How to Create Alternate Voice Messages (OOO)

1. Access Your Settings

• Sign in to the Zoom web portal.

• In the left-hand navigation menu, click Phone.

• Click the Settings tab at the top.

2. Define the Holiday

• Scroll down to the Holiday Hours section.

• Next to Holiday List & Call Handling, click Manage.

• Click Add at the top of the page.

• Name: Enter a name (e.g., "Independence Day" or "Personal Vacation").

• Holiday Hours: Set the start and end date/time for when you will be away.

• Recurring: Check This is a recurring holiday if you want this to apply every year.

• Click Save.

3. Create the OOO Audio Message

Once the holiday is added, you need to tell Zoom what message to play:

• On the same Holiday Call Handling page, locate your new holiday in the list.

• To the right of the holiday name, click Edit next to Call Handling.

• Ensure When a call is not answered is set to Forward to voicemail/videomail.

• Under Greeting & Leave voicemail instruction, click Edit.

• Select Add Audio to create your message using one of these methods:

  • Text to Speech: Type your message and choose a voice.

  • Record by Computer: Use your microphone to record a live message.

  • Upload: Upload an existing .mp3 or .wav file (under 10MB).

• Click Add or Save to apply the audio.

4. Finalize the Call Routing

• In the same pop-up window where you set the audio, ensure the other settings are correct:

  • Allow callers to reach an operator: Uncheck this if you want them to go straight to voicemail.

  • Allow callers to check voicemail: Usually left unchecked for OOO security.

• Click Save at the bottom of the window.