Checking your Voicemail, Faxes, and Sent Items through the RingCentral Online Account

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SummaryHow do I check my voicemail, faxes and sent items in my RingCentral account?
Details

You can check your messages in 2 ways: 

1. Using your Deskphone, Mobile phone, or Landline
For instructions on how to listen to your messages over the phone, Listening to Voicemail Messages Over the Phone.

2. Via your RingCentral Online Account 
Follow the steps below to check the messages on your RingCentral Online Account.

NOTE: For Administrators, you can check the messages of other users from the same login as long as you know the User's password. For instructions, go to View Another User's Voicemail and Faxes.

Step 1:

Step 2:

Click Messages

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NOTE: If you are logged in as an Administrator, you need to select My Extension to see the Messages tab.

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Step 3:

You will be able to view the following folders:
 
User-added imageInbox - This section is where you will find your received voice and fax messages.
For more information, go to Inbox
OutboxThis section is where you will find your scheduled and pending outgoing faxes.
For more information, go to Outbox.
Sent Items - This section is where you will find your sent faxes.
For more information, go to Sent Items.
Deleted ItemsThis section is where you will find your deleted voice and fax messages.
For more information, go to Deleted Items.
Recordings This section is where you will find your recorded calls via On-Demand Call Recording.
For more information, go to Recordings. 
 

Inbox

You will be able to find your received voicemail and faxes in the Inbox folder.
 
non-HIPAA Accounts
You can store up to 200 messages in the Inbox folder and when your mailbox is full, you can still receive new messages, and the oldest message gets deleted automatically.

HIPAA Accounts
You can store up to 200 messages in the Inbox folder for 30 days. When your mailbox is full, you can still receive new messages, and the oldest message gets deleted automatically. Messages are deleted after 30 days for HIPAA compliance.

IMPORTANT: Deleted messages are stored in the Deleted Items folder for 5 days. After which, the deleted messages are permanently removed from RingCentral's system and can no longer be retrieved.

For more information on how long you can store your messages, go to Message Storage and Account Data Retention.
For more information about HIPAA Privacy Rule, go to HIPAA Privacy Rule and Overview.
 
User-added image
User-added image FaxThis icon indicates that you received a Fax Message.
User-added imageVoicemailThis icon indicates that you received a Voicemail.
User-added imageSaveWhen you click this icon, it will allow you to download and save a copy of the message to you computer.
User-added imagePreviewWhen you hover your mouse over this icon, it opens a small window where you can preview the first page of the Fax message. Clicking this icon opens the message in a new tab or window.
User-added imagePlayClick this icon to Play the Voice message.
User-added imageForwardClick this icon to attach the message to an email that you can send to anyone. 

NOTE: You can have your incoming messages sent to your email automatically by setting up your Notifications Settings.
To delete a failed fax or to cancel a scheduled fax, select the message by ticking the check box next to it, and then click Delete.

IMPORTANT: Deleted messages are stored in the Deleted Items folder for 5 days. After which, the deleted messages are permanently removed from RingCentral's system and can no longer be retrieved. For more information on how long you can store your messages, go to Message Storage and Account Data Retention.

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Outbox

The Outbox folder is where you can find your Scheduled faxes and Fax Messages waiting to be sent or in the process of sending. All faxes that failed to send are stored in the Outbox folder and you have the option to resend the failed fax by clicking on the Resend buttonUser-added image. There is no limit on the number of messages you can store in this folder.
 
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There is no limit on how long you can store a scheduled or failed fax. To delete a failed fax or to cancel a scheduled fax, select the message by ticking the check box next to it, and then click Delete.

IMPORTANT: Deleted messages are stored in the Deleted Items folder for 5 days. After which, the deleted messages are permanently removed from RingCentral's system and can no longer be retrieved. For more information on how long you can store your messages, go to Message Storage and Account Data Retention.
 
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Sent Items

You will see your sent faxes in the Sent Items folder. Sent messages are stored in the Sent items folder up to 30 days. 
 
User-added image
User-added imageFaxThis icon indicates a Fax Message.
User-added imagePreviewWhen you hover your mouse over this icon, it opens a small window where you can preview the first page of the Fax message. Clicking this icon opens the message in a new tab or window.
User-added imageSaveWhen you click this icon, it will allow you to download and save a copy of the message to you computer.
User-added imageForwardClick this icon to attach the message to an email that you can send to anyone. 
IMPORTANT: Deleted messages are stored in the Deleted Items folder for 5 days. After which, the deleted messages are permanently removed from RingCentral's system and can no longer be retrieved. For more information on how long you can store your messages, go to Message Storage and Account Data Retention.

back to topics list 
 

Deleted Items

Deleted voicemail or fax messages are stored in the Deleted Items folder up to 5 days.

IMPORTANT: Deleting a message from this folder will permanently remove it from RingCentral's system and can no longer be retrieved. For more information on how long you can store your messages, go to Message Storage and Account Data Retention.
 
User-added image
User-added imagePlayClick this icon to Play the Voice message.
User-added imagePreviewWhen you hover your mouse over this icon, it opens a small window where you can preview the first page of the Fax message. Clicking this icon opens the message in a new tab or window.
User-added imageSaveWhen you click this icon, it will allow you to download and save a copy of the message to you computer.
User-added imageForwardClick this icon to attach the message to an email that you can send to anyone. 

Recordings

You can find your On-Demand Call Recordings in this folder.
 
User-added image
User-added imagePlayClick this icon to Play the Voice message.
User-added imageSaveWhen you click this icon, it will allow you to download and save a copy of the message to you computer.
User-added imageForwardClick this icon to attach the message to an email that you can send to anyone. 
IMPORTANT: Deleted messages are stored in the Deleted Items folder for 5 days. After which, the deleted messages are permanently removed from RingCentral's system and can no longer be retrieved. For more information on how long you can store your messages, go to Message Storage and Account Data Retention.

back to topics list 
 

View Another User's Voicemail and Faxes 

NOTE: Regular Users do not have access to view another User's messages. Account Administrators have access to view another User's Voicemail and Fax messages ONLY IF the Administrator knows the password of the User that they want to view. Administrators can change another User's password if that User is unable to remember their password.

Step 1:

Log in to your RingCentral Online Account.

Step 2:

Under Admin Portal, click Users, and then the User list will load. 
Under Users wit Extensions, click the name of the User that you want to view.

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Step 3:

Click Messages & Notifications, and then click View Messages.

NOTE: The View Messages option will not be visible if the extension have no messages on their mailbox.

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Step 4:

Enter the password for the extension, then click Submit.

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Use the following buttons to access the messages:

    • User-added image View - Click to view Fax Messages.
    • User-added image Play -  Click the Play button to listen to the voicemail messages.
    • User-added image Save - Click to save the message to your computer.
    • User-added image Forward - Click to forward the message to an email.
 
NOTE: You can set to have the User's messages sent to your email automatically by enabling it in the Messages and Notifications section of the User's extension through the RingCentral Online Account. 
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