Using the RingCentral extension for Outlook 2013, 2016, and Office 365 desktop application.

Owned by William Johnson, created
Last updated: Apr 08, 2024
5 min read

Use this article to learn how to setup the Outlook desktop extension for RingCentral. This extension allows you to make calls, check messages, create meetings with audio and video while using your Windows PC's Outlook desktop application.

Downloading and installing the extension

  1. Once logged into the RingCentral web portal, click the Tools drop down and choose App Gallery from the list.

  2. In the App Gallery page, enter Outlook into the search box and click the Outlook tile.

  3. Click the Get it now button.

  4. The next screen will have the options to download the 32-bit or 64-bit version of the extension. If you are unsure which version you have click the link, Unsure which one to get? and it will show you how to check which version you are currently using.

  5. Your browsers will prompt you to Save the file or it will save the file in your specified folder. Locate the SetupRingCentralAddIn.xXX(latest) file and open it.

  6. Follow the prompts to install the extension. Click the Finish button on the last screen to complete the installation.

Logging into the Outlook desktop extension

  1. Open the Outlook 2013/16/365 desktop application.

  2. You will see a new navigation panel for RingCentral. Click the Single Sign-on button.

    1. If you do not see the new navigation menu, Outlook may have disabled the Add-in. You will see a gold bar titled, ADD-IN ALERT. Click the View More Details Button.

    2. In the new window, locate the RingCentral for Outlook add-in and then click the Always enable this add-in button. You may have to restart Outlook for the RingCentral add-in to reload. If you are stuck, please contact Technology Services for assistance.

  3. Enter your SSD email into the box. i.e., flast@ssdmo.org, and click the Submit button.

    1. You may check the Remember email box. This option is for users who use the same PC and browser daily.

  4. A new window appears to connect you from RingCentral to our SSD accounts. Enter your SSD email and password into the boxes.

  5. Click the Sign In button.

Once you are authenticated below for the first time, as long as your Outlook temporary cache is still stored you will not have to repeat these steps every time. You will be automatically logged into RingCentral extension as soon as you access Outlook. You will be prompted to login when opening Outlook from time to time.

Using the Outlook desktop extension for RingCentral

It is important to know that RingCentral extensions do not support dialing emergency numbers, such as 911. RingCentral extensions will display a message warning you of this. In case of an emergency yout your physical phone or wireless phone to call an emergency number. You may dismiss this message by clicking the X.

  1. Once logged in, you will be taken to the Dialer screen. You will have access 7 main functions.

    1. Dial pad - This gives you access to dial numbers to call from your PC.

    2. History - Shows a list of recent incoming/outgoing calls and messages.

    3. Messages - Provides access to all your voicemail, fax and text messages. You may listen to your voicemail directly from here.

    4. Contacts - All SSD employees will be listed here for easy a searching.

    5. Schedule Meetings - Setup a video/audio meeting using Outlook.

    6. Schedule Conferences - Setup an audio conference for up to 100 people using Outlook.

    7. Settings - Access settings to enable click to dial and click to text as well as access to the tutorial.

Using schedule meetings and schedule conferences 

The RingCentral add-in allows you to schedule meetings (up to 10 people) using video/audio conferencing, screen sharing and chat. For those that need to conference with audio only they offer the option to schedule conferences (up to 100 people). The great part about the extension is that you will be able to use these features directly in your Outlook calendar invites and it will provide a link to your participants with access to the video conference and the number to connect audio.

Using the Schedule Meetings application

  1. Click the Schedule meetings button.

  2. From the menu, you may set the topic, when, duration, recurrence, video, audio and meeting options. You may launch the meeting directly from here by clicking the Invite with Outlook Calendar.

  3. Now a calendar invitation will appear in a new window with the details of the meeting.

For more information on using RingCentral meetings please go to their help documentation, Scheduling a RingCentral Video meeting.

Using the Schedule Conferences application

  1. Click the Schedule Conference button.

  2. From the menu you have access to the conference number, the host and participant access codes, conference options and the ability to launch the call or send invitations via text or Outlook. You may launch the conference from here, or send the details via text, or using the Invite with Outlook Calendar button.

  3. Now a calendar invitation will appear in a new window with the details of the meeting.