OpenText Fax Servers and Microsoft Office 365

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1 OpenText Fax Servers and Microsoft Office 365 Integrating Fax with Office 365 E N T E R P R I S E I N F O R M A T I O N M A N A G E M E N T 1

2 Abstract Cloud-based information technologies promise a number of benefits, such as increased workforce productivity, simplified IT management, reduced operations costs, and increased ability to focus on core competencies. However, these benefits are best realized when other key technologies, like fax servers, are integrated so that critical business processes operate with equal or greater efficiency. In this white paper, you will learn about solutions for integrating your OpenText fax solutions and Microsoft Office 365 to realize full benefits for your enterprise. Key Benefits: Increase employee productivity and efficiency Reduce telecommunications, paper and equipment costs Improve compliance and audit readiness Manage fax and documents from one location E N T E R P R I S E I N F O R M A T I O N M A N A G E M E N T 2

3 Contents Abstract... 2 Introduction... 4 Challenges of Cloud Integration... 4 The Solution: Integration between Office 365 and OpenText fax solutions... 5 Using RightFax with Office Configuring RightFax for Office Sending and Receiving Faxes through RightFax... 6 Using OpenText Fax Appliance with Office Configuring Fax Appliance for Office Sending and Receiving Faxes through Fax Appliance... 7 Key Benefits of integrating Office 365 and OpenText fax solutions... 7 Summary... 8 Why OpenText?... 8 E N T E R P R I S E I N F O R M A T I O N M A N A G E M E N T 3

4 Introduction Companies adopting cloud-based technologies to reduce IT costs and improve business workflows must ensure there is seamless integration with existing business-critical applications. They must also ensure that communications over the Internet are secure and reliable, and that technology modifications introduce a minimal learning curve for end-users. OpenText Fax products, including RightFax and Fax Appliance, securely integrate with Microsoft Office 365 and provide ease of use and simple configuration. Users can send and receive faxes directly through Microsoft Office 365 accounts using Microsoft Outlook contact lists or simple fax address forms. Challenges of Cloud Integration The increasing demand for a scalable and simple to administer IT infrastructure, coupled with the need to reduce costs and accommodate the ever increasing mobility of the workforce are driving companies to invest in cloud technologies and cloud services. When transitioning to the cloud it is often necessary to integrate new cloud services with existing on-premise applications. Key challenges in integrating cloud-based services with on-premise applications include: Integrating with multiple IT systems, including fax systems, document management, and other applications Ensuring support for security policies and regulatory compliance Avoiding changes to the way business workflows are processed Failure to address these integration challenges expose companies to risks of information leaks, legal problems, increased workflow complexity, and increased delays in finalizing business transactions. The integration of cloud services and on-premise fax solutions should: Reduce impact to end-users by providing access through familiar technologies Provide reliable security and a complete audit trail of fax activities Scale as needed to accommodate changing business needs E N T E R P R I S E I N F O R M A T I O N M A N A G E M E N T 4

5 The Solution: Integration between Office 365 and OpenText fax solutions OpenText RightFax and Fax Appliance provide gateways to meet the faxing needs of Microsoft Office 365 users. Benefits of the gateways include: Secure, encrypted SMTP/POP3 using TLS/SSL with user authentication Simple configuration and administration Simple, reliable usability for end users Unlimited number of user accounts Unlimited number of fax pages Deliver inbound faxes to users in multiple formats, including TIFF and PDF. RightFax servers may also deliver faxes in Searchable PDF format to allow text search. OpenText fax solutions enable users to send and receive faxes from Microsoft Outlook and Office 365 A RightFax server or Fax Appliance at the customer site monitors a mailbox on Office 365 mail servers for outbound s through a direct, secured POP3 connection (TLS/SSL), converts them to faxes, and sends them to their final fax destination. Inbound faxes and notifications for inbound/outbound faxes are routed over direct, secured SMTP connection (TLS/SSL) to Office 365 users via the address configured for their user account on the fax server. E N T E R P R I S E I N F O R M A T I O N M A N A G E M E N T 5

