Frequently Asked Questions
RingCentral Office is a cloud-based business phone and fax system. It combines a hosted phone system with advanced call and fax management, reliable VoIP and fax service, and full-featured IP phones that arrive pre-configured and ready for use.
With RingCentral Office, you can easily connect your office, remote and mobile employees under one phone system, regardless of their location.
Unlike expensive, conventional phone systems, RingCentral Office is purchased, activated, setup and managed online, which means we manage it and you use it. By eliminating the need for complex hardware, lengthy installation and technical expertise, you get the functionality and flexibility to easily connect with customers without high costs or hardware hassle.
With one flat, predictable monthly fee, no contracts and zero setup costs, RingCentral Office makes your business communication easy, affordable and accessible from your home, office, or wherever you need to be.
- Setup your phone system to work the way you do
- Connect your office, remote employees and mobile users under one phone system
- Easily support multiple locations, move from one location to another or instantly add new users
- Change answering and forwarding rules online, anytime, anywhere
- Integration with existing phones or mobile devices
- Never miss a call or fax
- Be connected to your phone system in and out of the office
- Customers can reach you or your employees, wherever you are
- Get your voice and fax messages anytime, from anywhere
- Simple, all-inclusive pricing for assured low monthly cost
- Reduce ongoing operating costs
- Unlimited minutes means you never have to worry about overage charges
- You use it, we manage it
- No complex hardware or onsite PBX to install or maintain
- Deliver a professional image
- Sounds like a Fortune 500 company
- One provider for the business phone system, voice and fax
- 24/7 Customer support*
“Cloud-based” means that the core technology infrastructure and global network providing the business phone and fax system functionality is located in our multiple secure data centers and delivered to your business over the web. This eliminates the need for capital investment and the hassle of installing and managing complex hardware in your office.
RingCentral Office is a complete business communications solution with all-inclusive phone, fax, text, online meeting and conferencing. It's ideal for efficient communications and collaboration within employees and offices across devices.
RingCentral Professional is a virtual business phone and fax system, ideal for day-to-day communications by using phones and mobile devices anywhere, anytime, with affordable price.
Purchasing your phone system
RingCentral Office offers simple, all-inclusive pricing with a predictable low monthly cost.
All editions include everything you need for your business, including a cloud-based business phone system, phone and fax service with unlimited calling and faxing anywhere in the US & Canada, online meetings and conferencing, advanced call management, auto attendant, and more.
RingCentral Office comes with a 30-day money back guarantee so there’s no risk in purchasing and trying it for your business. The phones can also be returned for a full refund within 90 days (must be in good condition, complete with all original materials).
No. There are no setup or activation fees.
You can purchase as many lines as you need for your business. We have a number of affordable packages to choose from, and additional lines can also be purchased. For additional details, visit RingCentral Office Editions + Pricing.
To purchase more than 20 lines, please contact a RingCentral Office sales rep at 1-800-720-5758.
We offer business IP Phones and devices at competitive prices so you don’t have to break the bank to get your complete business phone system. See our phone and device options and pricing.
The shipping costs are based on the number of devices and we offer three delivery options.
|# of devices||Ground||2 Day||Overnight|
No commitment is required. You can pay as you go (month-to-month) and cancel at any time. Any devices purchased need to be returned in useable condition for a refund within 90 days of the purchase date.
Currently, RingCentral only accepts credit cards for payment. We will make available additional forms of payment in the future and notify customers when available.
On June 3rd 2005, the Federal Communications Commission (FCC) mandated that all Internet phone service providers interconnected to the public switched telephone network offer E911 as a standard element of their residential and business offerings.
The Federal Universal Service Fund subsidizes telephone service in rural and low-income areas. On June 21, 2006, the FCC voted unanimously to require all interconnected Voice over Internet Protocol (VoIP) services that connect to the public-switched telephone network to contribute to this Fund (USF). This tax changes every quarter.
Simply call us at (888) 898-4591, select option 2 and speak with one of our friendly customer service representatives. Please be ready to verify your account number and billing information as it appears on your account.
Your business phone numbers
Yes. You can transfer (port) your existing toll-free or local phone numbers to RingCentral.
- Complete your purchase of RingCentral Office, selecting temporary phone numbers
- After purchase, log into your account, go to My Settings and click on Transfer an Existing Number
- Complete the online wizard for each number you’d like to transfer
- We also recommend you setup your RingCentral Office system completely and forward your existing numbers to your temporary RingCentral numbers
- This will ensure no downtime after your existing numbers are ported to RingCentral
- Status of your transfer will appear in your online account
The porting process takes approximately 2-4 weeks and is dependent on how quickly your current provider releases the phone numbers. Unfortunately, we cannot help expedite the porting process.
