Changing Shared Office settings in zoom

It is possible to change settings such as the emergency address and caller ID after the Zoom Phone Appliance has been set up as a shared office phone (Common Area Phone).

  Note: If you opted in for a new Zoom account after May 21, 2022; or if you have the New Common Area Experience enabled on your account, you will find Shared Offices have moved from the Users & Rooms tab to the shared office tab in the New Common Area Experience.

This article covers:

  • How to access Shared Office settings

  • Profile tab

  • Policy tab

  • Settings tab

  • Call handling settings

Prerequisites for changing Shared Office settings

  • Shared Office set up

  • Pro, Business, or Education account

  • Account owner or admin privileges

  • Zoom Phone license

How to access Shared Office settings

You can edit the settings of a shared office you’ve added by following these steps if you’d like to do so.

  1. Zoom’s web portal can be accessed by signing in.

  2. Select Phone System Management from the navigation menu and then click Users & Rooms to open the Users & Rooms section.

  3. On the Shared Offices tab, click the Shared Offices button.
    Note: It’s been announced that Zoom Shared Offices will be moved to the new Common Area tab in the Users & Rooms section of your Zoom account if you subscribe for a new account after May 21, 2022, or if your account has been installed with the New Common Area Experience.

  4. You will be able to edit the display name of the Shared Office phone by clicking on the display name.
    There are a number of options and information available to you:

Profile tab

  • Display name: You can change the display name by clicking Edit next to it.

  • Description: To change the description, click on the Edit button next to it.

  • Site: Provides the phone user with a list of sites to which he or she belongs. To move the phone to another site, use the drop-down menu at the top of the screen to select another site from the list.

  • Package: You will be asked to assign a package for outbound calling once you click Assign. You can remove an assigned package by clicking on the icon next to it.

  • Extension Number: On the phone user’s profile, click Edit to modify the extension number assigned to him or her.

      Note: There is no maximum number of digits for extension numbers. You can have 2 to 5 digit extension numbers if you have multiple sites and if you have enabled site codes, and 1 to 2 digit site codes if you have more than one site.
  • Number(s): To assign a direct phone number to a common area phone, click the Assign button. It is only visible if you have assigned a package to the account.

  • Outbound Caller ID (available only when a package is assigned ): When the phone calls out, you will be able to select the number for the outgoing call. There is a list of phone numbers that have been assigned to the main auto receptionist that you can choose from.

  • Country (only visible if you assign a package): This is the country where the emergency address is stored on the phone. It is the country that determines what extension numbers you are not allowed to use for your phone as they are reserved for the country.

  • Area Code (only visible if you assign a package): The area code displayed on the dial pad is the default one for outbound calls. If you have not added the area code yet, click on Edit to change it, or Set if you have added it already.

  • Emergency Address: To edit the emergency address assigned to the common area phone, click on the Manage button. The address that you choose can either be the default address for a site or any other address assigned to the site if you have multiple sites.

  • Communications Content Storage Location: Ensure that Communications Content is stored in the appropriate location.

On the bottom of this page you will find the following follow buttons:

  • Remove: The Shared Office needs to be deleted from the account and the Zoom Phone Appliance associated with the Shared Office needs to be unassigned. Device Management will display the appliance once it has been added to the list.

Policy tab

There are a number of Zoom Phone features that can be enabled or disabled through the policy settings.

Settings tab

  Note: Once you have defined custom hours, you are able to customize how the inbound calls will be routed during those hours. 
  • Business Hours: In order to change the time during which the user is able to answer calls, click Edit. If you want to extend your business hours beyond 11:30 p.m., then you can do so. It is also possible to manually enter a time in increments of 10 minutes to set your business hours, for instance, 11:10 PM, by entering the time manually.

  • Closed Hours: You can also set closed hours if you have customized your business hours.

  • Holiday Hours: You can designate specific days of the year as holidays by clicking Manage.

  • Keys & Positions: The key settings for the line can be changed.

  • Blocked List: This is a list of rules that can be used to block external calls.

  • Zoom Phone Appliance: Using this option, you can see the Zoom Phone appliance that is assigned to Shared Office and configured as a common area phone.

    • Allow Hot Desking: Enable hot desking.

    • Calendar (optional): Zoom Phone Appliance is able to connect to any calendar resource in your system.

    • Location (optional): Your Zoom Phone Appliance device will appear on the floor map as a workspace when it has been assigned to a floor.

Call handling settings

  • Ring the Device: Ring the device when an inbound call comes in or disable the ring.

  • Ring Duration: If you have enabled Ring the Device, you will need to set the maximum ring time before the call is handled in accordance with the settings below (When a call is not answered).

  • When a call is not answered: This option allows you to select how unanswered calls will be dealt with during the specified hours.

    • Play a message, then disconnect: The call is answered by a custom message and then the call is disconnected. For selecting, recording, or uploading custom audio files, click Audio Library.

    • Disconnect: After the call has been disconnected, there will be no message played.

    • Forward to another extension: If you have more than one extension in the account, you can route calls to another extension.

    • Forward to External Contact: If the account has an external user directory, you will be able to route calls to an external user if the account has one.

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See also  Using SMS in Zoom