Getting Started
How to set Zoom Phone to DND during class time or a meeting
The quickest way to set your Zoom Phone to DND, which will not ring and send incoming calls to voicemail, is by setting your Zoom Desktop Client to DND.
1. Open your Zoom Desktop Client.
2. Click on your profile picture at the top right of the Desktop Client.
3. Click on the status tab below your name and account.
4. A sub-menu should pop up with different presence statuses you can set your Zoom to. You can set yourself to Do not distrub with a time limit. This will stop incoming calls to all Zoom Phone devices you have set up.
Please note that setting your Zoom to Busy will not stop you from receiving incoming calls. For more information about Presence Status, view this Zoom Support article.
How to disable incoming calls during Zoom Meetings
By default, you will still receive incoming calls during Zoom Meetings.
1. Open your Zoom Desktop Client.
2. Click on your profile picture at the top right of the Desktop Client.
3. Click on Settings.
4. This will open up the Settings window. On the left, select the Phone tab.
5. Click the check-box to enable the feature of hiding incoming calls while in a Zoom Meeting.
How to set Holiday or Out of Office hours in Zoom Phone
Please note that setting your Vacation responder in Gmail will not transfer to your Zoom Phone. You have to set up the away time on the Zoom Web Portal.
1. Navigate to the Zoom web portal via the link - https://colby.zoom.us/profile
2. In the left menu, click on Phone, then click on the Settings tab.
3. Scroll down to the Call Handling section.
4. Next to Holiday Hours, click on the Manage button to the right of Holiday List & Call Handling.
5. Click the Add button to add a new holiday.
- You can choose All Day if the holiday applies to the entire day.
- If it's a recurring holiday, select "This is a recurring holiday."
6. After creating your Holiday, ensure you have applied the Call Handling to all of your Zoom Applications.
- Setting the Call Handling ensures that this break applies to all of your connected devices, such as a laptop or smartphone.
Setting up a custom Voicemail message for Holiday break or Out of Office
A Zoom Phone Holiday greeting is an automated message that's played to incoming callers during holidays, office closures, or when you are out of office.
1. Navigate to the Zoom web portal via the link - https://colby.zoom.us/profile
2. In the left menu, click on Phone, then click on the Settings tab.
3. Scroll down to the Call Handling section.
4. Next to Holiday Hours, click on the Manage button to the right of Holiday List & Call Handling.
5. Under the Holiday or Out of Office period you have, select Edit under Greeting & Leave voicemail instruction.
6. From the dropdown menu, select Add Audio.
6. You may record your own audio or use Text-To-Speech to create a custom message.
Text-to-Speech voicemail:
1. Click the Text to Speech tab.
2. You will then be prompted to enter or select an Asset Name (e.g., Bob Park's Voicemail), Category (e.g., Voicemail Greeting), Language (e.g., American English), and Voice (e.g., Kevin-Male).
3. In the Message to Play text box, type the desired message for your voicemail greeting (e.g., "Hi, this is Bob Park. Please leave a message").
4. To preview your voicemail message, click the Play link in the lower left of the Message to Play section.
5. When you are satisfied with your recording, click the Add button to save your recording to the system.
Custom Audio voicemail:
1. Click the Record by Computer tab.
2. You will then be prompted to enter or select an Asset Name (e.g., Joe Bruin's Voicemail), Category (e.g., Voicemail Greeting), and Language (e.g., American English).
3. Under the Record Audio section, click on the Record button to begin recording your voicemail.
4. To stop recording, click the Stop button.
5. To listen to the recording, click the Play button.
To re-record a voicemail, click the Record Again link.
6. Once satisfied with your recording, click the Add button to save your voicemail recording.
