Modular Messaging Fax Server Quick Reference Guide (QRG)

Transcription

1 Modular Messaging Fax Server Quick Reference Guide (QRG) Any Telephone Modular Messaging Office of Information Technology (OIT) University Technology Services (UTS) This Guide provides administration instructions for Receiving, Printing, Forwarding, & Sending Faxes using the Modular Messaging System Any Mailbox may be enabled to receive and forward faxes. Fax origination and sending requires that you have the Avaya Outlook Thick Client (OTC) Receiving, Printing, & Forwarding a Fax When administered for Fax, Modular Messaging receives an incoming fax sent to a telephone number designated for your fax receipt and then places it as an attachment in your Exchange Inbox along with your other s and voic s Fax Server Services require an additional (fax) telephone number and a Fax Class-of-Service which can be administered for you by the Customer Care Center Notifications Message Wating Indicator (MWI): By default, the message waiting lamp on your phone activates for both new voice mail as well as fax You may administer the lamp to activate for voice mail only, fax only, or other options using either Outlook Tools/Options/Voice Mail/Telephone User Interface Options or Modular Messaging Web Subscriber Options For Web Subscriber Options, navigate to Notifications/MWI as shown below and select the Message Type and Importance/Priority level for MWI Since faxes are received as an attachment, you may print or forward a fax to someone else as you would any When retrieving messages using your telephone, you will be notified at login as to the number of s, voic s, and faxes you have in your inbox Press (1, 3) to review your fax message headers Press 2 to access print choices Press 1 to print to your default fax destination (a) This is the extension of a regular fax machine in your office (b) You may change this extension number using Outlook or Modular Messaging Web Subscriber Options Press 2 to print to an alternate fax destination (a) This is the extension of either a regular fax machine in your office other than your default or a Modular Messaging Fax subscriber Press 3 if you are calling from a fax machine and wish to print the fax at that machine. This is useful when located away from the office Originating & Sending Faxes Overview: Any document that you can print can be sent as a fax. Instead of printing a document to a regular printer, you print it at the Modular Messaging Fax Printer (\\MMVRU3-EUV\Fax). This launches a Send Fax Wizard that prompts you for the faxing information details for the cover page and the telephone number of the destination fax Before you can send a fax, you must first run the Fax Printer Wizard to administer the Fax Printer Issued October 22, 2008 JT Massey Any -Telephone Modular Messaging Fax Server Page 1 of 5

2 Fax Network Printer Setup: Desktop Support can assist in setting this up for you. However, if you would like to administer it yourself, please follow the procedure below Select START: Printers and Faxes: Add a Printer Complete the Wizard screens as shown below Select I386 Select FXSCFGWZ Enter \\mmvru3-euv\fax Click the Browse button at the below prompt Issued October 22, 2008 JT Massey Any -Telephone Modular Messaging Fax Server Page 2 of 5

3 Fax Network Printer Setup: (concluded) Select the Fax Access tab Enter the 5-digit extension of your departmental Fax machine, if any Write-down the case-sensitive Fax Authorization Code shown in the gray area This code is unique to each user and will be needed later the 1 st time you send a fax Click Apply and exit Outlook Options Fax Default Printer Setup: The Fax Default Printer is typically a fax machine in your office that you would use to print faxes you received in Outlook rather than at your PC printer Open Outlook, Select Tools: Options: Voice Mail Click Telephone User Interface Options Originating & Sending a Fax: Open the document to be faxed and start the print process as you normally would, e.g. File: Print In the Printer List box, scroll-to and select the \\mmvru3-euv\fax choice and click OK Issued October 22, 2008 JT Massey Any -Telephone Modular Messaging Fax Server Page 3 of 5

4 Click Add Originating & Sending a Fax: (continued) Complete the Send Fax Wizard screens as shown below Provide the name of the fax recipient or click Address Book to select someone from your Outlook Contacts Enter the destination Fax Telephone Number For numbers outside the Enterprise Telephone System and for Toll Call destinations as shown below, enter (9) and the number as you would normally dial it with a comma followed by your 6- digit Authorization Code Click Select a cover page template with and a cover page template (Confident recommended) If you don t select a cover page template, the system default cover page will be used which does not have the information that will be needed by the receiver to identify the sender Enter the Subject Click Sender Information Issued October 22, 2008 JT Massey Any -Telephone Modular Messaging Fax Server Page 4 of 5

5 Originating & Sending Faxes (concluded) Originating & Sending a Fax: (concluded] Once setup is completed, the information below will be used each time you send a fax unless you change it Enter your name and the telephone number where you can receive Faxes (Fax number) and any other information you would like included in the cover page Enter the Fax Authorization Code that you wrote down when administering your Outlook Options, Default Fax printer in the Billing Code field Click OK You will receive a fax confirmation similar to the one below when the fax has been sent successfully Important Phone Numbers Customer Care Center Issued October 22, 2008 JT Massey Any -Telephone Modular Messaging Fax Server Page 5 of 5