The number you receive upon signup is your own toll free or local number. If you have paid for at least one month of service and your account is active and in good standing, you may keep your numbers. There is no charge for transferring out numbers. Your account must remain active and in good standing during the number porting process.
After completing purchase of RingCentral Office, you can add additional numbers, including Vanity numbers, from within your online account. Go to Settings and click on Phones & Numbers to add a new number. A Vanity number is $4.99 per month, with a one-time charge of $30. Vanity numbers take 5-7 days to be live and you will receive an email once the number has been activated.
Yes. Contact RingCentral at 800-820-3676 to purchase international numbers or international toll-free numbers from over 25 countries for your local presence. An international number takes 7-10 business days to be added to your account. You will receive an notification once your international number is activated.
Setting up your phone system
Your account and phone number are activated immediately and your phones will arrive in 5 to 7 business days (depending on shipping method).
There is no PBX hardware to install or technical contractors needed for an onsite setup to start using your phone system. Once you’ve purchased RingCentral Office, it’s instantly activated so you can immediately receive calls and customize your auto-receptionist, answering rules and virtual extensions from your online account. When your IP phones arrive in 5-7 business days, you simply plug them in and can begin making outbound calls.
We also have Account Specialists available to help you setup your system and show you how easy it is to use the advanced call management features.
No additional telephone lines, PBX hardware or installation is needed. RingCentral will work with any high-speed, stable internet connects and requires a minimum of 64kbps of bandwidth per call. You need a router that will make the internet connection available to your phones/devices.
For best voice quality, we recommend a router that is QoS (Quality of Service) enabled. By configuring your QoS router to prioritize the voice traffic over other internet traffic, you’ll experience better voice quality when your internet is being used for other activities (e.g. downloading large files, watching online videos, etc). Learn more at www.ringcentral.com/support/qos-information.html. You can also run a speed test and see our recommendations under the Test your Bandwidth section.
To ensure voice data can flow through your network router, we recommend enabling port triggering from within your router's configuration pages.
If using IP Phones, enable port triggering:
5060-5090, Type: UDP
16384-16482, Type: UDP
If using the Softphone, enable port triggering:
5060-5090, Type: UDP
8000-8200, Type: UDP
If you are using multiple Softphones on a single network, we also recommend you change the local port number from within each Softphone.
On your Softphone, go to Menu->Options
- Expand the Account Information tab on the left and click on Connection
- Change the Local Port value from 5060 to another available port between 5060-5090. The port number you select should not be used by another Softphone.
Since your phone system is in the cloud and delivered online, the only equipment you need in your office are the IP phones and the router with internet connection.
For use of the RingCentral for Desktop (Softphone) and Microsoft integration, you need the following specifications:
For Windows 7 (or later):
- 2 GHz (32-bit or 64-bit) processor
- Minimum of 1 GB of RAM
- 300 MB of hard drive space
- Microsoft Outlook 2010 or higher
For Mac OS X® 10.8 Mountain Lion (or later):
- Intel® processor
- Minimum of 1 GB of RAM
- 300 MB of hard drive space
Using your dedicated local number and password, you can log in at www.ringcentral.com by clicking on LOGIN in the top right corner of the home page. You can also access your online account from RingCentral mobile and desktop apps.
Log in to your account, select the Settings tab. Click on User Password under your name and extension to reset the password.
The Administrator has full access to make changes to the account setup and configuration. This person will receive the payment and account details upon completion of purchase and ongoing notifications anytime updates are made to the account. The Administrator will also be able to make additional purchases from the account and configure other user’s extensions. Other users will only be able to setup their own extensions.
To log in as an Administrator, use your dedicated local number and administrator password. Only the Administrator will see the Admin Portal tab in their account.
If you are unsure of whom your Administrator is, please contact customer support.
When a caller to the main number does not select an option or extension, they will be automatically directed to the Operator. Operator status can be changed anytime in the account.
Because RingCentral is cloud-based, it’s not dependent on your power or internet connection to continue receiving calls or faxes. Use your mobile phone as one of your forwarding numbers so even if your office internet or power is lost, your calls can still be made and received from your cell phone and even show your business number (RingOut, RingCentral Office iPhone app). Even your faxes can be accessed from your email or browser on your cell phone.
Using your phone system
RingCentral Office delivers complete business functionality and a rich set of features for your office phone system. You'll get everything you need in one complete system with one low price: Reliable phone and fax service with unlimited calling and faxing (US & Canada), online meetings and conferencing, multiple extensions, auto attendant, call forwarding, business SMS and more.
