WEBVTT 00:00:00.000 --> 00:00:04.000 music 00:00:04.000 --> 00:00:08.000 Hi everyone. In this presentation you're going 00:00:08.000 --> 00:00:10.000 to learn the basic information you need 00:00:10.000 --> 00:00:12.000 to work with Zoom Phone, 00:00:12.000 --> 00:00:14.000 the awesome new phone system that uses the 00:00:14.000 --> 00:00:17.000 Zoom client on your computer or smartphone. 00:00:17.000 --> 00:00:20.000 If you're going to use a headset at your computer, 00:00:20.000 --> 00:00:22.000 you'll want to double-check if it's plugged 00:00:22.000 --> 00:00:24.000 into a USB port on your computer. 00:00:24.000 --> 00:00:27.000 The headset UCS offered leading up to the 00:00:27.000 --> 00:00:30.000 Zoom Phone launch is entirely plug and play 00:00:30.000 --> 00:00:33.000 on Mac and Windows so you won't need 00:00:33.000 --> 00:00:34.000 to install special drivers. 00:00:34.000 --> 00:00:37.000 If you have private office and a computer 00:00:37.000 --> 00:00:39.000 with a built-in speaker and microphone, 00:00:39.000 --> 00:00:41.000 you don't necessarily need to use a headset, 00:00:41.000 --> 00:00:42.000 but your calls would probably sound 00:00:42.000 --> 00:00:44.000 better with a headset. 00:00:55.000 --> 00:00:58.000 Let's say it's the start of your workday and 00:00:58.000 --> 00:00:60.000 you want to be able to place and receive calls. 00:01:00.000 --> 00:01:02.000 Your Western Zoom account, 00:01:02.000 --> 00:01:04.000 which Zoom Phone is a part of, 00:01:04.000 --> 00:01:06.000 is now linked to Portal. 00:01:06.000 --> 00:01:10.000 The first step is to log into Portal. 00:01:10.000 --> 00:01:12.000 Now find the Zoom application on your computer. 00:01:12.000 --> 00:01:16.000 If you're using a WOU-owned computer on campus, 00:01:16.000 --> 00:01:20.000 you may have noticed we automatically installed Zoom for you. 00:01:20.000 --> 00:01:24.000 On Windows, look for a blue Zoom icon on the desktop. 00:01:24.000 --> 00:01:28.000 You could also click the start menu and type 'Z o o m'. 00:01:28.000 --> 00:01:32.000 On a Mac, look in your Applications folder for Zoom, 00:01:32.000 --> 00:01:35.000 or open a Spotlight search and type 'Z o o m'. 00:01:35.000 --> 00:01:38.000 If you don't see it, you can find the download link 00:01:38.000 --> 00:01:44.000 at the web address shown at the end of this video. 00:01:44.000 --> 00:01:47.000 In this example, my Zoom client has the login screen 00:01:47.000 --> 00:01:50.000 displayed because I wasn't already logged in to Zoom. 00:01:50.000 --> 00:01:54.000 We're going to click the SSO button, but just a quick note first. 00:01:54.000 --> 00:01:56.000 To use Zoom Phone, it's important to be sure you're 00:01:56.000 --> 00:01:59.000 logged in as your Western-licensed Zoom account, 00:01:59.000 --> 00:01:61.000 so if Zoom launches without asking you to log in, 00:02:01.000 --> 00:02:04.000 and you're not sure if you're using the right account 00:02:06.000 --> 00:02:09.000 or you hit that annoying 40 minute limit - 00:02:09.000 --> 00:02:12.000 just click your profile icon in the top right 00:02:12.000 --> 00:02:15.000 then sign out at the bottom of the menu. 00:02:15.000 --> 00:02:21.000 Now you'll see the login screen and can click the SSO button. 00:02:21.000 --> 00:02:24.000 SSO stands for Single Sign On 00:02:24.000 --> 00:02:26.000 and it means you don't have to log in to Zoom separately, 00:02:26.000 --> 00:02:29.000 if you're already logged in to Portal. 00:02:29.000 --> 00:02:32.000 By the way, if you see a dialog box 00:02:32.000 --> 00:02:34.000 asking what our company's SSO domain is, 00:02:34.000 --> 00:02:40.000 enter wou-edu, but this field should be automatically 00:02:40.000 --> 00:02:45.000 filled in if you're on a WOU-owned computer. 00:02:45.000 --> 00:02:47.000 Now I'm in Zoom! 00:02:47.000 --> 00:02:50.000 If this is the first time I'm using the headset on this computer, 00:02:50.000 --> 00:02:54.000 I'll verify Zoom has the headset selected for audio. 