1. Before You Start
Zoom Phone is built into the Zoom Workplace app, which should already be installed on your MacBook or Windows PC. Most settings are initially configured through the Zoom Web Portal, which can be accessed through the Zoom tile in Moravian single-sign on.
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Mac
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Windows
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macOS 10.15 (Catalina) or later current Zoom minimum
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Windows 11 or later
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Zoom Workplace app (latest version recommended)
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Location Services turned on for Zoom (steps below)
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Keep the app up to date: If you see an orange Update Required banner at the top of the Zoom Workplace app, click Update Now.
Turn On Location Services (for E911)
Zoom uses your computer's location to send your correct address to 911 dispatchers.
Mac:
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Open System Settings and click Privacy & Security.
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Click Location Services.
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Turn on the toggle for Zoom. Enter your computer administrator password if prompted.
⚠️ Mac users may see a location icon with a red dot in the upper right corner of Zoom Phone prompting location sharing. Some configurations prompt installation of a Location Helper tool. This is an official, trusted Zoom utility, so accept it.
Windows:
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Open Settings from the Start menu and select Privacy & Security.
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Select Location and make sure these are turned on:
No admin rights are required. Standard users can turn this on themselves.
Mobile app: You don't need to turn on location services in the Zoom mobile app. If you dial 911 from your smartphone, your cell carrier determines your location.
2. Sign In & First-Time Setup
Most Zoom Phone settings (emergency address, business hours, voicemail greeting) are managed in the Zoom Web Portal. Always sign in through Moravian's login page:
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Go to login.moravian.edu and sign in with your Moravian credentials.
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Select the Zoom tile. The portal opens to your Profile page.
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Click Phone in the left menu.
Note: Zoom is rolling out a new web portal design. Menu names and locations in this article may change slightly in the coming weeks, but the settings themselves stay the same.
Complete the Quick Setup
The first time you click Phone in the portal, Zoom asks you to finish a short setup:
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Select country and area code: Leave the country as United States and enter your area code (for example, 610).
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Set your time zone: Choose (GMT-4:00) Eastern Time (US and Canada).
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Set PIN code to listen to voicemail by telephone: Enter a numeric PIN you'll remember.
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Click Setup.
Add a Profile Picture
Your profile picture appears to coworkers when you call, chat, or meet. Without one, people see your initials. On the Profile page, click your picture, then Change to upload a JPG, GIF, or PNG under 2 MB.
Connect Google Calendar & Contacts
Connecting your Moravian Google account lets you see your calendar in the Zoom Workplace app and search your Google contacts when you make calls.
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In the Zoom Web Portal, go to your Profile page.
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Scroll to the bottom, to Others > Calendar and Contacts Integration, and click Configure (or Connect to Calendar and Contacts Service).
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Select Google. Review the permissions (Calendar and Contacts: Read and Write) and click Continue.
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Sign in with your Moravian Google account and allow access.
Sign In to the Zoom Workplace App
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On your computer
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On your mobile device
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Open the Zoom Workplace app.
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Sign in using SSO with your Moravian credentials.
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Click the Phone icon in the left navigation bar.
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Download the Zoom Workplace app from the App Store or Google Play.
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Sign in using SSO with your Moravian credentials.
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Tap the Phone tab at the bottom of the screen.
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3. Your Phone Settings
All of the settings in this section are in the Zoom Web Portal. Sign in (see Section 2), click Phone, then click the Settings tab.
Emergency Address (E911)
The Emergency Address is the address given to first responders when you dial 911. Zoom Phone only uses your location when you place a 911 call. The desktop app uses your network connection to find your "dispatchable location" and asks you to confirm it when you're somewhere it doesn't recognize. This keeps us compliant with FCC regulations, including Kari's Law and RAY BAUM'S Act of 2018.
To check or update your address:
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On the Phone > Settings tab, look for Emergency Address at the top. On campus it shows the university's default address (1200 Main St, Bethlehem).
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To add a home or remote address, click Personal Emergency Address. To change an existing address, click Edit.
In the desktop app: If Zoom can't confirm where you are, a red location icon appears in the upper right corner of the Phone tab. Click it and choose Confirm emergency address.
Check your address:
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When you first start using Zoom Phone
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When you work from home or another remote location
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When you travel to another campus
Area Code & Time Zone
You set both during Quick Setup. To change them later:
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Area Code: On the Phone > Settings tab, click Set next to Area Code. With an area code set, you can dial local numbers without typing the area code.
