Ring Central User guide

2
RingCentral Basic Start Guide
Contents
*Available only on selected plans
3 Getting Started
4 How to access your account
5 The Overview Page
6 Messages
7 Activity Log
8 Contacts
9 Settings
10 Tools
11 Do Not Disturb (DND)
12 RingOut
13 My Settings
14 Editing Personal Information
15 Greetings
17 Call Screening
18 Call Forwarding
19 Incoming Call Information
21 Faxing
22 Changing Fax Cover Sheet
23 Adding Emails that Can Send Faxes
24 Faxing via Email
25 FaxOut
26 RingCentral CloudFax™
28 Phones and Apps
29 Phones & Numbers
30 Softphone
32 Smartphone Apps
33 Features
34 Call Flip
36 Conferencing*
38 Business SMS*
39 Salesforce Integration*
40 Call Park*
41 Intercom*

4
There are 2 ways to access your account:
1. Log in to your online account at
http://service.ringcentral.com using your main
RingCentral phone number and password.
2. Download our mobile app for your smartphone
(see Phones and Apps – Smartphone Apps).

5
The Overview Page
The Overview page is your account home page.
It shows your recent voicemail and faxes, recent
inbound and outbound calls, your account status and
announcements. Let’s take a look at the navigation
bar across the top of this page and see how to use it.
Some features are described in more detail later
in this document.

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Messages
Your voicemail and fax messages are stored here.
Under Messages, you can:
• Review inbound and outbound callers
• Listen to voicemail
• View faxes
• Save voicemail and received faxes to your
computer
• Forward messages and faxes by email
• Click on a caller’s number to call them back
• Delete and undelete items
• Block callers

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The Activity Log provides customized reports on
inbound and outbound calls and faxes for the company
period, type of call (inbound or outbound), blocked
calls, or recorded calls.
Save reports for analysis or you can have the activity
log delivered to an email address daily, weekly, or

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Contacts includes Company contacts which are all
the users of your RingCentral system. It also includes
your Personal contacts, which you can add manually,
or import from a comma-separated variable (CSV) text

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Settings
Use Settings to make changes to your personal settings.

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Tools
This section allows you to obtain the latest tools to
enhance your productivity and customize your service
to suit the way you work.
Mobile Apps
Download the iPhone app or the Android app to take
your RingCentral service on the go.
Softphone
Use the Softphone application to control your calls
from your PC. Answer or screen incoming calls, send
to voice mail, transfer, disconnect, or monitor voice
messages as they are being left and pick up the ones
you want to talk to.
App for Salesforce
Use this link to access a download for the Ringcentral
App for Salesforce. For more information,
see Features - Salesforce Integration.
Tell a Friend
Refer a friend to RingCentral using this simple form
and receive referral rewards.
RingMe
The RingMe button gives your customers the ability to
call you by clicking on the button on your web site or
email signature.

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Do Not Disturb (DND)
On the upper right of every page of your online
account is a small button labeled “DND,” or Do Not
Disturb. Click “DND” to toggle to other settings:
DND Off . Green means that you will take all
incoming calls.
DND On. Red is set to “Do not accept any calls”, and
all callers are sent to voicemail.

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RingOut
RingOut enables one-touch calling from any phone or
Internet-enabled computer, allowing you to make calls
using your business caller ID from any location, such
as a hotel room. The RingOut icon appears near the
top of every online account page.
1. Click on the RingOut icon on any account page to
bring up this menu pop-up.
2. In the Call to box, enter or select the number
you wish to call. You can also choose from among
recent calls, or from your contact list.
3. Current Location should list your RingCentral
number; or you can choose Custom phone
number and enter another phone number you’d
like to use for this call instead.
4. Prompt me to press 1 before connecting the call
is pre-checked: When the system calls you, you
will hear “Please press 1 to connect.” This protects
you in case you mistyped your own number, or if
your voicemail picks up too quickly.
5. Now click Call
When you answer (and press 1 as instructed),
it then calls the other number and connects you.
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Editing Personal
Information
You can change personal information associated with
your account, including email or your User Hours.
1. Click Settings.
2. Select your extension on the left.
3. You can make changes to the
following information:
a. Extension number
b. First Name
c. Last Name
d. Record User Name: RingCentral text-to-
speech name -- Create a phonetic spelling
of the user/extension name so the system
can pronounce it correctly—the RingCentral
text-to-speech utility will use this, and you
can record the correct pronunciation by
clicking Record my name -- you can then
have the system call you on your phone so
you can speak the correct pronunciation, or
pronunciation.
e. Email, the address to be used for RingCentral
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3b
3d
3f
3g
f. User Hours can be set for each user/extension.
g. Status: Shows whether your account is active or not.
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3c
3e

