Zoom Phone: Getting Started

BSU and NTC are transitioning from traditional desk phones to Zoom phone systems in early 2026. All staff and faculty who have an existing desk phone or a unique office phone number have a Zoom phone account. There are many configuration settings and options to consider for your use, but the most basic use is very similar to the traditional desk phone. Let's get started with basic configuration below.

Contact helpdesk@bemidjistate.edu as soon as possible if you believe you need a desk phone (e.g. your office has a front reception desk, or you have an accessibility need). Most staff and faculty will not need a desk phone, and there is a limited number available for distribution. 

You’ll need two tools to fully configure your Zoom phone account: 
 

1. Zoom Web Portal

Initialize and configure your phone account in the Zoom web portal. Watch this brief YouTube video first (but skip the first 30 seconds): https://www.youtube.com/watch?v=ydFx2UeZF2k.  
 
Then, log in to https://minnstate.zoom.us/ as you normally do, and then: 

1. Click on Phone in the left menu. 

2. Set your country, area code, time zone, and a PIN to retrieve voice messages remotely. Click Setup to initialize your account and access additional settings. 

3. In the resulting Settings tab in the top Phone section menu: 

4. Your Emergency Address should auto populate by your wired ethernet jack location, or your general wireless network location on campus. If you are not on a campus network (at home or remote location) please set your emergency address accordingly. This helps Public Safety and Law Enforcement know where to find you in an emergency. 

5. In Settings, set up your availability hours, call handling, voicemail greeting, delegation (if applicable), and other settings. Most are self-explanatory, but some (like membership in a call queue) will require some explanation and training.  

2. Zoom Desktop Application

1. Configure other settings in the Zoom desktop application (the same place you’ll make and receive calls). Watch this brief YouTube video first: https://www.youtube.com/watch?v=Zb7TI6jjds8 . Then: 

2. Open your Zoom desktop application on your work computer (Windows key, type “Zoom”, click Zoom Workplace App). Set a shortcut to the app for your desktop, and/or pin the open application to your taskbar. If you are on MacOS, first download the Zoom app from https://zoom.us/download?os=mac if you don’t already have it. 

3. In the Zoom desktop app, click the Phone tab at the top.  

4. Locate the History, Voicemail, Lines and SMS tabs in the left section.  

5. Take note of the number pad on the screen, with a search field above it. Start typing the name of a colleague you may want to call to see how the directory works. *NOTE* If you click their name, you will initiate a call! Students are not included in this directory, but student employees may be.

6. In the upper-right corner of the app, click on your initials or profile photo 

7. Review the menu that pops up, including Availability, Profile, and Settings  

   • Click Settings and explore options you can set for the phone and other general settings that may improve your Zoom phone experience. 

     • Windows users: in Settings->General, configure Zoom to start automatically when you log in. This will ensure your Zoom phone is ready to receive and make calls without you having to open the application. Scroll to Zoom Workplace App and switch the Auto-start to on and check the Start Silently box: 
       
       

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• MacOS users: Open the Zoom app, then control+click the Zoom app icon in your dock, hover over Options, then click Open at Login:
   

You have completed the basic Zoom phone setup! Check out additional KB articles for more detailed information and training. Contact helpdesk@bemidjistate.edu if you have any questions or run into any issues – we are here to help you!