This article will walk you through how to use Custom Rules in RingCentral to set up your phone for when you are out of office.
1. Log into your RingCentral desktop application or via your Chrome browser by going to https://app.ringcentral.com
2. Click the gear on the left hand side to access the settings.
3. Select Phone.
4. Press Incoming Call Rules
5. Scroll down until you see Custom Rules. You should see an Out of Office option. In order to use this phone feature, you must select the parameters first for your absence. Click on the Out of Office section to start this process.
6. Under the Schedule section, you can pick and choose the date and time in which your absence will begin and when it will end. Click Add Schedule.
7. If you are out of the office on a specific day consistently, you can set up your schedule using the Days of the Week option. If you are going to be using this feature as a way to set up your phone for a specific start and end time, you can use the Specific Date Range option. In this article, we will go over the date range option since this is the one that is likely to be used most frequently.
8. Select Specific Date range
9. Select the date in which you would like the out of office rule to start and when you would like it to end as indicated by the Start Date and End Date sections. You can select for this rule to apply all day by toggling the switch, or you can choose a specific time that you would like it to start and end. When you are ready to move forward, click Set.
You should now see the parameters you just indicated in the Out of Office section.
10. Now that you've set a specific date and time for your Out of Office rule to apply, you can choose what you would like your message to say if you do happen to receive calls in your absence.
You can choose to keep your message as Default or you can record a Custom message with more information regarding your absence such as when you will be returning or where callers can go to receive assistance while you are away. To set your message, navigate to the Incoming Calls section at the top of page and click into it.
11. To choose the option of your default message or custom message, select your preference from the Voicemail Greeting drop down menu.
12. To record a custom message, choose the red recording button. Choose how you would like to record your message using your computer microphone, recording from your desk phone, or importing a previously recorded message.
If you choose to use your computer microphone to record your message, don't forget to press the Upload button when you are happy with your recording.When you are finished recording your message and you are ready to move on to the next step, press Done.
13. When you are finished, press Save
14. The last step is to activate the rule that you just created so it will take effect when the absence that you indicated begins. To do this, toggle the Out of Office rule ON.
