Telephone

• Zoom Phone App
• Logging into Zoom Phone
• Using your Zoom Phone.
• Searching the directory for numbers.
• Call Queue Opt out/in
• Outbound Caller ID
• Desk Phone
• Using your desk phone
• How to setup speed-dials/busy line indicators
• Transfer a call.
• Transfer voicemail on phone to another extension.
• Desk phone directory
• Hot Desking

Zoom Phone App

Logging into Zoom Phone

Logging into Zoom Phone is relatively simple, but if you don't click a certain button, it won't work.

The Zoom Phone software is ONLY supported on NTCC-owned laptops. It is not supported on mobile devices or personally-owned computers.

Steps to login to the Zoom Phone desktop application

1. If you don't have the Zoom application installed, install it from the Software Center.
2. Open the Zoom application
3. Press the SSO button
4. 
5. Enter northshorecollege in the text box. Entering anything else will cause it to not recognize the college's single sign-on.
6. You will be redirected to the normal NTCC single sign-on page with Lacombe campus in the background. Login using your NTCC email username and password as you would for email.

Steps to login to the Zoom website

1. Open a web browser like Google Chrome
2. Navigate to https://northshorecollege.zoom.us
3. Click the sign in button
4. You will be redirected to the normal NTCC single sign-on page with Lacombe campus in the background. Login using your NTCC email username and password as you would for email.

You can also follow this video here.

Zoom Login Video

Using your Zoom Phone.

For more in-depth guide to the computer app, check out the official Zoom Phone guide

The Zoom Phone software is ONLY supported on NTCC-owned laptops. It is not supported on mobile devices or personally-owned computers.

Voicemail

Customizing audio greetings

Managing Voicemail messages

For voicemail pin, please watch the video below.

Forwarding Messages

Customizing call handling settings

Transfer Call

How to transfer calls

SMS/Text Messages

Using SMS

Call History

Viewing call history and recordings

For a quick basic video guide. This covers only the very basics that can be done in the web portal and app. Use the above guides for more detail explanations. 

Zoom Web Portal Video

Zoom App Video

Searching the directory for numbers.

You can use the directory to search for people to call.

On Zoom computer app.

1. On the app select Contacts.
2. We have 2 sections to choose from
   • Desk phones - used in classroom or communal locations.
   • Company Contacts - all NTCC employees
3. If you are unsure of the name
   • Click on the drop down for the category you wish to search.
   • All names are in alphabetical order.
4. If you know the name
   • On the top of the app, click search
   • Type the name in the search bar.
5. Hover over the user you wish to call.
6. Click on the  

Call Queue Opt out/in

If you are a member of a call queue, you can choose to opt out for reason such as lunch break or with a student.

Through the webportal.

1. Log into the Zoom website portal at https://northshorecollege.zoom.us
2. Go to Phone on the left hand side.
3. Go to Settings.
4. Scroll down to Membership
5. Toggle the Receive Queue Calls option off.
6. Toggle back on when returning from break/with student.

Through the Zoom app

1. Click on your profile/initials icon.
2. Hover over the Receive Queue Calls.
3. Toggle the queue off.
4. Toggle back on when returning from break/with student.

Outbound Caller ID

To ensure you have your extension as the outbound caller ID:

 

On the Zoom app:

1.) Select the Phone icon.

2.) Go to the Caller ID drop down menu under the number pad on the app.

3.) Select your extension as the outbound number.

 

Desk Phone

Using your desk phone

Not every employee will have a phone number. Please talk to your supervisor if you get one.

• Your phone number is 985-545-1 plus the 3 digits at the top of your desk phone under the time. Example: 985-545-1500
• Your phone will travel with you if you move around your campus so no need to have your number changed if you have a new office. We can just unplug the phone and move it to the new location.
• It will not follow you if you change campuses, and you will need to get a new number. Your supervisor will be the one to request a change of number.
• Please confirm with your supervisor if you have a number assigned to you.

For more in-depth guide to the desk phone, check out Quick Start Guide for Zoom on Polycom phones.

Please click on the image to view in full. 

How to setup speed-dials/busy line indicators

You may want to add speed dials and/or busy line indicators on your phone. The process is now self-serve and easy to do.

Button labeling

Buttons are labeled in columns, starting in the upper-left corner. Your extension will always be in position 1. Position 2 is directly below it. Once the bottom of the column is hit, the column on the right side of the screen is position 7.