00:02:54.000 --> 00:02:56.000 Click the Settings icon in the top right. 00:02:56.000 --> 00:02:58.000 It's the little gear. 00:02:58.000 --> 00:02:62.000 Select 'Audio' on the left and confirm that your headset 00:03:02.000 --> 00:03:06.000 is the 'Speakers' and the 'Microphone'. 00:03:06.000 --> 00:03:09.000 There's a really neat feature to choose here, too. 00:03:09.000 --> 00:03:11.000 If your computer has a speaker and you click 00:03:14.000 --> 00:03:17.000 you can play the ringing sound out of the speakers 00:03:17.000 --> 00:03:19.000 but still you the headset for call audio. 00:03:19.000 --> 00:03:22.000 And I'm going to set the ringing volume fairly high too. 00:03:22.000 --> 00:03:25.000 That means you'll still hear the ringing sound if you're near 00:03:25.000 --> 00:03:30.000 your computer but don't have your headset on. 00:03:30.000 --> 00:03:35.000 Great, now I'm logged in to Zoom and I've set up my headset. 00:03:35.000 --> 00:03:39.000 Now I'll take care of something powerful I'll only need to do once. 00:03:39.000 --> 00:03:42.000 Look at the 'Home' section in Zoom. 00:03:42.000 --> 00:03:44.000 Ok, do you see my schedule here? 00:03:44.000 --> 00:03:46.000 It's empty right now. 00:03:46.000 --> 00:03:50.000 We're going to connect Google Calendar and Contacts to Zoom. 00:03:50.000 --> 00:03:54.000 You may have already done this when we were using just Zoom Meetings, 00:03:54.000 --> 00:03:58.000 but if you haven't, you'll really want to do it now that you have Zoom Phone. 00:03:58.000 --> 00:03:64.000 Go back to Portal and click the new blue Zoom icon at the top. 00:04:04.000 --> 00:04:07.000 From the Zoom profile page, scroll down to 00:04:11.000 --> 00:04:14.000 Click that button and confirm Google is selected 00:04:14.000 --> 00:04:18.000 with 'Write' permissions on Calendar and Contacts. 00:04:18.000 --> 00:04:21.000 Then click next. 00:04:21.000 --> 00:04:23.000 Select your Gmail account. 00:04:23.000 --> 00:04:26.000 I'lll click continue now and that's it. 00:04:26.000 --> 00:04:29.000 If I peek back at Zoom's 'Home' section 00:04:29.000 --> 00:04:34.000 now I see my upcoming Google calendar items. 00:04:34.000 --> 00:04:37.000 The reason this is so useful isn't that now I have 00:04:37.000 --> 00:04:40.000 a new way to see my schedule, although that is handy. 00:04:40.000 --> 00:04:44.000 If you have one of the larger old phones with all the buttons on the right side, 00:04:44.000 --> 00:04:48.000 You know you could see if the person you wanted to call was already on a call 00:04:48.000 --> 00:04:51.000 Because her light was green on your phone. 00:04:51.000 --> 00:04:55.000 Zoom does that too - if you search from someone in Zoom and she's on 00:04:55.000 --> 00:04:57.000 a Zoom Meeting or Zoom Phone call, 00:04:57.000 --> 00:04:60.000 her name will have a red camera or phone icon 00:05:00.000 --> 00:05:03.000 overlaid on her picture profile. 00:05:03.000 --> 00:05:05.000 But if she's connected to Google calendar, 00:05:05.000 --> 00:05:08.000 you'll even see a little red calendar icon overlaid 00:05:08.000 --> 00:05:10.000 so you know if the person you're trying to reach 00:05:10.000 --> 00:05:12.000 is already occupied in a meeting. 00:05:12.000 --> 00:05:14.000 And that's not the only reason we've linked Google. 00:05:14.000 --> 00:05:18.000 I'll show you another nifty feature with Contacts in a minute. 00:05:18.000 --> 00:05:21.000 I'll click the Phone tab now, 00:05:21.000 --> 00:05:24.000 in the phone section's default view 00:05:24.000 --> 00:05:28.000 I have a dialing area on the right and a panel on the left with 00:05:37.000 --> 00:05:40.000 To call someone in Zoom Phone, 00:05:40.000 --> 00:05:43.000 I'll put my headset on, 00:05:43.000 --> 00:05:46.000 Click my mouse on 'Enter a name or number' 00:05:46.000 --> 00:05:49.000 and type out the extension. 