Zoom Phone is apart of the Zoom platform, and it's Colby's Web-based phone system for faculty and staff. With Zoom Phone, phone calls can be made from the Zoom Workplace app that comes pre-installed on all Colby issued laptops or desktops (Windows and MacOS), can also be used on smartphones through the Zoom Mobile App (Android or iOS), and on traditional office desk phones. 

This guide is intended to help new Zoom Phone users set up their Zoom Phone account.

Getting Zoom Phone

• Requesting Zoom Phone (requesting a Colby extension)

• Requesting a Desk Phone

• Requesting a Cell Phone (not a Colby extension or Zoom Phone service)
   

Requesting Zoom Phone (requesting a Colby extension)

Requesting a Colby extension for any Colby faculty or staff member with no existing Colby phone number can be completed in a two ways:

1. Hiring managers can fill out the ITS Onboarding Request Form at least 10 business days prior to a new hire's arrival. This form also includes hardware requests and server request. Please contact the ITS Support Center or People Services for this form.
2. Hiring managers or supervisors can fill out the service request form on the service page: Zoom Phone - Desk Phones and Zoom Client.
    

Requesting a Desk Phone

Desk phones are not required to use Zoom Phone. ITS strongly recommends using Zoom Workplace or the Zoom Mobile App for your telephone solution instead. Desk phones can be requested using the service request form on the service page: Zoom Phone - Desk Phones and Zoom Client.
 

Requesting a Cell Phone (not a Colby extension or Zoom Phone service)

To request a cell phone, which is not a Colby extension or apart of the Zoom Phone service, please view this service request page: Cell Phones.
 

Getting Ready for Zoom Phone

• IMPORTANT: Logging in to your Colby Zoom Account (First time login)

• Downloading the Zoom Mobile App on your Smartphone
   

IMPORTANT: Logging into your Colby Zoom Account (First time login)

It is important for you to log into your Colby Zoom Account for the first time either before or after being given a Colby phone number. This is because your Colby Zoom Account goes through provisioning upon your first sign in-- it assigns you the correct Zoom License and updates your date and time information to be reflective of where you are.

Login your Zoom Account on the web here: https://colby.zoom.us/ 
 

Downloading the Zoom Mobile App on your Smartphone

To download the Zoom Mobile App on your Smartphone, use this guide: Zoom Phone on Your Smartphone.
 

Setting Up Zoom Phone

• IMPORTANT: Personal Emergency Address Configuration - Remote Staff and Faculty please view this section.

• Set up your Voicemail Greeting

• Choosing What Devices Zoom Phone Rings on
   

IMPORTANT: Personal Emergency Address Configuration - Remote Staff and Faculty please view this section.

When contacting emergency services (911) from Zoom Phone, the software will attempt to relay your location using campus building information if/when connected to a campus network, or the carrier-based device location if using a cellular network (i.e. 5G, LTE). The personal emergency address is a setting in the Zoom application itself, installed on the computer, smartphone, or other device, that can be configured as an additional point of dispatch.

Important for travelers or remote workers: Because Zoom Phone is easily transportable and will work on any Internet or WiFi connection, it is essential to ensure that your Zoom Phone is configured with your working location if that location is not on Colby's main campus or downtown Waterville buildings. Steps to view and update this information are listed below. The Zoom Phone app on a smartphone will automatically update the location using the device's location services.

Please view this article for more information: Zoom Phone Personal Emergency Address. Additionally, there is a Zoom Phone Emergency Address and Information FAQ article available.
 

Set up your Voicemail Greeting

Using the Zoom Workplace App to set up your voicemail:

1.  Sign into your Zoom Workplace app: Refer to the "Signing in to Zoom on your computer" section of our Zoom Overview and Help article. 
2. Click on your profile picture at the top right of the app.
3. Click on Settings.
4. In Settings, click on the Phone tab.
5. In the Phone tab, scroll down to the section Voicemail and forwarding.
6. Verify that When a call goes unanswered is set to Forward to voicemail.
7. Click on the drop down box next to Voicemail greeting, and select Add new greeting. 
8. For adding a new greeting, you have three choices:
   • Text to speech: Allows you to convert text to speech if you want an quick and easy method to generate audio.
   • Upload a file: Allows you to use an already recorded audio file. MP3 and WAV formats only, up to 10 MB. Ensure the language is set to English.
   • Record by Computer: Allows you to record a voicemail greeting by using the Workplace app. Ensure the language is set to English.
9. After you are finished, give the audio an Asset Name, and click Add.
10. Verify that you have selected the Asset as your option for your Voicemail greeting.

Using your Desk phone to set up your voicemail:

1. You will need to find your voicemail pin. Refer to the "Find Your Voicemail Pin Code" section of our How-to Setup Voicemail on Zoom Phone article.
2. Press the voicemail button on the phone, depicted as a mailing envelope. 
3. Follow the auto-attendant's prompts to finishing setting up your voicemail greeting.

Optional: In-depth voicemail set-up guide is available on our knowledge base: How-to Setup Voicemail on Zoom Phone.
 

Choosing What Devices Zoom Phone Rings on

By default, Zoom Phone rings on all devices connected to Zoom. 

1. Start in the Zoom Web Portal - colby.zoom.us/profile
2. In the left menu, click on Zoom Phone, then click on the Settings tab at the top.
3. Scroll down to the Call Handling section.
4. Next to Call Handling, click on the Edit button.
5. In the window for Call Handling for Business Hours, you can enable or disable where Zoom Phone rings:
   • Zoom Phone Appliance Apps: Any devices connected to your Zoom account that are used for Zoom Meetings.
   • Zoom Desktop Apps: Zoom Workplace or Zoom Client (same application you use for meetings).
   • Zoom Mobile Apps: The Zoom mobile application used on smartphones.
   • Desk Phone: If you have a deskphone connected to your Zoom account, it will be listed as another option.
6. Use the slider on the left of each option to enable or disable them.
   • Blue means this option is enabled
   • Grey means this option is disabled.
      

Using Zoom Phone

• Making a call from your laptop or computer (Windows and MacOS) or smartphone (Android and iOS)

• Receiving a call from your laptop or computer (Windows and MacOS) or smartphone (Android and iOS)

• Checking your Voicemail Messages on Zoom Workplace or Zoom Mobile App (recommended)

• Checking your Voicemail Messages on your desk phone
   

Checking your Voicemail Messages on your desk phone

Note: We strongly suggest using the Zoom Workplace app instead to view voicemails, as voicemail transcription (transcribing the voicemail to readable text) is available in the app.

1. You will need to find your voicemail pin. Refer to the "Find Your Voicemail Pin Code" section of our How-to Setup Voicemail on Zoom Phone article.
2. Press the voicemail button on the phone, depicted as a mailing envelope. 
3. Follow the auto-attendant's prompts to listen your voicemails.

Additional Resources for Zoom Phone

• Zoom Phone Emergency Address and Information FAQ 

• Company Contact Directory for Zoom Phone

• How-to Change Desk Phone's Display Name

• I still have questions or I need additional assistance. Who do I contact?
   

I still have questions. Who do I contact?

If you still have questions, comments, or concerns, please contact Colby ITS at support@colby.edu.