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1. In order to use RingCentral an account must have been created and registered for your department. Users who have been authorized to fax have been automatically granted access to the email associated with their department fax account. (At this point in time only two users are able to be granted faxing access within a department.) Within outlook users will notice that a new inbox is displayed at the bottom of their inbox pane below their main account with the following naming convention : VC-RA-Fax-Department Name.
2. This email will be used to setup 2 factor authentication on the account and to receive notifications of sent and received faxes.
3. Once you have been granted access to this account an invite from RingCentral will be sent to this inbox. The email will come in with the subject : You have been added to your company's RingCentral business phone system from support@ringcentral.com. Please note: the body of this email will also contain your fax number listed underneath the phone icon.
4. Within the email click on the button 'Set up your account' which is a link that will bring you to the account password setup screen where you will secure the account by creating a strong password for the fax account. Once a password is set click on 'Activate my account'.
5. This account and password will be used in the following steps below. The browser window can now be closed as you move on to the installation of the application from within Sofware Center.
1. Locate the RingCentral application within the OIT Software Center.
2. Click on Install to start the installation of the RingCentral application. The install should take about 5 minutes.
3. Locate the RingCentral application on your device and click open to begin the sign-in process. An icon of the application should also have been installed on your desktop for quick access.
4. Click on the Sign in button on the RingCentral welcome screen.
5. Enter the email associated with your fax account, and click Next to continue.
6. Enter the password associated with your account that was created in the earlier steps and click on Sign In.
7. Next you will need to setup 2 factor authentication by clicking on the button to send a secure code to your fax email account. Input the code in the following screen after receiving it in your inbox. The email will come from service@ringcentral.com with the subject : Your RingCentral Security Access Code: XXXXXX. Once this is setup you will be logged into the application.
8. Once logged in, the welcome page within RingCentral will be displayed. Take note of the section that displays 'Your direct line' as this is the fax number that has been assigned to your department. At this point you can now start sending faxes using this application.
1. Locate and click on the Fax icon situated on the left pane of the screen in order to navigate to the fax landing page.
2. Next click on the 'Send new fax' icon located to the right of the Fax heading to open the New fax window.
3. Within the New fax window enter the number of the recipient you are wanting to fax in the 'To' section and make sure your department number is listed in the 'Fax from' section. Please note it is important that you do not select the 'Main company number' or the 'Company fax number' in the 'Fax from' section as this will not work and your fax will not be sent. Make sure that the primary number listed is always your department number.
4. A custom cover page may be added by clicking on the cover page section and clicking the 'Add cover page' option. Proceed to give your cover page a name and click on the 'Drag and drop or attach a docx file' option to upload a custom cover page for your fax. Proceed to add notes for your fax which is optional.
5. Next upload the fax document you wish to send by clicking on the attachment paperclip icon, browse your device and locate the file and click open to attach the document.
6. Finally click either the 'Send later' option to schedule a fax or click 'Send now' to send the new fax right away.
7. Once sent, your fax will be listed as processing and will take a few minutes before showing up as submitted.
8. All incoming faxes will show as received in the fax inbox and by clicking on the eye icon you can view the fax that was sent to your department and either print or download the file to your device.