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Time Zone: Your time zone controls when your Business Hours start and end, so make sure it's (GMT-4:00) Eastern Time (US and Canada). It isn't on the Phone Settings page. Find it under Profile > Personal Information and click Edit.
Outbound Caller ID
This is the number people see when you call them. It's set to your direct number by default. If you belong to a department line, you can choose that number instead. You can also change it for a single call from the Caller ID drop-down under the dial pad in the app.
Business, Closed & Holiday Hours
By default, your Business Hours are set to 24 Hours a Day, 7 Days a Week. To set your own hours:
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Under Call Handling, click Edit next to Business Hours.
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Select Custom Hours, check the days you work, and set the times. Click Apply hours to every day to copy one day's hours to the rest.
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Click OK.
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Hours
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What happens to calls
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Business Hours
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Calls ring the devices you choose (see Section 4). If you don't answer, the caller goes to voicemail.
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Closed Hours
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This section appears once you set custom hours. By default your devices don't ring, and callers go straight to voicemail.
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Holiday Hours
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Click Manage next to Holiday List & Call Handling to add days off, such as university holidays.
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Voicemail Greeting & PIN
Your greeting plays before a caller leaves a voicemail. If you don't change it, callers hear the university's default greeting: "Thank you for calling Moravian University. We are unable to take your call at this time. Please leave a message."
To set your own greeting:
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Scroll to Greeting & Leave voicemail instruction (under Business Hours) and click Edit, then Add Audio.
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Choose one of the tabs:
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Text to Speech: Type your greeting and pick a language and voice. Zoom reads it aloud for you.
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Upload: Upload a pre-recorded audio file, such as an MP3.
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Record by Computer: Record your greeting with your computer's microphone.
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Click Add.
You can set a different greeting for Closed Hours and Break Hours the same way.
Voicemail PIN: You set your PIN during Quick Setup. You'll need it to check voicemail from a desk phone. To change it, find PIN Code on the Phone > Settings tab and click Show or Edit.
4. Controlling When You Receive Calls
You can keep calls from interrupting meetings, other calls, or class in two ways. Set a schedule in the web portal, or turn a setting on when you need it in the app.
Choose Which Devices Ring
On the Phone > Settings tab, click Edit next to Call Handling. Turn each device on or off: Zoom Desktop Apps, Zoom Mobile Apps, or your desk phone if applicable. Use the arrows to change the order.
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Call Handling Ring Mode: Simultaneous rings all your devices at once. Sequential rings them one at a time, in the order you set, for 10 to 60 seconds each.
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Max Wait Time: How long a call rings before it goes to voicemail (30 seconds by default).
Use Business Hours & Break Hours
Your Business Hours (see Section 3) already control when calls ring. Outside those hours, calls go straight to voicemail.
For times you're regularly unavailable during the day, such as a class you teach or a standing lunch, add Break Hours:
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On the Phone > Settings tab, click Manage next to Break List & Call Handling.
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Click Add, name the break (for example, "Class time"), choose Custom Hours, and select the days and times.
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Click Save. During a break, calls go to voicemail.
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Optional: Under Greeting & Leave voicemail instruction, click Edit to add a break greeting, such as "I'm currently teaching class. Please leave a message."
When You're Already on a Call
On the Phone > Settings tab, use the When I'm busy on another call drop-down to choose what happens to a second caller:
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Call waiting: You see the new call and can answer it.
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Forward to voicemail / videomail: The second caller goes straight to voicemail.
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Other options include Play a busy signal and Forward to another extension.
Turn On Do Not Disturb
In the Zoom Workplace app, click your profile picture, point to Do not disturb, and choose how long (20 minutes up to 24 hours, or Custom). While Do Not Disturb is on, calls go to voicemail and notifications are silenced. You can set your status to Busy or Away from the same menu. Desk phones also have a DND button on the screen.
Hide Incoming Calls During a Meeting
Desktop app:
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In the Zoom Workplace app, click your profile picture and choose Settings (or click the Settings gear in the lower left).
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Click Phone in the left sidebar.
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Check Hide incoming calls while in a Zoom meeting.
Mobile app: Go to Settings → Notifications & sounds and turn on Hide incoming calls while in a meeting.
This only hides calls in the app you're using. If you have a desk phone, it will still ring.
Tip for Faculty
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Regular class schedule: Add Break Hours for your class times, with a "teaching class" greeting. Calls go straight to voicemail every week, so there's nothing to remember.
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One-time class or meeting: Turn on Do Not Disturb for that length of time.
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Teaching over Zoom: Also turn on Hide incoming calls while in a meeting.
