Sending Faxes via the Fax Server  

The following are procedures for utilizing the new University FAX Server. Your new FAX number is 281-226-XXXX. Please read through the following instructions to ensure you have a complete understanding on how the FAX Server will help you in your job.

I. Local Off Campus Faxing 
II. Long Distance Faxing
III. International Faxing
IV. On Campus Faxing
V. Multiple Number Faxing
VI. Subject Line
VII. Body of the Text & Sending Attachments via Fax
VIII. Format of Names
IX. What Occurs Once a Fax is Sent
X. Receiving Faxes
XI. Remote Fax Retrieval with Fax Mail
XII. Unsolicited Fax

For sending off campus local faxes:

Fax Destinations can be entered in the To, Cc, or Bcc field. The address should be formatted as follows:

• Start with the receiver’s name you wish to appear in the destination fax “To”: field. This can be a first name and last name or a single name. For example: Mary Smith or John Q Public
• Single space and then begin with the open square bracket: [
• Continue with: fax:
• Follow with the 10 digit fax number.
• Complete the line with a closing square bracket: ]

Please refer to the example screenshot below:

II. Sending off campus long distance faxes:

Fax Destinations can be entered in the To, Cc, or Bcc field. The address should be formatted as follows:

• Start with the receiver’s name you wish to appear in the destination fax “To”: field. This can be a first name and last name or a single name. For example: Mary Smith or John Q Public
• Single space and then begin with the open square bracket: [
• Continue with: fax:
• Follow with the 10 digit fax number and then your long distance authorization code.
• Complete the line with a closing square bracket: ]

Please refer to the example screenshot below:

III. Sending International faxes:

Fax Destinations can be entered in the To, Cc, or Bcc field. The address should be formatted as follows:

• Start with the receiver’s name you wish to appear in the destination fax “To”: field. This can be a first name and last name or a single name. For example: Mary Smith or John Q Public
• Single space and then begin with the open square bracket: [
• Continue with: fax:
• Follow with 011 then the country code, city code and fax number and then your long distance authorization code.
• Complete the line with a closing square bracket: ]

Please refer to the example screenshot below:

IV. For sending on Campus faxes:

To find a person on campus’ fax number perform the following steps:

• In Outlook click on New (for new message)
• Click on To…, Cc… or Bcc.. and enter the persons name you want to send a fax
• Highlight the persons name and right click on their name
• Click on Properties
• Click on the Phone/Notes tab
• Their fax number will be in the Fax: section.

Once you have the number perform the following steps.

Fax Destinations can be entered in the To, Cc, or Bcc field. The address should be formatted as follows:

• Start with the receiver’s name you wish to appear in the destination fax “To”: field. This can be a first name and last name or a single name. For example: Mary Smith or John Q Public.
• Single space and then begin with the open square bracket: [
• Continue with: fax:
• Follow with the 10 digit fax number.
• Complete the line with a closing square bracket: ]

Please refer to the example screenshot below:

OR:

Send an on campus fax using the fax number found in the address book perform the following steps:

• Click on Tools
• Click on Address Book
• Enter the person’s name
• Right click once you have highlighted the person’s name
• Click on Properties
• Click on Phones/notes

V. Sending a fax to Multiple Numbers:

If you want to send multiple faxes separate multiple addresses using the semicolon (See below for an example)

VI. Entering Subject:

Subject text is optional, but if you do not enter subject the system will automatically enter “Fax from” as the subject.

VII. Body of the Text &Sending Attachments via Fax:

Enter a message in the body of the fax just like you would a normal memo. If you want to send attachments, i.e. Excel, Word, etc. utilize the same procedure as you would in an Outlook message. See below:

The FAXserver will automatically convert your attachment and put it in fax format. If the fax is printed out it will print in the format it was created in i.e. Excel, Word, etc.

VIII. Format of Names:

Format in the Name area before the square brackets [ ] can be title first name last name, last name first name, last name, first name or any other format you would like to use.

IX. What Occurs Once a Fax is Sent

You will receive the following message header in your email notifying you of the status of the fax, if it transmitted successfully or what problems occurred when attempting to transmit.

When you open the message you will have a message like the following informing you the fax have been successfully transmitted.

X. Receiving Faxes:

When you receive a fax you will see the following message in your inbox in email:

XI. For Remote Fax Retrieval with Fax Mail: (THIS SECTION IS Not in service at this time!!! You will be notified when it is in production.)

Follow these steps to retrieve your faxes and/or your e-mail to a fax machine.

• Dial the Fax Mail access number of ________ from a touch-tone phone or fax machine handset.
• At the prompt, enter your Fax Mail mailbox number and your Long Distance Authorization Code.
• Follow the Fax Mail voice prompts to request a faxed or audio list of new e-mail and fax messages, or to select the messages you want faxed to you.
• If you are calling from a fax machine, you may have your faxes sent to you as part of the same phone call. The voice prompts will tell you when to press the Start button on the fax machine to begin receiving your faxes.
• If you are calling from a touch-tone phone, follow the prompts to enter the phone number of the fax machine where your messages should be delivered. Your messages will be delivered to that fax machine in a separate call.

XII. Unsolicited FAX: IMPORTANT NOTE:

If at anytime you receive an unsolicited fax please forward the fax via email to Lance Huebner and Jerry Jones, so we can contact the vendor.