10/10/17 17:51 PM  

Admin: Creating and Assigning a Dedicated Fax Extension

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SummaryHow do I create and assign a dedicated fax extension?
Details

You may create and assign a Fax Only extension on your RingCentral Online Account. Creating a Fax Only extension is helpful when you want to store and find your faxes in one mailbox. Assigning your Fax Number to an extension is needed for RingCentral Professional and Office plans (plans with voice service) to prevent callers from hearing your Company Greetings instead of a fax sound.

You need to be an Account Administrator to perform the actions below.


Follow the steps below to create and assign a Fax Only extension. 

NOTE: Before proceeding to 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: 

Step 2: 

Step 3: 

Create a Fax Only Extension


Step 1:

Under Phone System > Groups, go to the Others tab and click New Message-Extension.
 
New Message-Extension

Step 2:

Type the Extension Number, Extension Name, and Email address for the Extension. Click Save.
 
Messages only extension information

Activate the Fax Only Extension


Step 1: 

Under Groups > Others, select the Fax (Message Only) extension.

select fax messages only extension

Step 2:

On the Extension Info tab, click Resend Welcome Email. An email will be sent to the email address specified in the Fax extension's Email section, where you can click on a link for activation.

Extension Info tab

Assigning your Fax Number to the Fax Only Extension


Dedicated Fax Number (Existing Number)
Additional Fax Number (Existing Number)

NOTE: If you do not have a Fax Number yet, go to Adding a Fax Number to your RingCentral account, for instructions. 

Dedicated Fax Number (Existing Number)

To assign your existing Dedicated Fax Number, follow the steps below.
 

Step 1: 

Go to Admin Portal > Phone System > Phone Numbers. Under the Company Numbers tab, click your Fax Number

NOTE: Your Dedicated Fax Number should have a label that says Fax, next to your Main Number.

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Step 2: 

Under Deliver Faxes to:, choose Extension, and then click Select Extension.

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Step 3:

Select the Message-Only Extension that you have created to store your Fax Messages, and then click Save.

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NOTE: You will be redirected to the previous screen. Click Save.

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Additional Fax Number

Step 1: 

Go to Admin Portal > Phone System > Phone Numbers. On the Company Numbers tab, click the additional number, or click Assign next to the additional number. 

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Step 2:

Additional Numbers are set to receive Voice and Fax messages by default. Set your Additional Number to Fax Only, to ensure that callers will hear a Fax Tone when they dial the number. To do this, click on Number Type, choose Fax Only, and then click Save.

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Step 3:  

Under Calls to this number will be connected to:, choose Extension, and then click Select Extension.

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Step 4: 

Select the Message-Only Extension that you have created to store your Fax Messages, and then click Save.

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NOTE: You will be redirected to the previous screen. Click Save.

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Adding a Fax Number to your RingCentral account


Dedicated Fax Number - Free for RingCentral Professional Plus and RingCentral Office plans.
Additional Fax Number - Can be added to your account for an additional monthly fee.

Dedicated Fax Number

To add a Dedicated Fax Number on your RingCentral Professional Plus or RingCentral Office plan, follow the steps below.
 

Step 1: 

Go to Admin Portal, and then click Phone System.

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Step 2: 

Click Phone Numbers.

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Step 3: 

Under Company Numbers and info, click Add Company Fax Number

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Step 4: 

You have 3 options, choose from the following below:
 

Option 1: Local Number

Adding a Local Dedicated Fax Number for RingCentral Professional Plus, and RingCentral Office is free. Click Next after selecting a number.
 
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Option 2: Toll-Free Number

Adding a Toll-Free Dedicated Fax Number (844, 855, 866, 877, 888) is free for RingCentral Professional Plus and RingCentral Office plans. Click Next after selecting a number.

IMPORTANT: A one-time $30 setup fee applies when you choose a 800 Toll-Free Number. 
 
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Option 3: Vanity Number

Go to Requesting a Vanity Number for more information on Vanity Numbers.

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NOTE: After you add an additional number to your account, assign the phone number to your Message Only extension.

Additional Fax Number

Step 1: 

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