Using RingCentral - New User Training and Instructions for Getting Started

It’s Just Three Simple Steps!

STEP 1:

Activate your RingCentral account & download the app

STEP 2:

Sign in
to the RingCentral app

STEP 3:

Start using RingCentral
(Get a headset if needed)

STEP 1: Activate Your RingCentral Account and Download the App

IMPORTANT: You must do these steps within 48 hours of receiving the activation email! Otherwise, your invitation will expire, and you’ll have to request reactivation.

  1. You will receive an activation email from support@ringcentral.com with the subject line “You have been added to your company's RingCentral business phone system.”
    1. NOTE: The email lists your UTHSC phone number. If the number listed is incorrect, please STOP HERE and contact the Service Desk at 901.448.2222.
  2. In this email, choose Set Up Account.
  3. On the Secure your account page:
    1. Set your password. (NOTE: This password should only be used when the Single Sign-on option is unavailable, and you cannot sign in with your NetID and password.)
    2. Create your voicemail PIN.
    3. Select a security question.
    4. Choose Activate my account.
  4. Emergency calling location information: If you are asked to enter or confirm your emergency address, enter the primary address where you will be answering RingCentral calls. This location will be used for 911 response.
  5. Close the window that gives you the choice to download the app or go to the website. Do NOT choose either option. (For your UTHSC computer, you will be downloading the RingCentral app from a UTHSC location instead.)
  6. Download and install the RingCentral app on your UTHSC computer(s):
    1. On a UTHSC Windows computer:
      1. Click Start Menu > type Software Center in the Start Menu search bar > click Software Center or press Enter on the keyboard.
      2. Click Applications in the left frame > click RingCentral in the right frame > click Install.
    2. On a UTHSC Mac computer:
      1. Click Go menu > Applications.
      2. Double-click Self Service in the Applications list.
      3. Type RingCentral in the Self Service search bar > click RingCentral in the right frame > click Install.
  7. You also may choose to install the RingCentral app on any personal device(s) on which you want to make or receive calls with your UTHSC phone number. This may be helpful if you work remotely or in multiple locations. NOTE: Use of RingCentral on personal devices is optional.
    1. On your personal computer: Go to support.ringcentral.com/download.html.
    2. On your personal tablet or smartphone: Go to your device’s app store and install RingCentral.

STEP 2: Sign into the RingCentral App

NOTE: If you signed into RingCentral before your UTHSC phone number was moved to RingCentral, go directly to item #2 in this section.

  1. Open the app and choose Sign in on the welcome page.
    1. Choose the Single Sign-on option on the Sign In page.
    2. Enter your NetID@uthsc.edu email address and choose Submit to be redirected to UT Central Authentication and Duo.
    3. Log in with your NetID and password and complete the Duo prompt.
  2. Sign out and sign in again to ensure your UTHSC phone number is active in the RingCentral app:
    1. Click your initials in the top right of the app. Click Sign out.
    2. Sign in again. (Make sure to use the Single Sign-on option.)
    3. Click your initials in the top right of the app. Click View profile. Your Ext and Direct Number should match your UTHSC number. If they do not, repeat this step in 15 minutes. (You also can check that your UTHSC email address is correct.)

STEP 3: Start Using RingCentral (Get a Headset if Needed)

  1. The device on which you install RingCentral needs to have a microphone, or you can use a headset with a microphone. A headset that you already have may work with RingCentral. However, if you need to get one:
    1. For users activated in RingCentral on February 9: Pick up a headset from the Service Desk, located on the 6th floor of the Lamar Alexander Building (877 Madison Avenue). NOTE: You will need to specify if your device is a Mac or Windows and whether it has a USB or USB-C port.
    2. For users activated in RingCentral AFTER February 9: Purchase a headset. See RingCentral’s recommended headsets.
  2. Learn about RingCentral’s phone, voicemail, and fax features. Visit one of our TechConnect articles for guidance:
    1. Quick how-to videos, written instructions, and suggested activities for supported features can be found in the Access RingCentral Training Videos (below).
    2. RingCentral Quick Reference Guide: Written instructions only for supported features
  3. Our support efforts will focus on RingCentral’s phone, voicemail, and fax functions. For help with other features, visit RingCentral support.

