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Zoom Phone
Home > Administration > Information Technology > Infrastructure and Information Security > Resources > Zoom Phone
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Zoom Phone
Home > Administration > Information Technology > Infrastructure and Information Security > Resources > Zoom Phone

Zoom Phone

What is Zoom Phone?

Zoom Phone is a type of phone service that utilizes Voice over Internet Protocol (VoIP) technology. This allows users to make voice calls over broadband internet, rather than through a traditional, analog connection.

This operates on the same application client used for Zoom meetings. It is flexible, as it can seamlessly transfer calls across devices, and even transition a voice call into a video conference call.

Zoom Phone Training (virtual)

All of the following dates will offer live Zoom Phone training, via Zoom.  Sign up in the Vision Resource Center (VRC) by clicking the link next to the day/time you would like to sign up for.  Each training is one hour long.  We will have a recording up after the first session.

> Trainings to be scheduled and will be available as soon as possible.

Zoom Phone Drop in help (virtual)

These are times you can join us on zoom for any zoom phone related questions.  We can answer most questions.  If you have questions around shared lines or missing zoom phone icons, please submit a ticket to IT.

Zoom Phone Videos

Zoom Voicemail Setup

Call Handling Settings (working hours, voicemail, etc):

Zoom phone for desktop (we do not have the SMS feature):

Zoom phone for mobile(we do not have the SMS feature):

In call options (transfer, 3-way, convert to meeting, etc):

Missing Calls?  Make sure zoom is running

The Zoom application needs to be running in order to make/receive calls.
If you launch Zoom in your web browser you may get logged out and miss calls.
If you do not have the Zoom software on your computer you can download it here.

If you get a call while Zoom is not running, it will go to voicemail.  
You should get an email when a voicemail is left for you.
You will need to open Zoom to get your list of missed calls and retrieve voicemail

How to tell if Zoom is running on Windows/Mac

Windows:

Click on the “arrow” on the right side of the Windows toolbar.
If you see the Zoom icon in the tray, then Zoom is running in the background.

The image shows the bottom-right corner of a Windows desktop screen, specifically the system tray area. There are two red arrows highlighting different parts of the image: The first arrow points to an icon within the expanded system tray, labeled "Zoom Workplace." This indicates that the Zoom Workplace application is running and has a notification. The second arrow points to the button used to expand or collapse the system tray icons. This button, when clicked, shows or hides additional icons from the system tray.

Mac:

Locate the applications Dock on your desktop.
If there is a dot below the Zoom icon, it is running in the background.

The image shows a portion of a macOS dock, featuring the Zoom application icon prominently in the center. Above the Zoom icon, there is a tooltip displaying "zoom.us," indicating the application name and its web address. Below the Zoom icon, there is a small white dot, which signifies that the Zoom application is currently running.

Run Zoom at computer startup:

Windows:

Launch Zoom on your computer. (Do not go to Zoom in your web browser.)
Click on your profile, then choose settings.

dropdown menu visible on the right side, opened by clicking on the user profile picture (Rob Brown). The dropdown menu shows several options, with "Settings" highlighted: Work location Receive shared calls Forward calls Try top features Check for updates Discover what's new Help Settings (highlighted) Add account (NEW) Sign out

Make sure under general settings the top option (start Zoom when I start Windows) is checked.
This needs to be turned on for each computer you use.

This image shows the Settings window for Zoom Workplace. The left sidebar lists various setting categories, with "General" currently selected. The main panel displays several options and checkboxes for configuring Zoom's behavior: Start Zoom Workplace when Windows starts (checked) Silently start Zoom Workplace app when Windows starts (checked) Minimize window to notification area instead of task bar when closed (checked) Use dual monitors (unchecked)

Optionally you can choose “silently start Zoom” to have Zoom run in the background.  If you choose this second option you will not see Zoom launch, but you will receive phone calls.

Mac:

Launch Zoom on your computer. (Do not go to Zoom in your web browser.)
Open the Zoom application.
Control-click or right-click on the Zoom icon in your Mac's dock.
Hover over Options to open the submenu.
Click on Open at Login and Keep in Dock so that a checkmark shows up next to each.
Zoom will now auto-start when you start up your Mac.

