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Managing your contacts in the RingCentral app

Last updated on September 27, 2022
In the RingCentral mobile app and the RingCentral app on your desktop or web browser, you can view and manage your contacts, with options to search, filter, message, call, and more. 
 
Where do you want to manage your contacts? 
Desktop & web
Mobile

Accessing your contacts in the RingCentral app on your desktop or web browser

You can access your contacts by clicking Contacts in the left navigation bar. 
Click Contacts
You’ll see your contacts separated by type:
  • All contacts: A full list of your RingCentral account contacts. You can also add to your Quick contacts to message or start a phone or video call with the people you communicate with most. 
  • Company: Contacts in your RingCentral company directory.
  • Guests: Contacts you’ve either invited to create a RingCentral account or who don’t work at your company but were invited to collaborate in a team conversation. 
  • Personal: Your personal contacts, including contacts you’ve added in the RingCentral app on your desktop or web browser and contacts you’ve connected from your Microsoft and Google accounts
  • Other: A list of group extensions, including call queues, announcement-only extensions, message-only extensions, and shared lines. 
  • Quick contacts: Add quick contacts to message or start a phone or video call with the people you communicate with most.
Note: If you’re a free guest user, you’ll only be able to view the following contacts: 

• Other users in the account where you’re a guest 

• Users from other companies who are in a team conversation with you

Viewing contact type

You can see if someone is a company or personal contact, a guest, or not activated by viewing the status badge next to their name.
 
A guest contact will have a Guest status badge. 
 
If a user has an inactive or deactivated account, or was invited but hasn't activated their account yet, their status badge will read Not activated.

A personal contact will have a status badge next to their name that shows whether they have a RingCentral, Google, or Microsoft Office 365 account.
 
A company contact won’t have a status badge next to their name.
Viewing contact

Searching contacts

  1. Go to Contacts in the left navigation bar.
  2. Select All contacts, Company, Guests, Personal, Other, or Quick contacts from the left panel. 
  3. Enter the name, email, or phone number of the contact you’re looking for in the filter field at the upper right. 
Searching contacts

Managing your contacts

You can manage your contacts with actions like calling, texting, messaging, and more.
 
Note: The actions available depend on the contact’s type and permissions, as well as your permissions set by your company admin.
  1. Go to Contacts in the left navigation bar.
  2. Select All contacts, Company, Guests, Personal, Other, or Quick contacts from the left panel.
  3. Hover over a contact to see action icons on the right. You may need to click the three-dot More icon to see all available actions.
Click More
  1. Select one of the following icons:
    • Message: Send a direct message.
    • Video: Start a meeting with that contact.
    • Phone: Start a call with that contact.
    • Text: Send a text message through RingCentral.
    • Open profile: View that contact’s profile.
    • Invite by text: This is only available if your company has text messaging turned on at the account level. Select this option to invite the contact to RingCentral through a text message.
    • Delete: Delete the contact. If you’re a user in the account, you can delete contacts on your Personal contacts list. 
      •  ▪ If you’re an admin, you can also delete contacts on your Guests contacts list. This will remove the guest’s access to any conversations started by members of your company. However, the guest can still sign in to the RingCentral mobile app or the RingCentral app on their desktop or web browser.

Resending an invite to an inactive user

  1. Go to Contacts in the left navigation bar.
  2. Hover over a contact with a Not activated status badge.
  3. Click the Resend invite button at the far right. This will send an invitation prompting them to sign up in the RingCentral mobile app or the RingCentral app on their desktop or web browser.
Click Resend invite

Applying company directory settings

Company directory settings let admins prevent users and phone numbers from appearing in the Admin Portal and the RingCentral mobile app or the RingCentral app on your desktop or web browser. 

If you’re an admin, you can contact Customer Support to turn on company directory controls for your account.