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Greetings
Your RingCentral system comes with a default
personal greeting for each user, such as, “Thank you
for calling (user name).” Follow the steps on this page to
record a custom greeting over the phone or import a
prerecorded greeting from your computer.
1. Click Settings.
2. Select Screening, Greeting & Hold Music.
3. To setup a personal greeting for this extension
check On below User Greeting.
4. Click on the Set Greeting bar.
5. To hear the automated (default) introductory
greeting, click Default then play to review.
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6. To record a new introductory greeting over the
phone, select Custom, then Record Over
the Phone.
7. Select a phone number at which RingCentral can
call you.
8. Click Call Now.
9. Record your greeting as prompted, then
click Save.
10. To upload a prerecorded voicemail greeting from
your computer, select Import then upload .WAV
11. To record a greeting using your computer, select
Recording Using Computer Microphone.
12. Click the Record button and record your greeting.
When done, click Save.
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Screen calls by prompting callers to announce their
name if they don’t have Caller ID, don’t appear in a
contact list, or set this option as mandatory.
1. Click Settings.
2. Change Call Screening to On.
3. Select an option for when callers must announce
their name.
4. Click Save.
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Call Forwarding
Set up call forwarding rules and numbers to handle
incoming calls. Choose to ring these destinations
simultaneously or sequentially.
1. Click Settings.
2. From the User Info screen, click Call Handling
& Forwarding.
3. Click Ring my existing phone numbers and add up
to four numbers. For each number, select Active
to use that phone number (numbers can be turned
on and off as needed), and select how many rings
for that number.
4.
have numbers ring Sequentially or
ring Simultaneously.
5. You can also Ring as Group several numbers so
they will ring at the same time when Sequentially
is selected before moving on to the next number
or group of numbers.
6. You can set call handling for User Hours and
separately for After Hours.
7. If you set the phones to ring Sequentially, then
after saving you can return to this screen to
change the order in which they ring by clicking
the up and down arrows that appear in the
“Move” column.
8. You can click Forward to other user’s phones to
select others in your RingCentral phone system
to receive forwarded calls. These are then added
to your call list, where they can also be reordered
and turned on or off.
9. When a call comes in to phones set to forward calls, you can have the system
display the call on your Softphone before it forwards the call.
(Download your Softphone from Tools > Softphone)
10. Turn your Notify my Softphone and Smartphone setting On.
11. Set the number of Softphone or Smartphone rings.
12. Set Notify administrator’s Softphone to On to have the system display the
call on the Softphone of your system Administrator as well or instead.
13. Click Save.
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Information
Here you can choose to have calls display the
Incoming Caller ID. You also have to option to display
the number they dialed or have the extension/
department announced. For example, it might say,
“John, you have a call.” Or, “Sales, you have a call.”
This feature helps users who are members of more
than one department, or who use phones that are both
business and personal, answer the call appropriately.
1. Click Settings.
2. Select Call Handling & Forwarding.
3. Select Incoming Call Information.
4. To set how your incoming call is displayed to you,
choose Incoming Caller ID or Called Number
(the number that the caller used to reach you).
5. Under Play announcement before connecting,
choose one of the following options:
a. For non-RingCentral only: Plays the
announcement when forwarding a call to your
home or mobile phone (to help you distinguish
between personal and business calls) but not
when forwarding to your RingCentral phone.
b. Always: All calls will be announced before
being forwarded to any of your phones
c. Never: All calls will be connected without an
announcement (unless they are from blocked
numbers).
6. Click Yes under Require my Password to answer if you want your extension or department
password be entered before connecting you to your incoming call. This is a helpful security
feature if you don’t want others to answer your calls, such as when you are at home or at
another location.
7. Click Save.
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Messages and
you receive a voicemail message, fax, missed call or
the status of a fax transmission result.
Voicemail
1. Click Settings.
2. Select .
3. Set Take Message to either On or Off.
4. If you choose On, select thie voicemail greeting to
use and click Save.
5. Click the bar.
6.
for different occasions.
7.
click Save.
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Changing Fax
Cover Sheet
A default cover sheet is attached to each fax you
send through RingCentral. The variable information
fax-sending process.
1. Select Settings.
2. Click Outbound Fax Settings.
3. Click Cover Page.
4. Use the dropdown window to preview available
cover page styles.
5. Make your selection and click Save.
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Adding Emails
that Can Send Faxes
When a user sends a fax via RingCentral, the system
checks the email address of the sender, and sends the
fax if it is on the approved list. Emails might include
alternate company accounts or personal accounts.
1. Select Settings.
2. Click Outbound Fax Settings.
3. Under Faxes Sent via Email, enter the email
address you wish to add (repeat for up to 5
additional addresses)
4. Click Save.
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Faxing via Email
Send faxes by emailing them as attachments from any
email address you have added to the “Faxes Sent via
Email” menu described previously.
1. Attach to an email the document you wish to fax.
2. The text in the Subject Line of the email will be
added to the cover sheet. (If no subject line text is
included, the cover sheet will be omitted.)
3. Send the email to the recipient’s 10-digit fax
number @rcfax.com.
For example, to send a document to the fax number
1-510-555-1212, you would use this email address:
5105551212@rcfax.com
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FaxOut
From any page on your RingCentral online account,
click the FaxOut icon located in the upper right
corner. Fill in the form with recipient’s fax number
and cover page information, and attach or scan a
document, which will automatically be converted
into a fax.
A wide variety of standard document types,
including word processing and spreadsheet and PDF
documents, are recognized by FaxOut.

