Set up voicemail greetings, hold music, and call handling prompts using the centralized Asset Library.
⏱️ Estimated Time: 15-20 minutes
👤 Who's This For
Zoom Phone administrators managing audio assets for their organization.
💼 Use Case
Create professional audio greetings for voicemail and hold music that users and extensions can access. Centralize audio management to maintain brand consistency across your organization.
✔️ Prerequisites
Admin access to Zoom web portal with privilege to edit account settings
Audio files prepared (if uploading) in MP3 or WAV format, less than 10MB
Working microphone (if recording directly in Zoom)
Understanding the Asset Library
The Asset Library is your centralized hub for managing all audio content in Zoom Phone. Create audio three ways:
Text-to-Speech: Convert text to audio using automated voices
Record by Computer: Use your microphone to record directly
Upload: Add existing MP3 or WAV files
Audio can be Public (available organization-wide) or Personal (private to specific users).
Creating Text-to-Speech Audio
1
Start New Asset
Sign in to Zoom web portal as an admin
Navigate to Phone System Management > Assets Library
Click Add, then click the Text to Speech tab
2
Configure and Create
Asset Name: Enter descriptive internal name
Category: Select type (Voicemail greeting, Music on hold, etc.)
Language: Choose language
Voice: Select voice style
In the message box, enter your text
Click Play to preview
3
Save
Under Visibility, choose Asset Library (Public) or Personal Audios
Click Add
Tip: You can add up to 5 message segments that play in sequence. Click + Add message to create multiple parts.
🎮 Click-Through Demo
▶️ Watch: Creating Text-to-Speech Greetings
See how to navigate to the Asset Library, create a text-to-speech voicemail greeting, and save it to the public library.
Recording Audio Directly
1
Start Recording
In the Asset Library, click Add
Click the Record by Computer tab
Allow Zoom to access your microphone when prompted
2
Record
Enter Asset Name, Category, and Language
Click the red record icon to start
Click stop icon when finished
Click play to review or Record Again to redo
3
Save
Choose visibility setting
Click Add
Uploading Existing Audio Files
1
Upload File
In the Asset Library, click Add
Click the Upload tab
Enter Asset Name, Category, and Language
Click Upload and select your file (MP3 or WAV, under 10MB)
2
Save
Choose visibility setting
Click Add
Assigning Audio to Extensions
1
Navigate to Extension
Go to Phone System Management > Users (or Call Queues, Auto Receptionists)
Click the extension name
Click the Settings tab
2
Assign Voicemail Greeting
In Call Handling section, locate Greeting & Leave voicemail instruction
Click Edit
Select Choose from Asset Library
Choose your audio asset
Click Save
3
Configure Hold Music
Navigate to Phone > Settings
In the Others section, next to Hold Music, click Edit
Select Choose from Asset Library
Choose your audio
Click Save
Managing Existing Assets
Edit Assets:
Click the ellipsis icon next to the asset name
Select Edit, make changes, click Save
Duplicate, Download, or Delete:
Click the ellipsis icon
Select Duplicate to copy, Download to save locally, or Delete to remove
If deleting an in-use asset, choose replacement audio before confirming
Manage Permissions:
Click ellipsis > Manage Editors
Add admins, roles, or groups with Edit/Delete permissions
💡 Configuration Best Practices
See Details
Use Descriptive Asset Names Name assets clearly like "Main-Voicemail-English" or "HoldMusic-Jazz" so they're easy to find and identify.
Leverage Text-to-Speech for Quick Updates For time-sensitive messages (holiday closures, emergencies), text-to-speech allows instant updates without recording equipment.
Test Audio Quality First Before deploying assets widely, test them on desk phones, mobile devices, and computers to ensure clarity across all platforms.
🚀 Quick Wins
See Details
Create Holiday Greetings in Advance Record and upload holiday closure messages weeks ahead, then schedule them in call handling settings so you're prepared.
Build a Template Library Create pre-approved greetings for common scenarios (vacation, meetings, after-hours) that users can quickly apply.
⚠️ Common Issues
See Details
Browser won't allow microphone access → Check your browser's address bar for a microphone icon. Click it and allow access. Chrome often hides this in the address bar.
Uploaded audio file rejected → Verify file is MP3 or WAV format and under 10MB. Convert files using audio editing software if needed.
Can't find audio asset in dropdown menu → Verify the asset has the correct category assigned. Assets only appear in menus matching their category.
