RingCentral for Google
RingCentral for Google | User Guide | Contents | 2
Contents
Introduction . . . 4
About RingCentral for Google . . . 5
About this Guide . . . 5
Basics . . . 5
Installation . . . 7
Verify
Installation . . . 8
Login . . . 9
Collapse and Retract Button . . . 10
Options . . . 11
Application Authorization . . . 12
Dialer . . . 13
Click to Dial . . . 14
Outbound Call . . . 15
Incoming Call . . . 16
New SMS . . . 17
Messages . . . 18
New Message Indicator . . . 19
Message Details . . . 20
RingCentral for Google | User Guide | Contents | 3
Contents—continued
Fax Message . . . 22
Text Message . . . 23
Message Conversation . . . 24
Contacts . . . 25
Contacts Search . . . 26
Contact Details . . . 27
Call Log . . . 28
Call Details . . . 29
RingCentral Conference . . . 30
RingCentral Conference—Google Calendar Invite . . . 31
RingCentral Meetings . . . 32
RingCentral Meeting—Google Calendar Invite . . . 33
RingCentral for Google Hangouts . . . 34
New Google Hangout . . . 35
RingCentral Conference in Google Hangouts . . . 36
RingCentral for Google | User Guide | Introduction | 4
RingCentral for Google | User Guide | Introduction | 5
About RingCentral for Google
RingCentral for Google provides seamless integration between your Google account and your RingCentral services.
It offers these features:
• Use Google Chrome browser on any platform (Windows®, Mac®, and
Chromebook®).
• Make or receive calls through the RingCentral phone system directly from your Gmail account.
• Find your Google and RingCentral contacts combined together in an easy to search screen.
• Enable click-to-dial on any phone number on in your Gmail, allowing you to spend more time servicing clients and less time dialing.
• Send or receive text messages and see them as conversations. • Listen to your voicemails directly from your browser.
• View calls you’ve made, received or missed.
• Schedule RingCentral Conference and RingCentral Meetings from your Google Calendar.
• Integrate RingCentral Conferencing with Google Hangouts to allow participants to dial right into a Hangout.
About this Guide
This guide is designed for users of RingCentral for Google. It shows how to add the application to your browser and how to use the application. This guide also provides some basic troubleshooting tips.
Basics
For optimal user experience, ensure that:
Your Google Chrome is updated to the latest version.
You have set the correct number as your RingCentral Direct Number — you will be making and receiving calls from this number through the Google interface. You can find RingCentral Direct Number in the RingCentral Portal at My Settings > Phones and Numbers > Direct
Numbers.
RingCentral for Google | User Guide | Introduction | 6
RingCentral for Google | User Guide | Installation | 7
Figure 1
Installation
Go to the Google Chrome web store and find RingCentral for Google.
RingCentral for Google | User Guide | Verify Installation | 8
Figure 2
Verify Installation
RingCentral for Google | User Guide | Login | 9
Figure 3
Login
To log into RingCentral for Google, use your RingCentral Direct Number for the phone
number and your RingCentral password. RingCentral for Google is available for all
RingCentral customers.
RingCentral for Google | User Guide | Collapse and Retract Button | 10
Figure 5 Figure 4
Collapse and Retract Button
RingCentral for Google | User Guide | Options | 11
Figure 6
Options
You can also get to these options anytime by clicking on the gear icon in the top navigation bar. 1. Direct Number: This is the number from which outgoing calls will be made. This field cannot be left blank.
2. Press 1 To Start a Call: When you make an outgoing call, RingCentral will first call you at your RingCentral Direct Number. Once you answer the call, you will have an option to press “1” before the call is connected to the other party. If this option is not enabled, then RingCentral will call your number and the dialed number simultaneously.
3. Google Contacts: Displays the RingCentral for Google authorization status. As a user you are required to authorize RingCentral for Google to be able to view your Google contacts on your behalf. This is a one-time procedure unless you revoke the access.
RingCentral for Google | User Guide | Application Authorization | 12
Figure 7 Figure 8 Figure 9
Application Authorization
RingCentral for Google needs to be authorized by you to access your Google contacts. If you do not authorize access, and you attempt to search your RingCentral and Google contacts, RingCentral for Google will present an Authorize pop-up.
RingCentral for Google | User Guide | Dialer | 13
Figure 10
Dialer
RingCentral for Google | User Guide | Click to Dial | 14
Figure 11
Click to Dial
You can also use the click-to-dial feature to make an outbound call. Once you are logged in successfully to RingCentral for Google, all phone numbers in your Gmail become clickable links which, when clicked, will dial that number using your RingCentral phone.
RingCentral for Google | User Guide | Outbound Call | 15
Figure 12 Figure 13 Figure 14
Outbound Call
Once you click on a phone number or use the dial pad to make an outbound call, RingCentral for Google shows the status of your call and your selected RingCentral device will ring. (Fig 12)
After you accept the call on your RingCentral device, you may be prompted to press 1 if you had selected the check box on your setting screen. Once you have accepted the call (either by pressing 1 or simply by picking up the phone depending on your settings), the destination phone will ring. (Fig 13)
Once the call is connected and destination phone is ringing, the status is shown on RingCentral for Google. (Fig 14)
RingCentral for Google | User Guide | Incoming Call | 16
Figure 15 Figure 16
Incoming Call
When you have an incoming call, RingCentral for Google will show you an indicator and start a timer when the call is connected. (Fig 15)
RingCentral for Google | User Guide | New SMS | 17
Figure 18 Figure 17
New SMS
The New SMS screen allows you to send a text message to your Google contacts, your company colleagues, your personal contacts, or any other phone number. The screen allows you to select more than one contact or phone number in case you want the same message to be sent to multiple recipients.
As you start typing in the “To” field, RingCentral for Google will search across your RingCentral Corporate Directory, RingCentral Personal Contacts, and your Google Contacts to try to find a match.
RingCentral for Google | User Guide | Messages | 18
Figure 19
Messages
RingCentral for Google | User Guide | New Message Indicator | 19
Figure 20
New Message Indicator
RingCentral for Google | User Guide | Message Details | 20
Figure 22 Figure 21
Message Details
The message details shows:
Direction of the message (Incoming or Outgoing) Contact name (if available)
Phone number
Message Received or Sent time
A Call button that allows you to make a call to your message sender or recipient
A Send Text button allows you to send a text to your message sender or recipient
RingCentral for Google | User Guide | Voicemail Message | 21
Figure 23
Voicemail Message
In order to listen to your voice message click on the name or number that appears on the message. A voice mail audio control will pop up.
The play button will allow you play your voice message through your computer’s audio A voice message duration is displayed
You can pause and resume anytime the message is playing
You can return a call to person left you this message by clicking on the phone icon
You can send a text message call to person left you this message by clicking on the balloon icon You can flag this message by clicking on the flag icon
RingCentral for Google | User Guide | Fax Message | 22
Figure 24
Fax Message
To view a fax message, click on the name or number that appears on the message. A fax message control will pop up.
RingCentral for Google | User Guide | Text Message | 23
Figure 25
Text Message
When you see a list of messages, the list displays the most recent message if the message is part of a conversation.
RingCentral for Google | User Guide | Message Conversation | 24
Figure 26
Message Conversation
Once you are on the conversation screen, you will see messages that are part of this conversation. The messages are sorted by the time they arrived or were sent. Newer messages are displayed at the bottom.
You can send a new message as part of this conversation by typing in the text box and by pressing the “Send” button, or by hitting the Enter key.
RingCentral for Google | User Guide | Contacts | 25
Figure 27
Contacts
RingCentral for Google allows you access your RingCentral Company Directory, RingCentral Personal Contacts, and Google Contacts.
RingCentral for Google | User Guide | Contacts Search | 26
Figure 28
Contacts Search
RingCentral for Google | User Guide | Contact Details | 27
Figure 29
Contact Details
You can select a contact by clicking on the “I” icon or the contact’s name from the contact search result to view the contact’s details.
You can see the contact’s first name, last name, email and phone number.
When you click the down arrow icon next to a phone number, it will expand to give you an option to initiate a call or send a text message to your contact.
RingCentral for Google | User Guide | Call Log | 28
Figure 30
Call Log
The Call Log screen shows a list of all your calls in the last week. Click on the clock icon on the navigation bar to bring up the Call Log screen.
