Frequently Asked Questions
RingCentral Office is a cloud-based business phone and fax system. It combines a hosted phone system with advanced call and fax management, reliable phone and fax service, and full-featured IP phones that arrive preconfigured and ready for use.
With RingCentral Office, you can easily connect your office, remote, and mobile employees under one phone system, regardless of their locations.
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 or setup costs, RingCentral Office makes your business communication easy, affordable, and accessible from your home, office, or wherever you need to be.
Purchasing your phone system
RingCentral Office offers simple, all-inclusive pricing with a predictable low monthly cost.
All plans include everything you need for your business, including a cloud-based business phone system, phone and fax service with calling and faxing anywhere in the UK, integrated fax and advanced call management with voicemail, auto-receptionist, call forwarding and more.
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).
No. There are no setup or activation fees.
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 + Pricing.To purchase more than 20 lines, please contact a RingCentral Office sales rep at 0800 098 8136.
We offer business IP Phones and devices at competitive prices so you don't have to break the bank to get your complete business phone system. See our phone and device options and pricing.
Please contact sales for estimated shipping costs and delivery options.
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.
RingCentral accepts credit cards and invoices for payment.
Simply call us at 0800 098 8136, 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.
- Setup your phone system to work the way you do
- Connect your office, remote employees and mobile users under one phone system
- Easily support multiple locations, move from one location to another or instantly add new users
- Change answering and forwarding rules online, anytime, anywhere
- Integration with existing phones or mobile devices
- Never miss a call or fax
- Be connected to your phone system in and out of the office
- Customers can reach you or your employees, wherever you are
- Get your voice and fax messages anytime, from anywhere
- Simple, all-inclusive pricing for assured low monthly cost
- Reduce on-going operating costs
- You use it, we manage it
- No complex hardware or onsite PBX to install or maintain
- Deliver a professional image
- Sounds like a FTSE 100 company
- One provider for the business phone system, voice and fax
- 24/7 Customer support*
“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 centres 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.
Your business phone numbers
Yes. You can transfer (port) your existing freephone or local phone numbers to RingCentral.
- Complete your purchase of RingCentral Office, selecting temporary phone numbers
- After purchase, log into your account, go to My Settings and click on Transfer an Existing Number
- Complete the online wizard for each number you'd like to transfer
- We also recommend you setup your RingCentral Office system completely and forward your existing numbers to your temporary RingCentral numbers
- This will ensure no downtime after your existing numbers are ported to RingCentral
- Status of your transfer will appear in your online account
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.
The number you receive upon signup is your own freephone 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.
After completing purchase of RingCentral Office, you can add additional numbers from within your online account. Logged in as Administrator, under " Company Number and Info" click "Add Number".
Contact RingCentral UK at 0800 098 8136 to purchase local and/or freephone International Numbers in over 25 countries. It takes 7-10 business days to add an international number to your account. You will receive notification once your international number is activated.
Setting up your phone system
Your account and phone number are activated immediately and your phones will arrive in 5 to 7 business days (depending on shipping method).
There is no PBX hardware to install or technical contractors needed for an onsite setup to start using your phone system. Once you've purchased RingCentral Office, it's instantly activated so you can immediately receive calls and customise your auto-receptionist, answering rules and virtual extensions from your online account. When your IP phones arrive in 5-7 business days, you simply plug them in and can begin making outbound calls.
We also have Account Specialists available to help you setup your system and show you how easy it is to use the advanced call management features.
No additional telephone lines, PBX hardware or installation is needed. RingCentral will work with any high-speed, stable internet connects and requires a minimum of 64kbps 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 prioritise 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 www.ringcentral.co.uk/support/qos-information.html. You can also run a speed test and see our recommendations under the Test your Bandwidth section.
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
If you are using multiple Softphones on a single network, we also recommend you change the local port number from within each Softphone.
- On your Softphone, go to Menu->Options
- Expand the Account Information tab on the left and click on Connection
- Change the Local Port value from 5060 to another available port between 5060-5090. The port number you select should not be used by another Softphone.
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):
- 2 GHz (32-bit or 64-bit) processor
- Minimum of 1 GB of RAM
- 300 MB of hard drive space
- Microsoft Outlook 2010 or higher
For Mac OS X® 10.8 Mountain Lion (or later):
- Intel® processor
- Minimum of 1 GB of RAM
- 300 MB of hard drive space
Using your dedicated local number and password, you can log in at www.ringcentral.co.uk by clicking on LOGIN in the top right corner of the home page. You can also access your online account from RingCentral mobile app or desktop app.
Log in to your account, select the Settings tab and click your Name/Extension tab. Click on User Password option to reset the password.
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 on-going 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 setup 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 the top central part of the account screen. If you are unsure of who your Administrator is, please contact customer support.
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.
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 mobile phone and even show your business number (RingOut, RC Office iPhone app). Even your faxes can be accessed from your email or browser on your mobile phone.
Yes. RingCentral provides cost centre management tools. These tools help in controlling budget by assigning a department or group code to purchases of RingCentral services and devices.
Using your phone system
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 a number of free, or unlimited calling and faxing (UK), multiple extensions, auto-receptionist with a dial-by-name directory, voicemail with email delivery, call forwarding and more.
Our philosophy is to keep it simple for business owners. We know that purchasing a phone system can be a complex and cost 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 all the business phone and fax system so all the features are available when you need them.
Depending on your package RingCentral Office comes with 500, 1000, or unlimited monthly minutes per user for your phone lines, main number and fax number. Minutes apply to calls anywhere in the UK and are subject to RingCentral Terms of Service.
