10/10/17 17:51 PM  

Admin: Setting Up a Messages-Only Extension

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SummaryHow do I add a Messages-Only extension? How do I configure the extension info, direct numbers, and messages & notifications? How do I add and/or delete a direct number for a Messages-Only extension?
Details
The Messages-Only Extension is one that is dedicated specifically to receive messages. All calls routed to this extension will automatically be directed to the extension's voicemail box.

The following information can be modified inside the Messages-Only group section:

    • Extension Info
    • Direct Numbers
    • Messages & Notifications


IMPORTANT: You need to be an account Administrator to perform the actions indicated in this article.

NOTE: 
Before proceeding to the steps below, make sure that you are currently logged in to your RingCentral Online account as an Administrator. See Logging in to your RingCentral Online Account to know more.

This article discusses the following topics:

Adding a Messages-Only extension
Activating your Messages-Only extension
Configuring a Messages-Only Extension

    
Extension Info
Editing the Extension Info settings
    
Direct Numbers

• Adding a Direct Number
    
Messages & Notifications
• Editing the Messages & Notification options 
Advanced Notification options
 

Adding a Messages-Only Extension

Step 1:

Under Phone System > Groups, go to the Others tab and click the New Message-Only Extension.

New Message-Only Extension

Step 2:

Enter the Extension Number, Extension Name, and Email address of the Extension user, and then click Save.
 
Messages Only Extension information
 

Activating your Messages-Only extension

When you create an extension, it automatically sends an activation link for you to validate the extension. If you want to skip the activation process, you can always go back to it and resend a welcome email where the link can be found to activate it.  

Step 1:

Under Groups > Others, select your Message-Only Extension.
 
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​NOTE: An activated extension will have a Green status indicator. A Gray status indicator means that the extension has not yet been activated. Select the extension you want to activate. (Message Only Team in this example.)  

Step 2:

On the Extension Info tab, click Resend Welcome Email.
 
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Step 3:

Check your email and click on the link provided to activate the new extension.
 

Configuring a Messages-Only Extension

Once the Messages-Only Extension has been activated, you can now configure its settings. The following can be modified at this point:
 
Extension Info allows you to edit the extension number, name, contact email address, security settings (password, security question and answer), and regional settings (time zone, time format, home country code, and greetings language) of a specific extension. You may also disable and delete your extension in this section.

Direct Numbers lets you create toll-free, local and vanity numbers where calls will be routed to. 

Messages and Notifications enables you to set up the extension’s voicemail greeting, assign an extension/user as the message recipient, preview messages and voicemail, and modify notification settings.
 
IMPORTANT: You will receive an email confirmation for the user extension. Click the confirmation link provided in the email and follow the on-screen instructions

 Editing an Extension's Information

Step 1:

Under Groups > Others, select your Message-Only Extension.
 
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Step 2:

You can edit the following under Extension Info:
 
Extension Number
Extension Name
Record Extension Name
Contact Name
Contact Phone
Email
Extension Password
Regional Settings
Disable/Delete Extension
 
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Step 3:

Click Save.
 

 Direct Numbers

Adding a Direct Number  

Step 1:

Select an existing Messages-Only extension.

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Step 2:

On the Direct Numbers tab click Add Direct Number.
 
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NOTE: After you click Direct Numbers, you will see the Number Selector window where you can choose to add the following numbers:

Local Number (Domestic)
Toll-Free Number
Vanity Number
International Number 

Local Number (Domestic)

Step 1: 

Select Option 1: Local Number (Domestic), and the select the City/State or Area Code, and then your preferred number. Click Next after choosing a number. 

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Step 2: 

Put a check on the box to acknowledge and authorize charges for the additional number, and then click Next.

NOTE: RingCentral has set limits for the protection of customers from fraudulent activities or over usage. You may get a message saying that you have exceeded the maximum allowed value that can be processed on your account in a single billing cycle. For security purposes, please contact RingCentral Customer Service to verify your Billing Information and request an account limit increase and proceed with your desired transaction. 

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Step 3: 

Click Done

Toll-Free Number

Step 1: 

Select Option 2: Toll-Free Number, and then select the number that you wish to add to your service. Click Next after selecting the number.

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Step 2: 

Put a check on the box to acknowledge and authorize charges for the additional number, and then click Next

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Step 3: 

Click Done

Vanity Number 

A Vanity Number is a personalized phone number that also corresponds to a distinctive combination of letters on the telephone keypad, such as 1-888-MTRGAGE or 1-888-GARDENS, that is easy to remember. To add a Vanity Number, follow the steps below:

Step 1: 

• Select Option 3: Vanity Number
Use * (asterisk) as a wildcard when searching for available numbers. If you want to find a number that ends with 'SALE', enter ***-SALE. 
Click Next after choosing your Vanity Number. 

NOTE:  Enter in the captcha displayed on your screen and click Submit to complete the search process.

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NOTE: After you click Next, the Vanity Number that you chose will be added to your list of Pending Numbers. Pending Numbers are not yet active on your account, either because you are transferring them from another provider or have requested a vanity number, which can take time to activate. We work to make the process as fast as possible, but some carriers have a long turnaround times. To view your Pending Numbers, go to Admin Portal > Phone System > Phone Numbers > Transferred and Vanity.

IMPORTANT: A one-time $30 setup fee will be applied to your account after the Vanity Number is activated on your account. For more information, visit the miscellaneous section of the Number Transfer Request Frequently Asked Questions

International Number

The RingCentral International Numbers feature lets you create a virtual presence in a foreign country by allowing you to add an International Number. 