Accessing your contacts in the RingCentral mobile app

You can view your contacts by tapping Contacts in the bottom menu bar of the RingCentral mobile app. Tap a contact to view their profile
 
Your contacts will be separated into the following tabs:
  • Company: Contacts in your RingCentral company directory. You can also add to your Quick contacts to message or start a phone or video call with the people you communicate with most. 
  • Guests: Contacts you’ve either invited to create a RingCentral account or who don’t work at your company but were invited to collaborate in a team conversation. 
  • Personal: Your personal contacts, including contacts saved on your phone and contacts you’ve connected from your Microsoft and Google accounts.
  • Teams: Your company’s teams.
  • Other: Call queues and other extensions in your RingCentral MVP account.
Note: If you’re a free guest user, you’ll only be able to view the following contacts: 

• Other users in the account where you’re a guest 

• Users from other companies who are in a team conversation with you

Searching contacts

  1. Tap Contacts in the bottom menu bar.
  2. Select Company, Guests, Personal, Teams, or Other
    1. iOS: Tap the magnifying glass icon at the upper right and enter the name, email, or phone number of the contact you’re looking for in the search field at the top. 
    2. Android: Enter the name, email, or phone number of the contact you’re looking for in the search field at the top.

Resending an invite to an inactive user

  1. Tap Contacts in the bottom menu bar.
  2. Select an inactive user.
  3. Tap the Resend invite button at the far right. This will email an invitation prompting them to sign up in the RingCentral mobile app or the RingCentral app on their desktop or web browser.
HomeRingCentral app > Users
Desktop & web

Managing your company contacts in the RingCentral
app desktop and web | RingCentral app

Last updated on February 04, 2022
You can view your company’s RingCentral app contacts via the Contacts menu in the left-hand navigation bar. 
RingCentral app Contacts
Here, you can:
  • Search for contacts
  • View the status of a user
  • Contact a user via call, text, message, and meeting
  • Re-invite inactive users

Guest user visibility in your contacts

Free guest users have limitations on the contacts they can view from the account to which they’ve been added as a guest. They can only view the following contacts:
  • Other users in the account where you have been added as a guest user
  • Users who have added you as a guest in their company
  • Users from other companies who you are in a team conversation with

Searching for contacts

  1. Navigate to the Contacts menu via the left-hand navigation bar.
  2. Type the name, email, or phone number of the person you’re looking for in the search bar at upper right.
Searching contacts

Viewing the account type of your contacts

To see at a glance if a user is a co-worker, guest user, or an inactive user, you can do so via the gray user status badges next to each name in the list. 
 
Personal contacts will show the account type of the user and whether their account is a RingCentral, Google, or Microsoft Office 365 account.

If a contact has been added as a guest user, their status badge will read Guest.
Contact with Guest badge
If a user has either deactivated their account or has been invited but hasn't yet activated their account, their status badge will read Not activated.
Contact with Not Activated badge
Co-workers, in comparison, will not have a user status badge next to their name.
Contact status

Performing actions on a user

In addition to displaying all your company contacts, the Contacts menu will also allow you to quickly perform actions such as contacting the user (through call, text message, message, etc.).
 
Note: Depending on your permissions or the permissions of the contact you’re attempting to interact with, some of the above actions may not be available to you.
  1. Navigate to Contacts via the left-hand navigation bar.
  2. Select All contacts, Company, Guests, Personal, Other, or Quick contacts from the left pane.
  3. Locate a contact using the search bar at the upper right or by scrolling through the list of contacts.
  4. Hover over a specific contact to reveal a set of icons at far right.
Actions on a contact
  1. Select one of the following icons to perform the associated action:
    • Message: Send a direct message.
    • Video: Start a meeting with that user.
    • Phone: Start a call with that user.
    • Text: Send a text message.
    • Open profile: View that user’s profile.
    • Invite by email: Send an invite via email to the user.
    • Invite by text: Only available if your company has text messaging enabled at the account level. Select this option to invite the user by sending a text message.
    • Get invite link: Get an invite link and send it to a user.
    • Delete: Delete the user on your contacts list. If you’re a user on the account, you have the option to delete users on your Personal contacts list. If you’re an admin, you can also delete users on your Guests contacts list.
Note: You may have to click the More three-dot icon at far right of the contact to see the other icons available for that user.

Re-inviting an inactive user

  1. Navigate to Contacts via the left nav bar.
  2. Hover over a user with a Not activated user status badge.
  3. Click the Re-invite button at the far right.
This invitation will prompt them to sign up in the RingCentral app.

Applying Company Directory settings

Company Directory settings allow RingCentral account admins to hide users and phone numbers on the RingCentral online account and the RingCentral app. For more information, visit the Managing Company Directory in the RingCentral online account.

Enabling Company Directory settings

If you are an admin, you can enable this feature by contacting support to enable Company Directory Controls in the RingCentral online account.
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