Zoom Phone

Get Started

Ready to start using Zoom Phone? Take the steps outlined here to activate your account, personalize your settings, and begin making calls from your Zoom application or Zoom-compatible desk phone. 

Sign In

There are two ways to sign into your Zoom account: the web portal or the Zoom app for desktop or mobile. The Zoom web portal is primarily used to activate your account and customize your Zoom Phone settings. You'll use the Zoom app to make and receive calls.

See Activate and Sign In for detailed instructions.

For an overview of what features and settings are available across all Zoom platforms, see Which Platform Can I Use?

Setup Your Zoom Phone Account

You will receive an email when your Zoom Phone has been activated. Complete the steps below to set up your account. 

• Go to the Zoom Web Portal (smith.zoom.us) and sign in.

• Select Phone from the navigation menu on the left side of the screen.

• Enter the required information, including creating a PIN (necessary for accessing voicemail on a desk phone), and then select Setup.

• After the initial setup, you'll automatically be directed to the Settings section for Zoom Phone to confirm your emergency address. 

• You will see a default campus emergency address for your building. If your office is in a different building, select Edit. Other options include selecting a company address from a pre-populated list, or choosing a personal address. Note that the building addresses in the pre-populated company address list are the street addresses for emergency personnel and vehicles as determined by Campus Safety. They are not mailing addresses and cannot be edited. 

• Please note that if you experience an emergency while off campus, we recommend using your personal device.

The Zoom video tutorial Initial Zoom Phone Set Up is also a great resource to help you get started.

Note: Some setting options covered in Zoom help materials may not apply based on Smith's configuration. 

Customize When and Where Your Phone Will Ring

By default, Zoom Phone calls will be set up to ring on all of your available devices: Zoom desktop application, mobile application, and desk phone (if applicable). You can control how and where your incoming calls ring:

1. Hide incoming calls and notifications from appearing on your computer during Zoom Meetings.

   • • From the Zoom desktop application, select your profile icon in the upper-right corner of the screen. 

     • Select Settings.

     • From the menu on the left, select Notifications & Sounds

     • Hide incoming calls during meetings  - if it is not already selected by default, we recommend toggling this on to avoid call notifications during Zoom Meetings. (This won't affect notifications when you're in other meetings that Zoom doesn't know about; see below for more ways to control your phone ringing and notifications.) 

2. Temporarily block your calls when you're busy by toggling your status.

   • • From the Zoom desktop application, select your profile icon in the upper-right corner of the screen. 

     • Select the current status to open up the list of available options. Select Do not disturb to silence calls to all devices for the time period specified. Remember to deselect this when you want to start seeing calls again. 

3. Choose the devices to be used for phone calls by adjusting your standard account settings. 

   • • Log into the Zoom Web Portal, select Phone from the left side menu, then select the Settings tab.

     • Scroll down to Call Handling. You'll see a section called Business Hours.

     • Select which devices you'd like calls to ring on: Next to Call Handling, select Edit. All devices are toggled on by default. If you prefer a device to never ring (for example, if you only want to receive calls on your desk phone, and not your computer), you can deselect the device in this list.

       1. • Note that a Yealink desk phone will only show up in this list when it's plugged in (after your extension has been migrated to Zoom).

4. Optionally, to control call notifications during class or office hours and lunch break, or other recurring days/times of the week, you can set up Break Hours. For more information on setting this up and customizing call and voicemail settings, see Zoom Phone Settings.

Place Outgoing Calls in the Zoom App

Watch this one-minute video on how to place a call using the Zoom app.

From the Phone tab in the Zoom app, use the keypad to place an outgoing call. You no longer need to dial 8 or 9 before the number for external calls.

Zoom Phone has a contact directory and offers convenient call-by-name functionality. Note: Because Zoom Phone is rolling out in phases, you may not see all of your Smith colleagues in the directory.

• Navigate to the Phone tab in the Zoom app.

• Above the keypad, start typing a person’s name to search the directory. Alternatively, type in an extension number. Their contact information will appear. (If it doesn’t, they may not yet be fully migrated to Zoom Phone.) 

• Select the contact to place a call. 

For additional instructions, see Making and Receiving Calls. 