Yes, you can. To activate international calling, please call customer service at 0800 098 8136.
RingCentral receives voicemail and faxes 24x7 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 app
Your RingCentral Mobile app and Desktop app allow you to retrieve your voicemail and fax messages. Simply click on the message to listen to a voicemail or to view a fax.
You can also have your voice and fax messages forwarded to your email. Under user settings, go to Messages & Notifications and choose Notifications.
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 customise and follow the simple on-screen instructions. You can record your new greeting over the phone or by using a microphone connected to your computer, or use our default system greetings.
You can also have your greetings professionally recorded. Learn more.
Greetings are limited to 15 minutes
As an Administrator, you can setup your 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.
Logging in as an administrator, click on the Admin Portal tab at the top central part of the screen and select the Phone System to add or remove a user extension.
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.
Yes. Use the Templates tool to configure multiple users’ common settings across locations.
You can apply user configuration in bulk for many common categories, such as e999 address, office hours, phone and voicemail greetings, music on hold, outbound caller ID, permission for international calling, notifications, etc.
No. An Admin can only apply settings to users.
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, messaging, conferencing and web meetings. RingCentral for Desktop’s flexible call management, advanced options and intuitive interface helps manage all your communication needs from a single application.
Heads 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.
To send a fax message, log into your account, click the FaxOut button in the right corner of the main menu bar. 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 -- RingCentral for Fax as the printer when you print from any application on your PC. 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 perfer.
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.co.uk” appended to the number, for example, firstname.lastname@example.org. The subject of your message will be sent as the cover page, and the body 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.
You can have all your incoming faxes sent to a printer through a setting in your RingCentral for Desktop (Softphone). In your Softphone, go to Menu->Options->Faxes and under “Printing” check the box next to “Automatically print incoming faxes to:” and select the printer or machine where you want your faxes printed. This features is only available in RingCentral for Desktop - Windows edition only.
Yes. All RingCentral Office customers can use the smartphone application 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 when you make business calls from your iPhone, dial by extension, provides access to your entire company directory and much more. RingCentral offers a mobile app for iPhone/iPad and Android devices. Download the application for free from the iTunes store or Google Play.
Learn more at www.ringcentral.co.uk/office/features/rcmobile/overview.html.
Presence enables you to detect the phone status of your colleagues and display on your desk phones. Whether using your desk phone, smartphone or soft phone, you can now share your presence status – available, busy or on hold – with your admins or colleagues.
Log in and click Settings ->Phones & Numbers.
Click the Presence button on the User Details page.
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.
Yes. Go to "Users" tab, selecting a user, clicking 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.
As a user, when your colleagues set their Presence Permissions to allow other users to see their presence, you can choose to 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.
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.
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.
Yes. RingCentral Presence can monitor multiple devices, not just desk phones: smartphones, soft phones.
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.
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
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.
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.
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.
RingCentral for Desk is a cloud-based app that integrates 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 agent's efficiency by delivering better customer service to customers.
RingCentral for Oracle Sales Cloud is an integration between Oracle Sales Cloud CRM and RingCentral phone system providing real-time connectivity between both the applications. Sales agents can make and receive calls directly from within Oracle Sales Cloud. Instantly view call logs, efficiently manage customer interactions, and deliver superior levels of customer service.
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.
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.
Paging is supported by all RingCentral Office Editions.
Paging is supported by all RingCentral phone models:
- Polycom: IP 321, IP 335, VVX 310, VVX 410, and VVX 500
- Cisco: SPA303, SPA508, and SPA-525G2
RingCentral Office supports native SIP (Session Initiation Protocol) paging devices. The following models are supported:
- CyberData V2 Celling speakers (for indoor)
- CyberData V2 Paging amplifiers (for outdoor)
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.
Your mobile devices and desktop (PC or Mac) cannot receive pages. Paging feature is only available on desk phones and supported paging devices. However, you can page a group from mobile app and desktop app 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.
Paging is a one-way broadcast to one or multiple devices/users. Intercom is peer-to-peer, two-way communication between two devices/users.
Phones and devices
You have the option of purchasing business-class IP phones and devices for your business phone system.
Your IP phones will arrive approximately 5 to 7 business days from the day of ordering, depending on the shipping method selected. After order processing, procurement and packaging, we ship FedEx. Delivery expected in 2 to 3 business days. The best part is that the phones arrive Plug & Ring ready so all you have to do is plug them into your router/Internet and start making calls.
Yes. If you want to use your existing analogue telephones, all you need is the Linksys SPA-2101 ATA. Connect the ATA to your router and connect your analogue phone to the ATA. This will allow the ATA to convert the digital RingCentral phone line to analogue so it works with your telephones.
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 pre-configured IP phones.
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.
Yes. If you want to use a cordless telephone, all you need is the Linksys SPA-2101 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 analogue so it works with your telephones.
ATA is an acronym for Analogue Telephone Adapter. An ATA usually takes the form of a small box with a power adapter. It allows you to connect your traditional analogue phones to the Internet and place Voice over Internet Protocol (VoIP) calls.
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.
These models are Presence-capable: Cisco SPA508G, Cisco SPA514G, Cisco SPA525G2, Cisco 303, Polycom VVX 311, Polycom VVX 411, and Polycom VVX 501.
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.
All Polycom and Cisco desk phones (except Polycom IP321), conference phones, and Yealink cordless phones support HD Voice capability.
In addition, RingCentral for Desktop (softphone) and RingCentral mobile app supports HD voice.
Need help or support?
*24/7 Customer Phone Support available for Office customers with 2 or more users
Phone support: Monday–Friday, 8 a.m.–6 p.m. UK 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