Getting Started with the RingCentral for Microsoft Office 365™ Integration

If you’re a RingCentral subscriber and you also rely on Microsoft® services such as Office 365 on a daily basis, you might have wondered how you can use these powerful tools together to boost your productivity even further.

RingCentral has developed an integration application that helps you do exactly that. It works perfectly with the most frequently used office productivity suite, so you can now connect and automate the two services to get more work done.

The RingCentral for Office 365 integration, which works with your Google Chrome browser, lets you sync your calls, contacts, messages, meetings, and more through your email and communication tools.

It also makes it easy for you to call people directly from your email inbox. You don’t have to keep switching screens and scheduling meetings or conference calls becomes really easy too. There are just so many possibilities to explore with this application.

So, you might ask, “How do I start using this?” Don’t worry, we’ve got you. We have a list of questions that users frequently ask when connecting RingCentral and Office 365 that you might find useful. You might learn a thing or two if you’re interested in seamlessly integrating these two services to improve efficiency in your small business operations. So why don’t we check them out?

Where do I go if I want to set up the integration?

To get started, find RingCentral for Office 365 at the RingCentral App Gallery. On the left side of the page, you will see a link that will point you to the Chrome Web Store.

Get the Office 365 integration capability by going to the RingCentral App Gallery.

Follow the instructions for installing the app. Once successfully installed, you can start enjoying this capability.

RingCentral for Office 365 "Add to Chrome" button.

How do I know if I’ve successfully installed the integration?

On your Chrome browser, click the menu icon in the upper right corner, then go to “More Tools” and select “Extensions” from the dropdown menu. Make sure that your extension is listed there and that it’s enabled.

RingCentral for Office 365 as a Chrome extension.

Another way to quickly check if your installation was successful is to go back to the RingCentral for Office 365 page on the Chrome Web Store. You must have the green “Added to Chrome” icon on the upper right-hand corner of the pop-up on your screen.

Check if RingCentral for Office 365 was added to Chrome.

If the installation was successful, you should be able to see the RingCentral dialer on the right side of the screen upon logging in to your Office 365 account.

RingCentral dialer on Office 365.

If you are not able to see it, you might have to expand the plugin by clicking the gray arrow and bar on the right.

Hidden dialer on RingCentral for Office 365.

Then you can log in as usual using the standard login that works for you.

What can I do with the RingCentral and Office 365 integration?

As previously mentioned, there are a lot of features that you can take advantage of with this integration. Here are some of the notable features:

    • You make calls or send texts through a click-to-dial capability. Once you’re logged in, you’ll be able to use the click-to-dial function while you’re in Office 365. When you hover over a phone number—on an email signature, for instance—you’ll see two blue icons that will allow you to make a call or text, like the one below.

Click-to-dial on RingCentral for Office 365.

  • You can use a dial pad. You can use it to make calls straight from your email inbox without having to launch the softphone on the RingCentral Phone app separately. You can also type in a name and it will start pulling up information from your contacts.
  • You can send business SMS. You can compose text messages and see the ones you’ve sent and received, similar to the way messages are displayed on your mobile phone.
  • You can access your contacts instantly. You can view information in your RingCentral contacts just by typing in their name. It also allows you to view all conversations as well as call history, SMS, voicemail, and fax exchanged with this particular contact.

Having a click-to-call function and a dial pad that’s ready for you anytime you want to make a call, plus the ability to send text messages and access contacts instantly while on your email inbox can make a world of difference in your productivity.

What makes this integration different from the softphone feature on the RingCentral Phone for desktop or mobile app?

What makes this stand out is that this plugin enables seamless integration between audio conferencing using RingCentral Meetings and your calendar on Office 365 or Outlook®. When you set up a new meeting or conference under RingCentral, it will also sync or pre-populate a new event on your Outlook calendar.

Setting up a meeting using RingCentral for Office 365.

Just go ahead and save the meeting you’re trying to schedule as shown above. Once it’s set up, you can start adding participants by editing the meeting particulars on your calendar, no need to copy or paste the information to another window.

What options do I get for making outgoing calls using the plugin?

Similar to using RingCentral via the softphone or on your mobile device, you get several options for initiating calls when doing it via the RingCentral and Office 365 integration.

RingCentral for Office 365 settings for calling.

Choosing a phone to use with RingCentral for Office 365.

  • Go to your dialer, click the number you want to call on the dial pad, and start making a call.
  • RingCentral Phone. Use this option if you want to make calls using your RingCentral Phone app. When using this option, your RingCentral Phone app will ring first followed by the party you called. You will also be asked to select whether you want to receive incoming calls using your computer’s microphone and speaker.
  • Custom phone. Say you’re traveling or you’re at home and you want to use your RingCentral number to call out. All you have to do is type in the phone number associated with the device of your choice and then the next time you call using the plugin it will ring that phone (RingOut®), and it will initiated the call once you pick up.

Integrating RingCentral with Office 365 is fast and simple. With just a few clicks, you can set up your communications suite to seamlessly work with your office productivity suite. On top of easier outbound calling and quicker access to your contacts, messages, and call history, the app allows you to automate meetings and audio conferences by instantly creating events on your calendar.

For more information about RingCentral for Office 365 and other similarly useful integrations, check out the RingCentral App Gallery.

About the author
Klaris Chua

Author

Klaris is a digital content marketer who has written many pieces on startups and small business communications. She is also passionate about technology, collaboration tools, and digital design.