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RingCentral CloudFax™
RingCentral CloudFax™ is a free service for all customers
that allows you to conveniently send faxes from one
application, wherever you are working.
just a few clicks.
1. Login at http://cloudfax.ringcentral.com using your
RingCentral account information
2. Enter up to 50 recipients and add a cover page message
3. Attach documents from Dropbox, Box, Google Docs or
your computer
4.
have to do this once)
5. Hit Send Now and your fax is on its way!

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Send faxes from your Box account.
1. Just download the RingCentral CloudFax app for Box:
https://www.box.com/services/ringcentral_faxout
Send faxes from your Google Drive account.
Download the RingCentral Google Chrome app and send
1. Right click on your document and select Open with
2. From the drop down, select RingCentral CloudFax
3. RingCentral CloudFax will open in a new window
4. The document you selected is attached automatically
Send faxes from your RingCentral Mobile App.
1. Download and install the RingCentral Mobile App
from your iPhone, Android, or Blackberry store.
2. Start the app, then tap the fax icon .
3. Enter or select a recipient by tapping To.
Choose a Cover Page.
4. Select a Document to Fax, from your RingCentral
Documents folder, your Photo albums, or Dropbox if
installed on your smartphone.
5. Tap Attach, then Send.

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Phones & Numbers
This section provides you with information about
phones and numbers associated with your account.
To add Desktop Phones or new Direct Numbers,
please contact your administrator.
1. If you have Presence enabled phones, click
Presence to set how your extension displays
(Appearance) and which other users can see your
extension (Permissions).
2. Your Conference information is also stored here.
Click the Invite button to send dial-in details
via email.
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Softphone
The RingCentral Softphone is a custom call-controller
application for your computer that turns it into your
personal business communications command center.
It brings you real-time control of your calls and
immediate access to faxing, contacts, voicemail,
and more. With the Softphone, you and your
users can:
• Dial and answer calls from your computer,
through your computer loudspeaker and mic or
through a headset.
• Screen voice messages as they are being left;
interrupt and answer the ones you want to take.
• Transfer incoming and outgoing calls to other
numbers or extensions and use key commands to
make Intercom announcements.
• View answered, missed, and dialed calls right from
your Softphone.
• Speed dial up to 10 numbers - easily customize
the numbers you call the most.

