RingCentral: Quick Start Guide for the Mobile and Desktop app


Once your phone has been moved to RingCentral, you can install the RingCentral app on either your computer or smartphone. Visit the OIT Website for more information about Ring Central, including how to request service.

Signing into the RingCentral app 

  1. Choose Sign In on the initial page.
  2. Select the Single Sign-On option on the Sign-In page.
  3. Enter your NetID@tennessee.edu email address and choose Submit to be redirected to the UT Central Authentication Service (CAS) login page. 
  4. Enter your NetID and password to continue. 

For the Desktop App: Confirm your address for emergency calls 

The first time you log in to RingCentral on the Desktop App, you will be prompted to confirm your address.  Be sure to follow the prompts; if you don't provide an emergency address, you will be limited to making calls to extensions within RingCentral. 

Setting up your Preferences in the RingCentral Online Portal 

Sign in to the RingCentral Online Portal at service.ringcentral.com 

Once you sign in, you can manage the following: 

  • Work Hours/After Hours behavior 
  • Voicemail Greeting 
  • Connect your UT Calendar to your RingCentral Account 

Set your "Work Hours"  

Your default "work hours" are set to 8:00 am to 5:00 pm ET.  If you need to receive calls through RingCentral outside of the set hours, please contact us at oitdesign@utk.edu.

Customizing your personal voicemail 

Anyone that calls you directly at your RingCentral extension will receive your personal voicemail message.  If you are a member of a queue, such as the OIT HelpDesk or One Stop, calls to the queue will not go to your personal voicemail.   

Instructions for changing your voicemail message from the RingCentral Portal 

Connect RingCentral to your UT email & calendaring account. 

Once connected, RingCentral will change your presence to busy when your calendar shows that you are in a meeting. 

Instructions for linking your Microsoft or Google Calendar using the RingCentral desktop app or web portal 

Using RingCentral 

Choose Your Status 

Use your status to indicate if you are available to receive calls and text messages.   

To update your status,  

  1. Select your profile 
  2. Select your current status 
  3. Choose your new status 

Status Options: 

  • Available – Indicated by a green dot, this means that you are ready to take calls 
  • Do Not Disturb – Indicated by a red dot with a white line through the center, this presence indicates that you do not want to be disturbed and will shut off all app notifications across mobile, desktop, and email. You will not receive calls within RingCentral; personal calls will go directly to voicemail. 
  • Offline – Indicated by a gray dot, this means that you are offline or inactive (for 15 minutes or more) or logged out of the app.  
  • Invisible – Indicated by a gray dot, this will make it appear as if you're offline. This presence can only be set manually but will appear the same as Offline. 
At the end of the day, do not forget to set your status to “Do Not Disturb” if you do not want to receive calls after hours.   

Setting Up Call Handling 

Call handling is how you manage your phone calls. Within the Phone section of your RingCentral apps, you can create rules and manage the incoming call settings for screening, greeting & hold music, choosing which devices you want to ring at specific times, and how you want to route missed calls.

Desktop App or On the Web

For instructions on how to set call handling through the RingCentral Desktop Application or on the web, visit this article: Incoming call handling settings

Mobile Apps

For instructions on how to set call handling through the RingCentral Mobile Application, visit this article: Incoming call handling settings

Transferring a Call 

To transfer to a call, select the "More" button (…) when you are on the call. 

  1. Select Transfer from the Dial Pad. 

    Desktop App

    Mobile App

  2. Search for the person or team name, select the appropriate choice, and choose your transfer option. 
    • Ask First: Allows you to introduce the caller.  
    • Transfer or Transfer Now:  Also knows as a cold transfer, allows you to transfer the call with no introduction.   
    • To Voicemail: this option will be available if the recipient is set up to receive voicemail. 

      Desktop App

      Mobile App

Canceling a transfer 

If you need to cancel a transfer while you are on a call, select the red "hang-up" phone to cancel the transfer and go back to the original caller. 

Desktop App

Mobile App



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Article ID: 119782
Thu 11/5/20 12:32 PM
Thu 5/16/24 9:04 AM