RingCentral Phone Desktop App

RingCentral Phone Desktop App Favorites: Create a List of Favorite ContactsFavorites: Create a List of Favorite ContactsThe Favorites screen is a shortcut to your most frequently used contacts.You can add up to 100 contacts from your Personal list or Company list.Since it’s a shorter list, you can find the person you want faster.Additionally, when you add a Company contact in your Favorites list, youcan see their phone Presence status. This status shows whether the personis available to take calls. Presence status is available only from yourFavorites list and available only for Company contacts.View Your Favorites ListAt the top of the screen click. The Favorites screen opens, showing allof your existing favorite contacts.Remove a Favorite Contact1.At the top of the screen, clickshown. All your existing Favorites are2.Click3.Find the person you want to remove and clickat the top right of the screen.next to the name.The contact is removed from the screen, but you can still find them inyour Personal or Company list.Make a Contact a Favorite1.At the top of the screen, clickor.2.3.Clickand select Personal or Company.Click the name you want to add to your Favorites list.Click next to the name. When the open star changes to a filledstar . Your contact was successfully added to your Favoriteslist.Google Contacts IntegrationView your Google contacts from inside RingCentral Phone or select andmove Google contacts one at a time.15

RingCentral Phone Desktop App Favorites: Create a List of Favorite ContactsView Presence Status of a Favorite ContactThe Presence status lets you know if one of your Company contacts isavailable to take a call or not. Presence status can only be shown on yourFavorites screen so you can’t see Presence status from your Companycontact list.To view Presence status:1.2.At the top of the screen, clickshown.Look under the contact: name. All of your existing Favorites are A green dot ( ) means the person is available. Go ahead andgive them a call. A red dot () means the person is busy, often already on a call. A red dot with a white bar ( A gray dot () means Do Not Disturb.) means the person is invisible (off-line).16

RingCentral Phone Desktop App Adding a Photo Avatar to any ContactAdding a Photo Avatar to any ContactRingCentral Phone seamlessly integrates with Microsoft Outlook and MacAddress Book so you can easily import contacts into your Desktopcontacts. If there are pictures in these contacts, the photos will display inyour Contacts list.When you have a lot of contacts, sometimes it’s easier to recognize thecontact you want when you have a visual hint to jog your memory.RingCentral Phone lets you upload any photo or graphic to use as an avatar,which displays next to the name of the contact. For example, you canupload a photo of the person or an image file, like a logo or animal, torepresent the person to you.The avatar is visible only to you, while you’re using RingCentral Phone. Anyimage you use won’t be seen by the person you’ve contacted. This isdifferent from a profile image you might have used to display publicly. Thisavatar is for your personal recognition use only.*Add an Avatar1.At the top of the screen, click.2.3.Click the filter icon and select All, Company, Personal, or Outlook.Click the name of the contact which you want to assign an avatar.4.5.6.Clicknext to the name. The Add Photo screen opens.Click to add photo. Find the image file you want to use.Click Save. You should now see the uploaded image next to thecontact name.Note: Your personal profile image will be synced across RingCentral Cloud,desktop and mobile applications. Your profile image in company contactswill also be synced to the RingCentral Phone application.However, your newly added photo will not automatically replace the onefor you that was manually added earlier by your contacts. Cloud contactsadded locally do not affect Favorites from external sources such as MSOutlook and OS X contacts.17

RingCentral Phone Desktop App Updating Your Personal Contacts ListUpdating Your Personal Contacts ListYour personal contacts may already be synced to your mobile phone orMicrosoft Outlook, but you can also manually add, edit, or remove aPersonal contact at any time.Add a Contact1.2.At the top of the screen, click .Click the filter and select Personal.3.4.Clickat the top right corner to open the Add Contact screen.Fill in any of the information fields you want, such as name, emailaddress, and a phone number or two. You can always come back andadd more details later.Click Save. The page refreshes and displays a summary of the contactdetails.Clickto return to the full list of Personal contacts.5.6.Edit a Contact1.2.3.At the top of the screen, clickClick the Personal tab.Click the name you want to edit.4.5.6.On the Contact Details screen, clickat the top right of the screen.Make the changes you want to any of the contact details.Click Save.Delete a Contact1.2.3.At the top of the screen, click .Click the Personal tab.Click the name you want to remove.4.5.6.On the Contact Details screen, click .Click Delete.In the confirmation box, click Delete again. The contact ispermanently removed from your personal contacts list.18

