|02/15/18 19:27 PM|
RingCentral for Outlook
|Summary||How do I access my RingCentral contacts within Microsoft Outlook? How can I make and receive calls within Outlook? How do I send text messages to my contacts using Outlook? How do I use RingCentral for Outlook?|
Navigation Bar Buttons
The navigation bar is composed of the following buttons:
Click on links below to learn how you can use RingCentral for Outlook:1. Making a Call using the Dialer
2. Using Click to Dial
3. Answering an Incoming Call
4. Browser Call Controls
5. Composing a Text Message
6. Viewing and Replying to Messages
7. Checking the Message Details
8. Listening to Voicemail Messages
9. Viewing Fax Messages
10. Text Message
11. Message Conversation
13. Contact Details
14. Call Log
15. Call Details
16. Schedule Meeting
17. RingCentral Conference
The Dialer section lets you make outbound calls right from Microsoft Outlook. You can make calls with Outlook, your RingCentral Phone, home or mobile phones, or a custom phone.
Follow the steps below to make a call:
Click the drop-down box below Make my calls with, then select your preferred method:
Click the link of your preferred method of making calls from Outlook:
Use this option to make and receive calls using your computer’s microphone and speaker.
NOTE: The selected phone number will be displayed as caller ID to the party you make a call.
Choose a number to assign as your Outbound Caller ID.
Prompt me to dial 1 before connecting the call
- prompts you to press 1 before ringing the phone you dialed.
Hide/unhide these options by clicking the Gear or Settings button .
RingCentral for Outlook shows the status of your call and your selected RingCentral device will ring.
The status will be shown once the call is connected and the destination phone is ringing.
You can also use the click-to-dial feature to make an outbound call. All phone numbers in your email can be dialed and called right from your Outlook window. Right click the number you want to call, then left click Call with RingCentral.
A call indicator is displayed when you have an incoming call. If you are using the browser call option, click Answer to take the call in Outlook. Otherwise, you can answer the call on your RingCentral device.
The call timer shows up once the call is connected.
Call control options are displayed when making or receiving calls in Outlook when you have selected the browser for call handling.
Click on links below to learn more about the call controls on RingCentral for Outlook:
Below are the call controls available when a call comes in:
- Click to answer the incoming call.
- Click to end the incoming call.
- Click to open the dial pad
Below are the call controls available during an active call:
|ACTIVE CALL SCREEN||CONTROLS|
| - Click to open more active call controls such as Transfer, Flip, Record, and Hold.|
- Click to mute your speaker and microphone.
- Click to restore the audio on your speaker and microphone (only appears when you placed the call on mute).
- Click to end the ongoing call.
- Click to open the dial pad which lets you enter digits when on a call for example when calling certain 800 number and getting a voice prompt “Press 1 for customer support”.
|Clicking the button opens more active call controls such as: |
- Click to transfer the call to a different number.
- Click to flip the call to a different number.
- Click to record an ongoing call.
- Click to put an active call on hold.
The Compose Message screen allows you to send a text message to your Outlook contacts, company colleagues, personal contacts, or any other phone number. The screen allows you to select more than one contact or phone number in case the message needs to be sent to multiple recipients.
Follow the steps below to send a text message:
Click Compose text.
Click the drop-down box below Send Message From to select a number to send a message from.
Enter the name/s or number/s of the message recipient/s.
You can also click the button to open the contacts list, then tap the contact's name to message.
Type your message in the box provided.
OPTIONAL: Check Group into one conversation to group extension numbers into one conversation.
The Messages screen displays all the Voice, Fax, and Text messages that you have received for the past week. These messages are organized in 4 tabs:
|MESSAGES SCREEN||MESSAGES TABS|
The Messages screen is composed of the following tabs (from left to right):
All - Displays all your messages combined.
Voice - Contains your voicemails.
Fax - Shows your fax messages.
Text - Lists all your text messages.
Follow the steps below to check your messages:
NOTE: When you receive a new voice, fax or text message, a new message indicator will appear as shown in the image below. The number displayed indicates the total number of unread or unviewed new messages.
Click the tab of the message that needs to be checked, then click the message to be viewed.
TIP: You can easily look for your messages by typing keywords in the search box.
Type the reply in the box provided, then click Send.
Click thebutton to check the Message Details.
The following information gets displayed in the Conversation Details screen:
|CONVERSATION DETAILS SCREEN||INFORMATION|
• Contact name (if available)
Follow the steps below to listen to your voicemail messages:
Go to the Voicemail tab.
