Broadview Fax Quick Start Guide from MyOfficeSuite

Transcription

1 Smith, John LS TS Broadview Fax Quick Start Guide from MyOfficeSuite MY ONLINE FAX INBOUND FAX NUMBER DETAILS CHECK FAXES SEND A FAX How to send a Fax Click Send A Fax on the My Online Fax Widget. Fill out the following fields: Send Fax To Fill in the fax number that you want to send to. Recipient Name Person you are sending to. Send Fax From If you only have 1 fax number this will be completed. If you have multiple fax numbers select which fax number from the drop down. File To Fax Click Add Files to browse and find the file you want to fax. You can send up to 5 attachments per fax. Once the file is added you will see it on the right hand side of the screen. If you need to delete simply click on the Trash icon. Click Send Fax. How to view a received fax Click Check Faxes on the My Online Fax Widget. From the Received folder you can view all received faxes with the following: Date and time received Number fax was sent from # of pages Click to download the fax in PDF format Click to forward the fax To delete a single fax How to view a sent fax From the Sent folder you can view all sent faxes with the following: Date and time sent Number fax was sent to # of pages Status of fax Download the fax in PDF format to Fax How to send a fax Compose an message addressed to the fax number you are sending Example: @ yourfax.com Make sure the number is in the form of area/city code + number (10 digits only no dashes). In the Subject line you will need to put in your Broadview Fax number (10 digits only no dashes). You can also add the text Cover Page as well if you wish to have the message body serve as a cover page. 2. Type in your message (Cover Page) If you type any text in your message, the Broadview Fax service will put it on a cover page. 3. Attach any documents to be sent. 4. Hit Send. Once sent you will receive a confirmation or rejection notice with explanation. How to receive a fax Provide your Broadview Fax service fax number to all of your contacts. When people send a fax to your Broadview Fax number, your fax will arrive in your . Just double-click on the attachment contained in the to read your fax. With either MyOfficeSuite or to Fax you can send up to 5 attachments. Below is a list of the document types Broadview Networks Fax Service supports: JPG, PDF, Adobe PostScript, TIFF, Microsoft Word, Excel, CSV, HTML & Plain Text formats.

2 2 JOIN CHECK VOIC A MEETING VOIC SETTINGS JOIN DETAILS Broadview Fax for MyOfficeSuite INCOMING CALL ROUTINGPortal AUTO ATTENDANTS Broadview Fax is now integrated in MyOfficeSuite portal and allows the ability to send, view and receive faxes. The Online Fax widget displays the following information: Your Inbound Fax Number you can select which fax number if you have multiple from the drop down menu Number of since your last login. You can click Refresh to refresh the count CONFIGURE Check Faxes will bring you to the Received CONFIGURE faxes folder Send a Fax will bring you to the Send folder to send a fax INDIVIDUALS GROUPS AUTO ATTENDANTS MY ONLINE FAX INBOUND FAX NUMBER CHECK FAXES SEND A FAX Clicking on the My Services link at the top navigation bar will also allow you to select My Online Fax and select either Check Faxes or Send a Fax. Upon selecting Check Faxes you are directed to the Received folder by default. When in the Received folder you will have the ability to view all of the faxes that you have received. If you have multiple fax numbers click on the dropdown in the top left hand corner to select which fax you want to view. Below is an explanation of all headers/actions: Received Date and time fax was received Caller ID Number that fax was sent from Fax Number Number fax was sent to Pages Total # of fax pages received Click to download the fax in PDF format Click to forward the fax To delete a single fax MY PHONES SELECT EXTENSION Smith, John SAVE OFF CORDLESS PHONES SELECT LOCATION 1234 Tenth Ave. Broadview Networks Welcome, John Smith Service ID AAFF x1234 Show my phone numbers Add, remove, and reorder widgets here on your dashboard to see the information you want instantly. CUSTOMIZE DASHBOARD Do Not Disturb CONFIGURE? Help Chat Dashboard My Services Contacts Phone System Additional Services Order Status Billing Support Settings MAC ADDRESS 12:34:D1:12:34:56 4 active extensions NO BASE STATION FOUND CHANGE CONFIGURATION MY VOIC SELECT EXTENSION Smith, John 2 CHECK VOIC VOIC SETTINGS AUTO ATTENDANTS CONFIGURE MY HD MEETING START A MEETING SCREENSHARE JOIN A MEETING JOIN INCOMING CALL ROUTING CONFIGURE Use My Room VIDEO INDIVIDUALS GROUPS AUTO ATTENDANTS SELECT EXTENSION MY ONLINE FAX SIGN OUT MY CALL GROUPS Smith, John INBOUND FAX NUMBER DETAILS CHECK FAXES SEND A FAX To delete multiple faxes check the faxes you want to delete and select Delete Selected at the top. Click to refresh the page At the bottom of every page you will have the ability to perform the following: Select which page you want to view Select the number of faxes you want to appear on each page View the total number of faxes in your received box