RingCentral Phone Desktop App Make a CallMake a CallYou can use the dial pad to make a call, either to a person in your Contactslist or by manually dialing a phone number.To make a call:1.Clickat the top menu to bring up the Dial Pad. In the To field, either clickto select a contact, or click thedigits on the dial pad to manually dial a phone number.2.3.4. In the Caller ID fieldclick the caret to select the phonenumber you want displayed to the receiver of the call.Select the number.Click the green call buttonto place the call.When the call goes through, the caller’s screen will change to ActiveCall, shown at right, and display either the called phone number orextension number if the call is to an internal number.TIP: You can always make a call directly from your Contacts screen, too.Just click the name you want to call and your call will connect from thescreen.Caller IDThe Outbound Caller ID is set to your company name by default.In some geographic areas, your ability to use your user name (first name,last name) for the outbound caller ID is enabled. This is not supported inthe United States. To use this feature, users must contact RingCentralSupport to enable. When enabled, the tick box appears in your software.19

RingCentral Phone Desktop App Make a CallHD Voice and Secure Call Indicators HD Voiceprovides optimum call quality automaticallybetween devices that support high definition.RingCentral employs the Opus codec, which provides greatervoice clarity, especially in limited bandwidth and networkenvironments. Secure Voicethat feature.*calls are supported between devices capable of*Secure Voice can be obtained after contacting your accountmanager at RingCentral.VoIP UnavailableA warning shows when VoIP calling is unavailable.20

RingCentral Phone Desktop App Call ManagementCall ManagementCall Management features display of a Current Call and a Call on Hold.From the screens, these quick actions available: Resume or answer a call Join a held call to a current call Add a call to a conference Transfer a call to another extension Record a call Mute a call Activate your speaker Place a call on hold Park a call in the cloud Flip a call to a forwarding number in your extension End a call21

RingCentral Phone Desktop App Answer a CallAnswer a CallWhen a call comes in, your RingCentral Phone screen automaticallychanges to the Incoming Call screen so you know someone is calling youeven when you don’t have the sound turned up on your computer. TheIncoming Call screen shows the phone number (or internal extension) ofthe person calling, as well as the name and photo of the person, when it’savailable. A user has the option of answering the call: Forwarding the call to another extension Replying with a text message Sending it directly to voicemail Ignoring the callIf ignored, it is handled according to the call handling rules set up bythe extension owner.From here, you can decide how you want to answer the call.Pick up the callFrom the Incoming Call screen, clickto pick up the call. Thevolume on your computer is automatically switched on. If you like, youmight want to have your headset handy so you can use it for the call.NewWindow for Each Incoming Call.All incoming calls are presented in a separate window when they comein.This window appears when you have more than one incoming call.22

RingCentral Phone Desktop App Answer a CallRespond with a Courtesy MessageWhen you can’t take the incoming call right away, you can provide acourtesy response. RingCentral Phone has automatic text-to-voiceoptions. You can select a prepared message or type your own custommessage, and RingCentral Phone will convert it to voice and relay themessage to your caller.To respond with a prepared message1.2.3.4.From the Incoming Call screen, click Reply.A popup screen opens with three different messages, such as: Callme back in.Click the message you want to use. If Call me back in, then enter atime limit.Click Send. RingCentral Phone relays the message to your caller.To respond with a custom message1.2.From the Incoming Call screen, click Reply.Click Custom Message. A popup screen opens with message options.3.4.Enter the response you want to send.Click Send. RingCentral Phone relays the message to your caller.To respond to an urgent requestWhen an urgent request is received, and replied to with a custom message,the requester may press 5 on their phone and enter an “urgent” call backnumber that is instantly received.23