Click on the name or number of the message. A voice mail audio control will pop up. In order to listen to your voice message click on the name or number that appears on the message.
• The Play icon allows you to play your voice message through your computer’s audio.
• A voice message duration is displayed.
• You can pause and resume anytime the message is playing.
• The Call icon enables you to return a call to a person who left you this message.
• The Send Text icon lets you send a text message to the person who left you a message.
• The Flag icon allows you to flags your voicemail as unread.
• The Delete icon deletes a message.
• The Download icon lets you download and save your voicemail to your computer.
To view a fax message, click on the name or number that appears on the message. A fax message control will pop up.
Click the Fax tab.
• The View Fax icon lets you view the fax message in your browser.
• The Delete Fax icon on delete will delete the fax message.
When you see a list of messages, the list displays the most recent message if the message is part of a conversation.
To view your text message conversation, click on the name or number that appears on the message.
Once you are on the conversation screen, you will see messages that are part of this conversation. The messages are sorted by the time they arrived or were sent. Newer messages are displayed at the bottom.
You can send a new message as part of this conversation by typing in the text box and by pressing the “Send” button, or by hitting the Enter key.
The Back button will navigate you back to the message list.
RingCentral for Outlook allows you access your RingCentral Company Directory, RingCentral Personal Contacts, and Outlook Contacts.
The screen is initially blank; use the Search Bar to type keywords or numbers to easily find your contact.
NOTE: Your contacts are listed in alphabetical order (First name first).
You can select a contact by clicking on the icon or the contact’s name from the contact search result to view the contact’s details.
You can see the contact’s first name, last name, email and phone number.
When you click the down arrow icon next to a phone number, it will expand to give you an option to initiate a call or send a text message to your contact.
Clicking the back arrow will take you back to the Contacts screen.
The Call Log screen shows a list of all your calls in the last week. It is organized into two tabs. The “All” tab displays all your calls, while the “Missed” tab displays a list of calls that you missed.
The list displays the caller name, caller location and time of the call. The list of calls is sorted by time when the call was originated, with the newest calls on top.
The screen allows you to search for a call record. By entering a phone number or caller name in the search box, you can filter the call logs according to the search criteria you entered.
A phone icon with an arrow indicates the direction of the call. A phone icon with arrow pointing to the right indicates an incoming call and arrow pointing to the left indicates an outgoing call.
The icon on a given call record will allow you to view the call details.
The Call Details screen shows detailed call information. Here you can view the call direction, caller id, call location, call time and call duration. You can also initiate a call or send a text to the caller or person you called.
RingCentral for Outlook enables you to schedule meetings inside Microsoft Outlook.
Enter the meeting's name on the Topic box. Set the date, time, and duration of the meeting. You can also indicate if this is a recurring meeting.
You can either share your screen to your meeting or just set up a video meeting instead.
Once you have finalized the details of the meeting, click Create a meeting in Outlook.
[Back to Using Outlook Topics]
[Back to Topics]
You can view your RingCentral Conference information or schedule a new RingCentral conference in the RingCentral Conference screen.
The screen displays the dial-in number, your host code, and the participant code that you distribute to people whom you wish to participate in your conference
When you enable International participants, a list of countries along with their respective dial-in numbers will show. The list is searchable; you can type in first few letters of the country name to avoid scrolling through the entire list.
You can select the country by selecting the checkbox for that country name.
Clicking Invite with Outlook Calendar creates an Outlook calendar invite as described in the next section.
You can send a fax message right from RingCentral for Outlook. Clicking the Fax icon on the navigation pane opens up the RingCentral Phone.
It will prompt you to enter your login information if you are not signed in. Check Logging in to your RingCentral Phone for the procedure.
If you are already logged in, you will be taken to the Send Fax screen as shown below:
Check Using the FaxOut Feature of RingCentral Phone for detailed steps in sending a fax via the RingCentral Phone.
Accessing the Settings option from the navigation bar will allow you to turn on/off the following:
• Dial from extension
• Click to dial
Q: I can’t see RingCentral for Outlook when I open Outlook. What is the problem? Does it require some special permission?
A: No, RingCentral for Outlook does not require any special permission. Make sure RingCentral for Outlook is installed correctly and is enabled — you can see this by going to the Outlook menu, and then to Outlook Options > Add Ins. Also make sure RingCentral Outlook Add In is checked.
Q: How do I disable this feature for now?
A: Go to Windows Control Panel and Uninstall the RingCentral for Outlook.
Q: Which Operating Systems are supported?
A: The following Operating Systems are supported: Windows 7, 8 and above.