02/15/18 19:27 PM  

RingCentral for Outlook

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SummaryHow 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?
Details

RingCentral for Outlook provides seamless integration between your Microsoft Outlook and your RingCentral services, thus increasing user productivity. It allows you to conveniently view messages, make calls, exchange text conversation, and to create and schedule an online meeting or conference call right from Outlook.

RingCentral for Outlook Default view


Click the links below to learn more: 

Features and Benefits 
Requirements
Installation
Logging in to RingCentral for Outlook 
Default View Interface 
Using RingCentral for Outlook
Troubleshooting 
 

Features and Benefits

• Make and receive calls directly from Outlook.
• Find your Outlook and RingCentral contacts combined together in an easy-to-search screen.
• Click-to-dial any phone number that appears in Outlook contacts.
• View incoming caller IDs while working within Outlook.
• Send or receive text messages and see them as conversations.
• Listen to your voicemails directly from Outlook.
• View your complete communications history—calls, texts, faxes, and voicemails—from Outlook.
• Schedule RingCentral Conference and RingCentral Meetings without leaving Outlook.

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Requirements

For optimal user experience, ensure that:

• You have set the correct number as your RingCentral Direct Number. You can view your RingCentral Direct Number in your RingCentral Online account.
• You have Microsoft Outlook 2013 or later.
• You are using Windows 7 or later.

NOTE: RingCentral for Outlook is available for all RingCentral Office customers and is only compatible with Windows.


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Installation

You need to make sure that you have administrator privileges on your computer in order to install RingCentral for Outlook. 


Step 1:

Open the RingCentral for Outlook product page.


Step 2:

Scroll down and look for Download now, which is located on the right side of the page.
Click Unsure which one to get? to check your Outlook's version.

NOTE: Skip this step and go to Step 3 if you know the version of your Outlook.

Check Outlook version


Step 3:

Download the latest version of RingCentral for Outlook installation file:

• Click Download 64 bit for Outlook version 64-bit or 86-bit.
• Click Download 32 bit for Outlook version 32 bit.


Step 4:

Close Microsoft Outlook.


Step 5:

Run the installation .MSI file and follow the prompts.

RC for Outlook - Setup


Step 6:

Open Microsoft Outlook. The app appears on the right side when it is properly installed.

RingCentral for Outlook


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Logging in to RingCentral for Outlook

Step 1:

Open Microsoft Outlook.

Microsoft Outlook icon


Step 2:

Enter your Email or phone number.

Type your RingCentral Direct Number and your password, then click Sign In.


Step 3:

Enter your RingCentral credentials, then click Sign In.

RingCentral credentials


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Default View Interface 

The Dialer menu is automatically displayed by default once you are logged in.

RingCentral for Outlook Default view

The following buttons are just above the Dialer section:

BUTTONFUNCTION
Task Pane OptionsThe Task Pane Options button allows you to either resize your RingCentral for Outlook pane or close it.
Close buttonThe Close button closes the RingCentral for Outlook pane.
Log out buttonThe Logout button logs you out of RingCentral for Outlook. 

NOTE: Clicking this button does not close Microsoft Outlook.

 

Navigation Bar Buttons

The navigation bar is composed of the following buttons:

Navigation pane buttonsRC for Outlook - Dialer button Dialer

RC for Outlook - Compose text button Compose Message

RC for Outlook - Messages button Messages

RC for Outlook - Contacts button Contacts

RC for Outlook - Call Log button Call Log

RC for Outlook - Schedule Meeting button Schedule Meeting

RC for Outlook - Schedule Conference button Schedule Conference

RC for Outlook - Fax buttonSend Fax

RC for Outlook - Settings button Settings
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Using RingCentral for Outlook

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
12. Contacts
13. Contact Details
14. Call Log
15. Call Details
16. Schedule Meeting
17. RingCentral Conference
18. Fax
19. Settings
 

1. Making a Call using the Dialer

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.

Use the dial pad or type the telephone number to call directly in the text box provided.

Dialer section

You can also click the RC for Outlook - Dialer - Add Contacts button button to open the contacts list, then tap the contact's name to call.

tap contactsselect contact

Follow the steps below to make a call:

Step 1:

Click the drop-down box below Make my calls with, then select your preferred method:

make calls with

Step 2:

Click the link of your preferred method of making calls from Outlook:

Make my calls with Outlook 
Make my calls with My RingCentral Phone 
Make my calls with Other Phone 
Make my calls with Custom Phone 


Make my calls with 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.

