Migrating to the new external contacts feature in Zoom Phone

• Either a Zoom Workplace license with Phone included, or a standalone Zoom Phone calling plan
• Account owner or admin privileges with the External contacts permission enabled on your role

How to grant the external contacts permission

1. Sign in to the Zoom web portal as an account owner.
2. In the navigation menu, click User Management then Roles.
3. Click the relevant admin role.
4. In the User and Permission Management section, find the External contacts row.
5. Enable View and/or Edit as needed.
6. Click Save.

How to add external contacts

1. Sign in to the Zoom web portal.
2. In the navigation menu, click User Management then External contacts.
3. Click the Contacts tab.
4. Click + Add external contact.
5. Fill out the following information:
   • Display name: Enter the name of the external contact as you want it to appear.
   • Description (optional): Add notes or additional context to help identify the external contact.
   • ID (optional): Enter a unique identifier for the external contact. If left blank, the system automatically generates an ID. When reimporting to update existing contacts, do not change the contact ID.
   • Email (optional): Enter the external contact's email address.
   • Extension number (optional): Enter an extension number to assign to this contact. Make sure the extension numbers are not duplicated with the existing ones in Zoom Phone.
   • Phone number (optional): Enter the contact's phone number using standard E.164 format (e.g. +16992520210).
   • Group (optional): Select one or more existing groups where the external contact will be added.
6. Click Save.

How to import external contacts

1. Sign in to the Zoom web portal.
2. In the navigation menu, click User Management then External contacts.
3. Click the Contacts tab.
4. Click Import.
5. Select one of the following:
   • Add contacts to add new external contacts.
   • Update contacts to update existing external contacts.
6. Click CSV sample to view the requirements and click Download to save the template.
7. Fill out the downloaded CSV file.
8. Click Upload CSV to upload the CSV file.

How to export external contacts

1. Sign in to the Zoom web portal.
2. In the navigation menu, click User Management then External contacts.
3. Click the Contacts tab.
4. Click Export to download your complete external contact list as a CSV file.

How to add an external group

1. Sign in to the Zoom web portal.
2. In the navigation menu, click User Management then External contacts.
3. Click the Groups tab.
4. Click + Add external group to create a group.
5. Fill out the following information:
   • Group name: Enter a display name for the group.
   • Description (optional): Enter a description to help you identify the group.
6. Click Save.

How to delete an external group

1. Sign in to the Zoom web portal.
2. In the navigation menu, click User Management then External contacts.
3. Click the Groups tab.
4. Click the ellipsis next to the group name then click Delete.
5. Click Delete in the pop-up window to proceed.

How to rename an external group

1. Sign in to the Zoom web portal.
2. In the navigation menu, click User Management then External contacts.
3. Click the Groups tab.
4. Click the group name.
5. In the top-right corner, click Edit.
6. Edit the display name.
7. (Optional) Edit the description.
8. Click Save.

How to add members to an external group

1. Sign in to the Zoom web portal.
2. In the navigation menu, click User Management then External contacts.
3. Click the Groups tab.
4. Click the group name.
5. Click + Add members.
6. Search the member by name, email address, or ID.
   Note: Only added external contacts can be searched and added to an external group.
7. Select the member.
8. (Optional) Repeat steps 6 and 7 to add multiple members.
9. Click Add.

How to control visibility with shared contact lists

1. Sign in to the Zoom web portal.
2. In the navigation menu, click User Management then Contacts.
3. Click Shared Contact Lists then + Add Shared Contact List.
4. Enter a List Name.
5. (Optional) Under Add Contacts, search for and select individual internal contacts or internal contact groups.
   Note: Adding an existing internal contact to the shared contact list allows internal and external contacts to appear together in the same shared list.
6. Under Add External Contacts, search for then add individual external contacts or external contact groups.
7. Under List Visibility, select one of the following:
   • Anyone: Allows all users to view the shared contact list.
   • Specific users, user groups or Zoom Phone entities: Restricts the shared contact list to selected users or groups.
     1. Search for then select one or more Zoom Phone users, user groups, sites, call queues, or common areas that will have access to these contacts.
     2. If one or more sites were selected, click the down arrow next to each site and choose who within it should have access:
        • All users in the site: Allows all site users to access the shared contact list.
        • All members in all call queues: Allows all call queue members to access the shared contact list.
        • All common areas: Allows all common area devices to access the shared contact list.
8. Click Save.
   Note: Any changes to the Zoom Phone site, such as users being added or removed, will automatically stay in sync with the list.