00:05:49.000 --> 00:05:52.000 There's another cool way you can dial 00:05:52.000 --> 00:05:55.000 and that's just by entering the person's name. 00:05:55.000 --> 00:05:58.000 There are actually a few more ways to place a call 00:05:58.000 --> 00:05:62.000 which we'll cover in other documentation. 00:06:02.000 --> 00:06:08.000 When someone calls me, I'll see a screen like this. 00:06:08.000 --> 00:06:11.000 This pop up has the caller's information and 00:06:11.000 --> 00:06:13.000 also tells what number the caller is calling for. 00:06:13.000 --> 00:06:16.000 That's important if you answer a call queue 00:06:16.000 --> 00:06:18.000 because you can differentiate between direct calls 00:06:18.000 --> 00:06:21.000 or calls to a shared number. 00:06:21.000 --> 00:06:24.000 If you click 'Accept' you'll answer the call. 00:06:24.000 --> 00:06:27.000 If you don't accept the call, then in most cases the call will be sent you your voicemail. 00:06:27.000 --> 00:06:35.000 In some cases, like a call queue, the call will go the the next available agent. 00:06:35.000 --> 00:06:37.000 Now we're on a call. 00:06:37.000 --> 00:06:40.000 First, you might notice that if the person you're talking to 00:06:40.000 --> 00:06:43.000 is another staff member calling fro her Zoom Phone line, 00:06:43.000 --> 00:06:45.000 the sound quality of the call is incredibly clear. 00:06:45.000 --> 00:06:50.000 It's not just your imagination, it really is a significant improvement. 00:06:50.000 --> 00:06:54.000 Ok, you can mute your mic by pressing 'Mute' in the top left, 00:06:54.000 --> 00:06:60.000 and 'Hold' is in the center a plays hold music for the caller. 00:07:00.000 --> 00:07:03.000 You can transfer calls by answering the call, 00:07:03.000 --> 00:07:10.000 then click 'Transfer' and type out the person or phone number you're transferring to. 00:07:10.000 --> 00:07:13.000 That's the menu for the transfer type: 00:07:13.000 --> 00:07:15.000 you can select a Warm Transfer, 00:07:15.000 --> 00:07:18.000 Blind Transfer or Transfer to Voicemail. 00:07:18.000 --> 00:07:21.000 Warm Transfer means you'll talk to your colleague first transferring the call. 00:07:21.000 --> 00:07:26.000 You could say something like, 'I have Bob calling again about account 1234'. 00:07:26.000 --> 00:07:29.000 Then you complete the transfer by clicking to blue 'Complete Transfer' button, 00:07:29.000 --> 00:07:34.000 or you could back out of the transfer by clicking 'Cancel Transfer'. 00:07:37.000 --> 00:07:40.000 person you're transferring to without a head's up conversation, 00:07:40.000 --> 00:07:48.000 and 'To Voicemail' will connect the caller to the voicemail of the line you're transferring to. 00:07:48.000 --> 00:07:51.000 Conference calls work like this. 00:07:51.000 --> 00:07:56.000 First you'll call one party. Then you'll press 'Add Call' 00:07:56.000 --> 00:07:60.000 and type out the number to call and press 'enter'. 00:08:00.000 --> 00:08:04.000 When he answers, click the "Merge Call' arrow icon 00:08:04.000 --> 00:08:09.000 And pick the first call in the little menu to create a 3-way call. 00:08:09.000 --> 00:08:12.000 Three parties is a many as we can have in Zoom Phone, 00:08:12.000 --> 00:08:15.000 but if you need a larger group, that's easy to accomplish 00:08:15.000 --> 00:08:17.000 by moving the call to a Zoom Meeting. 00:08:17.000 --> 00:08:22.000 Oh yeah, you can move any active call to a full Zoom Meeting in seconds. 00:08:22.000 --> 00:08:28.000 If you've ever started a conversation with a coworker about a file you're collaborating on, 00:08:28.000 --> 00:08:31.000 you may have found yourself in a situation where it would help to actually see 00:08:31.000 --> 00:08:36.000 and interact with the document together. Watch this now. 00:08:43.000 --> 00:08:45.000 Shea, Tom here... 00:08:45.000 --> 00:08:49.000 do you have a minute to go over a powerpoint I'm working on this morning? 00:08:49.000 --> 00:08:53.000 Alright, let's go into a Zoom Meeting. 