Zoom Phone
Zoom Phone
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When Zoom Phone is implemented, Smith faculty and staff can make and receive phone calls on their Smith-assigned computer or smartphone using the Zoom application (the same one used for meetings) or a Zoom-compatible desk phone. Zoom Phone offers flexibility for those working remotely and also enables hands-free phone calls using an existing Zoom Meeting microphone and speaker or headphones.
For more information about the phases of the Zoom Phone implementation project, including when you'll have access, see Zoom Phone Project.
What is Zoom Phone?
What is Zoom Phone?
Zoom Phone will appear as a new tab in your Zoom application once it is activated for your account. You can make and receive calls using your Smith phone number from wherever you have the app installed, including your computer or mobile device. It looks and functions like the phone app on a smartphone. To make a call, you can dial an extension or simply search for the name of a Smith colleague. View and manage your call history and voicemail from the home screen.
Zoom Phone can also be used with Zoom-compatible desk phones.
Get to Know Zoom Phone
Get to Know Zoom Phone
To get a sense of how Zoom Phone looks and functions on desktop or mobile, we recommend checking out these short videos (under 5 minutes). They provide an excellent overview of basics like making and receiving calls, checking voicemail, and viewing call history.
Zoom Phone from the Desktop Application (00:00 - 3:24)
Zoom Phone from the Mobile App (00:00 - 3:25) (Mobile app use is optional.)
Note: Some feature options covered in Zoom help materials may not apply based on Smith's configuration.
Getting Started
Getting Started
Sign In
Sign In
If you have never signed into Zoom before, please see Activate and Sign In for instructions. Here you will also find a link to download the Zoom application. (By default, ITS installs the Zoom desktop application on all Smith-assigned computers.)
IMPORTANT: To make and receive calls through the Zoom app on your computer or mobile device, you must sign in to Zoom with your Smith username and password.
Initial Setup
Initial Setup
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, 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. More guidance on location settings for emergencies will be provided soon.
Configure Call Handling
Configure Call Handling
After initial setup, we recommend reviewing and adjusting your Call Handling settings from Settings on the Zoom Web Portal. These include your available/working hours, devices, and voicemail.
The video tutorial Initial Zoom Phone Set Up will help you get started, and instructions are also below.
Note: Some options covered in Zoom help materials may already be set up for you; some may not apply based on Smith's configuration.
Call Handling Settings
Call Handling Settings
Under Business Hours, set your preferences for how you receive incoming calls.
Set the hours that you are available to take calls at your Smith phone number.
Select where you'd like calls to ring, and if sequential (see 3), in what order. Depending on your preferences, you may have one or more devices chosen (desktop, mobile, or physical phone). If you do not currently have a Yealink phone but plan to get one, it will be visible on your account once it is set up.
If you use Zoom Phone on multiple devices, choose whether you'd like calls to ring on all at once (Simultaneous) or one at a time (Sequential). Sequential means that the call will ring to your first device, and if not answered, ring again on your second device, and so on.
Determine how long you'd like a call to ring before moving to the next step.
Choose what happens to a call you receive while already on the line.
Choose what happens to a call that is not answered (this will likely be "forward to voicemail" for most people).
Record or upload your voicemail greeting. Zoom also offers a text-to-speech option, allowing you to enter a text message and have Zoom provide the audio.
Using Zoom Phone
Using Zoom Phone
The articles below provide basic 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.
Calling Features
Calling Features
Making and Receiving Calls (text)
Checking Voicemail Messages (video)
In-call Options (Desktop) (video)
Three-way call (video)
Transferring a call (video)
Using In-Call Controls (text)
Transferring Calls (text)
Settings
Settings
Call handling overview (video, includes settings for outside business hours)
Change your ringtone (text)
Zoom Audio Settings (video)
Tips for Using Zoom Support Materials
Tips for Using Zoom Support Materials
Where possible, we've included video and text versions of help materials to accommodate learning preferences.
Zoom's YouTube videos have chapters for easy navigation. If you don't see them on the right side of the screen, select the chapter title at the bottom of the video to open the list.
In text articles, you may see tabs across the top for selecting different devices or operating systems (ie, desktop, mobile device, and physical phone), as well as a jump menu on the left to quickly find what you're looking for.
