Zoom Appliance Apps = This would include special third-party device connections such as Alexa or Google Home; we do not recommend anyone utilize these services for Minnesota State Zoom service and recommend that all employees toggle this setting off 
    • If you would like to add a phone number to receive calls to, select "Add Phone Number", enter the applicable information in, and follow the prompts to save your selections
    • Select "Save" to save your selections 
  • Call Handling Ring Mode 
    • Simultaneous = All selected devices for "Call Handling" will ring when you receive a call 
    • Sequential = Selected devices for "Call Handling" will ring in the order established 
    • Select your preference and save your choices 
  • Other Call Handling Settings 
    • There are a variety of other call handling settings available in this section that you can choose to customize if you wish by following the prompts and selecting your preferences

 

Managing Voicemail Greetings 

  • Add a new voicemail greeting:
    • Under the "Call Handling" section, navigate to "Greeting & Leave voicemail instruction" and select "Edit"
    • Select "Add Audio" 
    • You can select how you'd like to record your greeting including "Text to Speech", "Upload" or "Record By Computer" (the "Record by Computer" option will be the most similar to the previous phone system where you record a greeting)
    • Follow the prompts to record your new greeting and select "Add" 
    • Your newly recording greeting should automatically become your new voicemail greeting, however, if that doesn't happen, select "Edit" then "Choose from Asset Library" then select your preferred voicemail greeting 
    • Be sure to save your selection 
  • Change your voicemail greeting: 
    • Under the "Call Handling" section, navigate to "Greeting & Leave voicemail instruction" and select "Edit"
    • Select "Choose from Asset Library" then select your preferred voicemail greeting 
    • Be sure to save your selection 

 

Submit a request for help

 

 

 

 

 

 

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