Changing common area phone settings in Zoom

It is possible to change the display name, emergency address, and caller ID settings of your common area phones once you have added them to your system.

Prerequisites for changing common area phone settings

  • Addition and provisioning of a common area phone
  • There are three types of accounts available: Pro, Business, and Education
  • Permissions as an account owner or administrator
  • Licences for Zoom Phones

How to access common area phone settings

Here are the steps you need to follow if you need to edit the settings of a common area phone you have added to your system.

Note : 
In addition, there is a global phone setting, as well as a set of settings for certain phone features that can be enabled or disabled in the handset.
  1. To access the Zoom web portal, you will need to sign in.
  2. Select Phone System Management from the navigation menu, then click Users & Rooms from the drop-down menu.
  3. You will find a tab called Common Area Phones on the left side of the screen.
    Note : 
    A Zoom account can be set up on a new date after May 21, 2022; or a Zoom account can be set up with the New Common Area Experience enabled on it. If you are a new user who has just signed up, common area phones have migrated to the new Common Area tab in the Users & Rooms page.
  4. The display name of the common area phone that you wish to edit can be found by clicking the display name.
    Here are some of the options and information you will see when you click on the button:

Profile tab

  • Display name: You can change the display name by clicking on the Rename button next to it.
  • Description: You can edit the description by clicking the Edit button next to it.
  • Site: Provides a list of the sites to which the phone user belongs. You can move the phone to another site by selecting another site from the drop-down menu on the right side of the screen.
  • Package:  Assigning an outbound calling package can be done by clicking the Assign button. It is possible to remove an assigned package by clicking the * next to it.
  • Extension Number: If you wish to change the extension number assigned to the phone, click on Edit.
  • Note : 
    There is a limit of six digits for extension numbers. It is possible to have 2 to 5 digit extension numbers and 1 to 2 digit site codes if you have multiple sites and enabled site codes on them.
  • Number(s): The common area phone can now be assigned direct phone numbers by clicking the Assign button. When you assign a package to the account, this setting will only be visible to you.
  • Emergency Address: The common area phone’s emergency address can be edited by clicking Manage from the phone’s settings page. You can select any address assigned to a site if you have multiple sites, or you can choose the default address of a site if you have more than one site.
  • Outbound Caller ID (only visible if you assign a package): As soon as the phone calls out, select the outbound caller ID that will be displayed. There are a number of phone numbers you can choose from that are assigned to the main automatic receptionist.
  • Country (only visible if you assign a package): This feature displays the country where the emergency address of the phone is located. There are certain extension numbers that are reserved for a particular country that you cannot use for your phone.
  • Area Code (only visible if you assign a package): A default area code is displayed when an outbound call is made. Changing the area code can be done by clicking Edit, or if you have not added the area code yet, you can click Set.
  • Time Zone: The time displayed on the common area phone can be set by selecting a particular time zone.
  • Device Type: This is a display that shows the brand and model of the device.
  • Firmware Version: In this section, you will be able to see what firmware version the device currently has installed. The latest firmware versions are available on the certified phone hardware page. The device will display a dash if it has not been provisioned or if it does not support sharing firmware versions.
  • MAC Address: The desk phone’s 12-digit MAC address is displayed on the screen.
  • IP Address: Provides a display of the device’s local IP address.
  • Provision Template (optional; only visible if the device is compatible with provision templates): To apply custom settings to the phone, you need to select a provision template.
  • Status: This screen displays the status of the provisioning process for the phone. The status of the phone will show as Online if it has been provisioned and is currently working.
  • Communications Content Storage Location: The communication content can be stored in a variety of locations.

There are a number of follow buttons at the bottom of the page that you can use:

  • Assisted Provisioning: The provisioning instructions will be displayed on the screen. The provisioning guide can also be found on our website.
  • Unassign: In the case of a common area phone, it should be converted into an unassigned desk phone.
  • Delete: The common area phone should be removed from the account.
Note : 
After making changes to the phone settings for the common area, click Resync. It will allow you to re-synchronize your phone with the provisioning server and will apply the changes that you have made.

Read it also –

Managing Common Area Phones In Zoom
Re Syncing A Desk Phone Or Common Area Phone With The Zero Touch Provisioning Ztp Server In Zoom
Batch Adding Exporting Common Area Phones In Zoom
Setting Up An Appliance As A Common Area Phone In Zoom

Policy tab

Zoom Phone can be configured to enable or disable certain Zoom Phone features based on the Zoom Phone policy settings.

Settings tab

Note :
When you have set custom hours, you have the option of specifying how inbound calls will be routed during those times.
  • Business Hours: In order for the user to be able to answer calls during different times, click Edit. As far as your business hours are concerned, you can extend them beyond 11:30 p.m. if you wish. In addition, you are able to manually set your business hours by entering a time increment of 10 minutes, for example, 11:10 PM, by entering a time manually.
  • Closed Hours: It is also possible to set closed hours if you customized business hours.
  • Holiday Hours: The Manage button is where you can designate certain days as holidays so that they are marked as such.
  • Keys & Positions: It is possible to change the settings of the line keys.
  • Blocked List: For the blocking of calls from external numbers, you need to set a set of rules.

Call handling settings

  • Ring the Device: For inbound calls, you can select whether the ring should be enabled or disabled.
  • Ring Duration: Please ensure that the max ring duration that will be waited before the call is handled, as specified in the setting below (When a call is not answered), is set if you have enabled Ring the Device.
  • When a call is not answered: During the specified hours, you can specify how unanswered calls during these hours will be handled.
    • Play a message, then disconnect: An audio message is played to the caller before the call is hung up. For custom audio files to be selected, recorded, or uploaded, click Audio Library on the left side of the page.
    • Disconnect: There will be no message played before the call is disconnected.
    • Forward to another extension: Calls can be routed to another extension within the account if there is one available.
    • Forward to External Contact: You will be able to route calls to an external contact if the account has a directory of external users.

Frequently Asked Questions


Zoom’s web portal can be accessed by signing in. Then click Users & Rooms in the navigation menu. To adjust settings for a specific phone user, click its name.
The main auto receptionist will answer all calls to the main company number. The Zoom Phone will automatically create an auto receptionist for each of your sites if you have multiple sites.
Android or iOS smartphones are not available to you.
To dial in, follow these instructions:
  1. The numbers provided can be dialed.
  2. Follow your meeting ID with a #.
  3. You will need to enter the participant ID followed by the #.
  4. If prompted, enter your passcode followed by #.
  5. Once you have dialed in, tap Close.



Select a phone number you want to remove from a call queue, an auto receptionist, a common area telephone, or a Zoom room. If you wish to unbind a phone number from the phone user, call queue, or auto receptionist you have assigned it to, click the Unbind button. Confirm the unbinding by clicking the Unbind button. On the Unassigned tab, you will be able to see the number.
With Zoom Phone, you can quickly communicate with someone over VoIP using a cloud-based calling solution. Video calls are not available on this platform, unlike the traditional Zoom experience.
All supported devices can be used to make secure voice calls with Zoom Phone. With SIP over TLS 1.2 and Advanced Encryption Standard (AES) 256-bit GCM for calling, you can be confident whether you’re using our desktop or mobile cloud phone software.
Zoom Phone is an innovative, reliable, and scalable cloud phone system that is simple, secure, video-first. Inbound and outbound calls can be made through the public switched telephone network (PSTN) via a single platform (currently with over 400 features).

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