Our philosophy is to keep it simple for business owners. We know that purchasing a phone system can be a complex and cost process. We include all the rich functionality and business features in one low monthly cost so you don’t have to pay per feature per user, which results in much higher costs. Also, many of our customers appreciate that they don’t have to choose only certain features or make tradeoffs. With RingCentral, you get all the business phone and fax system so all the features are available when you need them.
RingCentral Office comes with unlimited minutes for your phone lines, main number and fax number. Unlimited minutes apply to calls anywhere in the US (including Alaska and Hawaii) and Canada and are subject to RingCentral Terms of Service .
Yes, you can. You can view the International rates at www.ringcentral.com/support/international-rates.html . To activate international calling, please call customer service at 1-888-898-4591.
RingCentral receives voicemail and faxes 24x7 and offers several ways for you to access them.
In your online account
All messages will be saved in your online account. Log in to your account and recent messages will be displayed on the Overview page. Click the “Play” button next to the message you want to hear or “View” for fax messages.
Using your RingCentral mobile or desktop apps
Your RingCentral mobile app and desktop app allow you to retrieve your voicemail, fax and text messages. Simply click to listen a voicemail, to view a fax or reply a text message.
You can also have your messages forwarded to your email and text notification by setting up the notification in your account.
Log in to your account and in the right column in Quick Links, click on Greetings. Select the 'New' button for the greeting you want to customize and follow the simple on-screen instructions. You can record your new greeting over the phone or using a microphone connected to your computer or use our default system greetings.
You can also have your greetings professionally recorded. Learn more .
Greetings are limited to 15 minutes
As the Administrator, you can setup your extensions to connect remote employees under one main number, deliver business announcements and more. Each extension can be configured with a wide range of blocking, screening, fax and routing options.
Log in to the Admin Portal and select the Phone System to add or remove a user extension.
Log in to your account and in the right column in Quick Links, click on Answering Rules.' Select ADD RULE and follow the setup wizard.
Yes. Use the Templates tool to configure multiple users' common settings across locations.
You can apply user configuration in bulk for many common categories, such as e911 address, office hours, phone and voicemail greetings, music on hold, outbound caller ID, permission for international calling, notifications, etc.
No. An Admin can only apply settings to user level.
RingCentral for Desktop is the next generation of RingCentral Softphone for your desktop PC and Macintosh. RingCentral for Desktop is a comprehensive communications solution with voice, fax, text, conferencing and web meetings. No need to use separate applications for your day-to-day calls, conferencing and online meetings. Your productivity soars with RingCentral for Desktop’s flexible call management, advanced options and intuitive interface.
To send a fax message, log into your account, click the FaxOut button in the top right corner of the Overview page. Designate a recipient (phone number or select from your Contacts), select a cover page, add the attachment and click Send Fax.
You can also utilize the the print function -- RingCentral for Fax as the printer when you print from any application on your PC. Follow the instructions to specify the recipient, cover page, etc.
To send a fax from your mobile app or desktop app, click on the Compost Fax icon. Enter the recipients' names or fax numbers. Select your cover page, add attachments as you prefer.
For fax via email: You can send a fax by just sending an email. Simply address your fax to the recipient fax number with “@rcfax.com” appended to the number, for example, email@example.com. The subject of your message will be sent as the cover page, and supported attachment types (such as PDF and word documents) will also be sent. Note, you must send from an email address that is included in your RingCentral account. To add an email address, log in to your account and go to Settings – Outbound Fax Settings – enter email address under Email addresses permitted to send faxes: - Add – Save.
You can have all your incoming faxes sent to a printer through a setting in your RingCentral for Desktop (Softphone). Click on the Settings icon from your app, then select Messaging. Enable the option “Automatically print incoming faxes:” and select the printer or machine where you want your faxes printed.
Yes. All RingCentral Office customers can use the mobile app at no additional cost. The app provides access to your entire RingCentral business phone system, including voicemails and faxes. It also allows you to use your RingCentral number as your caller ID, dial by extension, provides access to your entire company directory and much more. RingCentral offers a mobile app for iPhone/iPad and Android smartphones and tablets. Download the application for free from the iTunes store or Google Play.
Presence enables you to detect the phone status of your colleagues and display on your desk phones. Whether using your desk phone, RingCentral Mobile Apps, or RingCentral Desktop Apps, you can now share your presence status – available, busy or on hold – with your admins or colleagues.
Log in and click Settings > Phones & Numbers.
Click the Presence button.
