Administrative Controls

Create Contact Groups within the Company Directory

Admins can create contact groups within the Company Directory by importing existing user groups (defined manually or through advanced SAML mapping) or by creating custom contact groups. Contact groups are useful for identifying different teams or departments within your organization, such as Billing, IT, and Support.

Import an Existing User Group as a Contact Group

User groups allow admins to control settings for specific groups of users through the Zoom web portal. Contact groups, on the other hand, are used to organize how users are grouped in the Company Directory. You can link existing user groups to contact groups and control how these contact groups appear in the Zoom Workplace desktop and mobile apps (displayed in the All Contacts section on the Contacts tab). Selected groups will become their own, individual contact group. Each contact group name will be the same as its corresponding user group name.

1. Sign in to the Zoom web portal as an admin.

2. In the navigation menu, click User Management then Contacts.

3. Click Select Groups to import existing user groups.

Even if you select multiple groups, each group will be created as its own contact group.

1. Search for and select groups to import, then select a privacy setting:

1. Click Import.

Alternatively, follow the instructions in the next section to manually create and name contact groups (by adding individual users, or based on one or more user groups). Changes to the user group, including additions or removals, will automatically update the associated contact group.

Create a Custom Contact Group

Some users may not fit into one particular group, because of their responsibilities spanning multiple teams or their team being split in unofficial sub-teams. For whatever reason, you can create a custom contact group, with different visibility and group members than those available through the import method.

1. Sign in to the Zoom web portal.

2. In the navigation menu, click User Management then Contacts.

3. Click Add Contact Group.

1. Enter a Contact Group Name and optional Description.

2. Use the search bar to find and select users based on their name or email address. You can also search for and select an existing user group to include in this contact group.

3. Select a privacy setting for this group. Then click Save to confirm the new group.

Determine How Users and Groups are Shown in the Directory

Follow these steps to show the account's users and groups in the Zoom Workplace desktop and mobile app. These users are displayed in the All Contacts section on the Contacts tab of the desktop and mobile clients.

1. Sign in to the Zoom web portal.

2. In the navigation menu, click User Management then Contacts.

3. At the top of the page, enable the Show users, groups, and Zoom Rooms under ‘Contacts’ on the desktop, mobile, and Zoom Room clients toggle.

1. (Optional) Select the following check boxes:

• List all account users under All Contacts: All users will appear under Company Contacts (displayed in the All Contacts section on the Contacts tab).

Any contact groups created will not be displayed in the desktop or mobile app when this option is enabled. If you enable this setting, Zoom Team Chat group-level settings will not take effect.

• List all Zoom Rooms under All Contacts: Select this if you don’t want Zoom Rooms to be organized as defined in the Contacts page > Zoom Rooms tab. Instead, all Zoom Rooms will appear under Zoom Rooms (displayed in the All Contacts section on the Contacts tab).

• List all Zoom Phone Entities (Call Queue, Shared Line Group, Auto Receptionist) under All Contacts: Select this if you want Zoom Phone Entities to show under the Zoom Phone section within your contact groups.

1. Click Continue to confirm.

Enable Calendar and Contacts Integration

Admins can choose to enable the Calendar and Contacts Integration, which allows users to sync Zoom with Google, Office365, or Exchange contacts. The steps below will make the calendar and contacts integration feature available to your users:

1. Sign in to the Zoom web portal.

2. In the navigation menu, click Account Management then Account Settings.

3. Click the Mail and Calendar tab. Under Integrations, enable the Calendar and Contacts Integration toggle.

If enabled, users will be able to set up the integration within their Profile tab in the Zoom web portal.

Shared External Contacts for Zoom Phone

Separate from the other methods discussed in this document, account owners and admins can also create a shared directory of external contacts, which is made available to Zoom Phone users on the desktop or mobile Zoom Workplace app.

This feature can be useful in these scenarios:

• When migrating a large number of users to Zoom Phone from your old carrier, you can migrate a portion of your users, then import the contacts that are waiting to be migrated.

• Your organization requires phone contacts that use a third-party service. For example, if your organization has a third-party call center, you can import contacts so that your employees can easily reach the third-party agents.

Add Shared Contacts with a CSV File

You can add many contacts at once using a CSV file.

1. Sign in to the Zoom web portal.

2. In the menu on the left, select Phone System Management and then click Company Info.

3. At the top of the page, click Account Settings. Then select the External Contacts tab.

1. Select the Import option. The option to Add Contacts or Update Contacts appears.

1. From the Add Contacts tab, select CSV Sample and then Download. You can create your CSV file using this template.

Each file must contain less than 9999 contacts, but you can upload multiple files—there is no limit to the total number of contacts.

1. Once your CSV is complete, click Upload CSV to add the contacts list.

If you need to update an existing contact’s information, change the necessary fields in your CSV file, then use the Update Contacts option instead of the Add Contacts tab.