What is RingCentral Office?
RingCentral Office is a cloud-based business communications system with enterprise-grade voice, fax, text, online meetings, conferencing, and collaboration.
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, set up 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.
What are the benefits of RingCentral Office?
What’s a cloud-based phone system?
“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.
What is the difference between RingCentral Office and RingCentral Professional?
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 with employees and within 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 and affordable price.
How much does RingCentral Office cost?
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 and Canada, online meetings and conferencing, advanced call management, auto attendant, and more.
Is there a free trial for RingCentral Office?
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).
Is there a setup fee?
No. There are no setup or activation fees.
How many lines can I purchase?
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 Plans and Pricing.
To purchase more than 20 lines, please contact a RingCentral Office sales rep at (800) 451-5071.
What is the cost of the devices?
What are the shipping costs?
Please contact sales for estimated shipping costs and delivery options.
What kind of commitment do I have to make?
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.
What are my payment options?
Currently, RingCentral only accepts credit cards for payment. We will make available additional forms of payment in the future and notify customers when available.
Why is there an e911 fee?
In 2005, the US Federal Communications mandated that all internet phone service providers interconnected to the public switched telephone network offer enhanced 911 (e911) as a standart element of their residental and business offerings. RingCentral offers 911/e911 in the US and Canada, and this fee is used to recover associated costs.
What is the universal service charge?
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.
How do I cancel my subscription?
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.
Can I transfer my existing phone numbers to RingCentral?
Yes. You can transfer (port) your existing toll-free or local phone numbers to RingCentral.
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.
Do I “own” my number? Can I keep my toll-free or local number if I choose to cancel?
The number you receive upon sign-up 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.
How do I select vanity numbers?
After completing the 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 Cdn $4.99 per month, with a one-time charge of Cdn $30. Vanity numbers take 5-7 days to be live and you will receive an email once the number has been activated.
Can I purchase an international number?
Yes. RingCentral offers a variety of options for you to expand your international presence.
You can purchase RingCentral Global Office licenses for your employees at international offices from the supported countries. You can choose a preferred number, and activation is only few clicks away. RingCentral Global Office comes with inclusive calling minutes for international outbound calls.
You can also purchase international numbers (local or toll-free) as a caller ID from over 75 countries by contacting RingCentral at 800-921-4302. An international number takes 7-21 business days to be added to your account, depending on the requirements from each country. You will be notified once your international number is activated.
What is RingCentral Global Office?
RingCentral offers Global Office as an additional service that allows your company to expand your current phone system to international offices in supported countries.
Simply add your international offices’ extensions into your current account so you can easily manage one cloud phone system across international offices. Enjoy efficient office-to-office communications with free extension-to-extension dialing and cost-effective international calling with competitive dial plans. Learn more >>
How long does RingCentral Office take to activate?
Your account and phone number are activated immediately and your phones will arrive in 5-7 business days (depending on shipping method).
What’s involved in setting up my RingCentral Office business phone system?
There is no PBX hardware to install or technical contractors needed for an on-site 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.
We also have Account Specialists available to help you set up your system and show you how easy it is to use the advanced call management features.
Do I need special equipment or a router to make this work?
No additional telephone lines, PBX hardware, or installation are needed. RingCentral will work with any high-speed, stable internet connection and requires a minimum of 64 kbps 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 ringcentral.ca/support/qos-information.html. You can also run a speed test and see our recommendations under the Test Your Bandwidth section.
Do I need to adjust my network router settings?
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
What are the minimum system requirements?
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):
For Mac OS X® 10.8 Mountain Lion (or later):
How do I log in to my account?
Using your dedicated local number and password, you can log in at ringcentral.ca 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.
How do I reset my password?
Log in to your account, select the Settings tab. Click on User Password under your name and extension to reset the password.
What is the administrator?
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 set up 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 who your administrator is, please contact customer support.
What is the operator?
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.
What happens when I lose power or my internet connection?
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.
Can I set up department codes for every transaction?
Yes. RingCentral provides cost center management tools, so you can control your budget by assigning a department or group code to purchases of RingCentral services and devices.
Does RingCentral phone system support Single Sign-On?
Yes. RingCentral supports SMAL 2.0 profile-based Identity Provider. Office Premium and Enterprise customers can enable the Single Sign-On feature that allows users to log in to RingCentral by using their own corporate identity.
What features are included with RingCentral Office?
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 and Canada), online meetings and conferencing, multiple extensions, auto attendant, call forwarding, business SMS, and more.
I only want to use certain features; can I purchase those separately?
No. Our philosophy is to keep it simple for business owners. We know that purchasing a phone system can be a complex and costly 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 trade-offs. With RingCentral, you get a comprehensive business phone and fax system, so all the features are available when you need them.
How many minutes are included with my account?
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.
Can I make international calls?
Yes, you can. You can view the international rates at ringcentral.ca/support/international-rates.html. To activate international calling, please call customer service at (888) 898-4591.
How do I retrieve my voice, fax, and text messages?
RingCentral receives voicemail and faxes 24/7 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 to a voicemail, view a fax, or reply to a text message.
You can also have your messages forwarded to your email and text notification by setting up the notification in your account.
How do I set up my greeting?
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, using a microphone connected to your computer, or use our default system greetings.
You can also have your greetings professionally recorded. Learn more >>
Is there a limit to the length of voicemail greetings?
Greetings are limited to 15 minutes.
How do I set up my company extensions?
As the administrator, you can set up user 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 Users to add or remove a user extension.
How do I customize my answering rules?
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.
