Technology

• Mail Forwarding as an Admin
• Ring Central Call Forwarding
• RingCentral: How to Change Your Voicemail Greeting

Mail Forwarding as an Admin

How to Set a Temporary Email Forwarding Rule in Google Workspace Admin Console

For: Foothills Unitarian Church Staff Administrators  |  System: Google Workspace Admin Console

Step-by-step instructions

Step 1: Log into the Admin Console

•        Open a web browser and go to admin.google.com.

•        Sign in using your Google Workspace administrator credentials.

Step 2: Navigate to Gmail Routing Settings

•        Click Apps in the left menu.

•        Click Google Workspace.

•        Click Gmail.

•        Scroll down the Gmail settings page to find the Routing section.

Step 3: Locate the Recipient Address Map Section

•        Scroll down until you see a section titled Email forwarding using recipient address map.

•        This section is separate from the Routing rules section above it.

•        Click Add to create a new forwarding entry.

⚠ Note: Do not use the Routing section above for temporary forwarding. Use the Email forwarding using recipient address map section instead, as it is more reliable for single-user forwarding.

Step 4: Enter the Forwarding Details

•        In the From field, enter the email address of the mailbox you want to forward from (e.g., caring@foothillsuu.org).

•        In the To field, enter the email address where mail should be delivered (e.g., sean@foothillsuu.org).

•        Click Save.

Step 5: Confirm the Rule is Active

•        The new rule will appear in the Email forwarding using recipient address map list.

•        Confirm the Status column shows Enabled.

Step 6: Verify Forwarding is Working

•        Send a test email to the original address (e.g., caring@foothillsuu.org).

•        Confirm the message is received by the forwarding destination (e.g., sean@foothillsuu.org).

✓ Tip: Changes typically take effect within a few minutes, but can take up to an hour to fully propagate.

Troubleshooting

The rule saved but forwarding is not working.

Wait up to 60 minutes for the rule to propagate. Then send another test email and check again.

I cannot find the Email forwarding using recipient address map section.

Make sure you have scrolled past the Routing rules section. The recipient address map section is further down the Gmail settings page.

The destination address is not receiving mail.

Double-check that the To address was entered correctly with no typos. Edit the rule to verify.

FAQs

Will the original mailbox still receive emails?

It depends on how the rule is configured. When the "Also route to original destination" checkbox is checked (the default), mail is delivered to both the original mailbox and the forwarding destination. If that checkbox is unchecked, mail goes only to the forwarding destination. Check this setting when creating the rule to confirm the intended behavior.

Can I forward to an address outside our organization?

Yes. You can enter any valid email address as the destination, including Gmail, Outlook, or other providers.

How do I remove this rule when the staff member returns?

Follow the instructions in Part 2 of this guide: How to Remove or Disable a Temporary Email Forwarding Rule.

Do I need the staff member’s permission or password to set this up?

No. This is done entirely through the Admin Console and does not require signing into the staff member’s mailbox.

How to Remove or Disable a Temporary Email Forwarding Rule in Google Workspace Admin Console

For: Foothills Unitarian Church Staff Administrators  |  System: Google Workspace Admin Console

Step-by-step instructions

Step 1: Log into the Admin Console

•        Open a web browser and go to admin.google.com.

•        Sign in using your Google Workspace administrator credentials.

Step 2: Navigate to Gmail Routing Settings

•        Click Apps in the left menu.

•        Click Google Workspace.

•        Click Gmail.

•        Scroll down the Gmail settings page.

Step 3: Locate the Recipient Address Map Section

•        Scroll down until you see the Email forwarding using recipient address map section.

•        Find the forwarding rule you want to remove or disable.

Step 4: Remove or Disable the Rule

•        To permanently remove the rule: Click Delete next to the rule. Confirm the deletion when prompted.

•        To temporarily pause the rule without deleting it: Click Disable. You can re-enable it later by clicking Enable.

⚠ Note: Use Disable if the staff member may need forwarding again soon (e.g., extended leave). Use Delete if the forwarding is no longer needed at all.

Step 5: Verify

•        Send a test email to the original address (e.g., caring@foothillsuu.org).

•        Confirm the email arrives in the original mailbox and is no longer forwarded to the other address.