3 When in the Sent folder you will have the ability to view all of the faxes that you have sent. Below is an explanation of all headers/actions: Sent Date and time fax was sent Fax Number Number fax was sent from Destination Fax Number fax was sent to File Name Name of the file that was faxed Pages Total # of fax pages sent Status Shows the status of the sent fax (processing, failed, or success) Click to download the fax in PDF format Click to refresh the page At the bottom of every page you will have the ability to perform the following: Select which page you want to view Select the number of faxes you want to appear on each page View the total number of faxes in your received box

4 When in the Send folder you will have the ability to send a fax. To send a fax please perform the following: Send Fax To - Fill in the fax number that you want to send to. Recipient Name Person you are sending to. Send Fax From If you only have 1 fax number this will be completed. If you have multiple fax numbers select which fax number from the drop down. File To Fax Click Add Files to browse and find the file you want to fax. Once the file is added you will see it on the right hand side of the screen. If you need to delete simply click on the Trash icon. Click Send Fax. Once a fax is sent it is displayed at the top in pending status until it is processed. There is an option to refresh the page to reflect the updated status. Once the fax is sent it will appear in the sent folder. You can send up to 5 attachments in one fax. Attachment types include JPG, PDF, Adobe PostScript, TIFF, Microsoft Word, Excel, CSV, HTML & Plain Text formats.

5 Sending Faxes ( to Fax) 1. Addressing Faxes Compose an message addressed to the fax number you are sending Example: Make sure the number is in the form of area/city code + number (10 digits only no dashes) In the Subject line you will need to put in your Broadview Fax number (10 digits only no dashes). You can also add the text Cover Page as well if you wish to have the message body serve as a cover page. 2. Type in your message (Cover Page) If you type any text in your message, the Broadview Fax service will put it on a cover page. 3. Attach any documents to be sent You can attach up to 5 documents to be faxed. Attachment types include JPG, PDF, Adobe PostScript, TIFF, Microsoft Word, Excel, CSV, HTML & Plain Text formats. 4. Hit Send Once sent you will receive a confirmation or rejection notice with explanation. If a user sends a fax from their client, they will also see a copy of the sent fax in the MyOfficeSuite portal. If you delete a sent fax from your client, that fax will still be available in the MyOfficeSuite portal.

6 Receiving Faxes To receive faxes in your , give out your Broadview Fax service fax number to all of your contacts. When people send a fax to your Broadview Fax number, your faxes will arrive in your . Just double-click on the attachment contained in the to read your fax. You can also print, store, or forward the fax to another address, just as though it were an . Faxes will be received in both the MyOfficeSuite portal as well as your client. If you delete a received fax from your client, that fax will still be available in the MyOfficeSuite portal. Additional information: Sending Faxes: The cover page includes addressing information, including: The recipient Your address Date and time Message subject Number of pages Any text you type appears right after the addressing section. If you have a lot of text, it will continue on Page 2. Any documents you attach, like Microsoft Word or Excel files, will follow your text. Below is a list of the document types Broadview Networks Fax Service supports: JPG, PDF, Adobe PostScript, TIFF, Microsoft Word, Excel, CSV, HTML & Plain Text formats Using Your Address Book for Faxing With Broadview Networks Fax Service, you can use any existing address book to store frequently used fax numbers. Here s how: 1. Create an address book entry. Give it a distinctive name that tells you the message is going out as a fax, for example, Janet s Fax. That way, if Janet already has a traditional address stored in your address book, the name Janet s Fax will let you decide easily between sending to her fax number or to her Type the person s fax number followed as the address. For example: @ yourfax.com When you want to fax to this person, just compose an to their fax address ( Janet s Fax ). There are a few things you can do to maximize your success when faxing attachments: 1. Don t send password-protected documents. The Broadview Fax service won t be able to turn them into faxes,because it won t know your password to print them into a faxable format. 2. Make sure that any graphics or files that are referenced in your document are embedded in the document not just linked to. If Broadview Fax service receives a document in your message that refers to a file, picture or a graphicthat only exists on your hard drive, we won t be able to fax your document successfully. 3. Do not send documents that contain embedded Macros in your documents. The same goes for unusual fonts. If you use a font that Broadview Fax service doesn t have, and the font isn t otherwise embedded inside your document, The Broadview Fax service will substitute as similar a font as possible. For additional help with Broadview Fax, call BROADVIEW.