Voicemail
Voicemail
Voicemail can be accessed through the Zoom app, web portal, and a physical phone. The audio file and transcription will also be sent to your email inbox.
Record and select a greeting (video)
Checking Voicemail Messages (video)
Manage Voicemail Messages (text)
Select the Desk Phone tab for instructions on accessing voicemail from a phone.
Advanced Features
Advanced Features
Elevate a call to a Zoom meeting (video) - You can turn a phone call into a meeting by selecting Meet on your call screen.
Using call delegations (text) - Delegate others to handle your calls, or answer calls as a delegate.
Using shared line groups (text) - A shared line group is set up by a Zoom Phone administrator and allows of group of people to have access to an extension.
Blocking numbers (text) - Block spam numbers to avoid receiving unwanted calls.
When placing calls in the Zoom application, you can quickly search for Smith colleagues by name; you don't need to know their extension number.
Zoom Workplace Mobile App
Zoom Workplace Mobile App
To download Zoom on your mobile device, visit the Zoom Download Center or head to the App Store or Google Play.
To sign in to Zoom, select Sign in and Continue with SSO. Enter smith as the Company domain name and select Continue. A browser window will open, and you may need to log in with your Smith credentials—follow the prompts to launch the application.
To access the phone user interface and call features, tap the Phone icon on the bottom bar. You may need to select More (three dots) to see the Phone.
Mobile App Overview (video)
In Call Options (Mobile) (video)
Make and Receive Calls (text - select Android/iOS heading)
Zoom-Compatible Yealink Phones
Zoom-Compatible Yealink Phones
If you opt for a physical desk phone, your Avaya phone will be replaced with a Yealink phone. Common area phones across campus will also be replaced with new Yealink phones. More information about the features of these models will be available soon.
We encourage everyone to try the phone features within the Zoom desktop or mobile app once they are enabled for you, before requesting a physical desk phone. If you decide that you'd like a physical phone, you can request one at any time using the Zoom Phone Survey and Request Form, submitting a general IT support ticket via Request Help, or emailing ithelp@smith.edu.
Zoom Phone Training
Zoom Phone Training
Live training sessions will be offered via Zoom during each phase of the Zoom Phone rollout. The sessions will be recorded, and links will be posted here for viewing at any time.
Phase 1 Training Sessions
Phase 1 Training Sessions
Note the date and time of the session you wish to attend, then register using the registration button above. Instructions on how to join will be included in the registration confirmation email.
Zoom Phone User Training for Academic Coordinators and Administrative Assistants (recommended for groups with special call handling setups):
Thursday, October 16, 10:00–11:00 a.m.
General Zoom Phone User Training (recommended for anyone):
Monday, October 20, 1:30–2:30 p.m.
Post-cutover Zoom Phone Open Office Q&A Session (an opportunity to get your questions answered after you begin using Zoom Phone):
Tuesday, October 28, 9:00–10:00 a.m.
Which Platform Can I Use?
Which Platform Can I Use?
FAQ
FAQ
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.
Campus Safety main office number (non-emergency): Dial 2490 from a campus telephone or 413-585-2490 from a personal phone.
Dialing 911 will connect to Northampton’s Public Safety emergency line and notify Smith College Campus Safety.
Does the Zoom app need to be open in order to receive calls?
Yes, you need to be signed in to the application to receive calls.
Will my Zoom Phone ring during Zoom Meetings, and how can I control that?
When you are in a Zoom Meeting, incoming calls will be automatically silenced to prevent interruptions. Notifications will also be suppressed while you are screen sharing. You can further customize your notification settings for incoming calls within the Zoom app. Navigate to your profile, then select Settings> Notifications and Sounds.
Do I need to download and install Zoom on my smartphone?
You will be able to make and receive calls on your Smith-assigned or shared computer (the Zoom application should already be installed by ITS). If you would like to make or receive calls from your Smith phone number on your personal smartphone, you can install the Zoom app on your phone. Updating your office hours settings on the Zoom web portal will prevent calls outside of your normal working hours.
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).
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 place a call.
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.
What happens to my Avaya phone? Can I still use it?
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.
How can I request a new phone?
Please fill out this survey to request a new Yealink phone.
Can I use the chat functionality in the SMS tab?
Zoom Phone SMS functionality is not yet activated. For internal chat functionality, use existing supported chat platforms.
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