Difference between revisions of "Instructions"

Revision as of 17:43, 14 May 2021

Zoom phone service starts today at 12:30 pm. If you have not accepted your Zoom invite people will not be able to call you.

Your hardware phone will be replaced with Zoom's app-only model. You can use their app on your phone, tablet, laptop or desktop.

Some of you have had questions, and I've made notes below. Please review.

Getting Started

First step video: https://tinyurl.com/5eun9kac

I'm too busy: how can I just forward all calls to my cell?

1. Go to your account in Zoom.us and log in.
2. Under Personal, click Phone.
3. Scroll to Call Handling.
4. Click the blue Edit text next to the words Call Handling.
5. Add your mobile phone number.
6. Do the same for closed hours.
7. Log out of Zoom on your phone, tablet, laptop, and desktop. (Easier: Link on your profile page "Sign Me Out From All Devices")

Ick. Can you just do this for me?
Yes. Please give me the phone number where you want all your calls to go.

General Questions

Where's the best place to manage my Zoom account?
Zoom.us in your desktop browser. The most options are there, and it's faster and easier to use.

How do I call someone from my old MTG phone number?

1. Open zoom app.
2. Tap phone icon.
3. Tap phone keypad icon in upper left.
4. Key in the person's number OR
5. Tap the "Person" icon in the lower left.
6. Enter the name of the person.
7. Tap to initiate a call.

How do I import my contacts from Outlook?

1. Go to your account in Zoom.us and log in.
2. Click Profile on the left.
3. In the Calendar and Contacts Integration section, click Configure.
4. Click Office365.
5. Click Authorize with OAuth 2.0 .
6. Enter your email username and password.
7. Enter EWS URL https://outlook.office365.com/EWS/Exchange.asmx
8. Click AUTHORIZE button.

Where does my call go if I am logged out of Zoom?
To the number you have entered as your number in Zoom Call Handling.

How do I set Zoom Call Handling to forward calls to my cell?

1. Go to your account in Zoom.us and log in.
2. Under Personal, click Phone.
3. Scroll to Call Handling.
4. Click the blue Edit text next to the words Call Handling.
5. Add your mobile phone number.
6. Do the same for closed hours.
7. Log out of Zoom on your phone, tablet, laptop, and desktop. (Easier: Link on your profile page "Sign Me Out From All Devices")

How do I record a voicemail greeting?

1. Go to your account in Zoom.us and log in.
2. Click Phone on the left.
3. Scroll down to "Leave voicemail greeting".
4. Click on the words "Audio Library".
5. A window will pop up.
6. Click on the words "Add Audio".
7. (Your browser may ask permission to use the Microphone).
8. Click Record by Computer.
9. Click NEXT button.
10. Click record.
11. When done, click the red round button that looks like a STOP icon on a DVD player.
12. Click the ADD button.
13. A window will display a list of your recordings.
14. Select the one you just made.
15. Click the USE THE AUDIO button.

How do I get my voicemails from Zoom?
Lots of detail here: https://tinyurl.com/c4h2tybd
The basics are:

1. Open the Zoom app on your phone.
2. Tap phone icon.
3. Listen to the voicemails on the list.
4. Ellipses (...) next to the voicemail allow more functions.
   

NOTE: if you have forwarded all calls to your cell, you will not get voicemail on Zoom.

How do I turn on Do Not Disturb when I'm in a meeting or just don't want a bother?

1. Open the Zoom app on your phone.
2. Tap Settings.
3. Tap Chat.
4. Scroll down to "Do Not Disturb".
5. Two options: Tap Pause Notifications to set for a period of time; tap Scheduled and set a start and stop time for DND.

How do I call another MTG staff member using their four-digit extension?

1. Open the Zoom app on your phone.
2. Tap phone icon.
3. Tap phone keypad icon in upper left
4. Dial the user's 4 digit extension OR
5. Tap the "Person" icon in the lower left.
6. Enter the name of the person.
7. You will see their name and extension.
8. Tap to initiate a call.

I've added my cell number under the Personal Profile page but nothing happens?
On your profile page there are fields for your name, title, company, location, and phones. These items are for display on your Zoom profile page so other users can learn more about you—they're like your LinkedIn profile.

If you're trying control forwarding or work with your office number, you'll need to add those under Call Handling in the Phone section of your profile.

Where can I get the latest Zoom apps?
The Zoom Download Center https://zoom.us/download has all the apps, plus extras.

Where is a "Getting Started" Video?
https://tinyurl.com/5eun9kac

If I call from my Zoom phone what is my caller ID?
Calling from the Zoom app will show your MTG phone number as your caller ID.

Does my Zoom app change now?
The tools should look the same but you'll have a new icon: Phone. Looks like this: https://tinyurl.com/322bmphb You can use this to send an receive calls via Zoom. Your office phone calls will come into this app.

What about overseas calls?
Use your Zoom phone for free calls in the US and Canada. Use the Zoom video for overseas connections because there is no cost associated with it.

Are there more features like texting, overseas calling, slack-replacement, etc.?
Yes: but let's just start with the phone today.

Questions from your colleagues

Should I be keeping my ZOOM on at all times on my laptop?That way, I can take any incoming calls?< br />

1. You can have the Zoom app on your mobile phone, so you can take Zoom calls with that device.
   
2. You can have the Zoom app on your desktop and take calls, video, and chats there.
   
3. You can set forwarding in your Zoom.us web page so that calls just go to your mobile, and then quit Zoom so you don’t need to.

How do I schedule a meeting? < br /> 'If you’re using your phone:< br />

1. Tap Meet and Chat in lower left.
2. Tap Schedule
3. Set start date and time
4. Set duration
5. Set time zone
6. Decide whether to use personal ID or not (probably mostly for one-on-ones and internal meetings)
7. Decide whether to require passcode.
8. Click Save
9. If you have attached your caiendar it will save to your calendar app, and you can invite others.
10. THEN...
11. ….If you want to send other invites, check your day’s meetings, tap on Meetings in the lower part of the phone.
12. Tap on the meeting you just made.
13. Click Add Invitees.

'What if it’s just a pickup meeting, real quick?< br />

1. Tap on Meetings in the lower part of the phone.
2. At the top, you’ll see your personal meeting ID.
3. Click Send Invitation.
4. You can text, email, or copy to your clipboard. You could just copy the numbers, too, and text them or slack them.
5. When it’s time to begin, go to this same place and tap “Start”