Managing Call Handling/Voicemail Settings for Zoom Phones

Summary

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.

Body

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

Details

Details

Article ID: 143549
Created
Tue 12/20/22 10:49 AM
Modified
Wed 7/1/26 3:04 PM

Related Articles

Related Articles (12)

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.
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

Related Services / Offerings (1)

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