00:09:13.000 --> 00:09:18.000 Ok, great. There you are. Good to see you Shea! 00:09:18.000 --> 00:09:23.000 Just click 'Meet' and in a few seconds everyone will be in a Zoom Meeting 00:09:23.000 --> 00:09:26.000 with chat, screen share, video recording and so on. 00:09:26.000 --> 00:09:30.000 It's easy to add more colleagues by using the Invite dialog. 00:09:30.000 --> 00:09:33.000 It's the up arrow next to 'Participants' 00:09:33.000 --> 00:09:40.000 or you can open it with the keyboard shortcut ALT I on Windows or Command I on Mac. 00:09:40.000 --> 00:09:44.000 That's about it for basic call controls. 00:09:44.000 --> 00:09:48.000 Now looking over on the left, first in this panel is the 'History' tab. 00:09:48.000 --> 00:09:53.000 It's record of your call history, including calls you've placed, answered and missed. 00:09:53.000 --> 00:09:57.000 It's easy to call back one of these number by mousing over it 00:09:57.000 --> 00:09:61.000 and clicking the 'phone' icon. Or you can click the three dots 00:10:01.000 --> 00:10:05.000 to send him a text message, or block this caller from calling you again 00:10:05.000 --> 00:10:11.000 if he's a persistent salesperson or other nuisance caller. 00:10:11.000 --> 00:10:13.000 Next to the right is 'Voicemail'. 00:10:13.000 --> 00:10:17.000 You can review, playback, call back or delete your messages 00:10:17.000 --> 00:10:20.000 all without leaving the Zoom app. 00:10:20.000 --> 00:10:24.000 Zoom will even try to perform speech to text conversion so you 00:10:24.000 --> 00:10:27.000 can quickly scan the details of the caller's message. 00:10:27.000 --> 00:10:32.000 And I know you're wondering if the voicemails will still go you your email? Yes. 00:10:32.000 --> 00:10:34.000 New voicemails will go to your email with the audio attached 00:10:34.000 --> 00:10:37.000 and now with the transcription too. 00:10:37.000 --> 00:10:40.000 The next secant over is 'Lines', 00:10:40.000 --> 00:10:43.000 where you'll see any calls you have active. 00:10:43.000 --> 00:10:45.000 This section is really useful if you've 00:10:45.000 --> 00:10:49.000 established delegation between yourself and another user. 00:10:49.000 --> 00:10:52.000 Delegation in Zoom is a cool feature that allows 00:10:52.000 --> 00:10:55.000 an assistant to handle her supervisor's phone calls. 00:10:55.000 --> 00:10:58.000 It's a feature activated by you, the end user, 00:10:58.000 --> 00:10:62.000 and I'll cover it more in separate documentation. 00:11:02.000 --> 00:11:05.000 The last section is SMS. 00:11:05.000 --> 00:11:09.000 Everyone's phone at WOU can now send and receive text messages. 00:11:09.000 --> 00:11:12.000 You can text other WOU numbers, yes but this may be 00:11:12.000 --> 00:11:15.000 particularly useful for faculty to communicate with students 00:11:15.000 --> 00:11:19.000 without the scheduling or time commitment of a phone call. 00:11:19.000 --> 00:11:23.000 Zoom Phone's text messages do support pictures and emoji. 00:11:23.000 --> 00:11:26.000 SMS messages are threaded - meaning grouped - 00:11:26.000 --> 00:11:31.000 by contact and the time that you message them. 00:11:31.000 --> 00:11:35.000 Great. That conversation the essentials - and a little more - 00:11:35.000 --> 00:11:38.000 of the Zoom Phone section in the Zoom client. 00:11:38.000 --> 00:11:41.000 By the way, the interface and capabilities are 00:11:41.000 --> 00:11:44.000 almost identical on the Android and IOS app, 00:11:44.000 --> 00:11:48.000 so if you plan to use your portable phone as a 00:11:48.000 --> 00:11:50.000 complimentary or even primary device, 00:11:50.000 --> 00:11:53.000 it's like you just saw two trainings in one! 00:11:53.000 --> 00:11:56.000 Now we'll return to the Zoom web interface, 00:11:56.000 --> 00:11:59.000 where most of the user preferences are set. 00:11:59.000 --> 00:11:64.000 Back in the WOU Portal, click that blue Zoom icon. 00:12:04.000 --> 00:12:08.000 Now click 'Phone' on the left if it wasn't already selected. 