11/02/17 01:14 AM  

Admin: Setting up Messages & Notifications

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SummaryHow do I set up a User's Messages & Notifications settings using the RingCentral Online account? How do I set up my Messages & Notifications settings?
Details
The Messages & Notifications section of your RingCentral Online account allows you to enable or disable your extension's capability to accept messages. It also allows you to customize the voicemail greeting, message recipient and fine tune the notification settings for new voice messages, sent and received faxes, missed calls as well as text messages.

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

Step 1: 

Click Users.

On the User list, click the name of the User whose settings need to be modified.
 
select user - user list

Step 2: 

Click Messages & Notifications.

Messages & Notifications

Configuring the Messages & Notifications Settings

The Messages & Notifications menu displays the following options as shown in the image below. The User Hours is set to 24 hours by default.

Messages & Notifications options

The Messages & Notifications menu will only show 3 tabs (User Hours, After Hours and Settings) when the User Hours is set to custom as shown in the image below.

User Hours
After Hours
Settings

User Hours

The User Hours tab allows you to activate or deactivates your extension's capability to receive voicemail messages. Tick the box to enable the Take Messages feature. This allows you to configure what callers will hear before they leave their voice message. You can keep the default settings, or you can customize by recording your greeting or uploading a pre-recorded audio file.

User Hours
 
NOTE: If you would like to upload a custom announcement, click Edit

There are three (3) ways to customize the company greeting: Record Over the Phone, through the Computer Microphone and Importing (which means to say to upload a .WAV or .MP4 file).

Upload custom voicemail greeting

Click Select Extension to select the extension where the voicemail messages will be saved, and then click Done.

select extension to receive voicemail

After Hours

The After Hours tab allows you to activate or deactivates your extension's capability to receive voicemail messages during your company's After Hours.

After Hours

There are three (3) ways to customize the company greeting: Record Over the Phone, through the Computer Microphone and Importing (which means to say to upload a .WAV or .MP4 file).

custom voicemail greeting options

Click Select Extension to select the extension where the voicemail messages will be saved, and then click Done.

select extension to receive voicemail

Settings

The Settings tab allows you to configure the Notification settings. You can choose to be notified by email or through SMS. Click Edit to configure the Notification settings.

settings

You can be notified by email or by SMS when you receive the following, depending on which is checked (enabled):
 
• Voicemail messages
• Received Faxes
• Missed Calls
• Fax Transmission Results
• Received Text Messages

Notification options

Click on links below to learn more:

Notification by Email
Notification by SMS
Advanced Settings

Notification 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.

notification by email

Notification by SMS

Enter the Phone Number where you want to receive the text notification. then select the mobile number's carrier from Select Carrier drop-down list. Click Add, then 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.

notification by sms

To remove the number, click Delete, then click Save.

remove number

Advanced Settings

These options let you further customize your notifications by giving you the option to send notifications for each feature to a different Email Address and phone number. Select Advanced Settings on the drop-down menu on the upper right hand corner of the Notifications window.

NOTE: Make sure that your preferred means of notification is selected, By Email or By SMS.

advance notification settings

Click Customize Notifications to enter a different email address and phone number. 

customize notifications

alternate email and sms

Step 3:

Click Save.

save settings


See Also

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