RingCentral Phone Desktop App Answer a CallScreen VoicemailWhen you’re not sure if you want to pick up the call, you can screen the call.RingCentral Phone allows you to send the caller to voicemail, but you canhear the message the caller is leaving you. At any time while the caller isleaving you the message, you can pick up the call, and talk to the person.Voicemail is automatically stopped and your call becomes live again.Screen the call1.2.3.4.From the Incoming Call screen, click To Voicemail ScreenVoicemail.You can hear the caller leaving you a message.To answer the call in progress, click Pick Up.To stop screening and let the call continue to voicemail,click Stop Listening.Send the Call to VoicemailWhen you can’t take a call right away, you can send it to voicemail so thecaller can leave you a message. To do so, from the Incoming Call screen,click To Voicemail.Forward the callWhen a call comes in and you think someone else might want to take it, youcan forward the call. Here’s how:1.2.3.4.From the Incoming Call screen, click Forward.A popup screen opens with phone number options.To Call Forward Click the phone number where you want the call forwarded.or Click Custom and type the phone number you want.Click Forward.RingCentral Phone transfers the call to the new phone number.Click Ignore to stop ringing on your app and allow call forwardingrules to take effect.24

RingCentral Phone Desktop App Answer a CallCall SwitchIf you are finishing an urgent phone call takenon your RingCentral Phone, but you must gointo a meeting, you can instantly switch the callfrom your desktop client to your mobile clientand not miss a beat in the ongoingconversation. Any screen of an activeRingCentral Phone prompts a 2-click processthat enables instant call handover betweenendpoints. You do not have to wait for theincoming call on your receiving device to pickup. You can engage the receiving endpoint with2 clicks while still on your call and immediatelypick up the conversation. This minimizesinterruptions to on-going calls and reducestime needed to switch and pick up a call on areceiving device.25

RingCentral Phone Desktop App Call ScreeningCall ScreeningWhen Call Screening is enabled, users answering a call are able to hear thecaller’s recorded name an use the IVR prompt to answer the call.26

RingCentral Phone Desktop App Switchboard SupportSwitchboard SupportProvides live answer capability to inboundcalls. (Additional call information is exposedwhen in use.) After live answer to call, attendant cansee all destination into which thecustomer is calling and can quickly findthe correct person. A recent call list contains the top 10recent numbers used for transfer. Search and filter options that allow theuser to view contacts from different sitesor filter the full list of sites and accesscontacts at a lower level in the hierarchy. The use of this feature depends on multilocation availability for a specific account. Filtering available by searching throughparticular Sites.27

RingCentral Phone Desktop App Call RecordingsCall RecordingsCall recordings can now be accessed from your RingCentral Phone call log. The small red dot indicates calls that have been recorded. The tiny arrows indicatewhether the call is inbound or outbound. Selecting Recordings shows which calls can be played or deleted (images 2 and 3).28

RingCentral Phone Desktop App View or Listen to a MessageView or Listen to a MessageThe Messages screen lists all of your messages in one place so you canprioritize the ones you want to open first. You can see your voicemail, fax,and text messages on this screen. Your messages are automatically syncedfrom your online account and mobile app, so this message list is alwayscurrent.By default, you’re shown all messages, but you can click on any tab at thetop of the screen to narrow your view to only one type of message. The rednumbers next to the tabs tell you how many new messages you have.To View Your MessagesAt the top of the screen, click. The Messages screen opens. All of yourmessages are listed on the screen.Voicemail-to-Text TranscriptionWhen enabled, your voicemail messages will be converted to text anddisplayed. Office Ultimate customers can also enable Voicemail from theMessages and Notifications settings.Voicemail Preview is limited to the first 60 seconds of the message; shortmessages of less than 5-6 seconds will not be converted. Accuracy is not100% and is influenced by the speaker’s accent and connection factors.29

