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RingCentral app reference guide

Last updated on May 18, 2022
Introduction to the RingCentral app

Welcome Video SMB

The unified RingCentral app is a modern contextual and collaboration-centric app that combines all RingEX features in a single application. This means less toggling between different apps for a streamlined experience.
The main features of this unified app are:

Interacting with the RingCentral app

RingCentral app left-hand navigation bar
  1. Message: Send and view messages via one-on-one, group, or team conversations.
  2. Video: Start, schedule, or join online meetings.
  3. Phone: HUD, phone, and conference calls.
  4. Text: Send and view text messages.
  5. Fax: Send and view fax messages.
  6. Contacts: View, add, and sync contacts from Microsoft or Google.
  7. More: View hidden tabs.
  8. Workspace: Manage individual or shared tasks, events, files, and notes.
  9. Analytics: Navigate to RingEX Analytics Portal (only available for admin).
  10. Customize: Customize the arrangement of your tabs.
  11. Apps: Use external applications and services.
  12. Company settings: Manage your RingEX company settings (only available for admin).
  13. Settings: Set app preferences.
  14. Resource Center: Discover, Help, App info and feedback, and What’s new.


On the Message menu, you can:
  • Communicate with others one-on-one, in a small group, or in a team 
  • Add GIFs and code snippets
  • Invite and communicate with guest users (users outside of your company) for free 
  • Share links and files 
  • Create and manage tasks for yourself or others
  • Share important events to keep your team members informed of your activities

Using Message

Navigate to Message via the left navigation bar. Here, you can message your co-workers, customers, and partners.
Message interface
Message interface left pane
  1. @mentions: View or respond to messages from someone who’s calling your attention.
  2. Bookmarks: Contains messages that have been marked to find later.
  3. Show unread: Control your read and unread conversations.
  4. Favorites: Allows you to view your favorite conversations in one section.
  5. Direct messages: Find one-on-one and group conversations.
  6. Teams: Find your active team conversations.
  7. New folder: Create a new conversations folder to group relevant conversations together.
Message interface conversation pane
  1. Format messages: Use the rich text editor to access formatting options, such as bold, italic, bulleted list, and more.
  2. Attach file: Attach a file from your computer or Google Drive.
  3. Emoji: Select an emoji from the emoji menu by scrolling through or typing keywords into the search bar.
  4. Share a GIF: Select or search for a GIF you want to share.
  5. New task: Create a new task.
  6. New event: Create a new event.
  7. New note: Create a new note.
  8. New code snippet: Create a new code snippet.
Hover over a message to see these options at the top right corner of the message:
  1. Quote: Quote a message and reply to inform others of which comment you’re responding to.
  2. Forward: Forward a message to another user or team.
  3. Pin/Unpin: Save an important message for yourself and your team.
  4. More: Click to use Bookmark/Remove bookmark, New task, or Delete post options.
  5. Reply to task: Click to open the task’s window and reply to the task.
  6. Edit post: Edit a message you sent.


On the Video menu, you can:
  • Start, schedule, or join online meetings directly in the app
  • Host and join video meetings in HD quality from your computer or mobile device
  • Easily switch between your desktop and mobile device while in a meeting
  • Join audio through your computer or by dialing in using domestic and global numbers
  • Share your screen, record, and chat with other meeting attendees during a meeting
  • Share meetings with other attendees
  • Playback meetings
  • Integrate your Microsoft or Google calendar to join and manage meetings scheduled in your calendar

Using Video

Navigate to Video via the left navigation bar. Here, you can start, schedule, and join meetings as well as view meeting recordings.
Video interface
RingCentral Video meeting
You can do the following in a RingCentral Video meeting:
  1. Mute/unmute microphone
  2. Turn on/turn off camera
  3. Share screen
  4. Invite participants
  5. Show/hide participants
  6. Chat with other participants
  7. Raise your hand
  8. Record the meeting
  9. Open Breakout rooms
  10. Change settings, send feedback, and more
  11. Leave/end meeting
  12. Film strip view
  13. Active speaker view
  14. Gallery view
  15. Full screen/Back to window mode
You can also switch your RingCentral Video meeting between the desktop and mobile apps.
Switch between devices during a RingCentral Video meeting


On the Phone menu, you can:
  • Make or receive calls at any time locally or globally with service in over 100 countries
  • Use your carrier minutes, WiFi, or cellular data without dropping a call
  • Protect your data via RingCentral’s encrypted and redundant data networks
  • Review call logs, including missed calls, call recordings, and voicemails
  • Perform call controls such as call flip, call switch, call transfer, and call park

Using Phone

Navigate to Phone via the left navigation bar. Here, you can manage Heads-up display (HUD), calls, voicemails, and conference calls.
Phone interface

Making a call

There are several ways you can make a call in the RingCentral app.
  • Selecting the Dialpad icon at the top right
  • Hovering over an entry in the Call History section and selecting the Phone button at the far right
  • Clicking the Call phone icon anywhere within the app
  • Placing a call via the Recent calls clock icon in the dialpad

Making a call using the dialpad

  1. Click the Dialpad icon at the top right.
  2. Enter the name or number of the person you’d like to call.
  3. Leave the default outbound caller ID or select a new number in the Call from dropdown list.
  4. Click the call button to start the call.
Making a call

Voicemail options

Voicemail options
  1. Play: Listen to the voicemail.
  2. Show transcript: Show the transcript of the voicemail (if available).
  3. Phone: Call back the user.
  4. Text: Send a text message.
  5. Delete: Delete the voicemail.
  6. More: Use Add contact, Mark as read/unread, Download, or Block/Unblock number options.

Incoming call controls

Incoming call controls
  1. Ignore: Let the call ring until the caller hangs up or goes to voicemail.
  2. More: Use Forward or Reply options.
  3. To voicemail: Send the call to voicemail.
  4. Answer: Answer the call.

Active call controls

Active call controls
  1. Mute/Unmute: Mute or unmute your audio.
  2. Keypad: Use the keypad.
  3. Audio: Configure microphone source, speaker source, and volume.
  4. Add: Add a new call.
  5. Video: Switch a voice call with a RingCentral user to a video call or share screen.
  6. More: Use the Hold, Transfer, Record, Park, or Flip options.
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