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1 FaxMail User Guide
2 FaxMail User Guide» USING Vonage FAXMAIL » SENDING FAXES... 3» RECEIVING FAXES... 4» NOTIFICATIONS... 5» APPENDICIES » SUPPORTED FILE ATTACHMENTS... 6» SIGNATURES... 6» NOTIFICATION S... 7
3 Using Vonage FaxMail 3 Vonage FaxMail provides an easy method to send and receive faxes using your standard client. Vonage FaxMail works with any standard system including Lotus Notes and Microsoft Exchange. This document will show you as a user how to use the Vonage FaxMail system. Sending Faxes To send a fax, simply attach the electronic document(s) you want to fax to an and send it to <10-digit-number>@fax.telesphere.com. The system will combine multiple attachments into one fax. The text you type into the subject and body of your will also automatically be used to create a cover sheet for the fax. Multiple Recipients -The Vonage FaxMail system accepts s addressed to up to 5 different numbers. An containing more than 5 recipients will be rejected. When the Vonage FaxMail system receives your it will perform the following actions: and a Support Engineer can tell you whether or not your file type is supported. signatures may cause issues with submitted faxes. It is recommended that signatures be removed from the before sending to the Vonage FaxMail system. Please see the appendix Signatures for details Example: Below is an example of an outbound fax to The To: address is: @fax.telesphere.com (any delimiting characters need to be removed from the number before sending). The file PDF File. pdf to be faxed is attached to the . Example shown is using an outlook client 1. The Vonage FaxMail system will attempt to convert your attachment(s) to a format that can be faxed. 2. The Vonage FaxMail system will take the text from the subject and body of your and build a cover-sheet. The text taken from the subject field of the is added to a subject line on the coversheet. The text taken from the body of the will be added to the body section of the cover-sheet. 3. The Vonage FaxMail system will attempt to send the fax to the number taken from the To field of the The Vonage FaxMail system will respond to your with either a success of failure notification. All faxes submitted to the system will be responded to with a notification. If you do not receive a notification then there is a problem that should be investigated. The Vonage FaxMail system supports several different types of file attachments that can be converted for faxing. These include PDFs and most Microsoft Office documents. See the appendix Supported File Attachments for a list of supported attachments or contact
4 Using Vonage FaxMail 4 Receiving Faxes Once you are set up as a Vonage FaxMail user there is nothing that needs to be done to receive faxes. Any standard fax machine from anywhere in the world can send a fax to your number. The Vonage FaxMail system will convert your fax to an Adobe Acrobat PDF file and it to you as an attachment. The faxes will arrive in your inbox from unifiedmail@telesphere.com. NOTE: If you think you are not receiving faxes, check your junk-mail settings to make sure you are not missing s from the Vonage FaxMail system. Example: Below is an example of how a fax will look as it is received in your inbox from the Vonage FaxMail system.
5 Using Vonage FaxMail 5 Notifications The Vonage FaxMail system will notify you via of the result of your submitted fax. See the appendix Notification s for a list of notifications and appropriate actions to take if they are received. All submitted faxes will be responded to with either a success or failure notification. A failure to receive a notification to a submitted fax indicates a problem and should be investigated. If you did not receive a notification to a submitted fax please perform the following actions: 1. Wait a few minutes. It may take the Vonage FaxMail system some time to send out the fax. This is particularly true of large faxes. The Vonage FaxMail sends notifications after the fax has been sent (or attempts were made and failed). 2. Check your junk-mail settings and rules to make sure you are not filtering the notification Re-submit the fax and verify that you do not receive a notification. 4. Contact your system administrator and ask them to verify that their system did not receive the from Vonage and that they are not filtering s from unifiedmail@telesphere.com. 5. Contact Vonage Support at
6 APPENDIX 6 Supported File Attachments Below is a table of the attachment file types supported by the Vonage FaxMail system at the time this document was published. FILE TYPE Adobe Acrobat Bitmap Jpeg Microsoft Excel Microsoft PowerPoint Microsoft Word Rich Text Format Tagged Image File Format Text EXTENSION.pdf.bmp.jpeg.xls(x).ppt.doc(x).rtf.tiff.txt Signatures signatures may cause submitted faxes to fail. The Vonage FaxMail system treats signatures as attachments and attempts to convert and pre-pend them to the outgoing fax. Often these signatures are of a type not supported by the FaxMail system. This causes the submitted fax to fail and results in a Conversion Failure notification sent back to the user. In the cases where the signature is of a type supported, the resulting fax is pre-pended with a page that contains the converted signature. In case of sending failures, please remove the signature in your and try again.
7 APPENDIX 7 Notification s Below is an example of a Faxmail notification next to a table of common notifications that the Vonage FaxMail system sends in response to a fax submitted by a user. Each Notification is listed along with actions a user can take in response to each. Please do not respond to a notification . This notification system does not receive s. NOTIFICATION TEXT Fax Transmission Successful Error: Busy Error:Conversion Error Error: Unallocated (unassigned) number ACTIONS TO TAKE This indicates a successful Fax. No action necessary This indicates that the Faxmail received a busy signal after multiple attempts to send your fax to the number you specified. Please verify the number, wait and try your fax again. This indicates that Faxmail system could not convert your file attachment. Please verify that your attachment is of a supported type. Try the fax again making sure to remove any signatures from your . This indicates that Faxmail could not dial the destination number because it is invalid. Please verify the number and try again.
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