GOT A MINUTE? Tell us what you think!

Once you have completed your setup and training videos, please take the time to share your experience via this RingCentral survey, so we can improve the process for future rollouts.


Access RingCentral Training Videos

RingCentral has short, comprehensive video training available on the Get Started on MVP website.

We recommend the following videos and activities to get you started using your RingCentral phone:

  1. WATCH: Introduction to the RingCentral app (1:19)
    READ: Instructions
  1. WATCH: Adding Contacts (1:45) 
    READ: Instructions

Activity: 

  • Add 3-5 personal contacts
  1. WATCH: Configuring Important Settings in the RingCentral App (2:56) 
    READ: Instructions

Activity: 

  • Update Notifications
  • Update Sounds
  • Update Messages badge count
  • Update Caller ID
    • (Beta Tester:  You should do this again, once your number has been ported over)
  • Update Emergency address
  1. WATCH: Accessing Your Extension Settings (0:53) 
    READ: Instructions

Activity: 

  • Click Settings > Select Phone > In the Extension settings section, click Edit
  • This will open a browser window.
  • This lets you conveniently change your extension’s user details, call handling, and greetings without having to re-enter your login credentials in the RingCentral online account.
  • Under Screening, Greeting & Hold Music, you can change your business hours.
    • Click on After Hours, then click Yes
    • Click Custom hours
    • Modify your business hours
    • Click Save
  • Under Call Forwarding and Voicemail, you can change how your Missed Calls are handled.  You can also customize your Voicemail Greeting.
    • Under Voicemail Greeting, click on Edit
    • Under Set Greeting, click on the dropdown and select Custom
    • Under Call me at, enter a new number and click on Call Now
    • Follow the instructions to record and save your message.
    • Click Done
  • Click Save to save your changes.
  1. WATCH: Making Calls and Checking Voicemails (1:57)
    READ: Instructions

    Activity: 

  • ITS recommends using Teams Chat to text and message colleagues.  You can also use Teams to initiate a call from a chat. 
  • Initiate a call using the Dial Pad.
  • Call your office number and leave yourself a voicemail.
  • Initiate a call from the Contact List.
  • Check your call history.
  • Check your voicemail messages.
  1. WATCH: Updating your Voicemail Greeting (1:35)
    READ: Instructions

Activity: 

  • Click Settings > Select Phone > In the Extension settings section, click Edit
  • This will open a browser window.
  • Click Settings
  • Under Call Forwarding and Voicemail, you can customize your Voicemail Greeting.
    • Under Voicemail Greeting, click on Edit
    • Under Set Greeting, click on the dropdown and select Custom
    • Under Call me at, enter a new number and click on Call Now
    • Follow the instructions to record and save your message.
    • Click Done
  • Click Save to save your changes.
  1. WATCH: Transferring Calls (1:35)
    READ: Instructions
  1. WATCH: Using Call Flip (1:03)
    READ: Instructions

Seamlessly continue a call by flipping your phone call to another device (e.g., from your desktop to your cell phone)

Activity: 

  • Click Settings > Select Phone > In the Extension settings section, click Edit
  • This will open a browser window.
  • Click Settings
  • Under Call Forwarding and Voicemail, click Work Hours
  • Under Incoming Calls, click +Add number or coworker
  • Under Name, click on the dropdown and select Number.  Click on the box again to add the Phone Name.
  • Under Number, click and select or type a Number.
  • Click Save.
  • Initiate a RingCentral phone call with a coworker.
  • Flip the call to your cell phone.
  1. WATCH: Setting Your Phone Preferences (1:18)
    READ: Instructions

Activity: 

  • Check your phone settings, following the video or instructions.
  • Check your Default phone app for calling.
  • Check your Caller ID.
  • Check Emergency address.
  • Under Notifications and sounds, check your Audio Settings.
  • Under profile, check your status.
  1. WATCH: Forwarding Voicemail Messages to Email (1:21)
    READ: Instructions

Activity: 

  • Check your messaging notifications, following the video or instructions.

Getting Started on Fax

Advanced Instructions

Details

Article ID: 137667
Created
Tue 1/18/22 5:23 PM
Modified
Tue 2/8/22 6:03 PM