The Call Log screen is organized into two tabs. The “All” tab displays all your calls, while the “Missed” tab displays a list of calls that you missed.
The list displays the caller name, caller location and time of the call. The list of calls is sorted by time when the call was originated, with the newest calls on top.
The screen allows you to search for a call record. By entering a phone number or caller name in the search box, you can filter the call logs according to the search criteria you entered.
RingCentral for Google | User Guide | Call Details | 29
Figure 31
Call Details
The Call Details screen shows detailed call information.
RingCentral for Google | User Guide | RingCentralConference | 30
Figure 32
RingCentral Conference
You can view your RingCentral Conference information or schedule a new RingCentral conference in the RingCentral Conference screen.
The screen displays the dial-in number, your host code, and the participant code that you distribute to people whom you wish to participate in your conference
When you select international participant checkbox, RingCentral for Google displays a list of countries along with their respective dial-in numbers.
The list is searchable; you can type in first few letters of the country name to avoid scrolling through the entire list. You can select the country by selecting the checkbox for that country name.
RingCentral for Google | User Guide | RingCentral Conference—Google Calendar Invite | 31
Figure 33
RingCentral Conference—Google Calendar Invite
RingCentral for Google | User Guide | RingCentral Meeting—Google Calendar Invite | 32
Figure 34
RingCentral Meetings
You can schedule a RingCentral Meeting with your Google Calendar. RingCentral Meetings allows you to host meetings with audio, video or screen sharing. The calendar icon on the navigation bar brings up RingCentral meeting schedule screen.
The meeting topic is required.
RingCentral for Google | User Guide | RingCentral Meeting—Google Calendar Invite | 33
Figure 35
RingCentral Meeting—Google Calendar Invite
RingCentral for Google | User Guide | RingCentral for Google Hangouts | 34
Figure 36
RingCentral for Google Hangouts
RingCentral for Google Hangouts allows you bridge your RingCentral Conferencing with a Google Hangout, enabling users to dial into the Hangout.
RingCentral for Google | User Guide | New Google Hangout | 35
Figure 37
Figure 38
New Google Hangout
A new Hangout session is initiated in a new browser tab after you click on the Hangout icon.
Right after the session is started Google Hangout will ask if you would like to invite other users to Google Hangout session. Add any participants in this session who wish to participate as Google Hangout users.
Once you are done adding the email addresses for the Hangout users, then click the green Invite button. Alternately, you can simply click Close to close this dialog.
Next, RingCentral for Google Hangouts will prompt you to make a phone call to RingCentral Conferencing on your behalf.
Upon selecting Yes your Hangout session will be connected to your
RingCentral for Google | User Guide | RingCentralConference Control in Google Hangout | 36
Figure 39
RingCentral Conference Control in Google Hangouts
Once the App is connected to your RingCentral Conference, you will see the RingCentral Conference control on your Google Hangout. Your phone participant can call the
RingCentral for Google | User Guide | Troubleshooting | 37
Troubleshooting
Q: I can’t see RingCentral for Google when I login to my Gmail. What is the problem? Does it require some special permission?
A: No, RingCentral for Google does not require any special permission. Make sure RingCentral for Google is installed correctly from the Chrome App store and is enabled — you can see this by going to the Chrome menu, and then to More Tools > Extensions. Also make sure you have not blocked cookies and site data in your Chrome Browser.
Q: Can I use the same RingCentral for Google for many Gmail Accounts?
A: Yes you can. Please make sure you authorize RingCentral for Google with your appropriate Gmail account in order to access your Google contacts.
Q: Can I use the same RingCentral for Google across multiple browsers (IE and Firefox, for example)?
A: No, RingCentral for Google works only on Google Chrome at this time.
Q: I make a call to myself, and the incoming call features are not working.
A: This behavior is expected — calls from your own extension to your own extension will not appear in RingCentral for Google.
Q: I would like to disable this feature for now.
A: Go to the Chrome menu, and then to More Tools > Extensions; you will see RingCentral for Google. Click the trash icon next to it to remove it.
Q: Which Operating Systems are supported?
A: The following Operating Systems are supported: ● Windows XP, 7, 8 and above.
● Mac OS X Mountain Lion and above. ● Chrome OS 39 and above.