International Geographic Number
International Toll-Free Number 

International Geographic Number

Step 1: 

• Select Option 4: International Number.
• Choose Geographic Number, and then select the Country.
• After selecting the Country, you will be allowed to select the International Geographic Number for your account.  Click Next.

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NOTE: Proof of address is required for some countries. If you are unable to select a number, you will be given instructions to contact RingCentral.

Step 2: 

Confirm your order by placing a check on the box next to the acknowledgement note, then click Continue.

NOTE: RingCentral has set limits for the protection of customers from fraudulent activities or over usage. You may get a message saying that you have exceeded the maximum allowed value that can be processed on your account in a single billing cycle. For security purposes, please contact RingCentral Customer Service to verify your Billing Information and request an account limit increase and proceed with your desired transaction.

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Step 3: 

Click Done

International Toll-Free Number

Step 1: 

• Select Option 4: International Number
• Choose Toll-Free Number, and then select the Country.
• After selecting the Country, you will be allowed to select the International Toll-Free Number for your account.  Click Next.

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NOTE: If you are unable to select a number, you will be given instructions to contact RingCentral.

Step 2: 

Confirm your order by placing a check on the box next to the acknowledgement note, then click Next.

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Step 3: 

Click Done

[Back to Topics]

 Editing the Messages and Notification options

Set the voicemail greeting you would like to use for your Message-Only Extension.

Step 1:

Under Groups > Others, select your Message-Only Extension.

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Step 2:

On the Messages & Notifications tab you will see the settings you can configure.
 
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Click the links below to configure the settings that you wish to modify:

a. Voicemail Greeting
b. Message Recipient
c. Voicemail Preview
d. Notifications 

Voicemail Greeting

A pop-up will appear displaying the current Voicemail Greeting. Choose your preferred type of greeting:

Default

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Custom

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You can then choose and set your greeting from the following custom options:

  • Record Over the Phone
  • Record Using Computer Microphone
  • Import

Record Over the Phone

Select a number RingCentral will call from the Call me at drop-down list.
If you prefer RingCentral to call you on a different number instead, select the box below the drop-down list then enter the number.

Click Call Now. RingCentral will dial the number you indicated. 

Follow the voice prompt to Record and Save your custom greeting.

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Record Using Computer Microphone

Step 1:

Click Record to begin recording your custom greeting using your computer's microphone.

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NOTE:  You may need to enable the microphone settings in your browser to record your voicemail greeting.

Step 2:

Click Record once more to end your recording.

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Step 3: 

Click Upload.

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NOTE: Click Play User-added image to listen to your recording or Record User-added image to re-record your prompt. Click Cancel to cancel recording.

Step 4: 

Click Save.

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NOTE: Click Play User-added image to listen to your recording or Record User-added image to re-record your prompt. Click Download User-added image to save a copy of your recording.

Import

Step 1:

Select Import to upload a pre-recorded greeting from your computer by clicking Browse and then double clicking the prerecorded greeting.

Recommended files are:
• CCITT u-Law (G711a), 8kHz, 8 bit, mono
• PCM, 8kHz, 16 bit, mono

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Step 2:

Click Attach to upload the file.

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Step 3:

Click Save once done.

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NOTE: Click Play User-added image to listen to your recording or Record User-added image to re-record your prompt. Click Download User-added image to save a copy of your recording.

Message Recipient

Step 1:

Under Messages & Notifications, click Message Recipient, and the choose the extension where you want to save the messages. Click Save
 
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Voicemail Preview

The Voicemail Preview feature provides a text version of your voicemail that allows you to get the gist of the message. It is not intended to be a perfectly accurate transcription of the voicemail. It may take a few minutes to deliver the text version of your voicemail to your RingCentral mobile or desktop application or via e-mail. To enable or disable this feature, follow the steps below:

Step 1:

Under Messages & Notifications, click Voicemail Preview.

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Step 2: 

You will see a pop-up window where you can turn ON (Enable), or turn OFF (Disable) the Voicemail Preview. Select your choice, and then click Save.

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Notifications

As an Administrator, you can set up notifications to be sent to your phone or email when a voicemail, fax, or text message is sent to your extensions.

Step 1:

Under Messages & Notifications, click Notification

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Step 2:

You can select how you want to be notified, Notify By Email or Notify By SMS, by checking the box next to the following: 

• Voicemail Messages
• Received Faxes
• Received Text Messages

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Notify By Email

Enter the Email Address where you want the email notifications to be sent. You can enter multiple email addresses to receive the email notification by separating each using a comma. Click Save when finished.

Notify By SMS

Enter the Phone Number where you want to receive the Text notification, and then choose the phone number's carrier from the drop-down list. Click Add. Once the phone number is added, click Save. If your carrier is not listed, you can contact your carrier to find out the email address by which you can receive text messages and enter it into the Phone Number field. For example yournumber@yourcarrier.com.

NOTE: For more notification options, go to Advanced Notification Options.
 

Step 1:  

Under Messages & Notifications, click Notifications

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Step 2: 

Click Advanced Notification Options and proceed to modify the notification settings.

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Step 3:

Click Save.

IMPORTANT: For HIPAA regulated accounts (RingCentral US and Canada), automatic forwarding of messages through SMS and email attachments is not available. Messages for these accounts will also have a 30-day expiry. Users may still check their messages through their deskphones, Softphones or the mobile app.

 

See Also:

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