RingCentral Phone Desktop App View or Listen to a MessageTo Listen to a Voicemail MessageVoicemail messages are shown with this icon:want to hear. Then click. Click the message youon the audio bar to start the message.When you’ve finished listening to the message, you can:ClickTo do thisCall the person back.Text the person a message.Delete the message. It is permanently removed fromyour account.Save the files to the cloud.Flag a message you’ve already heard.Block this number from your account so you no longer receive calls.Add this person to your contact list.30

RingCentral Phone Desktop App Send or Receive a Text MessageSend or Receive a Text MessageInternational SMSRingCentral Phone lets you send a textmessage to anyone you want, even if theperson isn’t in your company network, so youcan communicate easily with clients, friends,and family. You can send a text to one person ata time, multiple people listed together, or anexisting group (of people) already set up in yourContacts list. When you’re texting multiplepeople or a group from your companydirectory, you can see the entire conversationthread from everyone participating in thethread.Enables customers to send/receiveinternational SMS from non-internationalnumbers. SMS messaging functions both insideand outside the company. For US and Canadaonly. Contact your account representative foravailability.To send and receive a text message:1. At the bottom left of the screen,click. The New Message screenopens.2.3.4.5.Your rate information is shown in the AdminPortal under Billing International Calling.An admin can view the usage from Billing Service Plan Usage Info.You cannot enable or disable the InternationalSMS-only feature. Business SMS and International callingmust both be enabled. If you disable international calling,international SMS is also disabled.In the To field, either clickto searchfor contacts, or type the phone numbersyou want.Select the Caller ID.In the Type message field, enter yourmessage.Click Send. Your message is sent. Keep the screen open and you’ll seeany responding text messages. Youcan send another text and keep theconversation going for as long as youwant. If you miss a responding text, theMessage screen will keep count ofunread texts and save them there soyou can read them at yourconvenience.31

RingCentral Phone Desktop App Hold an Audio Conference CallHold an Audio Conference CallYou can hold an audio conference call at anytime directly from RingCentral Phone.Conference calls can be held immediately, withno need to schedule one ahead of time. EveryRingCentral user is assigned a uniqueconference line so you can have a conferencecall whenever you need one without worryingabout network congestion.Conference calls are a great way to getmultiple people on the same call so you candiscuss a topic. This is an audio-onlyconnection. If you want to have a videomeeting, use RingCentral Online Meetingsinstead.Your Host Access number is the phone numberyou dial to start the conference call. TheParticipant Access number is the phonenumber your guests will dial to join yourconference call.To Hold an Audio Conference Call1.2.3.4.The host of a multi-way conference call candisconnect any party in the call.5.Premium Conference Numbers6.If an international dial-in number forRingCentral audio conferencing does not offertoll-free access, you can purchase a toll-free orinternational number for a conference bridge.This is enabled through RingCentral SelfService or by submitting a ticket.7.At the bottom of the screen, click.The Conferencing screen opens, listingyour Host Access and Participant Accessnumbers.If you have international participants,turn on Include additional dial-innumbers. This option lets you includelocal numbers in other countries so yourparticipants won’t be chargedinternational fees. Once you turn on thisoption, you can select the countries youwould like to include in the invitation.Decide if you want to invite people bytext message or by email. Then clickeither Invite with Text or Invite withEmail. The screen will switch to the emailform or a text message.In the To field, find the contacts youwant, or type their phone numbers.Notice that an invitation message,complete with dial-in numbers, isautomatically created for you. You cantack on a personal message if you like.Click Send, and your invitations are sentto your participan

RingCentral Phone Desktop App Favorites: Create a List of Favorite Contacts 15 Favorites: Create a List of Favorite Contacts The Favorites screen is a shortcut to your most frequently used contacts. You can add up to 100 contacts from your Personal list or Company list. Since it's a shorter list, you can find the person you want faster.