Block Unwanted Calls
Under Others on the Phone > Settings tab, you can manage your Block List and turn on Block calls without caller ID. You can also block a number from a voicemail's ellipses menu in the app.
5. Checking Your Voicemail
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In the app: Click the Phone icon, then the Voicemail tab. A red number on the Phone icon shows how many new voicemails you have.
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Voicemail options: Click a voicemail to play it or call back. Click the ellipses menu to add the caller to your contacts, mark it as read, download or share it, block the number, or delete it.
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Voicemail-to-Text: Zoom transcribes voicemails automatically. Read the transcription in the app or in the email notification.
6. Making & Receiving Calls
Make a Call
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Desktop App
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Mobile App
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Click the Phone icon.
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Enter a number on the dial pad, or type a name or number in the search bar.
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Click the Call button.
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Tap the Phone tab.
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Tap the dial pad icon, then enter a number or search for a contact.
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Tap the Call button.
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When you search by name, point to the person to choose their extension or direct number. A colored dot on their picture shows whether they're available (green) or busy or in a meeting (red).
Dialing Tips
You no longer need to dial 9 for an outside line.
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Call Type
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How to Dial
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Internal
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4-digit extension (e.g., 1234), or search by name
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Local
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10-digit number (e.g., 610-861-1234)
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Long distance
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10-digit number. No need to dial "1" first.
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International
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011 + country code + number. International dialing is limited to specific users. To request access, email help@moravian.edu.
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Answer or Decline a Call
When someone calls, every device you're signed in to rings (desktop, mobile, and desk phone), unless you've changed your Call Handling (see Section 4).
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Desktop: Click Accept on the pop-up notification.
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Mobile: Tap the green Accept button.
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Desk phone: Pick up the handset or press the flashing line button.
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To decline: Click or tap Decline. The caller goes to your voicemail.
7. During a Call
In-Call Controls
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Button
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What It Does
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Mute
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Turns your microphone off or on.
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Keypad
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Opens the dial pad to enter numbers, such as menu options.
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Audio
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Choose your speaker, microphone, or headset. Select Audio settings to test your devices.
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Add call
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Call another person. Choose Add as a separate call (puts the current call on hold) or Add to the current call (a three-way call).
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Hold
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Places the caller on hold. Click Unhold to resume.
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Transfer
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Sends the call to someone else (see below).
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Park
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Parks the call so you or a coworker can pick it up from another phone.
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Meet
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Turns the call into a Zoom meeting with video.
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AI Companion
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Ask questions during the call and get a summary afterward.
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... (More)
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Includes Live transcript, Invite to meeting, and Switch to mobile carrier.
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Choose Your Speaker, Microphone, or Headset
During a call, click Audio and pick the device you want. For more options, select Audio settings. In busy offices, set Background noise suppression to High to filter out voices around you.
Transfer a Call
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During a call, click Transfer.
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Type the name, extension, or number of the person you're transferring to, then click the blue transfer button.
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Choose a transfer option and click Transfer:
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Warm transfer: Talk to the new person before handing off the call. The caller is placed on hold while you connect. Click Complete Transfer to finish, or Cancel Transfer to return to the caller.
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Direct transfer (blind): Sends the call right away without speaking to the new person first.
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Transfer to voicemail: Sends the caller straight to the new person's voicemail.
Switch Devices Mid-Call (Call Flip)
You can move an active call between your computer, mobile phone, and desk phone without hanging up:
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From the desktop app: Click ... (More), select Switch to, choose your other device, and accept the call there.
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On your mobile phone: During a call, the Zoom app shows a banner such as On Mac. Tap Switch to move the call to your phone.
8. Call History & App Tabs
In the Zoom Workplace app, click the Phone icon. The tabs across the top are:
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History: Your incoming, outgoing, and missed calls. Missed calls appear in red. Click a call to call back or see details.
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Voicemail: Your voicemails and transcriptions (see Section 5).
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Lines: Your own line and any shared or department lines you have access to.
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Fax: For departments with a fax number. You can send and receive faxes in the app.
Your call history is also in the web portal under Phone > History.
9. Department Call Queues
Departments that use Call Queues will have designated Call Queue Admins. IT will share follow-up materials with those admins so they can manage their queue's business hours and voicemail greetings on their own going forward. If you're not sure who your department's Call Queue Admin is, contact the IT Help Desk.
• IT Help Desk: help@moravian.edu
Zoom Phone Resources
Moravian training recordings
Zoom videos
Zoom support articles
Related Moravian articles