Installing & Using the Zoom Phone Mobile App
This article covers how CSUF faculty and staff can install the Zoom mobile app for iOS or Android and use the Zoom Phone features.
You can call 911 but your location won’t be available to the emergency center and you have to announce your location. We will have training for users to use E911 location service in spring 2023.
These instructions mostly use screenshots from an Apple iPhone, but the steps are similar for Android devices.
Setting Up Zoom Phone
Zoom Phone uses the Zoom desktop and mobile apps. When you have access to Zoom Phone, the Phone option will appear in both apps.
You can change your ring volume and specify the ringtones for your meetings and phone calls.
4. Use the slider to adjust the ringtone volume and call waiting volume. Tap Meetings to change the ringtone type for meeting reminders. Tap Phone to change the ringtone type for calls.
- Use the Ringtone Volume slider to adjust the ring volume.
- Use the Call Waiting Volume slider to adjust the volume of incoming calls you receive when you are already on a call.
- Tap Meetings to change the ringtone for meeting reminders.
- Tap Phone to change the ringtone for your phone calls, including setting different ringtones for each campus extension that you have access to.
The Zoom Phone app will use your device's volume controls during a call. Simply use the volume up/down buttons on your device to adjust the call volume during a call.
By default, Zoom will use your device's built-in microphone and speaker, but you can easily switch to using your device's speakerphone or a connected accessory like Bluetooth-enabled earphones during a call.
1. If you are using an accessory such as a Bluetooth-enabled headset or earphones, connect the accessory to your device before making or receiving calls (if possible).
You will be prompted to enable location services for Zoom when you first sign in to the app. You can follow the prompts below to enable or modify your location services settings or check if you enabled location services.
Quick Start
2. You can tap on a name/number in the call history to start a call. Or tap on the dialpad button.
- Tap on a name/number in your call history to start a call.
- Or tap on the dialpad button.
3. Tap the number buttons to enter the campus extension or external phone number you want to call. Then tap the blue phone icon to place the call.
It is not necessary to dial "9" before dialing an off-campus phone number. However, you normally will need to dial 1+area code+phone number (e.g., 17145551212) to successfully call off-campus numbers, even if they are in the 657 area code.
You will still get Zoom Phone calls even if your Zoom mobile app is not open on your mobile device, however the notification may look slightly different.
1. When your Zoom mobile app is open, you will usually see a full screen call announcement. Tap Accept to answer the call or tap Decline to send the caller to your voicemail. You can also tap Ignore which would allow someone else to answer the call if this is a shared extension.
- Tap Accept to answer the call.
- Tap Decline to send the call to your voicemail (or your Call Busy/No Answer setting).
- Tap Decline With Message (or Decline with SMS if cell phone is calling you) to send a text response to the user such as "I'm busy right now." This message will show up in the Team Chat in Zoom if the caller is using Zoom and in their text messages if they are on a cell phone. Note this option will not be available if a Zoom desk phone or other non-cell phone is calling you.
- Tap Ignore to stop the ringing on your phone but continue the ringing for the caller. This option is helpful for shared extensions because it will allow someone else to answer the call.
1. If you do not have the Zoom app open, you may see a smaller call notification window. Tap the blue checkmark to answer the call or tap the red x to send the call to voicemail. You can also swipe the notification up to ignore the call.
- Tap the blue checkmark to answer the call.
- Tap the red x to send the call to your voicemail.
- To ignore the call, swipe up on the call notification (Apple iPhone).
2. Type in the extension you want to transfer the call to and then tap the blue transfer button. Or tap Cancel to cancel the transfer.
- Enter the campus extension that you want to transfer the call to.
- Then tap the blue transfer button.
- Or tap Cancel to cancel the transfer and return to the caller.
3. Choose the type of transfer. Or tap Cancel to return to the previous screen.
- Warm Transfer = announce the call by speaking to the person you are transferring to before transferring.
- Blind Transfer = transfer the call immediately
- Transfer to Voicemail = transfer the call to the person's voicemail without ringing their extension
- Cancel = go back to the previous screen
3.1. Warm Transfer: If you choose this option, stay on the line until the person you are transferring to answers. Then tap Complete Transfer or Cancel Transfer.
When you complete a Warm Transfer, the person you are transferring to should stay on the call to be connected with the caller you are transferring.
- Tap Complete Transfer to complete the transfer to the caller.
- Tap Cancel Transfer to cancel the transfer.
2. Tap on the person icon to select the contact to transfer to. Or tap Cancel to cancel the transfer.
4. Tap on the number you want to transfer to.
When transferring to a campus extension, you will usually pick Extension, but you can also choose Direct Number.
5. Choose the type of transfer. Or tap Cancel to return to the previous screen.
- Warm Transfer = announce the call by speaking to the person you are transferring to before transferring.
- Blind Transfer = transfer the call immediately
- Transfer to Voicemail = transfer the call to the person's voicemail without ringing their extension
- Cancel = go back to the previous screen
5.1. Warm Transfer: If you choose this option, stay on the line until the person you are transferring to answers. Then tap Complete Transfer or Cancel Transfer. Then you're done!
When you complete a Warm Transfer, the person you are transferring to should stay on the call to be connected with the caller you are transferring.
- Tap Complete Transfer to complete the transfer to the caller.
- Tap Cancel Transfer to cancel the transfer.
