Zoom Phones for Clinicians

Here are instructions for setting up and using the Zoom phone feature with your Fuller Zoom account.

Part 1: Setup

Signing into Your Zoom Account

After accepting your initial Zoom account invitation, you can change your settings at zoom.us. Once you sign in, click Phone on the left-hand column to go to your Phone settings.

The first time you go to your settings, you will need to confirm your area code, timezone, and set a PIN (optional) to check your voicemail by dialing in.

Choosing When and Where You Get Phone Calls

Under your Phone Settings, Call Handling is where you control when and where you receive phone calls.

Business Hours start as 24 hours/7 days, which means you will receive calls at any time. You can edit this to select specific hours when your phone will ring. Incoming calls outside these hours follow the settings for Closed Hours, which default to going straight to voicemail.

You can edit Call Handling to choose where incoming calls ring: Zoom Desktop Apps is the Zoom app on your laptop, and Zoom Mobile Apps is the Zoom app on your phone. You can disable any of these, or add an external phone number if needed.

You will notice under Closed Hours all Call Handling options are turned off, which means the phone will not ring at all during these hours, and calls are set to Forward to voicemail.

Below Closed Hours you can manage your Holiday Hours. These function just like closed hours for the entire time period. One option to consider is forwarding calls to another extension or external number, instead of voicemail, if you will be gone for an extended time.

Recording Your Voicemail Greeting

Beneath each category of Business Hours, Closed Hours, and Holiday Hours you will find the Greeting & Leave voicemail instruction section. This is where you can listen to and change your voicemail greeting.

To change your voicemail greeting, click Edit then Add Audio. You can choose Text to Speech (an AI voice generator), Upload (a previous recording you have made), or Record by Computer (click the record button to record your message). Which ever option you choose, you must set an Asset Name and a Category (any is fine, this is how it will be stored in your account).

Notice that you can create and set different voicemail greetings for Business Hours, Closed Hours, and Holiday Hours. This way you can customize the information a caller receives depending on when they call. If you want to reuse a recording, you can select Choose from Asset Library instead. Please make sure that you have set a non-default voicemail greeting each for Business Hours, Closed Hours, and any Holiday Hours you create.

Part 2: Using Zoom Phones

Signing into the Zoom App

In order to make and receive phone calls/text messages and check your voicemail, you must sign into the Zoom app with your Fuller account (in order to actively receive calls on a laptop, you must also leave the Zoom app running in the background).

If you are not signed in on any device, phone calls to you will go straight to voicemail, and you may check your voicemail, text messages, and missed calls the next time your sign into your Zoom app.

Checking Voicemail

On the Voicemail tab in the Zoom app you will find all your voicemail. From here you can listen to the voicemail, read the transcript, call them back, send them a text message and more (click on the ... for more options). You can also share the voicemail with someone else at Fuller (as long as they are also using Zoom phones).

You may also listen to your voicemail on the Zoom website, but you do not have any of the other features found in the Zoom app.

Making and Receiving Phone Calls

To make a phone call with Zoom, you may type or key in the number you would like to call from the phone tab. If the person you are calling also has a Fuller Zoom phone, or they are in your email@fuller.edu Google Contacts with a phone number, you may also start typing their name to call them. Under Caller ID, make sure to choose the number you want to show on their phone, usually your Direct Number.

If you are signed into the Zoom app during your Business Hours, your device will alert you that you have an incoming call with a ringtone and a screen popup with the name and number. You may answer or decline (send to voicemail). On your mobile device, phone calls use the Zoom app and not your normal dialer, so the ring will be distinct. Also, Zoom Phone calls use wifi/data rather than cellular lines, so if you do not have a good internet connection your call quality might be degraded.

On the History tab in your Zoom app you will see any missed calls, along with the rest of your call history. From here you may call them back, send a text message, or many other options, similar to your Voicemail tab. Likewise, you may also check your call history on the Zoom website, but without any other features.

Checking and Sending Text Messages

To send a new text message, go to the SMS tab in your Zoom app and click on the New SMS button (small square with a pencil). You may then type the number (or name for someone with a Fuller Zoom Phone or in your contacts) at the top next to To, and your message at the bottom, and then press Enter to send. As with any text message, you may also attach a file or select emoji. You can also send a group text by adding more than one number to the To section.

From this tab you can also see all of your text message history, respond to text messages, or call them back directly.

Zoom Phone text messages are standard SMS text messages, exactly like the ones sent between mobile phone numbers. Unlike WhatsApp or similar "text-message-like" apps, the recipient does not need their own Zoom account or Zoom app.

For a more extensive guide, here is Zoom's User Guide for Phones.

For using the Zoom mobile app, here's a helpful video from Zoom:

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