This image provides instructions on how to configure certain settings for the Zoom application on a Mac computer. Here's a breakdown of what's shown: There's a blue Zoom icon in the dock at the bottom of the screen. Above the icon, there are two dropdown menus showing options when right-clicking on the Zoom icon: The first menu shows "Zoom Workplace" options including "Join meeting...", "Switch languages", "Options", "Show All Windows", "Hide", and "Quit". The second menu, which appears when hovering over "Options", displays choices like "Keep in Dock", "Open at Login", "Show in Finder", and "Assign To" options for different desktops. A red text box on the left provides instructions: "Right-click on Zoom icon and go to Options to click on Keep in Dock and Open at Login so each has a checkmark by it." The image shows that "Keep in Dock" is already checked, while "Open at Login" needs to be checked according to the instructions. At the bottom right corner of the screen, there are icons for what appear to be other Mac applications or system functions, including one with a red notification badge showing the number 8. This image is essentially a tutorial on how to set up Zoom to stay in the dock and open automatically when logging into the computer on a Mac OS system.

The IT department at College of the Canyons (COC) has taken a significant step to modernize our communication infrastructure by transitioning from our existing phone system to the Zoom Phone platform. COC’s previous telephone system was almost two decades old, which impacted its reliability and ability to provide important features that the campus needs to operate effectively and efficiently. Zoom Phone was chosen as a replacement for our end-of-life phone system after careful consideration and analysis of various communication solutions on the market. Aside from being a reliable and flexible phone system, Zoom Phone is also accessible through the Zoom client with which everyone at COC is already familiar. This upgrade enhanced connectivity, accessibility, collaboration, and efficiency across all of our campuses.

Yes. During the Zoom Phone training, users will be shown how to download the Zoom Phone mobile app for iOS and Android.

There is a document which shows you how to find Zoom Phone once the Zoom application is started. This is for the desktop software only.

Your voicemail greeting, voicemail messages, and speed dials will not be transferred from your current phone to your new Zoom Phone account. During training, instructions on how to set up your new voicemail will be provided. Since voicemail messages will not transfer to your new Zoom Phone, please make sure to listen to all unread voicemail and manually document any information needed as soon as possible.

Existing desk phone handsets in individual offices will no longer work after the migration to Zoom Phone, and all existing voicemail will be automatically deleted. Zoom Phone will be available on your District provided computer. Headsets (headphones with a microphone) are available via a request to the IT Helpdesk.

Yes, all classrooms will remain outfitted with a phone handset in its existing location. Wherever a phone currently exists, a new phone will be outfitted for that space. If there is no phone in that space, IT will access the needs of the area and put in new phones if necessary. 

Our intention is for the majority of people to retain their existing number.

Yes! All current phones will be replaced with new Zoom-capable phones. Physical devices will begin deployment by being assigned to a designated location, then configured to align with each user. 

IMPORTANT: Existing desk phone handsets in individual offices will no longer work after the migration to Zoom Phone, and all existing voicemail will be automatically deleted. Zoom Phone will be available on your District provided computer. Headsets (headphones with a microphone) are available via a request to the IT Helpdesk.

Our new Zoom Phone service does not require that you dial a 9 before placing a phone call like our old phone system did. Zoom Phone is different from a traditional phone system in this way. When placing a call, you do not have to dial 9 + 1 + area code + number. Just dial the area code + number; otherwise the system might think you are trying to dial an international number.
 
Note that an area code is required even if it is an 805 number. This is different from our old phone system and is a requirement imposed by the local phone company. If you just dial the 7 digit number without the area code, Zoom Phone will only recognize the last 4 digits and will assume the call is an extension.
 
To sum up:
  • You do not have to dial 9 for an outside line.
  • You do not have to dial 1 before dialing a number within the US.
  • You DO have to dial the area code when dialing a local 805 number. (example: 805-965-0581)
There is an introductory video about Zoom Phone’s features as well as a web page which serves as a user manual.