Navigating the RingCentral App - Desktop & Web

Top bar

In the RingCentral desktop app, the content in the top bar will always remain the same regardless of where you are in the app. 

The top bar contains (from left to right):

• Your profile picture: Click your profile picture for these options: 
  • View profile: Click to open and update your profile
  • Presence: Available, Do not disturb, or Invisible 
  • Set status message: Click to set or update your status
  • Call rules: Set rules for managing your incoming calls
  • Accept queue calls: Click the toggle on to receive calls from a queue
  • Add account: Use to add, switch, and manage additional RingCentral user account
  • Manage company account: Link to the company's Admin Portal (admins only)
  • Check for updates: View the current version of your app and access the update button
  • Sign out: Click to sign out of RingCentral app
• Your company name
• Back and forward arrows to go to pages you've recently visited in the app. Click and hold the arrow to see your history
• A search bar to look up messages, users, groups, and teams
• The New layout toggle to turn on the updated app view
• A dial pad to call coworkers or external numbers
• New actions plus icon to perform quick actions: 
  • New message
  • Create team
  • Start a video meeting
  • Start a conference call
  • Send new text 
  • Send new fax
  • Invite to RingCentral

Navigation bar

The navigation bar is where you'll find the features that are available to you. These could include: 

• Message: Send and view one-on-one, group, and team messages
• Video: Start, schedule, join meetings, and view your past meetings
• Phone: View and manage your Heads-up display (HUD), call history, voicemail and recordings
• Text: Send and view text messages
• Fax: Send and view faxes
• Contacts: View, add and manage your contacts
• More: View hidden tabs:
  • Workspace: Manage individual or shared tasks, events, files and notes
  • Analytics: Link to company's Admin Portal (admins only)
  • Customise: Customise the arrangement of your tabs
• Apps: Use external applications and services
• Company Settings: Manage your company settings (admins only)
• Settings: Customise and manage all available RingCentral app settings
• Help: Watch how-to-videos, learn about new features, search for help content and provide feedback

Note. When you're using the desktop app, the navigation bar will be located at the left or bottom, depending on the app window size. 

Navigating the feature tabs

Each feature in the RingCentral app has its own layout. There are different panels for navigating, and they may vary slightly from one feature to another. 

The left panel provides additional options, functions, or links related to the selected tab. It serves as a way for you to assess related tools, settings or related content while still viewing the main panel. 

The main panel is where you'll find and use specific tools for the selected feature.

Message

The left panel in the Message tab is where you'll start and manage your conversations. 

• Folders: Click Folder icon to Show folders or Hide folders. Hiding your folders will list all conversations with the most recent on top
• New Message: Click to start a conversation 
• Reminders: Click to schedule reminders for messages you want to return to later
• Three-dot more icon: Click to access these options: 
  • Bookmarks: Messages you've bookmarked for later reference
  • New folder: Click to add a new folder
  • Show message preview: Click the toggle on to see previews of messages in your conversation list
  • Sort Favorites: Choose how your favourite conversations are sorted. Select Manually or Most recent on top
  • Sort folders: Choose how your folders are sorted. Select Manually or Most recent on top
  • Message settings: Click to open the message settings panel
• Unread: Click to show only unread messages. Click the dropdown icon for additional filters: 
  • Unread
  • Unread @mentions
  • Draft
  • Failed
  • Muted
• Favorites: View the conversation you read the most often in one section
• Direct messages: View one-on-one and group conversations
• Teams: View your active team conversations
• Click New message or Create team plus icon to begin a conversation
• Click dropdown arrow to expand all conversations in a folder

The main panel displays the conversation thread, where you can view and respond to messages. At the top of the main panel, you'll find shortcuts to start a video meeting or initiate a phone call. Under the three-dot More icon, additional tools for messages are available, including: 

• Pop out conversation
• View profile, view team profile
• Mute conversation
• Notification preferences
• Start conference call (only for teams)
• Copy conversation URL, copy team URL
• Post message via URL, post message via email
• Add apps
• Leave team

Clicking the Show details arrow icon opens the conversation details panel on the right, displaying who is in the conversation, along with tabs for pinned messages, files, tasks, notes, links or events posted in the conversation.

Video

All functions of the Video feature are in a single panel, with tabs located at the top for: 

• Upcoming meetings: View, Start, Schedule or Join a meeting. Your personal meeting ID details are underneath the buttons
• Past meetings: Access and manage your previous meetings 
• Recordings: Access and manage meetings recording and summaries

If you've connected your calendar with the RingCentral app, you'll see a list of your meetings with details, a Join button, and the three-dot More icon providing access to: 

• Dial in: Your dial pad will open to call into the meeting
• Connect team
• Copy meeting link
• Copy meeting info
• View meeting details

Phone

In the left panel of the Phone tab, you can click the tabs to manage:

• Calls: View a list of all your incoming, outgoing and missed calls
• Voicemail: Listen to and manage voicemail messages
• Recordings: Access and download your call recordings
• Heads-up display (HUD): View and monitor extensions
• More: Access more options and settings: 
  • Edit in bulk
  • Call rules
  • Voicemail greeting
  • Phone settings
  • Pop out HUD
  • HUD settings

The main panel is where you'll access your dial-pad and call controls. Click three-dot More icon to find: 

• Pop out dial-pad
• Emergency address confirmation
• RingOut
• Call rules
• Voicemail greeting
• Phone settings

Text

The left panel in the Text feature is where you can send and manage your texts.