To set up Busy Line Indicators (BLF) 

1. Sign in to the Zoom web portal.
2. Click Phone.
3. Click the Settings tab.
4. In the Keys & Positions section, click View or Edit.
5. Click Manage Key.
6. Click Set Key.
7. Search for a name Optional, type an alias for that name.
   
8. Use the Up/Down arrows to rearrange.
   DO NOT CHANGE LINE 1.
9. Click Save.

To set up speed dial

1. Follow the steps as above for the BLF.
2. Click the drop down option from BLF to Speed Dial.
3. 
4. Enter a phone number using the Country code, Area code, and phone number. Optional type in an alias for the number.
5. Save.

How to use speed dial.

1. Tap the line key on the phone's home screen. The line key light turns solid green to indicate you're using it.
   
2. (Optional) Pick up the phone's headset. Press the speakerphone button  (usually located to the right of the physical dial pad) to switch back to speakerphone.

The BLF works as a speed dial for internal numbers. You do not need both a BLF and a speed dial for the same number.

Transfer a call.

1. While in a call, press Transfer or the transfer button .
2. Choose a transfer method:
   
   • Consultative transfer (also known as warm transfer): Place the call on hold while you complete the transfer. This option is useful if you need to navigate an automated answering machine for the caller or if you want to speak to the receiving party before your call is transferred.
   • Blind transfer (default): Immediately transfer the call and hang up.
3. Dial or select the number you want to transfer to. To transfer to an internal Zoom Phone user, dial their extension number.
4. Complete the transfer:
   • Blind transfer: Tap the phone icon .
   • Consultative transfer: Press Transfer.

Transfer voicemail on phone to another extension.

If you need to forward a voicemail from the physical phone to another extension.

1. Access the voicemail button on your phone’s keypad.
2. Enter your passcode, followed by the # key.
3. Press 1 to listen to new voicemail messages.
4. After listening to the voicemail message you’d like to forward, press 9 for additional options.
5. Press 2 to forward the message, and you will be prompted to record an intro message.
6. Once you are finished recording your message, press the # key.
7. Press 3 to forward the message.
8. You will then be prompted to enter the extension you want to forward the message to, followed by the # key. 
9. Your voicemail is transferred to the new extension.

Note: you can only forward to numbers in your extension group. This means if your extension starts with a 4 then only numbers that start with a 4 can a voicemail be forwarded to. If you need to send a voicemail to another extension group, please send the voicemail to someone who has voicemail to email set up within your extension group.

Desk phone directory

When you need to search for an internal number.

1. On the phone's home screen, press Directory.
2. Navigate to Corporate Directory.
3. Enter a name or extension number, then press Submit to search your company's directory of Zoom Phone users.
   Note: Search results may take a few seconds to appear.
4. Select a phone user then press Dial to call them.

Hot Desking

Hot desking is a feature that allows users who work at other users' desks to log into the desk phone and have their phone number and busy lamp field/speed-dials show up. This is especially handy for departments like Student Services Health Sciences, or Library, but is available for all employees who have a NTCC phone number assigned to them.

When you are done working at a desk/phone, you are able to sign out of the phone to return it to its original configuration. If you accidentally forget to sign out, the phone will automatically sign you out 9 hours after logging in.

Hot desking has to be enabled on the phone you are attempting to log into. While we strive to enable hot desking on all phones, we may have missed a phone. If, when you attempt to log into hot desking on a phone, you receive a message stating :"the requested service is not available on this device," please submit a helpdesk ticket and IT will enable the feature.

This process takes 3-5 minutes to complete. Hot desking is only recommended when you intend to spend more than an hour at a desk.

How to sign into hot desking on a phone

1. From a NTCC deskphone, dial *91
2. Enter your 3-digit phone extension followed by the pound (#) sign when prompted
3. Enter your PIN followed by the pound (#) sign when prompted
4. The phone will reboot. This will take 3-5 minutes to complete
5. Once the phone reboots, it should work like your normal office phone

If your docking station is connected through the phone, you will lose access to the internet and other resources while the phone reboots. This outage typically lasts for less than 1 minute.

How to sign out of hot desking on a phone

1. Dial *92
2. The phone will notify you that your are signed off and reboot
3. The phone will reboot. This will take 3-5 minutes to complete
4. Once the phone reboots, it should work like the original user's phone
   

How to sign out of hot desking on a phone from the Zoom website

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Phone.
3. Scroll down to the Desk Phone(s) section.
4. Hover your mouse over the phone that needs to be signed out remotely, then click Sign out.