Zoom Phone – Getting Started Guide

Welcome to Zoom Phone

Zoom Phone is our new business phone system. It allows you to make and receive calls using Zoom Workplace on your computer, mobile device, or assigned desk phone. Your business phone number, voicemail, call history, and contacts are all available through Zoom.

This guide covers the basics you'll need before your department's go-live date.

Step 1: Sign In to Zoom Workplace

Prior to your go-live date, you will receive an email invitation from Zoom indicating your account is ready.

To Sign In:

Open Zoom Workplace on your computer.
Click Sign In.
Select Google.
Sign in using your work Google account.
Complete any prompts presented by Zoom.

Important: Always use your work Google account when signing into Zoom.

Step 2: Locate the Phone Tab

After signing in:

Open Zoom Workplace.
Select Phone from the navigation menu.

Within the Phone section, you'll find:

Dial Pad
Voicemail
Call History
Contacts
Settings

Take a few minutes to familiarize yourself with the layout before your go-live date.

Step 3: Verify Your Phone Number

Within the Phone tab, confirm that your assigned phone number appears correctly.

You should see:

Your direct phone number
Extension (if assigned)
Voicemail access

If your number is missing or incorrect, contact IT before your go-live date.

Making a Call

Open the Phone tab.
Enter a phone number using the dial pad.
Click the Call button.

You can also search for coworkers by name and call them directly from Zoom.

Receiving Calls

When someone calls your number:

A notification will appear on your screen.
Click Accept to answer.
Click Decline to reject the call.
You may also send the caller directly to voicemail.

For best results, keep Zoom Workplace running while you are working.

Managing Voicemail

To access voicemail:

Open the Phone tab.
Select Voicemail.

You can:

Listen to messages
Review voicemail transcripts (when available)
Return calls directly from voicemail

Transferring Calls

During an active call:

Select Transfer.
Search for a coworker or enter an extension.
Complete the transfer.

You may perform either:

Warm Transfer – Speak with the recipient before transferring.
Direct Transfer – Transfer immediately.

Warm transfers are recommended whenever possible.

Placing Calls on Hold

During a call:

Click Hold.
Click Resume when ready to continue the conversation.

Using a Desk Phone (If Assigned)

Some employees have been assigned a physical desk phone.

Your desk phone is connected to Zoom Phone and uses the same:

Phone number
Extension
Voicemail

You may use either:

Zoom Workplace
Your desk phone
Both, depending on your role and work location

Mobile Access

Zoom Workplace can also be installed on your mobile device.

This allows you to:

Make calls using your work number
Receive business calls while away from your desk
Access voicemail and call history

Employees who require mobile access should follow IT's mobile device guidelines.

Tips for Success

Before Go-Live

✓ Sign in to Zoom Workplace

✓ Locate the Phone tab

✓ Verify your phone number

✓ Confirm your audio device (headset, speaker, microphone) is working properly

✓ Review this guide and become familiar with the interface

Need Help?

If you experience any issues with:

Signing in
Missing phone numbers
Audio devices
Calling functionality
Voicemail

Please contact the IT Department for assistance.

Additional Zoom Resources