Step 1:

Select Outlook.

make calls with outlook

 

Step 2:

Choose a number to assign as your Outbound Caller ID.

select outbound caller ID


Step 3:

Enter the number or extension to call, then click the Call button.

enter number


Make my calls with My RingCentral Phone

Use this option to make calls using your RingCentral phone. 

NOTE: For the call you make, your RingCentral phone will ring first then the party you called.


Step 1:

Select My RingCentral Phone.

make calls with ringcentral phone


Step 2:

Choose a number below My Location to make calls from the selected number.

Select a number below My Location


Step 3:

Additionally, you can enable or disable the following options:

Additionally you have the following options:


Step 4:

Enter the number or extension to call, then click the Call button.

enter number to call


Make my calls with Other Phone

Use this option to make calls using your home or cell phones that have been added in your RingCentral Extension.

NOTE: For the call you make, this phone will ring first then the party you called.


Step 1:

Select Other Phone.

make calls with other phone


Step 2:

Choose a number below My Location to make calls from the selected number.

Make my calls with Other Phone - My Location


Step 3:

Additionally, you can enable or disable the following options:

Additionally you have the following options:


Step 4:

Enter the number or extension to call, then click the Call button.

Enter the number or extension to call, then click the Call button.
 

Make my calls with Custom Phone

Use this option to make calls using any phone of your choice by entering a valid phone number in the field below. 

NOTE: For the call you make, the phone will ring first before connecting to the party.


Step 1:

Select Custom Phone.

make calls with custom phone


Step 2:

Enter a valid phone number below My Custom Number.

enter valid custom phone number


Step 3:

Additionally, you can enable or disable the following options:

Additionally you have the following options:


Step 4:

Enter the number or extension to call, then click the Call button.

Enter the number or extension to call, then click the Call button.


Step 3:

Depending on your preference, enable or disable the following additional settings.

NOTE: These settings are not visible when you choose to make calls using Outlook.

Dialer additional options

Prompt me to dial 1 before connecting the call

- prompts you to press 1 before ringing the phone you dialed.


Receive Calls in the Browser

- allows you to receive calls in your browser.
 


Hide/unhide these options by clicking the Gear or Settings button RC for Outlook - Dialer - Settings button

Click the Dialer Settings button.


RingCentral for Outlook shows the status of your call and your selected RingCentral device will ring.

Outbound Call


The status will be shown once the call is connected and the destination phone is ringing.

Outgoing call connected.

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2. Using Click to Dial

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.

Click Call with RingCentral.


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3. Answering an Incoming Call

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.

Incoming Call


The call timer shows up once the call is connected. 

Incoming Call screen showing duration of call.

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4. Browser Call Controls

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:

Pre-call Controls 
Active Call Controls 
 

Pre-Call Controls

Below are the call controls available when a call comes in:

PRE-CALL SCREENCONTROLS
Pre-Call Controls
Answer button - Click to answer the incoming call.


Hangup button - Click to end the incoming call.


Dialer button - Click to open the dial pad


Active Call Controls

Below are the call controls available during an active call:

ACTIVE CALL SCREENCONTROLS
Browser Call ControlsMore Options button - Click to open more active call controls such as Transfer, Flip, Record, and Hold.

Mute button - Click to mute your speaker and microphone.

Unmute button - Click to restore the audio on your speaker and microphone (only appears when you placed the call on mute). 

Hangup button - Click to end the ongoing call.

Dialer button - 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”.
Additional Active call controlsClicking the More Options button button opens more active call controls such as: 


Transfer button - Click to transfer the call to a different number.


Flip button - Click to flip the call to a different number.


Record button - Click to record an ongoing call.


Hold button - Click to put an active call on hold.

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5. Composing a Message

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:

Step 1:

Click Compose text.

Click Compose text.


Step 2:

Click the drop-down box below Send Message From to select a number to send a message from.

send message from


Step 3:

Enter the name/s or number/s of the message recipient/s.

You can also click the RC for Outlook - Dialer - Add Contacts button button to open the contacts list, then tap the contact's name to message.

enter number


Step 4:

Type your message in the box provided.

OPTIONAL: Check Group into one conversation to group extension numbers into one conversation.

Type your message in the box provided. Check Group into one conversation to keep a thread of your group messages.


Step 5:

Click Send.

Click Send.


