Managing phone numbers in Zoom

This post was most recently updated on July 23rd, 2022

A phone number can be obtained and assigned to a phone user as an owner or administrator of the account. The extension number is automatically assigned to a user when you assign a Zoom Phone license to them as soon as you assign them the license. If you would like to add a direct phone number in addition to an extension to a user, please follow the instructions in this article.

Note:

  • It may be necessary for you to request phone numbers if there is a problem finding available numbers, or if your request is unique.
  • The system will automatically send an email notification to the phone user when a direct phone number is assigned to them. You can enable or disable email notifications on an account-by-account basis by changing the settings at the account level.
  • In addition to managing the main company number, you can also change the company name.

The following topics are covered in this article:

  • How to port phone numbers
    • Viewing ported phone numbers
    • Viewing reserved phone numbers
  • How to obtain phone numbers
  • How to assign a phone number
  • How to unbind or delete a phone number
  • How to re-assign a phone number

Prerequisites for managing Zoom Phone numbers

  • There are three types of accounts: Pro, Business, and Education
  • Ownership or administrative privileges of an account
  • License for Zoom Phone is required

How to port phone numbers

It is possible to port existing phone numbers to Zoom Phone if you have them with another service. If you do this, please see our articles about how to do it.

Viewing ported phone numbers

  1. The Zoom web portal can be accessed by logging in to your account.
  2. Select Phone System Management from the navigation menu and then select Phone Numbers from the menu.
  3. You will need to click on the Ported tab.
    Note: There is only a list of porting statuses for US and Canadian numbers that can be viewed.

Viewing reserved phone numbers

You can view the reserved numbers you’ve ported and a breakdown of the charges that you’ve incurred by holding the reserved numbers in your account if you used the reserved numbers feature when you ported your phone numbers.

  1. The Zoom web portal can be accessed by logging into the Zoom account.
  2. Click on Phone System Management from the navigation menu, then click Phone Numbers from the submenu.
  3. The Reserved tab can be found by clicking the button below.
    The overview will show you a breakdown of the reserved numbers for each country/region, as well as the fees incurred for each month and year for the specific reserved numbers.

How to obtain phone numbers

The phone numbers of users must be obtained before they can be assigned to them.

  1. To access the Zoom web portal, you will need to sign in.
  2. You can access the Phone System Management section of the navigation menu by clicking on Phone Numbers.
  3. Then click the Add button.
  4. The information you need to enter is as follows:
    • Target Site (only visible if you have multiple sites): In order to obtain phone numbers for a particular website, you will need to select it.
    • If you do not have multiple sites, you will only see the following emergency addresses: Click Add to add a new address to the emergency phone numbers, or select an emergency address to apply to the phone numbers. Phone numbers associated with the site’s emergency address will be added to the site’s emergency number.
    • Country/Region: You can search for phone numbers by selecting a country or region from the drop-down menu.
    • In the next step, you will need to select whether you want a toll-free or a toll-free number.
      Note: In order to obtain a toll-free number, you will need the toll-free license.
    • Unless you have ported certain numbers and want to locate only those numbers that have been ported, you should select Reserved Numbers Only.
    • State/Province/Territory: In order to view the area codes associated with specific states, provinces, or territories, simply select them from the drop-down menu.
    • Area Code – City: You can search area codes or cities in a state/province/territory by entering an area code or city in the search box. If you prefer, you can use the drop-down menu to choose an area code or city from the list.
  5. (Optional) If you would like to use advanced search features, please click Advanced to use the following options:
    • The Sequential option will allow you to sort the available numbers in a sequential order.
    • By typing the prefix in the text box next to the area code, you will be able to search for numbers that match that prefix. After the area code, there is a prefix that contains numbers. Vanity phone numbers may also be searched using letters to spell out a name, word, or phrase that you are trying to find. You can search for the letters YKI and it will search for numbers that have the prefix 954 if for instance you search for the letters YKI.
  6. To search for numbers, click on the Search Numbers button.
    Note: You can submit a request to obtain numbers if you do not see any numbers available in your area, by clicking Create Ticket. A vanity toll-free number can also be requested if you wish.
  7. By clicking the Select All check box, you can select all the phone numbers in the search results that you wish to obtain or you can select just the ones you wish to obtain.
  8. Confirm your decision by clicking the Confirm button.

How to assign a phone number

You can assign a phone number to a user, a call queue, an auto-receptionist, a common area phone, or a Zoom Room, once you have obtained the number. This will allow people calling directly to reach that user, call queue, auto-receptionist, or common area phone.

Note: Assigning phone numbers in bulk is also possible.

  1. The Zoom web portal can be accessed by logging into the Zoom account.
  2. Select Phone System Management from the navigation menu and then select Phone Numbers from the phone number drop-down list.
  3. The Unassigned tab will appear once you click on it.
  4. You will be able to assign a number by clicking Assign To next to the number you wish to assign.
  5. In order to assign the number to an extension, you need to choose one of the following:
    • User
      Note: An email notification may be sent to the phone user for the purpose of updating their emergency address and providing them with their phone number. Email notifications can be enabled or disabled according to your preferences.
    • Common Area Phone
    • Shared Line Group
    • Call Queue
    • Auto Receptionist
    • Zoom Room
    • Emergency Number Pool
    • Company Location
  6. You can search for extensions by typing them into the text box provided.
  7. After clicking OK, you will be taken to the next page.

How to unbind or delete a phone number

In the event that you do not want a phone number assigned to anyone, you can remove it after it has been assigned. The number can be reassigned to another extension if you want to move it from one extension to another.

Note: It is possible to obtain a new phone number after deleting a phone number because a license for a phone number will be released.

  1. You will need to sign in to the Zoom web portal in order to get started.
  2. Click on Phone System Management at the top of the navigation menu, then click on Phone Numbers.
  3. The Assigned tab can be found by clicking the button.
  4. If you wish to remove any phone numbers from a phone user, call queue, auto attendant, common area phone, or Zoom Room, please select the number you wish to remove.
  5. The selected phone number can be unbound from either a phone user, a call queue, or an automated receptionist by clicking Unbind.
  6. Confirm your unbinding by clicking on the Unbind button.
    On the Unassigned tab, you will be able to see the number you requested.
  7. The unassigned phone number may be deleted with the help of this option: Go to the Unassigned tab, click Delete next to the number, and you will be able to free up a phone number license.

How to re-assign a phone number

You can reassign a phone number to another extension after you have assigned it to a phone number.

Note:

Assigning phone numbers in bulk is also possible.

  1. You will need to sign in to the Zoom web portal.
  2. Click on Phone System Management in the navigation menu and then click on Phone Numbers.
  3. The Assigned tab can be accessed by clicking on it.
  4. To re-assign a number, click the number you wish to reassign.
  5. To edit the Assigned To field, click the Edit button next to it.
  6. Select an extension to which the number should be assigned:
    • User
      Note: An email notification will be sent to the phone user containing their phone number as well as a link for updating their emergency address. Notifications by email can be enabled or disabled according to your preferences.
    • Common Area Phone
    • Shared Line Group
    • Call Queue
    • Auto Receptionist
    • Zoom Room
  7. If you wish to search for extensions, you can use the text box provided.
  8. Once you have clicked OK, the process will begin.