• New message: Click to start a conversation
• Click three-dot More icon to view: 
  • Edit: To bulk delete texts
  • Call Rules
  • Voicemail greeting
  • Phone settings
• Search field
• Sort by All or Unread

The main panel has the selected text conversations and the tools to manage them, including forwarding and deleting. 

Fax

In Fax tab, use the left panel to send and manage your faxes.

• Send new fax: Click to compose a fax
• Click three-dot More icon to view: 
  • Edit: To bulk delete faxes
  • Call Rules
  • Voicemail greeting
  • Phone settings
• Search field
• Sort by All or Unread

The main panel displays the selected fax details in a card format. 

Contacts

In the Contacts tab, use the left panel to search for and manage your contacts. Use the quick contract options such as message, video call, phone, text, fax, and view contacts based on their categorisation. The tabs at the top include: 

• All: Includes your Quick contacts
• Company
• Guests
• Personal
• Teams
• Other

Once you click on a contact, their full details will be displayed in the main panel. 

Workspace

The Workspace feature is found under the three-dot More tab in the Navigation bar. In this menu, you can see, edit, and complete tasks, manage events, access attached files and review notes from all your conversations in one place. It eliminates the need to switch between conversations to find what you want to manage. 

The left panel is broken up into: 

• Calendar: Calendar view of tasks and events
• Tasks
• Events
• Files: All files you've posted or shared with you
• Notes: All notes you've written or shared with you

The main panel has the associated details and tools to manage the feature that you've selected from the left panel. 

Settings

The left panel is your starting point to access and manage all of the settings available for you in the RingCentral app. They include:

• General
• Message
• Video
• Phone
• Notifications
• Audio
• Calendar and contacts
• Themes
• Privacy
• Keyboard shortcuts
• Customize tabs
• Administration, where you can find these options in the dropdown:
  • General admin
  • Messaging
  • Public teams (only Team admins)
  • Private teams (only Team admins)

Navigating the RingCentral App - Mobile

Top Bar

The top bar in the RingCentral mobile app will always contain your profile and the name of the feature you're currently using. 

Depending on the feature you're using in the app, the top bar may also have Search, New actions, or three-dot More icons, leading to additional tools and settings for that feature. 

For example, when you're in Message, the top bar contains, from left to right: 

1. Your profile menu
2. The Search icon, which you can use to search your messages or contacts
3. The New actions button lets you create a new message
   • Android users: The New actions button is at the bottom right
   • iOS users: The New actions buttons is at the top right corner

Profile menu

You can access the profile menu from anywhere in the mobile app. 

• iOS users: Tap your profile picture at the top left
• Android users: Tap the menu icon at the top left

You'll see the following options in the profile menu: 

• Profile: Tap your name to open and edit your profile. Your profile includes your picture, name, email address and contact information
• Presence: Under your name and phone number, you can tap your presence indicator to select an option in the dropdown: Available, Do not disturb or Invisible
• Set a status message: Select a status or create a custom status to share with others
• Call rules: Manage incoming calls 
• Switch accounts: Log in using another RingCentral profile
• Accept queue calls: Tap the toggle to turn this option on or off (available only to admins and users who are part of a call queue)
• Analytics: Go to the Analytics Portal (available only to admins and users with analytics permissions)
• Admin tools: View your company call logs, billing, phone system and call queue management (available only to admins)
• Settings: Set and manage: 
  • General
  • Message
  • Video
  • Phone
  • Notifications
  • Calendar and contacts
  • Labs
  • Themes
  • Privacy and storage
• Help: 
  • Help center: Access resources like Get Started, What's new, Help and Feedback
  • Report an issue
  • Suggest a feature
  • Rate this app
  • About this app
• Sign out: Sign out of the mobile app

Bottom menu bar

The bottom menu bar contacts your main navigation for the mobile app. 

• To see all of the options you can select, tap More, or swipe up
• To customise the appearance of this menu bar, tap Customize tabs

You can navigate between the following parts of the app in the bottom menu bar, depending on your permissions: 

• Message: Send and receive messages, create and view teams, share files and manage tasks
• Video: Start, schedule, join meetings, manage recordings, and view recent meetings
• Phone: Make and receive phone calls, manage your call history and listen to your voicemails
• Text: View and send text messages
• Contacts: Add, view, and manage all your company contacts including administrators, company users, and guest users. You can also create, view and manage teams here
• Fax: View and send fax messages
• Tasks: Create, view and manage your tasks
• Events: View a calendar of team events and tasks
• Admin: Access the admin features
• Help: Watch how-to videos, learn about new features, search for help content and provide feedback

Using the RingCentral App on large iOS devices

On supported iPads and large iPhones, you can turn your device on its side and use the RingCentral app in landscape mode to see more of the app at once. Tap any entry on the left to view more details on the right. 

While in landscape mode, you can also use the iOS split view function for multitasking with another app. 

For example:

1. Tap the Video tab on the left side of your screen to view your upcoming meetings
2. Then tap a meeting to open the details on the right or tap the Message tab to view the messages list on the left
3. Then tap any conversation to view it on the right
   Note. If you're using a supported iPhone but you're not able to see this view in the app, make sure your iOS device display is set to Default (Settings > Display & Brightness > Display Zoom > Default).