01/16/18 19:29 PM  

Scheduling and Updating Meetings with RingCentral Meetings for Desktop, Outlook and Google

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SummaryHow do I schedule a meeting with RingCentral Meetings for Desktop? How do I change the details, such as the time or date of my existing meeting? How do I re-send invites to my meeting participants? How can I update my recurring meetings?
Details

Scheduling or updating a RingCentral Meeting is typically done by the Host of the meeting. It can be done using the RingCentral Meeting for Desktop or Mobile. A Meeting ID is generated once you have scheduled a meeting and invites are sent to participants by email, as a private message or through text messaging. When you invite via default calendar or Gmail calendar, the invitation instructions are automatically pasted to the invite. You can also choose to copy the invitation URL.

IMPORTANT: Scheduling a Meeting using RingCentral Meetings for Desktop prompts you to create and save the Meeting event in your calendar app, such as Outlook or Google Calendar. Creating an event on the calendar app will not generate the RingCentral Meeting information on its own.

NOTE: RingCentral Meetings replaced the legacy dial-in numbers with (773) 231-9226 for RingCentral US customers, and +44 (203) 875-4507 for RingCentral UK customers. After the migration, the Meeting ID will be automatically validated (no need to press "1"). An error prompt appears if the Meeting ID is incorrect. Meeting security will also be enhanced by making sure the phone participants cannot enter the meeting before the host when Enable join before host (Meetings Desktop app) or Allow Join before host (Meetings Mobile app) is disabled.

Click on links below to learn more.

Scheduling a meeting with RingCentral Meetings for Desktop
Updating a scheduled meeting on RingCentral Meetings for Desktop 
Updating a recurring meeting on RingCentral Meetings for Desktop 
 

Scheduling a meeting with RingCentral Meetings for Desktop


Step 1:

Log in to RingCentral Meetings.


Step 2:

Click Schedule.

rc meetings 5.1 schedule

NOTE: When setting up a RingCentral Meeting from a Global Office, a Conference bridge and Meeting ID will be generated. You can use the US conference bridge to join the meeting or select the specific International Dial-In number for the country you are located in.


Step 3:

Provide details for the following: 

 SCHEDULE A MEETING OPTIONFUNCTION
TopicSet the meeting topic.
WhenSelect the datetime and the duration of your Meeting (local, device time zone).
Recurring meetingSelect if you would like a recurring meeting (i.e. the meeting ID will be persistent for the recurring meetings.
Video (when joining a meeting)
Start your Meeting with video mode ON or OFF for Host and Participants.
Audio OptionsAllow either Telephony or VoIP Only. You can also allow Both or select 3rd Party Audio.

This feature is OFF by default. Account Administrators can enable this feature account-wide and for Users. Account Administrators can go to Tools > Meetings > Meetings Settings > Audio Options and enable 3rd party audio conference. If you want to use this feature, make sure this feature is ON in your online account before a meeting. In your online account, click Settings > Meetings > click Edit on the Audio Options section and enable 3rd party audio conference. From there, Account Administrators and Users can also change the Dial-in number and the Access code.
Meeting Options

Tick the checkbox/es to enable the following options:

• Require meeting password 

Enable join before host 

Use Personal Meeting ID - Using your Personal Meeting ID allows Participants of your scheduled meeting to dial in to this number instead of the automated Meeting ID. If you want to change your Personal Meeting ID according to your preference, just click on the drop-down menu on your RingCentral Meetings for Desktop, click on Personal Meeting ID > Change.

Only signed-in users can join the meeting - This option will appear during scheduling a meeting when your Account Administrator has enabled this option. Account Administrators can go to Tools > Meetings > Meetings Settings > In Meeting (Advanced) and enable Allow users to select only signed-in users can join meetings in their client settings. If the option is enabled both in your online account and in the Schedule window, only signed-in Participants can join the meeting.

CalendarSelect the calendar where you want your scheduled meeting to appear on.


NOTE: The image below shows an Outlook calendar. If you're using a Mac computer, an option for iCal will be available.

meetings schedule


Step 4:

Click Schedule.

This will automatically launch your email application so you can send invites to participants via email.

IMPORTANT: This step prompts you to create and save the Meeting event in your calendar app. There is no need to create an event on the calendar app anymore since it will not generate the Meeting information on its own.

Click your preferred Calendar application to see the completed process.

Outlook
Google Calendar
Other Calendars
 

Scheduling a Meeting on RingCentral Meetings for Outlook


Step 1:

Set the Meeting's settings, then click Continue.

Set the Meeting's settings, then click Continue.


Step 2:

Click Continue.

Click Continue.


Step 3:

Enter the participant/s' email address in the To... field, and then review the details of the invite before clicking Send.

Outlook calendar

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Scheduling a Meeting on Google Calendar

Enter the participant/s' email in the Add guests field under Guests.

NOTE: If you have more than one Google account, make sure you are logged in to the correct account first before scheduling a Meeting.

Google calendar

You can also invite a Rooms system, if available.

Rooms option in Google calendar

Click Save to add the event to your Google calendar. 

Click Save to add the event to your Google calendar.