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6. Viewing and Replying to Messages

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 SCREENMESSAGES TABS
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:

Step 1:

Click Messages.

Click 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.

New message indicator


Step 2:

Click the tab of the message that needs to be checked, then click the message to be viewed.

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.

RC for Outlook - Messages - Search box


Step 3:

Type the reply in the box provided, then click Send.

Type the reply in the box provided, then click Send.


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7. Checking the Message Details

Click theRC for Outlook - Messages - More Infobutton to check the Message Details.

Click the Info button to check the message details.

The following information gets displayed in the Conversation Details screen:

CONVERSATION DETAILS SCREENINFORMATION
Message Details

• Contact name (if available)

• Phone number or Extension number.

• Message Received or Sent time.

• A Call button that allows you to make a call to your message sender or recipient.

• A Send Text button allows you to send a text to your message sender or recipient.

• A Back button allows you to go back to the message list.

• Delete button to delete the conversation.

8. Listening to Voicemail Messages

Follow the steps below to listen to your voicemail messages:

Step 1:

Click Messages.

Click Messages.


Step 2:

Go to the Voicemail tab.

voicemail tab


Step 3:

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.

RC for Outlook - Messages - Voicemail view

• The Play RC for Outlook - Messages - Voicemail - 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 RC for Outlook - Messages - Voicemail - Call icon enables you to return a call to a person who left you this message.

• The Send Text RC for Outlook - Messages - Voicemail - Send Text icon lets you send a text message to the person who left you a message.

• The Flag RC for Outlook - Messages - Voicemail - Flag icon allows you to flags your voicemail as unread.

• The  Delete RC for Outlook - Messages - Voicemail - Delete icon deletes a message.

• The Download RC for Outlook - Messages - Voicemail - Download icon lets you download and save your voicemail to your computer.
 

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12. Viewing Fax Messages

To view a fax message, click on the name or number that appears on the message. A fax message control will pop up.  

Step 1:

Click Messages.

Click Messages.


Step 2:

Click the Fax tab.

Click the Fax tab.
 

RC for Outlook - Messages - Fax view

• The View Fax RC for Outlook - Messages - Fax - View Fax icon lets you view the fax message in your browser.
• The Delete Fax RC for Outlook - Messages - Fax - Delete Fax icon on delete will delete the fax message.
 

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13. Text 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.

RC for Outlook - Messages - Text message Display

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14. Message Conversation

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. 

RC for Outlook - Messages - Text message view

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 RC for Outlook - Messages - Text message view - Back button button will navigate you back to the message list.
 

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15. Contacts

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.

RC for Outlook - Contacts - Default view
 

NOTE: Your contacts are listed in alphabetical order (First name first).
 

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16. Contact Details

You can select a contact by clicking on the RC for Outlook - Contacts - More Infoicon or the contact’s name from the contact search result to view the contact’s details. 

RC for Outlook - Contacts - Contact Details
 

You can see the contact’s first name, last name, email and phone number. 

When you click the down arrow RC for Outlook - Contacts - Contact Details - 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 RC for Outlook - Contacts - Contact Details - Back arrow arrow will take you back to the Contacts screen.  
 

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17. Call Log

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. 

RC for Outlook - Call Log - Default view

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 RC for Outlook - Messages - More Infoicon on a given call record will allow you to view the call details.
 

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18. 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.  

RC for Outlook - Call Log - More Info - Call Log Details Screen
 

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19. Schedule Meeting

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. 

RC for Outlook - Schedule Meeting - Default view

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.

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20. Schedule Conference

You can view your RingCentral Conference information or schedule a new RingCentral conference in the RingCentral Conference screen. 

RC for Outlook - Schedule Conference - Default View

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. 

RC for Outlook - Schedule Conference - List of Countries

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.  

RC for Outlook - Schedule Meeting - Outlook Calendar Invite

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21. Fax

You can send a fax message right from RingCentral for Outlook. Clicking the Fax RC for Outlook - Fax button 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:

RC for Outlook - Fax - Send a Fax

Check Using the FaxOut Feature of RingCentral Phone for detailed steps in sending a fax via the RingCentral Phone.
 

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22. Settings

Accessing the Settings option from the navigation bar will allow you to turn on/off the following:

• Dial from extension
• Click to dial

RC for Outlook - Settings - Default view

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Troubleshooting 

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. 



See Also:

Office 365 Integration
Synchronizing Outlook Contacts with RingCentral Phone 

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