Click the Permissions tab, and set "Allow other users to see my presence" to On.
(You can also choose to let other specific users pick up your calls for you when you're not available.) Click Save.
Yes. Go to the Admin Portal > Phone System, selecting a user, clicking Settings > Phones & Numbers, then click the Presence button on the User Details page. Set "Allow other users to see my presence" to On or Off.
As a user, when your colleagues set their Presence Permissions to allow other users to see their presence, you can choose to display their status on your Presence-capable phone.
By using RingCentral for Desktop, you can also view your colleagues' real-time presence, across devices, from your Contacts and Favorites.
If you have a Presence-capable desk phone, the monitor lights of colleagues you're following will blink when the line is ringing or the call is on hold. It will show a steady light when the line is in use.
If the line is blinking, and you have permission, you can pick up the call, whether it's ringing or on hold.
To choose which colleagues to monitor, go to Settings > Phones & Numbers, click the Presence, and choose the Appearance tab. Here you can select which colleagues you would like to display on your Presence-capable phone so you can monitor their phone status.
This menu will have spaces for the number of line monitors your specific phone can display. The first two slots are dedicated to your own user calls. For each additional available line, you can select a user to monitor. Click "Preview on my phone" to see graphically how it will display on your specific type of phone. if your phone has Presence capability.
Yes. RingCentral Presence can monitor multiple devices, not just desk phones: smartphones, soft phones.
If a colleague's line is blinking, which means it's ringing or on hold, if you have permission you can pick up the line.
If a line is idle (not lighted), you can press that line to quick-dial that person.
If a line is idle, you can press that line when doing a transfer as a quick-dial for the transfer.
To transfer a call directly to someone’s voicemail, perform a blind transfer and use *0 followed by the extension, instead of just the extension:
* Polycom: Transfer -> Blind -> *0 EXTNUM -> Send * Cisco: BlindXfer -> *0 EXTNUM -> Dial
Once activated for an extension by an admin, automatic call recording will record all of that extension's incoming and outgoing calls. Recordings can be enabled for individual or multiple users as well as for departments, and can be downloaded or played back anytime. You must have RingCentral Office (Premium or Enterprise) to use automatic recordings.
Business SMS is a feature for the RingCentral cloud business phone system that lets users exchange unlimited of text messages with colleagues, clients, and department groups, using their RingCentral business number. RingCentral offers integrated Business SMS in its phone service via RingCentral mobile apps (iOS and Android) and desktop apps (Windows and Mac.)
RingCentral Conferencing offers unlimited audio conference-call hosting and participation to all your users. Each of your users can host a conference call with up to 1,000 attendees, with one-click invites.
The RingCentral for Salesforce works with your Salesforce.com account to enhance your CRM experience with capabilities and conveniences such as click-to-call, live call records, and automated call logging. Inbound calls bring up relevant account records instantly, enhancing customer interaction.
RingCentral for Zendesk works with your Zendesk.com account to enhance the customer service experience with capabilities and conveniences such as click-to-call and automated new ticket creation. Inbound calls bring up relevant customer records instantly, enhancing call efficiency.
RingCentral for Desk is a cloud-based app that integrate RingCentral phone system with Desk.com. The app features easy click-to-call within Desk.com and automatic case creation for any received call. RingCentral for Desk is designed to boost Desk.com agent's efficiency that delivers better customer service to your customers.
RingCentral Shared Lines lets you create a phone group that shares multiple lines, so that incoming calls ring on all the assigned phones. Calls can be answered from any of the assigned phones.
A Paging Only group is a collection of paging devices and/or desk phones that can receive a paging call. A Paging Only group also allows real-time announcements to be made to multiple desk phones and/or overhead paging devices. Typically, a paging group is designed to maintain communications coverage in certain areas of a building (e.g. “Warehouse” or “2nd Floor”). Paging Only groups have an assigned extension, but cannot receive or originate voice calls.
Paging is supported by all RingCentral Office Editions.
Paging is supported by all RingCentral phone models:
- Polycom: IP 321, IP 335, IP 650, VVX 310, VVX 410, and VVX 500
- Cisco: SPA-303, SPA-508G, SPA-514G, and SPA-525G2
RingCentral Office supports native SIP (Session Initiation Protocol) paging devices. The following models are supported:
- CyberData V2 Celling speakers (for indoor)
- CyberData V2 Paging amplifiers (for outdoor)
No. RingCentral currently does not provide overhead devices or installation services. Paging devices can be sourced from Telecom / VoIP equipment resellers, and often these resellers can also assist with installation.
