Zoom Phone 1: 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.

If you are a new BSU or NTC employee:

You will first need to login to Zoom on your BSU/NTC issued laptop before anything else. 

1. On Windows 11, tap the Windows key and start typing the word "zoom". The Zoom Workplace App should appear as an option to choose. Click on the app to open it.
   1. On a Mac, the Zoom app will be located in the Applications folder. To add it to your dock, select it in the Applications folder and press Command-Control-shift-T.
2. You'll be asked to login to Zoom. Look below the username/password fields and tap the "SSO" option. 
3. You'll be directed to a Minnesota State login page that should look familiar. Login here using your StarID@minnstate.edu account.
4. Contact the BSU/NTC ITS Help Desk so your phone number can be provisioned. This may or may not have been done at the time of your laptop issuance or orientation.
    

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/ with your StarID@minnstate.edu account (you may already be logged in!) 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, 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 if you call 911 from your Zoom phone. 

4. Also in Settings, set up your availability hours, call handling, voice mail 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. Check Zoom Phone: Call Queues for more information. 

2. Zoom Workplace Application

1. Configure other settings in the Zoom Workplace 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 the Zoom Workplace app on your work computer (press 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 task bar. 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 Workplace 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 Workplace 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!  

Zoom Support maintains a long list of Zoom phone help documents here.