Realfax Service User Manual Version 4

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1 Realfax Service User Manual Version 4 COMMUNICATE FROM EVERYWHERE TO EVERYWHERE

2 Table of Contents Features and Benefits... 1 Using the Service... 2 How Realfax works... 2 Sending Faxes... 2 Receiving Faxes... 2 Archiving... 2 Login... 3 Fax Center... 3 to remove the faxes from the Inbox... 4 To move the faxes to a folder Sending a Fax... 4 Via Realfax.ca web site Sending a Fax from an Client... 5 Receiving Faxes... 7 Setup... 7 Timezone... 8 Language... 8 Inbound fax Options... 8 Fax Number... 8 Reports... 9

3 Real Fax Service Real Fax service is a fax to and to fax service. Real Fax is an integrated service of Real Telecom and one of the Real services designed to enable information movement and management from everywhere to everywhere. Users can receive faxes from any fax machine and also send faxes to any fax machine. Features and Benefits You receive Faxes in one or more addresses. You can send faxes from your Microsoft Outlook. You can send from your Internet browser. You can send any file content as a Fax. No more out of paper, paper stuck, and empty ink cartridges problems. You can receive and send faxes anywhere you are. As easy to use as sending and receiving an . No need for a phone line. Low cost. You can choose fax numbers from anywhere in Canada. You can choose Toll Free fax number that can be reached from Canada and the USA or Canada. We can port your existing fax number. FAX archiving. Three Automatic up to three retries. 1

4 Using the Service Users can send, receive, and access faxes anywhere they are simply by accessing the Realfax.ca website and entering their login and password. Also, users may send faxes from their client such as Microsoft Outlook. How Realfax works Sending Faxes The system converts documents on your disk drive that you wish to send in a format it can use to transmit to a fax machine. Then it sets up a fax sending process and attempts to dial the fax number you identified. The sending process operates as if one fax machines is sending a fax and another is receiving. Realfax attempts the process three times at different times before it declares a failure. Also it will send 3 types of status messages. You will first receive an indicating that the message has been queued for delivery. You will then receive a message indicating that the system is dialing, and then you will receive a message indicating that the fax has been successfully sent. Receiving Faxes Realfax receives faxes from any fax machine. The faxes sent to your Realfax fax number are received and converted to PDF format before they are sent to your . Realfax delivers your faxes to multiple addresses you identified in your account. Archiving Realfax archives your faxes for 2 years. You may delete any of the mat anytime. You can search for the faxes you wish to review and you may download them, view them, or print them. 2

5 Login From an Internet browser enter and the login screen will appear. Please enter the Username and Password sent to you upon registration. Fax Center Upon successful login the system displays the Fax Center screen and options. The above screen always shows first and displays the content of the Inbox. Notice the Messages TAB is now in focus and you may download, view, and print the faxes. You may press the to view and print the fax and the to download the fax. 3

6 You also may check one options: or more faxes and execute any of the following to remove the faxes from the Inbox To move the faxes to a folder. You need to press first and the system presents a list of folder you may move the fax or faxes to before your press the move button. Sending a Fax You may send a fax via the Realfax.ca website or from your client such as Outlook. Via Realfax.ca web site. To send a fax press and the following screen will appear: You need to enter the Fax number of the destination in the Fax to: field in 10 digits format ( ) or the full number including 011( ) for international destinations. The Notes: field is used to help you find the fax in the sent faxes box at any time. At this point you may either press the before you proceed to attaching the fax content or press the button to proceed without a fax sheet cover. to fill a cover sheet form 4

7 Upon proceeding to the next step, the system will display: You have the option of sending 10 attached files. Press the button and the system displays the folders on your computer disk drive. Navigate through your folders structure and select the files you wish to include in the fax. The files need to be a PDF file or a picture file in many formats. Once you press the button the fax sending process enters the queuing stage and you will receive an indicating so. During the sending process, the system will send you an to inform you of the fax processing status including sent, retrying, and failed. The fax will fail after three retry attempts. Sending a Fax from an Client If you do not receive any status messages, verify that you included your Fax Validation Code assigned to you in the Subject line and verify that you sent the from an e- mail address that is registered for use with the service (refer to the response for the previous question). 5

8 The above picture illustrates how to send a fax from an client such as Outlook. The To Field must be in such as the example above The Subject: field must always include the Fax Validation Code provided to you when your account was created. The sizes of faxes are as follows: Maximum size (including attachments) Maximum single file size that can be submitted online Maximum total size of all files submitted online for a single fax 20 MB 20 MB 32 MB This is a large fax capacity. You will need to send your fax in two or more faxes should your fax size be larger than 20MB. Real Fax sends the sender 3 types of status messages: The first it sends is an indicating that the message has been queued for delivery. Followed by sending a message indicating that the system is dialing, Then it will send a message indicating that the fax has been successfully sent. If you do not receive any status messages, verify that you included your Fax Validation Code in the Subject line and verify that you sent the from an address that is registered for use with the service. 6

9 Receiving Faxes Realfax receives faxes from any fax machine. The received fax will be sent to the user s related to the receiving fax number. Each user has at least one fax number and one or more addresses associated with the fax number. The associated addresses are also used to authenticate the fax sender when the fax sent from an client. The faxes you receive will always be a PDF attachment to the you receive from Realfax. Also, the received faxes will be available in the Inbox on the Realfax system for you to review. Remember you can move the received faxes to folders to better organize your archive. Setup The Setup is a screen enables you to update your information, adding addresses, and change your password. button the following screen is displayed:. Upon pressing the Setup 7

10 Timezone You can select the proper time zone for your location. Press the arrow down on the right of the field and a list of options will be displayed. Language Two languages are available, French and English. Inbound fax Options Fax Number This field shows the fax numbers assigned to your account. You can add more numbers at any time. If you click on the number the system presents you with a screen to add new numbers. 8

11 Following pressing the Add new button you will see the following screen: Reports As you already know, your package includes 1 local number and 1 toll-free number. You can proceed to select more numbers by selecting a province and City. You will be able to select a City if you click on the City and select the province when you click on Province. Pressing the Next button will lead to a screen with choices of phone numbers. Select the one you like and press the Next button. 9

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