10/04/17 00:51 AM  

Setting Up an Announcements-Only Extension

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SummaryHow do I add a Announcements-Only extension? How do I configure the extension info, direct numbers, and announcements? How do I add and/or delete a direct number for an Announcements-Only extension?
Details
An Announcements-Only Extension is dedicated to play an announcement for your callers. Configuring this extension allows you to record a message that gets played each time a call comes into your phone system. All callers routed to this extension will hear a recorded announcement such as a holiday closure announcement.

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

This article discusses the following topics:
 

Adding an Announcements-Only Extension

Step 1:

Step 2:

Under Phone System > Groups, go to the Others tab then click the New Announcement-Only Extension button.

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Step 3:

Enter the Extension Number, Extension Name, and Email address of the Extension user.
Click Save.

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Activating an Announcements-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:

Step 2:

Go to Groups > Others tab then click Resend Invitation on the Announcement-Only Extension you want to activate.
 
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Step 3:

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

Configuring an Announcements-Only Extension

Once the Announcements-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 enables you to create a toll-free, local or vanity number where the calls will be routed to.

Announcement lets you set up the extension's announcement greeting. You may use the default system greeting, or create and upload your own greeting, or upload a previously recorded greeting. 

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 the Extension Info settings

Step 1:

Select the Announcements-Only extension you want to configure.
 
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Step 2:

Click Extension Info.

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Step 3:

Edit any of the following:
 
a. Extension Number
b. Extension Name
c. Company Name
d. Contact Phone
e. Email
f. Regional Settings
g. Disable/Delete Extension        

Step 4:

Click Save.
 

      Direct Numbers

Adding a Direct Number

Step 1:

Select the Announcements-Only extension you want to configure.
 
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Step 2:

Click Direct Numbers > Add Direct Number.
 
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Step 3:

Select any of the following options:
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Option 1: Local Number (Domestic)

Step 1:

Click the drop-down menu right across and select the State/Province. In the example below, California is selected.
 
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Step 2:

Select the Area Code from the drop-down list. (213 - Los Angeles in this example.)
 
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Step 3:

Select an available number from the list.
 
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Step 4:

Click Next. 


Step 5:

Review the Charges, Adjustments, Taxes, and Fees in the following screen.  After reviewing the charges, tick the checkbox to acknowledge that have read and understood the fees and charges and click Continue.
 
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NOTE: Charges/Fees indicated in this picture may differ from the actual charges/fees.

IMPORTANT:  Detailed information on Additional RingCentral Services will be not available in Billing History.

Step 6:

The Order Confirmation window shows a summary of the charges and adjustments to your account.

Click Print if you wish to store a hard copy. Click Done when finished. 

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Option 2: Toll-Free Number

Step 1:

Select a toll-free number prefix. (800 in this example.)
 
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Step 2:

Select an available number from the list.
 
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Step 3:

Click Next.

Step 4:

Review the Charges, Adjustments, Taxes, and Fees in the following screen.  After reviewing the charges, tick the checkbox to acknowledge that have read and understood the fees and charges and click Next.

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NOTE: Charges/Fees indicated in this picture may differ from the actual charges/fees.

IMPORTANT:  Detailed information on Additional RingCentral Services will be not available in Billing History.

Step 6:

The Order Confirmation window shows a summary of the charges and adjustments to your account.  Click Print if you wish to store a hard copy.  Click Done

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Option 3: Vanity Number

A vanity number is a phone number that also corresponds to a distinctive combination of letters on the telephone keypad, such as 1-888-MTRGAGE or 1-888-GARDENS. Add a vanity number to create a personalized phone number that helps customers remember your business phone number. 

Step 1:

Enter the numbers or letters you wish to use and click Search to see if it is available.
 
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IMPORTANT:  A one-time $30.00 setup fee applies.


Step 2:

You will be asked to enter the characters on the Captcha window. Click Submit.
 
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Step 4:

If your requested number is available, you will be presented with numbers to choose from.  Pick your desired number and then, click Next.
 
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NOTE: The vanity number will take approximately seven (7) days to become active. It is possible that these number(s) may have recently been reserved by someone else, even though they currently show up as available. You will be charged a set-up fee if the number you have chosen is already taken.
 

Option 4: International Number

Select the button next to Geographic Number or Toll-Free Number. Call the phone number listed to order an international number.

Step 1:

Select an international number type. In the example below, Geographic Number is selected.
 
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NOTE: A one-time $30.00 setup fee applies to Toll-Free Numbers.
 
IMPORTANT:  Some countries would require a physical addresss, and a proof of address is needed. In this case, please contact RingCentral at 1-800-820-3676 and 1-925-301-8209 for additional information on how to place an order.

Step 2:

Select a Country. In the example below, United Kingdom is selected.
 
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Step 3:

Select a Geographical Prefix.

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Step 4:

Select an available number from the list and click User-added image.

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Step 5:

Review the Charges, Adjustments, Taxes, and Fees in the following screen.  After reviewing the charges, tick the checkbox to acknowledge that have read and understood the fees and charges. Click Next.
 
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NOTE: Charges/Fees indicated in this picture may differ from the actual charges/fees.

IMPORTANT:  Detailed information on Additional RingCentral Services will be not available in Billing History.


Step 6:

The Order Confirmation window shows a summary of the charges and adjustments to your account. Click Print if you wish to store a hard copy. Click Done once finished.

[Back to Topics]

Deleting a Direct Number

Step 1:

Select the Announcements-Only extension you want to configure.
 
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Step 2:

On the Direct Numbers tab, click the number you want to delete. The Direct Extension Number page will appear, click the Delete icon.

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Step 3:

Click Save.

[Back to Topics]

    Editing the Announcement settings

Step 1:

Select the Announcements-Only extension you want to configure.
 
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Step 2:

Click Announcement > Greeting.

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Step 3:

A pop-up will appear displaying the current Announcement 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

Step 4:

Click User-added image to confirm changes.
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