Answer Incoming Calls in the Zoom App

When you receive a call, a pop-up will display. Answer the call by selecting Accept. Watch this 20-second video on how to answer an incoming call using the Zoom Phone app 

See Using In-Call Controls for more on all of your available options during a call.

Zoom Phone Features

The Zoom articles below provide information on making calls, including in-call options such as transferring and converting a call to a Zoom meeting, as well as instructions on accessing voicemail.

For an overview of what features and settings are available across all platforms, see Which Platform Can I Use?

Note: There is no need to dial 8 to call an off-campus phone number when using Zoom Phone.

Zoom Phone Training

Live training sessions will be offered via Zoom during each phase of the Zoom Phone Project 2025-26 rollout. Recorded sessions are available for viewing at any time. For details, see Zoom Phone Training on the Zoom Phone Project page.

Which Platform Can I Use?

Making and Receiving Calls

Do I need to download and install Zoom on my computer or on my smartphone?

To make and receive calls on your Smith-assigned or shared computer, you'll need to have the Zoom app, which should already be installed by ITS. Optionally, if you would like to make or receive calls on your personal smartphone using your Smith phone number, you can install the Zoom app on your phone. 

If you plan to only use a desk phone, you don't need to use the app, but you'll still want to configure your phone settings and voicemail via the Zoom web portal (no app necessary to do this).  

Does the Zoom app need to be open in order to receive calls?

Yes, to receive calls on your computer, you need to be signed in to the Zoom app, though the app can be minimized. Remember to sign in using your Smith username and password using the SSO (key icon) option.

How will I make an emergency phone calls and reach Campus Safety? 

Nothing has changed with regard to calling Campus Safety and emergency calls. As a reminder:

• On-campus emergencies and urgent matters: Dial 5555 from a campus telephone or 413-585-5555 from a personal phone to reach the Campus Safety emergency line.

• Dialing 911 will connect to Northampton’s Public Safety emergency line and notify Smith College Campus Safety.

• Campus Safety main office number (non-emergency): Dial 2490 from a campus telephone or 413-585-2490 from a personal phone.

Please note that if you experience an emergency off campus, we recommend using your personal device if available.

Can I call someone's 4-digit Smith extension, or do I need to dial their whole number?

With a Zoom phone, you can dial a specific extension directly. In the Zoom desktop and mobile apps, you can also simply type in the person's name to use the built-in directory and place a call.

Will my Zoom Phone ring during Zoom Meetings, and how can I control that?

When you are in a Zoom Meeting, incoming calls notifications can be automatically silenced to prevent interruptions. Notifications will also be suppressed while you are screen sharing. You can also temporarily set your status to Do Not Disturb. You can further customize your notification settings for incoming calls on the Zoom web portal, including setting business hours to prevent calls outside of your normal working hours. Navigate to your profile, then select Settings> Notifications and Sounds. 

How do phones in common areas across campus work with Zoom Phone?

By default, phones in common areas (hallways, classrooms, and labs) will be configured with a standard classroom setup, which allows for on-campus and emergency calling only. All phones will be clearly labeled with their extension number and emergency dialing information.

Are calls made/received via cell signal or via internet? 

Calls can be made over internet or data — wireless, wired, and cellphone data (4G/5G).

Requesting a Desk Phone

How can I request a desk phone?

Yes, you can request a Zoom-compatible phone any time. Please fill out this form to request one.

2025-26 Project 

What happens to my Avaya phone? Can I still use it after my number is migrated to Zoom Phone?

Once your phone number has been migrated to Zoom, your current Avaya phone will no longer work. You will be able to make and receive calls through your Zoom application, or you can request a new Zoom-compatible phone. After cutover, you can drop off your Avaya phone at the User Support Center (Seelye Hall B8) during business hours, or you can hold onto it until ITS provides details about collection in January 2026. 

How are fax machines impacted?

Fax machines and their functionality are not being replaced. However, there are changes to external dialing through Zoom Phone - to send a fax, simply use the area code and phone number (no need to include 8 or 9 to dial off campus. If you have fax numbers programmed or on speed dial that include the 8 or 9 prefix, you'll need to update them. Note the 1 for long distance is also unnecessary but won't cause a problem.

Can I use the chat functionality in the SMS tab?

Zoom Phone SMS functionality is not yet activated as of October 2025. For internal chat functionality, use existing supported chat platforms, such as Slack.