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RINGCENTRAL TIPS AND TRICKS

TIP #1 ANSWER CALL BY A LIVE ATTENDANT

TIP #2 CREATE ANY CUSTOM GREETING

TIP #3 THE SOFT PHONE

TIP #4 TRANSFERRING A CALL TO AN EXTENSION

TIP #5 HUNTING FOR SOMEONE TO ANSWER

TIP #6 CONTROLLING SOFT PHONE OUTBOUND CALLS

TIP #7 MUSIC ON HOLD OR ADVERTISING?

 MY TOP 7
RINGCENTRAL TIPS AND TRICKS

One of the most

powerful tools of
RingCentral is its
ability to create
business rules:
during business
hours, after hours
and just about any
time / day that you
specify.

TIP #1 ANSWER
CALL BY A LIVE
ATTENDANT

Unfortunately, this
is not so intuitive
within the
RingCentral
documentation. The
default is set for the automated introductory greeting to answer the call. In order to change
the default setting:

1) Select Answering Mode to “Full Call Control”

2) Screen my calls to Play Introductory Greeting – “No – Play Music on Hold Only”
3) Fill in the rest of the options based on your speci�ic next steps.

Note: This rule basically says, “When a call is received, play music on hold until someone
picks up. The music on hold is a custom song by “Eric Daniels – Enter the Action.” Interrupt
the music every 15 seconds with “Thank you. Stay on the line.” Wait 15 second before
forwarding the call to the next receptionist’s phone #. If he/she does not pick up, then send
messages to voice mail.

1 Page Top 7 RingCentral Tips and Tricks

TIP #2 CREATE ANY CUSTOM GREETING

Any greeting can be

customized with
your own voice and
/ or music.
However, what’s
not so clear is how
to do it. Follow
these instructions:

1) Click on the
My Settings Tab.
2) Select
Settings from the
left side tab.
3) Choose
“New” from the
Greetings Rule selection.”
4) On the next page, choose
“Import / Record with
Microphone.”

TIP: It’s easy to record directly

into your PC microphone or a
dedicated headset. However, you
can also record a greeting and
save it as a .WAV �ile and then
import it into the greetings
selection that you want to
customize.

This works extremely well if you

know someone who has that
special voice that will make all
the difference to your company’s persona.

We, in fact, had a colleague who also happened to be a voice over professional, record all of
our greetings. We then converted them to .WAV �iles with Audacity and uploaded them to
our service.

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TIP #3 THE SOFT PHONE
The soft phone is one of the most unique components of RingCentral. Essentially it allows
you to make or receive phone calls. Bear in mind, though, if you select the 1 line system,
only one soft phone user can dial out at a time.

Also, the Macintosh version of the soft phone is

slightly less functional than the PC version.
RingCentral has admitted that they are a little
behind on Mac support.

Witness these two versions of the soft phone.

On the Mac, you’re limited to this version. But,
on the PC, under menu, options, you can make
your call controller look like this, which is
much cooler.

In the Mac version the “menu” button is simply

an icon. But, in the PC version, “menu” is
actually an item that you can select.

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TIP #4 TRANSFERRING A CALL TO AN EXTENSION
XTENSION

Each setup is given a certain number of extensions. These extensions can be customized
any way that you want. And, in fact, each extension can have their own business rules,
hours of “operations” and much more.

The “operator” has the ability to transfer calls to any extension in your particular setup. If
you do not have a live operator, then the automated greeting can be recorded to give the
caller the option to dial an extension for a company directory.

To transfer a call from a live operator or even from whomever picks up the phone:

1) Put the caller on hold by pressing (# #)

2) Press (*) for “more options”
3) Press 1 to “transfer this call”
4) Enter the destination extension or telephone # and press #

EXAMPLE to transfer to Extension 105: ##, *, 1, 105#

Note: This feature really makes you look like a BIG company. The caller does not know that
the call can be forwarded within your physical boundaries or clear across the world. It’s all
virtual!

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TIP #5 HUNTING FOR SOMEONE TO ANSWER
WER
This feature is really cool and it’s set up just like the big dedicated PBX systems. Essentially
the idea is to keep searching for someone who will answer the caller. This is called the
hunting feature.

It’s found under “My Settings” from the main RingCentral menu. This is a simple example
that says to forward my calls to Marina’s MJ and ring 4 times before going to the next
option.

In this example, you can actually have as many “active” phone numbers to ring in sequence
or simultaneously as you want. This is a great option, if you have multiple people that you
want to give the ability to “answer” the call before it goes into voice mail.

TIP #6 CONTROLLING SOFT PHONE OUTBOUND CALLS

A slightly confusing option that was not easy to �ind is “who controls the soft phone
outbound calls?” In this example, the “PC MacBook5-1” is the person who has the controls
of the soft phone for outbound calls. However, you can reassign controls to anyone who has
downloaded the soft phone within you company, by clicking the “reassign” button.

This feature can be found from the My Settings tab in the main menu and selecting “Show
All Digital Lines.”

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TIP #7 MUSIC ON HOLD OR ADVERTISING?
G?

Music on hold is a little misleading. The “on hold” music doesn’t have to be music at all. In
fact, it could easily be a voice message. You can use each “hold” music as a advertising for a
product or to remind someone to take some sort of action.

The way to change the “on hold” message or music is to select new and either record via
your computers mic or to import a .WAV �ile as seen before in greetings. In the above
example, we have celebrity music as the “on hold” music.

NOTE: RingCentral requires that the .WAV �iles be in a certain format, kHz, etc. Check the
actual documentation before uploading your �iles.

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