✓ Tip: If you disabled the rule rather than deleted it, you can re-enable it at any time by returning to this section and clicking Enable next to the rule.

Troubleshooting

Mail is still being forwarded after I deleted the rule.

Changes can take up to an hour to fully propagate. Wait 60 minutes and test again.

I cannot find the rule in the list.

Make sure you are looking in the Email forwarding using recipient address map section, not the Routing rules section above it.

The Delete option is not available.

You may not have sufficient admin privileges. Contact your primary Google Workspace administrator.

FAQs

What is the difference between Delete and Disable?

Delete permanently removes the rule and cannot be undone. Disable pauses the rule but keeps it saved so you can re-enable it later without recreating it.

Will the staff member’s mailbox automatically start receiving mail again once the rule is removed?

Yes. Once the forwarding rule is deleted or disabled, mail sent to the original address will be delivered normally to that mailbox.

How do I set up forwarding in the first place?

Follow the instructions in Part 1 of this guide: How to Set a Temporary Email Forwarding Rule in Google Workspace Admin Console.

Ring Central Call Forwarding

How to Forward a Phone Number in RingCentral

Role: RingCentral Administrator  |  System: RingCentral Admin Portal  |  Last updated: June 2026

This guide walks you through forwarding calls for a user in RingCentral. Forwarding is set inside the individual user’s Phone settings in the Admin Portal. You must have administrator access to complete these steps.

 

Step-by-step instructions

Step 1 — Sign in to the RingCentral Admin Portal

Open a web browser and go to service.ringcentral.com. Enter your admin email address and password, then click Next.

 

 

Step 2 — Confirm you are in the Admin Portal

After signing in, confirm that Admin Portal is shown in the upper-right corner (next to your initials). You will see the main navigation bar across the top with Home, Users, Phone System, and other menus.

 

 

Step 3 — Go to Users

Click Users in the top navigation bar. The User List will open, showing all users with extensions on your account.

 

 

Step 4 — Open the user and go to Phone → Incoming call rules

Scroll through the list or use the Search bar to find the user by name or phone number. Click their name to open their settings.

Inside the user’s settings, click the Phone section to expand it. You will see Incoming call rules with two options: Forward all calls and Do not disturb.

 

 

Step 5 — Select “Forward the call” and enter the destination number

Click the Forward all calls row to open its options. A menu will appear with three choices: Send to voicemail, Forward the call, and Play announcement. Select Forward the call.

 

 

A Forward the call dialog will open. Click the Number tab, then type the destination phone number in the search/entry field. The number will appear below as you type — click it to confirm the selection.

 

 

Step 6 — Save your changes

Click Save to apply the forwarding rule. Wait for the confirmation before navigating away.

 

Step 7 — Test the forwarding

Call the user’s number from a cell phone or another line to confirm calls are routing correctly. Allow 1–2 minutes for changes to take effect if needed.

 

Turning off call forwarding

When you no longer need to forward calls, go back to the user’s Phone → Incoming call rules and click the blue toggle next to Forward all calls to turn it off. The toggle will turn grey and calls will route normally again.

 

 

Troubleshooting

 

Problem	Fix
I don’t see a Users option in the top menu.	You may not have full admin permissions. Ask your RingCentral Super Admin to grant you the correct role.
The user I need is not in the list.	Try using the Search bar, or switch to Unassigned Extensions in the left sidebar.
I don’t see a Phone section inside the user’s settings.	Scroll down within the user record — User Details and Devices & Numbers appear above Phone. Click the Phone heading to expand it.
The Forward the call option does not appear.	Make sure you clicked the Forward all calls row itself, not just the toggle. A menu with Send to voicemail, Forward the call, and Play announcement should appear.
The number I type is not being accepted.	Make sure you are on the Number tab in the Forward the call dialog and that Auto format number is ON. Type the full 10-digit number.
Calls are not routing after saving.	Wait 1–2 minutes and test again. Log out and back in to confirm the setting saved correctly.

 

FAQs

Q: Can I forward to a call queue or another extension instead of an external number?

A: Yes. In the Forward the call dialog, use the All, Company, or Call queue tabs instead of Number to select an internal destination.