By default, the Zoom app will send you phone calls and notifications even when the Zoom app is not open on your mobile device. If you only want to receive calls/notifications when the Zoom app is open, follow the instructions below.
Unfortunately, at this time there is no easy way to set your Android device to only send you calls and notifications when the Zoom app is open.
Additional Features
You can convert a Zoom Phone call into a Zoom meeting to enable meeting features like screen sharing and chat.
If the caller is not using Zoom Phone for the call, they will only be able to join the audio portion of the Zoom meeting. Both you and the caller must be using Zoom Phone in order to access all of the Zoom meeting features.
The default setting for Zoom is to use wireless networks, but if you find that you are in an area where Wi-Fi connectivity is poor or limited, you can switch your current Zoom Phone call to use your phone's cellular service.
Note that once you switch a call to cellular service, you cannot switch the call back.
When you switch to cellular for your call, you will not have access to Zoom Phone features such as transfer, hold, meet, park, etc.
2. Confirm your phone's phone number and then tap Switch.
- Confirm your mobile phone's phone number.
- Then tap Switch.
When you enable call forwarding to your voicemail, all calls will be sent directly to your voicemail greeting.
9. You will see a pop-up notification that your calls are now forwarded. You will also see a reminder message at the top of several menus in the Zoom mobile app while call forwarding is enabled.
- You will see a pop-up notification that call forwarding is now enabled.
- At the top of several menus in the Zoom mobile app, you will see a reminder that call forwarding is enabled. This message will persist as long as call forwarding is enabled.
10. To turn off call forwarding, you can tap Turn Off in the reminder message. Or tap Forward Calls under More > Phone.
If you have set a specific time limit for call forwarding (e.g., 30 minutes, 1 hour, 2 hours), you do not need to disable call forwarding unless you want to turn it off before that time limit.
- Tap Turn Off in the reminder message that appears at the top of several Zoom menus while call forwarding is enabled.
- Or tap Forward Calls.
When you enable call forwarding, all calls to your extension will be forwarded to the extension you enter. If the call is not answered, the caller will be sent to your voicemail.
Please note that you can only forward your calls to a campus extension/person that you have added as a Contact.
7. Tap on the phone number you want to forward to.
Typically to forward to a campus extension, you will choose Extension.
8. Choose your voicemail greeting option. Then tap Time Limit.
- By default, the Play my voicemail greeting option is enabled. This means that if the call is not answered, it will be sent back to your voicemail and not the voicemail of the extension you are forwarding your calls to. In the above example, this means that if Camille doesn't answer a call forwarded from my phone, the call will be sent to my voicemail and not Camille's. Typically you will not want to change this, but you can disable this setting if you don't want the calls to go to your voicemail when unanswered.
- Tap Time Limit.
12. You will see a pop-up notification that your calls are now forwarded. You will also see a reminder message at the top of several menus in the Zoom mobile app while call forwarding is enabled.
- You will see a pop-up notification that call forwarding is now enabled.
- At the top of several menus in the Zoom mobile app, you will see a reminder that call forwarding is enabled. This message will persist as long as call forwarding is enabled.
13. To turn off call forwarding, you can tap Turn Off in the reminder message. Or tap Forward Calls under More > Phone.
If you have set a specific time limit for call forwarding (e.g., 30 minutes, 1 hour, 2 hours), you do not need to disable call forwarding unless you want to turn it off before that time limit.
- Tap Turn Off in the reminder message that appears at the top of several Zoom menus while call forwarding is enabled.
- Or tap Forward Calls.
The Do Not Disturb setting will be applied to both your Zoom Phone and Zoom web conferencing.
5. Tap on the amount of time you want the Do Not Disturb to be enabled. Then tap Confirm.
- Tap on the amount of time that you want to have Do Not Disturb enabled.
- Then tap Confirm.
Conference calling allows you to combine multiple calls into a single call. You can have up to 10 callers in a single conference call.
2. Enter the phone number you want to add to the conference call. Or tap the person icon to add someone from your Contacts. Then tap the blue phone icon.
- Enter the phone number you want to add to the conference call.
- Or you can tap on the person icon to add someone from your Contacts.
- Then tap the blue phone icon.
You can change or hide your Caller ID if you prefer that the people you call do not see your personal campus extension.
Keep in mind that changing your Caller ID impacts both on-campus and off-campus calls.
If you do not see the Caller ID option you want to use, contact your Department IT Coordinator (DITC) to request that the option is added for you.
These steps show how to temporarily change your Caller ID. After you make (or receive) a call, your Caller ID will revert to your personal campus extension.
If you want your Caller ID to change more permanently, you can change your default Caller ID in the Zoom web portal.
Voicemail
2. When viewing a voicemail, you will see a transcription of the message. Tap the play button to listen to the message. Tap Speaker to use your device's speakerphone feature to listen to the message. Tap the trash icon to delete the message. You can also call back the number that left the message or forward the message.
- A transcription of the voicemail message will be generated within a few seconds.
- Tap the play button to play the message.
- Tap Speaker to use your phone's speakerphone to listen to the message.
- Tap the trash icon to delete the message.
- Tap the phone icon to call the number that left the message.
- Tap the forward arrow icon to use your phone's interface to forward the voicemail message to someone else (e.g., forward via text message or email).
Need More Help?
Contact the IT Help Desk at [email protected] or 657-278-7777 for additional assistance.