As an administrator, can I configure multiple users’ settings at once?
Yes. Use the Templates tool to configure multiple users’ common settings across locations.
What type of configurations can I apply in a batch?
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.
Can I apply settings to a call queue group?
No. An admin can only apply settings to the user level.
What is RingCentral for Desktop?
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. Learn more >>
What is head-up display?
Head Up Display (HUD) is a feature within RingCentral for Desktop. Ideal for receptionists and executive assistants, it allows users to view colleagues’ real-time presence, plus manage multiple incoming calls—including transferring calls, adding users to an existing call, and picking up calls on behalf of other colleagues.
How do I send an internet fax message?
To send a fax message, log in to 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 print function. Choose RingCentral for Fax as the printer when you print from any application on your computer. 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, firstname.lastname@example.org. 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.
Can I have my incoming faxes automatically printed?
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.
Can I use the RingCentral mobile apps with my service?
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.
Learn more at ringcentral.ca/office/features/rcmobile/overview.html.
What is “presence”?
Presence enables you to detect the phone status of your colleagues and display on your desk phones. Whether using your desk phone, smartphone or softphone, you can now share your presence status—available, busy, or on hold—with your admins and colleagues.
How do I configure presence for my own line?
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.
As an admin, can I manage presence settings for users?
Yes. Go to the Admin Portal > Users, select a user, click 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.
Using presence, how do I monitor the phone-line status of my colleagues?
If your colleagues have set their Presence Permissions to allow other users to see their presence, you can 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.
Using presence, how do I tell if a colleague’s line is busy?
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.
Using presence, how do I choose specific colleagues to monitor?
To choose which colleagues to monitor, go to Settings > Phones & Numbers, click 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.
Can I monitor the presence of colleagues who are using smartphones, too?
Yes. RingCentral Presence can monitor multiple devices, not just desk phones: smartphones, softphones.
How do I use presence-monitored lines?
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.
With presence, how do I transfer a call directly to voicemail?
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
How does automatic call recording work?
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.
View more information >>
What is Business SMS?
Business SMS is a feature for the RingCentral cloud business phone system that lets users exchange unlimited text messages with colleagues, clients, and department
groups, using their RingCentral business numbers. RingCentral offers integrated Business SMS in its phone service via RingCentral mobile apps (iOS and Android) and desktop apps (Windows and Mac.)
What is RingCentral Conferencing?
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.
View more information >>
What is the RingCentral for Salesforce®?
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.
View more information >>
What is RingCentral for Zendesk®?
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. Learn more >>
What is RingCentral for Desk?
RingCentral for Desk is a cloud-based app that integrates the 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 agents’ efficiency to deliver better customer service to their customers. Learn more >>
What is RingCentral for Oracle® Sales Cloud?
RingCentral for Oracle Sales Cloud provides real-time connectivity between Oracle Sales Cloud CRM and RingCentral. Your customer service agents can make and receive calls directly from within Oracle Sales Cloud. Instantly view call records, efficiently manage customer interactions, and deliver superior levels of customer service.
What is RingCentral Shared Lines?
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.
View more information >>
What is a Paging Only group?
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.
Which RingCentral service supports the paging feature?
Paging is supported by all RingCentral Office editions.
Which desk phone models support the paging?
Paging is supported by RingCentral phone models:
Which overhead paging devices support the aging?
RingCentral Office supports native SIP (Session Initiation Protocol) paging devices. The following models are supported:
Can I purchase these overhead-paging devices from RingCentral?
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.
Can paging be used on the mobile or desktop apps?
Your mobile devices and RingCentral desktop apps cannot receive pages. The 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.
What is the difference between paging and intercom?
Paging is a one-way broadcast to one or multiple devices/users. Intercom is peer-to-peer, two-way communication between two devices/users.
What devices do you sell with RingCentral Office?
You have the option of purchasing business-class IP phones and devices for your business phone system. Learn about your phone and device options.
How long before my phones arrive?
Your IP phones will arrive approximately 5-7 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. For international branch offices, the phone devices may arrive between 1 to 3 weeks, depending on the locations. The phones are pre-configured and ready for you to connect to your router/internet and make calls.
Can I use my existing analog phones with RingCentral Office?
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.
Can I use my existing IP phones with RingCentral Office?
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 preconfigured IP phones.
Can I buy phones without purchasing additional service?
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.
Can I use a cordless phone?
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.
What is an ATA?
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.
Learn more about the Cisco SPA-122 ATA >>
Can I use my fax machine with RingCentral Office?
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.
Which phones are presence-capable?
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.
Can I add to the presence capability of my desk phone?
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.
Do all RingCentral phone devices support HD voice?
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.
Are my calls secure with RingCentral service?
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.
What types of reports can I generate for my account?
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.
Am I able to view reports from RingCentral mobile apps?
Yes, with an admin account you can view quick reports for call summary, queue activities, and user activities.
What types of calls are counted in the calls shown on the dashboard?
Inbound and outbound voice calls are counted. Fax and extension-to-extension calls are excluded.
What time zone does the hourly activity chart default to?
It defaults to the time zone specified in the regional settings of the logged-in user.
What are the filters used in the Queue Activity tab?
There are several filters available in the Queue Activity tab:
Find the answers to all of your questions.
*24/7 customer phone support available for Office customers with two or more users.
Phone support: Monday–Friday, 8 a.m.–9 p.m. ET / 5 a.m.–6 p.m. PT for Professional and Office customers with one user.
Customers with Fax or Professional Pro plans should open a case at http://success.ringcentral.com/RCSupportPortalCreateNewCase