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Downloading the RingCentral Softphone
1. Click Tools in the menu bar, and select Softphone
2. On the left, click on your operating system--PC
Version or Macintosh version. (The system may
recognize your computer type and offer you
the appropriate version automatically.) Click to
download.
3.
your credentials in the authentic dialog box and
click OK.
4. Open the Softphone to explore and use
its features.
5. Return to this menu and click Activate
Existing Softphone.
6. Select Smartphone to Activate – since you can
only install one Softphone at a time, there will
only be one choice, usually in the form of a code
corresponding to your computer’s internal name.
7. E911 Registered
Location information form that appears. (E911
registration is legally required; your service will
not be activated until this information
is provided.)
8.
tell you to restart the Softphone. It will now be
activated and you will be able to receive and place
voice calls.
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Smartphone Apps
Take RingCentral everywhere you go. Download our
powerful app for Android or iPhone. Carry your entire
business phone system in the palm of your hand.
• Configure and manage account settings from
your smartphone.
• Send and receive texts to customers, colleagues,
and even departments. See the Business SMS
page for more information.
• Make and receive VoIP calls displaying your
company’s Caller ID, rather than your personal
mobile phone number.
• Easily access call logs, voicemail messages,
and faxes.
• Find company and personal contacts quickly in
one location.
• Send, receive, and forward faxes.
• The Call Quality Indicator gives you a real-time
view of call quality status of your VoIP
call connection.
Download the smartphone app under the Tools tab in
your account, or by visiting the App Store or Google
Play store.

34
Call Flip
RingCentral Call Flip lets you transfer conversations
from one device to another quickly and easily. Flip a
call you are on to your mobile phone on your way out
To manage the Call Flip numbers
of any user
1. Click Settings.
2. Select Call Handling & Forwarding.
3. Click the Call Flip bar.
4. Click the Call Flip bar. You will see a list of
numbers/devices assigned to that user with a Flip
number beside each. The arrows let you move a
device up or down to change its assigned number.
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To add numbers to a Call Flip list
1. Click Settings.
2. Click Call Handling & Forwarding.
3. Click Ring my existing phone numbers, a list of
numbers on your or your user’s account appears.
4. Turn On devices you want to use, and type in
additional phone numbers you want to use and
click them On.
5. Click Save.
6. Click Call Flip, at the bottom of the Call Handling
panel. You will see the phones you selected on the
Call Flip list; you can change the order (and the
assigned Flip numbers) to suit.
To use Call Flip
When you are on a phone call, press the asterisk key
(*) and a number corresponding to the device to which
it is assigned. The call is transferred immediately to
that device.
For example, if you have the number 2 assigned to
your home phone, clicking *2 while you are on a call
will instantly transfer the call to your home phone.
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*
customers to setup and join conference calls anytime,
anywhere. It’s easy to host simultaneous conferences,
with one bridge number for your company.
An individual access code for each user to host a
conference with up to 1000 attendees across devices
(IP deskphone, Softphone, or mobile phone.)
1. Local Conference number for customer account
2. Host and Participant access codes for each user
3. Invite feature opens up email with pre-populated
conference details – simply enter participant
emails and send
Conference on your RingCentral Mobile App lets you
set up a conference call anywhere, anytime, then click
one button to join as Host.

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Touch tone Commands:
For the Conference Calling feature, the host and the
participants have the same conference bridge number
to dial in, but their call control depends on the access
codes that they will use.
The Host has the full call control and can access the
following touch tone commands:
Host Touch Tone Command Feature keys Explanation
Caller Count *# 2 Allows host to get a count of how many callers are on the call.
Exit Conference *#3 Allows the host to exit the conference
Menu Instructions *#4 Plays a menu of touch tone commands
Listening Modes *#5 There are 3 different listening modes for the participants.
Default mode is Open Conversation mode.
Press *#5 once to mute all the participants.
The audience can unmute themselves by pressing *6 for questions, or
to allow guest speakers the option to speak.
Press *#5 for the second time to put all the participants on mute
without the capability of unmuting themselves.
Press *#5 for the third to return to Open Conversation mode.
Mute *#6 Places your line on mute.
Pressing *#6 again will unmute your line.
Security *#7 Allows the host to secure the conference and block all other callers
attempting to enter the conference.
Pressing *#7 again to reopen the conference to all callers.
Tone Control *#8 The default setting is Entry and Exit tones ON.
Press *#8 once to set Entry and Exit tones OFF.
Press *#8 for the second time to set the Entry tone OFF, Exit tone ON.
Press *#8 for the third time to set the Entry tone ON, Exit tone OFF.
Press *#8 for the fourth time to set the conference back in default
mode, with both Entry and Exit tones ON.