Q: What does Send to voicemail do?

A: It sends all incoming calls directly to the user’s voicemail without ringing their phone or forwarding anywhere.

Q: Will forwarding affect the user’s voicemail greeting?

A: No — the user’s own voicemail greeting stays in place if calls eventually go unanswered at the forwarding destination.

Q: What is the difference between Forward all calls and Do not disturb?

A: Forward all calls redirects calls to a destination you choose. Do not disturb sends all calls straight to voicemail without forwarding them elsewhere.

Q: Is there a way to forward calls only during certain hours?

A: Yes. Use the My work day → Incoming calls section (visible below Incoming call rules in the Phone settings) to set different call handling for business hours vs. after hours.

Q: Who should I contact if I cannot access the Admin Portal?

A: Contact the church’s RingCentral Super Admin, or reach RingCentral support at 1-888-528-7464.

 

RingCentral: How to Change Your Voicemail Greeting

Step-by-step instructions

💡  Before you start: Open your browser and go to service.ringcentral.com and have your RingCentral login credentials ready.

Step 1: Log in to RingCentral

Open your web browser and go to service.ringcentral.com. Enter your work email address in the Email or Phone Number field and click Next. Enter your password on the following screen and click Sign In.

RingCentral login page — enter your email address and click Next

Step 2: Confirm you are signed in to the correct account

After signing in, click your profile icon (the circle with your initials) in the top-right corner. Confirm the name and extension shown match your account before continuing.

Profile menu — verify your name, email, and extension number

Step 3: Open Voicemail Greeting settings

On the Overview page, click the Voicemail greeting shortcut icon (it looks like a cassette tape). This takes you directly to the greeting settings.

Overview page — click the 'Voicemail greeting' shortcut

Step 4: Record your custom greeting

The Voicemail greeting screen opens inside Settings > Phone. Follow these steps to record your greeting:

1.  Confirm the dropdown in the top-right of the greeting box is set to Custom.

2.  Click the red record button (●) to start recording. Speak clearly after it begins.

3.  Click the record button again to stop.

4.  Click the play button (▶) to preview your recording.

5.  If you want to re-record, click the red record button again and repeat.

6.  When satisfied, click Save in the bottom-right corner.

Voicemail greeting screen — use the red record button (●) to record, play button (▶) to preview

✅  Done! Your custom greeting is now active. Callers will hear your new message the next time they reach your voicemail.

Troubleshooting

Problem	Fix
I can't log in to service.ringcentral.com	Check that you're using your work email address. If you've forgotten your password, click Forgot Password on the sign-in screen. Contact your IT administrator if the issue continues.
I don't see the Voicemail greeting icon on the Overview page	Try clicking the Settings tab in the top menu, then go to Phone > Voicemail greeting to access the same screen.
The record button isn't working	Make sure your browser has permission to access your microphone. Check your browser's site settings and allow microphone access for service.ringcentral.com.
My greeting didn't save	After recording, make sure you clicked the Save button in the bottom-right corner of the greeting box. The page will confirm the save was successful.
Callers still hear the old greeting	Allow a few minutes for the change to take effect. If callers still hear the old greeting after 10 minutes, log back in and verify the Custom option is selected and the greeting was saved.

FAQs

Q: Do I need to download the RingCentral app to change my greeting?

A: No. These steps use the web portal at service.ringcentral.com and work in any modern browser on any device.

Q: Can I upload a pre-recorded audio file instead of recording through the browser?

A: Not through the web portal's basic greeting screen. The web interface records directly through your microphone. For file uploads, use the RingCentral desktop app, which offers a file import option under Settings > Phone > Voicemail.

Q: How long can my voicemail greeting be?

A: RingCentral allows greetings up to 5 minutes long, but a brief 15–30 second greeting is recommended for callers.

Q: Can I set different greetings for work hours and after hours?

A: Yes. In the Voicemail greeting settings, look for an option to set a schedule. This lets you configure separate greetings for business hours and after hours.

Q: How do I listen to my voicemail messages?

A: You can listen to voicemails in the RingCentral web portal under the Messages tab, or dial *86 from your desk phone.

Questions? Contact your IT administrator or system manager.