Find out about Ring Central meetings.

1. RingCentral Meetings Training
An Introduction
April 2018
For internal use only—this document contains confidential, proprietary information and is not to be used beyond its intended purpose.

2. 3.20 INTRODUCING RINGCENTRAL MEETINGS
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RingCentral Meetings is a complete web conferencing solution for business with HD video conferencing, collaborative screen
sharing, and large-scale webinars. Hold face-to-face meetings, share your desktops, applications, and whiteboards with anyone,
anytime, anywhere, and engage with large audiences in virtual events.
Material Covered in this Training:
1. Installing RingCentral Meetings
2. Scheduling and starting scheduled meetings
3. Ad hoc meetings
4. Host controls
5. Screen sharing tips
6. Additional tips and tricks
Every employee has the ability to host RingCentral Meetings, which is
powered by Zoom. The default meeting capacity is 4 participants. We have a
limited number of larger meeting rooms available for those who need it.
These will either be assigned to your user account (for those with ongoing
needs) or shared and scheduled centrally (for those with occasional needs).
RingCentral
Meetings App

3. 3.21 INSTALL RINGCENTRAL MEETINGS
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To download the
RingCentral Meetings
App:
1. Login to your online
RingCentral service
account
2. Click the Tools tab
and select Meetings
for Desktop
3. Download and install
the appropriate
software
Repeat the process to download the Meetings Outlook Plugin (for meeting hosts to easily schedule meetings). This plugin is not
available for Mac users.

4. 3.22 SCHEDULE A RINGCENTRAL MEETING
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Meetings can be pre-scheduled within the RingCentral Meetings App or directly from Outlook.
RingCentral Meetings Outlook
• After defining the meeting parameters, click “Schedule”.
• Outlook then opens with the pre-populated meeting information.
Simply identify the invitees and send as any other Outlook meeting
invitation.
• Click “Schedule a Meeting” from the Outlook toolbar (the Outlook plugin needs to
be installed for this option to be available in the toolbar)
• Define the meeting parameters, then click “Continue”.
• A meeting invitation then opens with pre-populated meeting information.

5. 3.23 START RINGCENTRAL SCHEDULED MEETINGS
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The best practice for starting a scheduled meeting is to do so directly from the RingCentral Meetings app. This will take the host
directly into meeting room. Otherwise, using the link in the meeting invitation will first load the web browser before launching
the meeting room.
For Scheduled Meetings
Use the RingCentral Meetings App and launch directly from
the Join Button or Meetings list.
1. The Join button is best for joining scheduled meetings.
Either select the Meeting ID from the dropdown of
frequently used IDs, or enter the Meeting ID manually
(easy to copy and paste directly from calendar invitation)
2. Click on the Meetings link to open the inventory of
previously scheduled meetings. Find the appropriate
meeting and click “Start”.
Either option launches the meeting directly in the meetings
app and bypasses the web browser intermediate launch step.

6. TIPS FOR JOINING A RINGCENTRAL MEETING
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If you are opening up your own meeting, or simply joining a frequently used meeting hosted by someone else, the following
steps make it very easy to get into the meeting.
• From the RingCentral
Meetings App, click
the “Join” button
• A dialogue box will appear asking for the
Meeting ID
• You can either type this in (it is easiest to
simply copy and paste from the meeting
invitation)
• Or select a previously joined meeting
from the dropdown
• Your own Personal Meeting Room will
generally be in the recently used list
(unless you haven’t used it for a while)
• This is the easiest way to start your own
meeting and does not require
remembering or inputting any codes
• For headset users, select Computer Audio
and Join Audio Conference by Computer
• For deskset users, select Phone Call and dial
the conference numbers (they will pop up
when you select the tab) as normal

7. 3.24 START AN AD HOC RINGCENTRAL MEETING
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Ad hoc RingCentral Meetings can be initiated in many ways—using the meeting app, through Glip, using Outlook, or even directly
through the softphone app. After initiating a meeting, the meeting engine is the same regardless of how it was started.
RingCentral GlipRingCentral Meetings Desktop App
* RingCentral Meetings can also be accessed via mobile, but is not discussed in this tutorial. For more information, refer to: https://netstorage.ringcentral.com/guides/meetings_user_guide.pdf.
Outlook

8. 3.25 USING GLIP TO START AD HOC MEETINGS
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Ad hoc meetings can be initiated through all the previously outlined channels. The easiest way to do this for both the host and
the participant is through the Glip application. The reason this is easiest is that it will immediately send a join request to the
other Glip user(s). The other channels for initiating an ad hoc meeting will first put the host in the meeting room and then the
host will need to manually add other users who will receive the meeting information via an email link.
• For headset users, select Computer Audio
and Join Audio Conference by Computer
• For deskset users, select Phone Call and dial
the conference numbers (they will pop up
when you select the tab) as normal

9. 3.26 HOST MEETING CONTROLS
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Meeting hosts have special controls for managing the meeting and participants. Some of these features are also visible to
participants, but they will not have the same control.
The Manage Participants button
enables the host to do the
following:
• Mute/Unmute all or just
certain individuals
• Mute on entry
• Lower all hands or just
certain individuals
• Play enter/exit chime
• Remove participants
• Lock Meeting
• View attendee attention
tracking
• And More . . .
NOTE: Advanced options including the use of Breakout Rooms or Waiting Rooms are not covered in this introductory tutorial. For more information refer to:
https://netstorage.ringcentral.com/guides/meetings_user_guide.pdf.

10. 3.27 SCREEN SHARING TIPS
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When sharing a screen, you can choose your entire desktop, just certain applications, or a white board screen—which is useful
for free-form idea sharing.
• When you are screen sharing, you can annotate your screen.
• Get your participants involved and allow them to annotate
your content
• Access the annotation tools by clicking Annotate at the top
of the screen share menu (you must be sharing your screen
first for this to be available)
• Annotation Tools:
Screen Sharing Annotation
• When in a meeting, any
participant can click Share
Screen to share files, windows,
applications, or the entire
screen.
• From the bottom menu bar,
click Share Screen.
• Choose which window or
application you’d like to
display.
• Click Share Screen. You will see
a green outline around the
screen you are sharing.
• Use the Whiteboard feature to turn your desktop into a personal whiteboard and share your brainstorm
or meetings notes. Select Whiteboard to start sharing.
• You will see a blank page with annotation tools at the bottom. Tap each tool to use it.
• You have Advanced options at the bottom of the window for Share computer sound and Optimize for
full-screen video clip. Check the box next to these options to turn them on.

11. 3.28 OTHER TIPS AND TRICKS
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To help you be more successful, certain practices and settings are worth mentioning.
• If you host a lot of back to back meetings,
you may not want to use your Personal
Meeting ID to host as people will be
joining the new call while you are still
wrapping up the old call.
• Instead you can generate separate
meeting IDs for each meeting you
host. This is simply a parameter you
can choose when scheduling the
meeting.
• Enable the “join before host” parameter
when scheduling a meeting so that
participants are able to collaborate if you
are running late.
Recommended Settings:Hot Keys:Tips: