AT&T ONLINE FAX USER GUIDE

Transcription

1 AT&T ONLINE FAX USER GUIDE Welcome to AT&T Website Solutions SM We are focused on providing you the very best service including all the tools necessary to establish and maintain your Online Fax service. This document contains information that will help you to use the secure Online Fax Interface which allows you to send/receive faxes and manage your Online Fax AT&T Intellectual Property. All rights reserved. AT&T products and services are provided or offered by subsidiaries and affiliates of AT&T Inc. under the AT&T brand and not by AT&T Inc. AT&T, AT&T logo and all other AT&T marks contained herein are trademarks of AT&T Intellectual Property and/or AT&T affiliated companies. All other trademarks are the property of their owners. This document is not an offer, commitment, representation or warranty by AT&T and is subject to change. Your Web Hosting service is subject to the Terms and Conditions (T&Cs), which may be found at Service terms and Fees are subject to change without notice. Please read the T&Cs for additional information.

2 Table of Contents 1 WELCOME TO ONLINE FAX... 3 LAUNCH... 3 USAGE OF ONLINE FAX PLAN ONLINE FAX MANAGEMENT INTERFACE... 5 Understanding Online Fax Navigation... 5 Getting Started with Online Fax... 6 Using Wizard Navigation... 6 Navigating the Secondary Menu MANAGING YOUR ONLINE FAX SETTINGS... 8 Contact Details... 8 Cover Page... 9 Preferences... 9 Password Additional Addresses Blocked Numbers MANAGING THE FAX INBOX Search Options Management Options TO A FAX AS AN ATTACHMENT: SENDING FAXES MONITORING THE OUTBOX ARCHIVING SENT AND RECEIVED FAXES MANAGING CONTACTS Fax Contacts Contact Import TO FAX HOW TO CONTACT SUPPORT Submit a ticket by CONTACT US BY PHONE:... 27

3 1 Welcome to Online Fax Online Fax allows you to send and receive faxes in format, access your faxes from a mobile device or an client. With Internet access, Online Fax allows you to send faxes without using a fax machine or a second phone line from anywhere in North America. There is 1 interface that you will use for Online Fax: Panel Type Online Fax Description The Online Fax Management interface allows you to manage your Online Fax account. You can send/receive faxes, view queued/archived faxes and manage your settings. Launch The application is launched from Manage Websites Tab, Advanced Tools section in your Control Panel. Monthly Usage Your Online Fax account has a monthly page limit (quota) based on the plan you purchased. The monthly usage limit is based on the calendar month. You can view your monthly usage from within your Online Fax website interface as displayed below.

4 For your convenience, quota alerts are ed to the user at 80%, 90%, and 100%.Once an account has exceeded its monthly page quota, the user will be charged on a per-page basis.

5 2 Online Fax Management Interface The Fax Management allows the Online Fax users to send and receive faxes, view queued/archived faxes, add contacts. Once an Online Fax account has been setup, modifications to the address, and fax number will not be permitted. Please ensure that the account information is correct. To update an Online Fax plan, contact Customer Service or Sales. To Login to Online Fax: 1. Navigate to your Online Fax Login page. 2. Enter your Fax Number. 3. Enter your Online Fax Password. 4. Click Log in. Understanding Online Fax Navigation There are three ways to navigate within the Online Fax interface: 1. Getting Started with Online Fax 2. Main Menu 3. Sub Menu

6 Getting Started with Online Fax The Getting Started with Online Fax screen provides detailed options of Online Fax. When you first launch the Online Fax Interface, the Getting Started with Online Fax screen is loaded as your initial menu. The Main Menu bar remains static throughout the Online Fax Interface and you will be able to navigate to whichever section you wish by clicking on the menu options. Using Wizard Navigation When you log in to Online Fax, the main menu is listed with details regarding each option. Once you select an option, the main menu moves to the top-right corner of the page. The following options are available: Inbox, Send Fax, Outbox, Archive, Contacts. Please see the table below for more details regarding each menu option. Main Menu Inbox Description The Inbox page allows you to manage received faxes. Each fax is stored in the Inbox for 1 year, during which time, you can view, download as a PDF or TIFF, move to an archive, or delete.

7 Send Fax The Send Fax page opens a screen that allows you to create and send faxes online. Outbox The Outbox page allows you to view the queue of all outbound faxes. Archive The Archive page displays faxes that have been archived on our system. These faxes are held for a period of 1 year. Contacts The Contacts page allows you to create, manage and store fax and contacts. Navigating the Secondary Menu The Secondary Menu is located in the top left corner of the Administration Panel of the Online Fax interface and consists of the following links: Home, Getting Started, Help and Feedback. Secondary Menu Home Getting Started Help Settings Logout Description The Home link directs you to your Inbox The Getting Started link directs you to the Getting Started with Online Fax screen. The Help link will guide you through managing your Online Fax solution. The Settings link allows you to update your account information: company details, your personal signature. The Logout link will log you out of the current session of Online Fax.

8 3 Managing your Online Fax Settings The Settings page allows you to update your account information: company details and your personal signature as well as your preferences in terms of your cover letter template and attachment format. Contact Details In this section you can edit your contact details that will appear on your cover letter of your fax. The fields that you can edit are: Your name, Company, Location, Phone number, signature. TO EDIT CONTACT DETAILS: 1. Enter your data in the text fields provided. 2. Click Apply to save changes. 3. Click Cancel to dismiss the changes made. Note: Entering your name is mandatory. Also please note that you will not be able to edit your address and fax number.

9 Cover Page In this section you can chose a cover page template. TO ADD A COVER PAGE: 1. Click on to zoom in on a chosen template. 2. Click on the chosen template. As soon as you click on a template it will be displayed with a check mark. 3. Click Apply. Preferences In this section you can choose the format of the fax attachment, as well as the language in which you would like to use the application.

10 TO SET YOUR PREFERENCES: 1. Select the preferred language from the drop-down. 2. Choose the attachment format you wish by clicking on the radio button.(pdf or TIFF). 3. Select the timezone from the drop-down list. 4. To have the deleted faxes, which have exceeded the storage period sent to your , check the me a copy of all automatically deleted faxes that have exceeded their storage period check box. 5. To use a cover page when sending faxes from your account, check the Use a cover page for faxes sent from my account check box. 6. Click Apply to save the changes made. 7. Click Cancel to dismiss the changes. Password In this section you can change your current password. TO MODIFY YOUR PASSWORD: 1. Enter your current password in the Current password field. 2. Enter a new password in the New Password field 3. Enter your new password again into the Confirm password field. 4. Click Apply to save the changes made 5. Click Cancel to dismiss the changes made. Note: Your password must be between 5-10 characters.

11 Additional Addresses In this section you can add up to 5 additional addressed to your account. TO ADD A NEW ADDRESS TO YOUR ACCOUNT: 1. Select Click to add an additional account. The "Additional accounts details" box on the right will become active. 2. Enter an address in the box provided. Note: address is mandatory. 3. Check off one or both of the functionality that you want to add to your address: "Receive faxes in my account" or "Send faxes from my account". Note: You must choose at least one of the options. 4. Click Add. 5. Click Cancel to dismiss all the changes made. TO VIEW AN EXISTING ADDRESS IN YOUR ACCOUNT: 1. Click on to view the details of the account. 2. The "Additional accounts details" section on the right will become active and it will display the details of the chosen account. TO DELETE AN ADDRESS IN YOUR ACCOUNT: 1. Click on to delete an account. A pop-up will ask you to confirm the deletion of the chosen account. 2. Click Yes to confirm the deletion. 3. Click No to cancel the deletion.

12 Blocked Numbers In this section you may block fax number(s) that you wish to not receive fax numbers from. TO SEARCH FOR A BLOCKED FAX NUMBER: 1. Enter a fax number in the Fax number field. Note: The proper fax number format includes only numbers and dashes. The area code must be included. 2. Click Search. The results will be displayed within the same page. Note: This search will only display blocked fax numbers. TO BLOCK A FAX NUMBER: 1. Enter a fax number in the Fax number field. Please note that the proper fax number format includes only numbers and dashes. The area code must be included. 2. Click Block in order to block the fax number entered. TO DELETE A BLOCKED FAX NUMBER: 3. Enter a fax number in the Fax number field. Please note that the proper fax number format includes only numbers and dashes. The area code must be included. 4. Click Search. The results will be displayed within the same page. Note: This search will only display blocked fax numbers. 5. Click on the icon besides each number in order to delete the number. 6. Click Yes to confirm the deletion or click No to cancel the deletion.

13 4 Managing the Fax Inbox The Inbox allows you to manage all received faxes. Faxes are stored in the Inbox for 1 year. All faxes that exceed 1 year will automatically be sent to your address assigned to your Online Fax account in PDF format, before they are deleted from our system. The Inbox also provides a search box, which allows you to search based on number, company or date received. The Inbox displays the following information for each fax received: Fax Number Company name Pages Date Received Management Utilities (icons) Search Options You can limit the number of items displayed in the Received Faxes list by entering specific criteria into the Search field. You can search by the following criteria: Fax Number To limit based on number, you must enter the full number with area code. Company Search will return items if a partial match is found Contact This can be a partial entry Date The parameter must match dd-mm-yyyy

14 To Search the Inbox: Enter the Search criteria and click Search. Management Options Management options are a series of icons, which provide the ability to store or send your fax contents. The table below provides a brief description for each icon and a link to the step-by-step instructions. Utility Description Preview View Rotate Fax fax document Download PDF Download TIFF Move to Archive Delete See a thumbnail preview of your fax View a full-size version of your fax Rotate your fax to adjust the view Send a received fax as an attachment Download your fax as a PDF document Download your fax as a TIFF document Move the fax to your archive folder Permanently delete the selected fax TO PREVIEW THE FAX: Click the View Fax icon. TO VIEW A FAX: Click the View Fax icon. The fax thumbnail is displayed. TO ROTATE THE FAX: Click the Rotate Fax icon. The fax image will rotate 90 clockwise.

15 TO A FAX AS AN ATTACHMENT: 1. Click the fax document icon. The Forward fax via screen opens. 2. Enter the address in the Recipients field. Note: Multiple entries must be separated by commas. Alternatively, click the Select contact(s) link to add a contact from the list of existing contacts 3. Enter the message description in the message field. 4. Click Send.

16 TO DOWNLOAD FAX AS A PDF: 1. Click the Download PDF icon. All the fax contents will be converted into a PDF document in a detached window. 2. Save the PDF. TO DOWNLOAD FAX AS A TIFF: Click the Download PDF icon. All the fax contents will be converted into a TIFF document. TO MOVE A FAX TO THE ARCHIVE: 1. Click the Move to Archive icon. 2. On the Confirmation dialog, click Yes.

17 TO DELETE A FAX: 1. Click the Delete icon. 2. On the Confirmation dialog, click Yes. Note: Faxes that have been deleted are permanently removed from the system and cannot be restored.

18 5 Sending Faxes The Send Fax section allows you to create and send files on your computer as faxes; you can also send faxes to multiple recipients simultaneously. Once sent, a fax will be queued in the Outbox for delivery. When sending a fax, you have the option to include a cover page, include recipients from your contact list, and add multiple attachments. TO SEND A FAX: 1. Enter the fax number in the Destination Fax numbers text box. Alternatively, enter multiple fax numbers by: Manually enter multiple numbers. Note: Separate multiple fax numbers with a semi-colon. Click Add from contacts to select numbers from your saved contacts. Note: A dialog opens, where you can select the fax numbers that you want to add.. 2. To attach files to your fax, click Browse in the File(s) to Fax. You may attach up to three files. 3. To add a cover page, select the Yes radio button and complete the following:

19 Select the cover page Language from the drop-down. Enter the following information: " Person" - (to whom will you address this fax) Enter the Company Information - (company name) - (location) (phone number, - (subject line - Regarding), and - (comments). If you wish to change the cover page template click the Change cover page link. A new window will open where you will be able to choose a new template. 4. Click Send. Your fax will be placed in the Outbox with status message indicating success /failure of delivery. An attached file cannot exceed 5 MB in size, and you can attach up to 3 separate documents within each fax sent.

20 6 Monitoring the Outbox The Outbox contains messages that have been queued for sending. A maximum of twenty faxes are queued at any given time (each phone number in a fax with multiple recipients is counted as a separate fax in the queue). The speed at which the queue clears will depend on the complexity of the images being faxed and the length (number of pages) of each fax. Online Fax will make 5 attempts to send your fax to each recipient. Once a fax has been successfully sent, the fax will be automatically moved from Outbox to your Archive folder; you will also receive a notification by that the fax was sent successfully.

21 7 Archiving Sent and Received Faxes The Online Fax Archive provides storage capability for both sent and received fax transmissions. All faxes that have been successfully sent are automatically moved from the Outbox and into Archive. However, if you wish to store received faxes, you must select the Move to Archive option from the Inbox. For more details on how to move items from the Inbox, see the To Move a Fax to the Archive: section. The Archive page is separated into two sections: the Archive Search section provides a search provides search parameters, which allows you to narrow or broaden your search criteria as needed. The Archive Results section displays a list of fax transmissions and is based on the search criteria entered. Please note that the default list is All Items. Within the Archive Results section, you can use the same Fax Management Tools that are available in the Inbox. For more information regarding the fax management options, please see the Management Options section. TO SEARCH FOR A FAX: 1. Enter any of the following search criteria: Keywords within a fax Company name Select whether you want to search faxes that were Sent, received or both Start Date and End Date select the date. 2. Click Search. Faxes are permanently removed from Archive after 1 year, unless deleted by user before

22 8 Managing Contacts The Contacts section of Online Fax allows you to maintain a contact list of fax numbers. This section is separated into two pages: the Fax Contacts page displays a list of contacts along with their details. The Contact Import page provides allows for adding contacts to your list manually or imported via.csv (comma separated value) file. Fax contacts may be used when sending or replying to a fax. Fax Contacts The Fax Contacts page contains two sub-sections: the Contact list and the Contact details. The Contact list displays a list of all contacts added to Online Fax. The Contact details section allows you to edit the information associated with a contact. TO ADD A CONTACT TO YOUR LIST: 1. Click the Fax Contacts link. 2. In Contact list section, click on Add a contact. 3. In the Contact Details section, enter the required information.

23 4. Click Add. TO DELETE A CONTACT TO YOUR LIST: 1. In Contact list section, click on the contact for which you want to delete. 2. Click the Delete icon. 3. In the Confirmation dialog, click Yes. Contact Import The Contact Import page allows you to upload multiple contacts into your list via.csv file. When uploading contacts, it is important to note that the.csv file must have the required fields populated.

24 Please make sure your list adheres to the following format: "Company One Name", Fax Number, "Contact Person", "Location", "Phone number", "Description", " Address" CSV (Comma Separated Value) file must follow a specific format in order to be successfully imported; click the "View a sample CSV file" link located above the "File Name" field. TO IMPORT A CONTACT LIST: 1. Click the Contact Import link. 2. In File name filed, click Browse. 3. Choose to ignore or overwrite duplicate contacts. 4. Click Import.

25 9 to Fax The to fax feature allows you to send a fax from any one of your existing Online Fax account numbers. With Online Fax, you can send a fax with up to five attachments, using your client and the address associated with your fax number you do not need to log in to the Online Fax application. If you have multiple fax numbers associated with the same address, you decide which number will be associated with the sent fax. Using a Cover Page to fax provides the option of adding a cover page when sending a fax. This feature can be configured to prompt you each time a fax is sent or it can be configured so that a cover page is automatically included with every fax transmission. When a cover page is added, the text entered in the Subject line is added to your cover page Regarding section and body text is added to the cover page s Comments section. Note: When attachments are sent with a cover page, the attachments are transmitted without body text and subject line. If you choose not to include a cover page, only the body text of your will be faxed. TO INCLUDE A COVER PAGE WITH EVERY FAX: 1. Log into the online Fax application. 2. Select Settings and then click Preferences. 3. Enable the Use a cover page for faxes sent from my account option. With this option enabled, every time you send an to fax it will include a cover page with our contact details. 4. Click Apply.

26 TO SEND A FAX FROM 1. Open your client. 2. Create/Compose a new In the To field, enter one the following: If you only have one fax number associated with your account, enter the fax number to followed Example: @onlinefax.att.com If you have more than one fax number associated with your account, enter the fax number to + fax number from followed Example: @onlinefax.att.com Note: Do not use spaces or hyphens in the in the to field. Any unnecessary characters will prevent successful fax transmissions.

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