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Scheduling a Meeting using Other Calendars

If you selected Other Calendars, click Copy to Clipboard and paste your scheduled meeting invite on your preferred platform.

rc meetings 5.1 schedule other calendars

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Updating a scheduled meeting on RingCentral Meetings for Desktop


Step 1:

Log in to RingCentral Meetings.


Step 2:

Click Meetings.

rc meetings 5.1 meetings


Step 3:

Select a meeting, then click Edit.

rc meetings 5.1 meetings edit


Step 4:

Make the necessary changes to the scheduled meeting and then click Save.

Make the necessary changes to the scheduled meeting, then click Save.


Step 5:

The calendar you used to schedule the Meeting automatically opens up.

Click your Calendar application to see the completed process.

Outlook
Google Calendar
Other Calendars


Updating a Scheduled Meeting on RingCentral Meetings for Outlook


Step 1:

Click Change Settings.

User-added image


Step 2:

Set the Meeting's settings, then click Continue.

Set the Meeting's settings, then click Continue.


Step 3:

Enter the participant/s' email address in the To... field, then review the schedule of the meeting and the rest of the details of the invite before clicking Send.

Enter the participant/s' email address in the To... field, then review the schedule of the meeting and the rest of the details of the invite before clicking Send.

[Back to Topics]


Updating a Scheduled Meeting on Google Calendar​​

Enter the participant/s' email in the Add guests field under Guests.

NOTE: If you have more than one Google account, make sure you are logged in to the correct account first before scheduling a Meeting.

Enter the participant/s' email in the Add guests field under Guests.


You can also invite a Rooms system, if available.

Rooms option in Google calendar


Review the schedule of the meeting, time zone, and the recurrence.

Click Save to add the event to your Google calendar. 

Click Save to add the event to your Google calendar.

[Back to Topics]


Updating a Scheduled Meeting using Other Calendars​​

Click Copy to Clipboard and paste your scheduled meeting invite on your preferred platform.

Click Copy to Clipboard and paste your scheduled meeting invite on your preferred platform.

[Back to Topics]
 

Updating a recurring meeting on RingCentral Meetings for Desktop


Step 1:

Follow Steps 1 to 4 under the Updating a scheduled meeting on RingCentral Meetings for Desktop section.
Continue with the step below.


Step 2:

Tick the Recurring meeting checkbox, then click Save.

Tick the Recurring meeting checkbox, then click Save.


Step 3:

Click on your selected Calendar to see the completed process.

Outlook
Google Calendar
Other Calendars
 

Updating a Recurring Meeting on RingCentral Meetings for Outlook


Step 1:

Click Change Settings.

Click Change Settings.


Step 2:

Set the Meeting's settings, then click Continue.

Set the Meeting's settings, then click Continue.


Step 3:

Click Recurrence.

Click Recurrence.


Step 4:

Set your recurring meeting options: the Appointment time, Recurrence pattern, and Range of recurrence. Click OK.

Set your recurring meeting options: the Appointment time, Recurrence pattern, and Range of recurrence. Click OK.


Step 5:

Enter the participant/s' email address in the To... field, then review the schedule of the meeting and the rest of the details of the invite before clicking Send.

Enter the participant/s' email address in the To... field, then review the schedule of the meeting and the rest of the details of the invite before clicking Send.

[Back to Topics]


Updating a Recurring Meeting on Google Calendar


Step 1:

Click Does not repeat.

Click Does not repeat.


Step 2:

Select your preferred recurrence. Click Custom to set your own recurrence schedule.

Select your preferred recurrence. Click Custom to set your own recurrence schedule.


Step 3:

Set the recurrence schedule, then click Done.

Set the recurrence schedule, then click Done.


Step 4:

Click Save.

Click Save.

[Back to Topics]


Updating a Recurring Meeting using Other Calendars

If you selected Other Calendars, click Copy to Clipboard and paste your scheduled meeting invite on your preferred platform.

[Back to Topics]


NOTES:

When setting up a RingCentral Meeting from a Global Office, a Conference bridge and Meeting ID will be generated. You can use the conference bridge to join the meeting or select the specific US International Dial-In number or UK International Dial-In number for the country you are located in.

• Non-recurring meeting ID will expire 30 days after the meeting is started.  You can re-start the same meeting ID within the 30days.  

You can re-use the meeting ID for future occurrence. 

That means, if you need to re-schedule a meeting, simply update your schedule on your calendar.  It is not necessary to update the meeting on the RingCentral Meetings scheduler. You can do so if you want by clicking on Meetings > Edit.  However, this is not necessary. 

We also do not need an Outlook plugin as we do not need to sync your calendar and the RingCentral Meetings scheduler.  The meeting ID provided is robust enough for you to make changes to your calendar without having to sync calendars and RingCentral Meetings scheduler.



See Also:


For RingCentral US:

RingCentral Meetings International Numbers 
Dial-In Numbers Replacement in RingCentral Meetings 

For RingCentral UK:

RingCentral UK: RingCentral Meetings International Numbers  
RingCentral UK: Dial-In Numbers Replacement in RingCentral Meetings  

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