Your mobile devices and RingCentral desktop apps cannot receive pages. Paging feature is only available on desk phones and supported paging devices. However, you can page a group from mobile devices and RingCentral desktop apps by dialing DTMF (Dual-tone multi-frequency signaling) code *84 and a paging group number.
Note: You need to enable the VoIP Calling mode on your mobile device in order to use Paging.
Paging is a one-way broadcast to one or multiple devices/users. Intercom is peer-to-peer, two-way communication between two devices/users.
Phones and Devices
You have the option of purchasing business-class IP phones and devices for your business phone system.
Your IP phones will arrive approximately 5 to 7 business days from the day of ordering, depending on the shipping method selected. After order processing, procurement and packaging, we ship FedEx or USPS ground, 2-day or overnight delivery. The best part is that the phones arrive Plug & Ring ready so all you have to do is plug them into your router/Internet and start making calls.
Yes. If you want to use your existing analog telephones, all you need is the Cisco SPA-122 ATA. Connect the ATA to your router and connect your analog phone to the ATA. This will allow the ATA to convert the digital RingCentral phone line to analog so it works with your telephones.
Yes. RingCentral Office can be used with most SIP compatible IP phones. They need to be unlocked by your original provider and will require manual configuration.
Important: Please note that our support team will not be able to troubleshoot or configure IP phones purchased from another vendor. We recommend customers take advantage of the simplicity of our pre-configured IP phones.
We currently do not sell hardware as a separate item. If you need to replace an existing phone, you can do so at no additional cost by calling customer service if the phone is being replaced within one year of purchase.
Yes. RingCentral offers Yealink cordless phones to provide your business with in-office mobility. You have the option to purchase or rent Yealink phones.
If you want to use a different cordless telephone, all you need is the Cisco SPA-122 ATA. Connect the ATA to your router and connect your cordless phone to the ATA. This will allow the ATA to convert the digital RingCentral phone line to analog so it works with your telephones.
ATA is an acronym for Analog Telephone Adapter. An ATA usually takes the form of a small box with a power adapter. It allows you to connect your traditional analog phones to the Internet and place Voice over Internet Protocol (VoIP) calls.
Yes. You can still use your fax machine to send faxes (all incoming faxes will be received by internet fax) by connecting it to an ATA and connecting the ATA to your router. You will need to buy a RingCentral Office line dedicated for the fax machine to replace the existing phone line.
These models are Presence-capable: Cisco SPA508G, Cisco SPA514G, Cisco SPA525G2, Cisco 303, Polycom IP 650, Polycom VVX 310, Polycom VVX 410, and Polycom VVX 500.
If your phone does not have Presence capability, you can order presence-capable phones or expansion modules through the normal RingCentral order process, either as an initial order or as an add-on.
Or you can order supported phones or add-on expansion modules based on the Cisco and Polycom line.
You can also purchase an expansion module or "side car" add-on device that attaches to the side of your desk phone and adds from 14 up to 70 monitor lights.
All Polycom and Cisco desk phones (except Polycom IP321) and conference phones support HD Voice capability. In addition, RingCentral for Desktop (softphone) and RingCentral mobile apps also support HD Voice.
Yes. RingCentral VoIP service is encrypted with secure voice between endpoints on the network -- including desk phones, conference phones, RingCentral mobile app and desktop app -- to safeguard your day-to-day business communications.
Analytics and Reporting
RingCentral gives you the ability to create reports with historical call activities, such as inbound and outbound call volume, total number of calls, information about missed/answered calls, average calls per day per user, times, etc.
Yes, with an admin account you can view quick reports for call summary, queue activities and user activities.
Inbound and outbound voice calls are counted. Fax and extension-to-extension calls are excluded.
It defaults to the time zone specified in the regional settings of the logged-in user.
There are several filters available in the Queue Activity tab:
- Internal/External Filter is focused on inbound calls to Call Queues, if used by the customer. This filter allows you to exclude calls that came into the queue from another extension and allows you to focus on only external calls.
- Dialed-Number Filter allows you to filter calls by the inbound number actually called. This allows you to distinguish the number called from the extension reached through call forwarding.
- Call-Length Filter allows you to exclude short calls that are typically misdials or hang-ups. This allows you to measure your answer rates on calls that you had the opportunity to answer.
Need help or support?
*24/7 Customer Phone Support available for Office customers with 2 or more Users
Phone Support Monday – Friday, 8am – 9pm EST / 5am – 6pm PST for Professional^and Office customers with 1 User
Customers with Fax or ^Professional Pro plans should open a case at http://success.ringcentral.com/RCSupportPortalCreateNewCase