Creating a dial-by-name directory in the Zoom app

By entering a first or last name, callers can search a website’s telephone directory for people with the same first or last name. The caller can contact a specific phone user once he or she has performed a search. If you are using an IVR system you should be able to route calls through a dialing directory to the dialing directory. Dial-by-name directories are only compatible with British and American English dialects.

The following topics are covered in this article:

• To access directory settings for dialing by name at the site level
• How to access directory settings for one-touch dialing at the account level
• How to create or edit a Fast Dial directory
• How to apply the account-level directory to a site
• How to route to a dial-by-name directory

Requirements for creating a dial-by-name directory

• There are three types of accounts: Pro, Business, and Education
• The account owner has admin rights to the account
• To use Zoom Phone you need a license
• The dial-by-name directory can only be accessed by Zoom Phone users who have a Zoom Phone license

To access directory settings for dialing by name at the site level

For example, the dial-by-name directory can be created or edited at the site level if you have multiple sites. Therefore, an automated receptionist within the same location is the only way to direct to this directory.

1. Sign in to the Zoom web portal by entering your email address and password.
2. From the navigation menu, select Phone System Management, and then select Company Information from the drop-down list.
3. Click the site name and then click the Settings tab.
4. The Other section can be found by scrolling down the page.
5. Make sure the dial by name switch is on. Also make sure these dropdown menus are enabled:
   • Create Directory: The dial-by-name directory can be created at the site level by selecting Manage site’s own directory from the list of options.
   • Search for: Allow callers to search for a phone user’s first or last name when dialing the number.
6. To manage your directory, click the Manage Directory button.

How to access directory settings for one-touch dialing at the account level

The dial-by-name directory can be created or edited at the account level if you don’t have multiple locations. Any car receptionist in your account can direct you to this directory.

In addition to creating or editing an account-level directory, you can also follow these steps if you choose. Once you create this directory, you can apply it to specific websites.

1. Sign in to the Zoom web portal by entering your email address and password.
2. To access the Company Information section, you must click the Phone System Management link in the navigation menu.
3. Click Account Settings at the top of the page.
4. The Other section can be found by scrolling down the page.
5. To enable the name dictionary, make sure the switch is on.
6. You can control whether callers can search for a person’s first or last name by using the Search for drop-down menu on the Search for page.
7. You can manage your directory by clicking the Manage Directory link.

How to create or edit a Fast Dial directory

1. Settings are available that allow users to dial by name through a roll-by-name directory at the site or account level.
2. To configure the directory you can use the following options:

• Click the Sites button under Included Sites to add sites to the directory. Select a website from the search results and click on it. By default, new or existing users who register on the site are not included in the directory (non-searchable).
• After adding a new site to your directory, you must click Add Searchable Users to add those with a phone number to the directory.
• Click the Excluded tab at the top of the table and select the users you want to add to the directory if users are already included in the directory. When you’re done, click the Select into the named directory button at the top of the table and select the users to include. You can also move all excluded users to the dialing by name directory by clicking the Move All To Dialing By Name Directory button.
• The first step to exclude phone users from the directory is to click on the Directory tab of the menu, select the users you want to exclude from the directory, and then click Exclude from Directory at the top of the list. If you want to remove all included users from the directory, you can click Exclude from Directory button.

How to apply the account-level directory to a site

1. Log in to the Zoom web portal by entering your username and password.
2. From the navigation menu, select Phone System Management, and then click Company Information from the drop-down menu.
3. If you click on the website name, you can see a tab called Settings.
4. Go to the “Other” section of the page and scroll down until you see it.
5. It is important to ensure that the Dial-by-Dial Directory switch is enabled.
6. To apply the dial-by-name directory you created at the account level to your dial-by-name directory, locate and select the drop-down menu that says Inherit from account directory.

How to route to a dial-by-name directory

By assigning the name dialing directory to an IVR system, you can direct callers there if you have the name dialing directory activated.

1. Sign in to the Zoom web portal by entering your email address and password.
2. Click Phone System Management in the navigation menu, and then click Automated Receptionists in the menu.
3. You can choose from an IVR menu available on an automated receptionist.
   Note: It is important to ensure that the auto receptionist is located at the same location where directory dialing by name was enabled.
4. In the In the section titled IVR Menu you will find a link that says Edit.
5. You can select a dialing name by clicking Edit next to a button.