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

 

 

 

 

 

 

Details

Article ID: 143549
Created
Tue 12/20/22 9:49 AM
Modified
Tue 4/18/23 10:45 AM

Related Articles (13)

Changing Zoom Phone Ringtone Settings
You can customize your ringtone settings for Zoom phone services, including ringtones and volume, through the Zoom desktop application.
Checking Voicemails on Zoom Phone
Employees can manage voicemails on their Zoom Phone through the Zoom desktop application. Employees using a physical phone can also use the physical phone to manage their voicemails. This article describes how employees will be notified of voicemails through their SCSU email and Zoom desktop application, and provides instructions for managing voicemails using the Zoom desktop application and physical phones.
Editing Your Profile in Zoom
You can edit your profile in Zoom, including your profile picture, first and last names, display name, pronouns and pronoun sharing options, and more through the Zoom web portal.
Getting Started with Zoom Phones
This article provides a list of items that new Zoom Phone users should complete as soon as possible once notified to do so by the IT department.
Making a Call on Zoom Phone
Zoom Phones offers St. Cloud State employees the ability to make and receive calls using their work computer, their mobile phone and more. This article describes the instructions for making a call on an employee's Zoom Phone from an SCSU-issued work computer.
Managing Emergency and Personal Addresses for Zoom Phones
The emergency address is provided to first responders when dialing an emergency number. Through Zoom, employees can and should update their emergency address to match their current work location. Employees can enter multiple addresses so that the emergency address can be updated if an employee is working at a different work location than usual (e.g. working remotely).
Receiving a Call on Zoom Phone
Zoom Phones offers St. Cloud State employees the ability to make and receive calls using their work computer, their mobile phone and more. This article describes the instructions for receiving a call on an employee's Zoom Phone from an SCSU-issued work computer.
Receiving an SMS Text Message on Zoom Phone
Zoom Phones offers St. Cloud State employees the ability to send and receive SMS text messages using their work computer, their mobile phone and more. This article describes the notifications and instructions for viewing an SMS text message received on an employee's Zoom Phone on an SCSU-issued work computer.
Sending SMS Text Messages on Zoom Phone
Zoom Phones offers St. Cloud State employees the ability to send and receive SMS text messages using their work computer, their mobile phone and more. This article describes the instructions for sending an SMS text message on an employee's Zoom Phone from an SCSU-issued work computer.
Setting Area Code for Zoom Phones
You can set your work phone number's area code to make local calls without having to enter an area code first.
Transferring a Call on Zoom Phone
Zoom phone offers call transfer features that allow phone users to transfer calls and use preferred transfer methods through the Zoom desktop application.
Using Do Not Disturb Feature on Zoom Phone
You can enable/disable Do Not Disturb (DND) and change your DND settings for your Zoom Phone through the Zoom desktop application.
Viewing, Setting and Resetting Voicemail PIN on Zoom Phone
Employees using a physical phone with the Zoom Phone service can set a voicemail pin to check voicemails using the physical phone. This article describes provides instructions for viewing, setting and resetting voicemail PINs on Zoom Phones from the Minnesota State Zoom web portal.

Related Services / Offerings (1)

Phone Support
Request information or support for employee phones and phone/voicemail services at St. Cloud State.