6 Using RightFax with Office 365 Configuring RightFax for Office 365 Configuring OpenText RightFax to work with Microsoft Office 365 is easy. Configure the RightFax SMTP Gateway to connect to Office 365 Configure RightFax user accounts with Office 365 addresses Setup a user account and Mail Control Rule in Office 365 Admin console Enable SMTP/POP3 ports on network edge devices as necessary. Install the OpenText RightFax Outlook Add-on module for Microsoft Outlook 2007 and 2010 clients and configure fax addressing information* Send a fax easily Users click Send a fax in Microsoft Outlook enter fax information, and click Send Sending and Receiving Faxes through RightFax Send fax-bound messages from Microsoft Outlook quickly and easily (see screen shot) Right-click one or more Outlook Contacts and choose Send a fax to these contacts Or click the Send a fax button on the Outlook Ribbon and manually enter a name and phone number. * Attach Microsoft Office documents, including Office 2010 formats or any of a number of document and image formats. ** Press Send Users of Microsoft Outlook Web Access can also send faxes through RightFax by using manual fax addressing (e.g Multiple addressing methods are available depending on your configuration of the RightFax SMTP gateway. See the RightFax Administrators Guide and the OpenText RightFax Knowledge Center for more information. Inbound fax and notification delivery is performed automatically by the RightFax Server using information configured in RightFax user accounts. *Microsoft Outlook installed on local computer. Fax forms provided by RightFax Outlook Add-in are not available in Microsoft Outlook Web Access. **Support for Microsoft Office documents requires additional configuration of the RightFax Server. E N T E R P R I S E I N F O R M A T I O N M A N A G E M E N T 6

7 Using OpenText Fax Appliance with Office 365 OpenText Fax Appliance, with up to four analog phone lines, provides optimal SMB integration with Office 365. Steps to configure the Fax Appliance are very similar to RightFax. Configuring Fax Appliance for Office 365 To send notifications and deliver inbound faxes to Office 365 users: Configure the Office 365 SMTP Server address in the SMTP Server screen. Specify a valid Office 365 username and password for authentication. Specify an Office 365 address in the Send s from this address field. Specify Office 365 addresses for Fax Appliance user accounts. Sending and Receiving Faxes through Fax Appliance Using the built-in SMTP/POP3 functionality, Fax Appliance sends fax documents retrieved from an Office 365 mail box, and delivers notifications and inbound faxes to Office 365 users by . To send to the appliance through an Office 365 account: Designate an Office 365 user account on the POP3 server that will receive all fax-bound s. For information about setting up users on the server, see your POP3 server documentation. Configure the appliance to sign in with the POP3 account, retrieve the s, and process them as faxes. Address using the POP3 fax addressing scheme (e.g Note: OpenText Fax Appliance does not provide a fax creation form add-in for Microsoft Outlook. Key Benefits of integrating Office 365 and OpenText fax solutions Increase employee productivity and efficiency: No more time-consuming printing, manual faxing and tracking. Send faxes directly from Office 365 via Outlook integration, or Print-to-Fax. Reduce telecommunications, paper and equipment costs: Consolidate phone resources for faxing and stop paying for fax paper, cartridges, and machine maintenance; eliminate costs for filing, long-term paper archival and manual retrieval of paper faxes. Improved audit, compliance and legal readiness: Audit trails are maintained, making it easy to provide proof of compliance. Document centralization: Keep all your communications in one place by using the Office 365 with an OpenText fax solution to send and receive faxes. E N T E R P R I S E I N F O R M A T I O N M A N A G E M E N T 7

8 WHITE PAPER Integrating with Office 365 Summary OpenText fax server products are trusted worldwide for their reliability, scalability, security, and integration with the widest range of business applications. RightFax fax server software improves the flow of your company's vital information through business-critical fax and document distribution. Whether your organization is small, medium or large, RightFax increases employee productivity and decreases paperbased operational costs. Fax Appliance products are a perfect offering for small and medium businesses who do not require the advanced functionality provided by RightFax. The Microsoft Office 365 is Microsoft s next generation in cloud productivity that brings together Microsoft Office, SharePoint Online, Exchange Online and Lync Online in an always-up-to-date cloud service. Tightly integrating on-premise fax workloads with Microsoft cloud-based solutions enables you to securely maximize your current technology investments with minimal change in workflow. You can deploy and scale at your own pace, and gain the benefits in a way that works for your business. Why OpenText? The OpenText Information Exchange suite of products and services provides market-leading fax, document exchange, messaging, notifications, and EDI solutions for businesses ranging from the smallest office to the largest enterprise. OpenText on-premise and cloud-based solutions can deliver even the largest files quickly, securely and reliably in the format of your choice. NORTH AMERICA EUROPE +31 (0) AFRICA, MIDDLE EAST JAPAN CHINA HONG KONG AUSTRALIA Visit online.opentext.com for more information about OpenText solutions. OpenText Corporation is a publicly traded company on both NASDAQ (OTEX) and the TSX (OTC). Copyright 2013 Open Text Corporation. OpenText and Open Text are trademarks or registered trademarks of Open Text Corporation. This list is not exhaustive. All other trademarks or registered trademarks are the property of their respective owners. All rights reserved

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