00:12:08.000 --> 00:12:12.000 The first two sections in your 'Phone' area are 00:12:15.000 --> 00:12:17.000 same information you'll find the the Zoom application, 00:12:17.000 --> 00:12:21.000 but with a little more detail and filtering flexibility. 00:12:21.000 --> 00:12:24.000 Next is 'recording', and we're working on documentation 00:12:24.000 --> 00:12:28.000 for the Zoom recording features in Zoom Phone now. 00:12:28.000 --> 00:12:32.000 Last and most importantly is 'Settings'. 00:12:32.000 --> 00:12:37.000 For now let's concentrate on the 'Call Handling' section in 'Settings'. 00:12:37.000 --> 00:12:40.000 The first change you might make is setting 00:12:40.000 --> 00:12:42.000 your personal 'Business Hours'. 00:12:42.000 --> 00:12:44.000 This is significant if you're also using Zoom Phone 00:12:44.000 --> 00:12:46.000 from a smartphone that you'll have near you at home 00:12:46.000 --> 00:12:49.000 and don't want to answer work calls after hours. 00:12:49.000 --> 00:12:54.000 You can click 'Edit', then choose 'Custom Hours', 00:12:54.000 --> 00:12:57.000 to select the time ranges you want to answer Western calls. 00:12:57.000 --> 00:12:60.000 Incoming calls outside of your work hours will 00:13:00.000 --> 00:13:04.000 go to your voicemail without ringing your phone. 00:13:04.000 --> 00:13:07.000 Leave the next couple of options at their default. 00:13:07.000 --> 00:13:12.000 It's a really great idea for everyone to record a voicemail greeting 00:13:12.000 --> 00:13:14.000 that states your name and your role at the university. 00:13:14.000 --> 00:13:20.000 To record your greeting click 'Audio Library' under "Greeting & Menu'. 00:13:20.000 --> 00:13:24.000 Now this is something great: in Zoom Phone 00:13:24.000 --> 00:13:26.000 you can store many different voicemail greetings. 00:13:26.000 --> 00:13:29.000 If you have a break in teaching between terms, 00:13:29.000 --> 00:13:32.000 you could have a special voicemail greeting for that purpose, 00:13:32.000 --> 00:13:35.000 another for vacation, and another generic greeting. 00:13:35.000 --> 00:13:39.000 Those other greetings will be listed here if you choose to record them. 00:13:39.000 --> 00:13:44.000 For now, click 'Add Audio', click "Record by Computer' 00:13:44.000 --> 00:13:48.000 and if your web browser asks for permission to use your microphone 00:13:48.000 --> 00:13:52.000 Click 'accept' or 'allow'. Now click 'next' 00:13:52.000 --> 00:13:57.000 Then 'record' and then record your greeting. 00:13:57.000 --> 00:13:61.000 Click 'stop' and then 'add'. 00:14:01.000 --> 00:14:04.000 Zoom will select the greeting you just recorded, 00:14:04.000 --> 00:14:06.000 and you can rename it here as well. 00:14:06.000 --> 00:14:10.000 Then you'l just click 'use the audio'. 00:14:10.000 --> 00:14:15.000 And check out "Allow callers to reach an operator'. 00:14:15.000 --> 00:14:18.000 The veteran Wolves watching will remember when 00:14:18.000 --> 00:14:21.000 we all had a 'zero out' option in our voicemail. 00:14:21.000 --> 00:14:24.000 It's a feature that allows you to specify an 00:14:24.000 --> 00:14:28.000 alternative answer point for callers that want assistance immediately. 00:14:28.000 --> 00:14:32.000 Zero out is back with Zoom Phone. 00:14:32.000 --> 00:14:36.000 Click 'Allow callers to reach an operator' and in the pane that appears 00:14:36.000 --> 00:14:39.000 underneath specify your zero-out destination. 00:14:39.000 --> 00:14:42.000 Now when you record your greeting, remember to say something like, 00:14:45.000 --> 00:14:48.000 to be connected to my teammate, manager or front desk', 00:14:48.000 --> 00:14:52.000 or whatever is appropriate for your situation. 00:14:52.000 --> 00:14:54.000 Have a great time with Zoom Phone, 00:14:54.000 --> 00:14:59.000 try moving a phone call with another WOU caller to a full Zoom Meeting, 00:14:59.000 --> 00:14:63.000 check out how convenient it is to have Zoom on your smartphone, 00:15:03.000 --> 00:15:08.000 and if you have any questions, please visit this website address. Thank you. 00:15:08.000 --> 00:15:21.000 music