38
Business SMS*
Use your RingCentral number to send and receive
unlimited texts with customers, colleagues, and even
departments. It integrates with your smartphone
(iPhone and Android), tablets and PCs. You can use it
to text anyone with SMS capabilities, whether they’re
a RingCentral customer or not.
Here’s how to get started.
1. Download or update to the latest RingCentral
mobile app for iPhone or Android.
2. Log on to your RingCentral Account via the
mobile app. Make sure to enter the correct
extension number.
3. Tap the SMS Icon.
4. Enter the 10-digit local number you wish to send
an SMS to
5. You can also choose from your personal contacts.
Or you can send an SMS to a department from
your RingCentral account
6. Key in the message you wish to send out.
Click Send.
7. Read received texts in the All listing, or under the
Text tab.

39
*
The RingCentral App for Salesforce.com enhances your CRM experience with
integrated business communications. With the RingCentral App installed on
your computer, you can place calls from within Salesforce by simply clicking
on contact or account records. Your incoming calls trigger a pop-up window
contact records. If you would like to install Salesforce Integration,
please contact your administrator.

40
Call Park*
Call Park allows you to place a call in the cloud so
it can be retrieved from another phone. Park calls,
and receive parked calls, from your desk phone,
Softphone, and even from your smartphone with the
RingCentral app.
Here’s how to park a call.
1. While on a call, press the Call Park soft key** on
your desk phone or punch in # # * 3.
2. The system will announce the parked call’s access
code; for example, *801.
3. Inform the recipient of the parked call’s access
code. The call can be picked up on any device on
your RingCentral system by dialing the access
code (in this case, by dialing *801).
After 5 minutes if the call is not answered, it will ring
back to the extension that last parked the call.
**Available on all RingCentral phones, excluding Cisco SPA 508G and Cisco SPA 303.
From a RingCentral IP phone
From other devices: Home phones, Softphone and smartphones
Answerwith
RCIPphone
Callisparked
atext.*8XX
Answer Press## Press*foroptions.
Callisparked
Fromany
registeredphone

41
The Polycom 6000 conference phone does not have softkeys; use the touch tone command
*85 to initiate an Intercom session. The RingCentral Softphone cannot make, but can receive,
Intercom calls. The RingCentral Mobile Apps cannot make an Intercom call; incoming
Intercom calls convert into regular inbound calls.
*
Intercom allows hands-free peer-to-peer
conversations between users on desk phones and
Softphone. With Intercom, you can call another
extension in your company and that phone will
automatically answer the call in speakerphone mode.
This feature is useful for announcing parked calls,
notifying of visitors, and engaging in hands-free
communications with colleagues.
Most RingCentral desk phones have Intercom
softkeys. Just press the Intercom softkey and dial
an extension. The extension phone beeps to notify
the user of an incoming intercom call, and the user’s
speakerphone is automatically activated.
Call routing and forwarding is supported, so if users
are on intercom calls on their desk phones, incoming
regular phone calls can forward automatically another
device. Just set your forwarding rules to send calls to
your mobile phone or Softphone if your desk phone is
busy.
You can set permissions as to which users can
Intercom you: Log into your account, then go to
Settings > My Settings > Phones & Numbers and in the
middle panel click Intercom. Intercom is disabled by
default. Click the bar to select the phone to be set (one
Intercom phone per user), then add to or remove from
the list of who can Intercom. Click Save.
UGOFCUSERSUS0713

Ring Central User guide

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