Fax Service QUICK START GUIDE

Transcription

1 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 . Important: When you signed up for the Broadview Fax, you selected one of two file formats for receiving faxes in your 1. TIFF or 2. PDF (Make sure that your PC has the appropriate viewing software to read TIFF or PDF files.) If you selected TIFF as your file type, most Windows 2000 PCs have pre-installed image viewing software. Windows XP, Vista and 2007 users without Imaging for Windows may need to create file associations in Windows in order to view TIFF files. If you selected PDF as your file type, you need Adobe Acrobat Reader to view a PDF file. Adobe Acrobat Reader can be downloaded for free at: 1

2 Sending Faxes 1. Addressing Faxes Compose an message addressed to Make sure the number is in the form of country code + area/city code + number: (For example, the country code for the U.S., Canada, and the Caribbean is 1.) Examples: When faxing to a U.S., Canadian, or Caribbean fax number, address as follows: @broadviewfax.com or @broadviewfax.com You can address your message with digits only, or with dashes. IMPORTANT: When faxing to U.S., Canadian, or Caribbean fax numbers, always use a 1 plus the area code and fax number, even if you are faxing to a local number. When faxing to all other countries, address as follows (this is an example to Japan, country code 81 ): @broadviewfax.com or @broadviewfax.com IMPORTANT: Do not use the country s international access code, such as 011 or 00, as you might make an international phone call. Always begin the fax number with its country code. 2. Type in your message (Cover Page) If you type any text in your message, the Broadview Network Fax Service will put it on a cover page. The cover page includes addressing information, including: The recipient Your address Date and time Message subject (taken from Subject Line) 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, each document starting on a new page, delivered in the order in which they were attached. If you want to overwrite the fax number and your address in the To and From fields 2

3 respectively, you can do so by addressing your message to: where TO is the person to whom you are sending the fax and FR is your name. For example: > Jane Doe is sending a fax to John Doe If you don t include any text in your , the cover page is skipped and the first page of the fax is the first page of the first attachment you sent. 3. Attach any documents to be sent. You can attach multiple documents to be faxed, just like you do when attaching documents to an . Below is a list of the document types Broadview Networks Fax Service supports: Document Versions Adobe PDF v1.1 to 1.7 Adobe Acrobat Reader v2.0 to 8.0 Bitmap Corel Presentations v7.0 to 8.0 Corel Quattro Pro v7.0 to 8.0 Corel WordPerfect v5.x to 6.1 Corel WordPerfect Graphics v1.0 to 2.0 DCX GIF HTML IBM DCA/RFT vsc JPEG Lotus v2.x to R9 Lotus AMIPro Lotus Freelance Lotus WordPro Microsoft Excel v5.0 to 2007 Microsoft PowerPoint v4.0 to 2007 Microsoft Project v4.0 to 2003 Microsoft Word v4.0 to 2007 Microsoft Publisher v4.0 to 2003 PCL PC Paintbrush (PCX) All Plain Text (ASCII) PostScript All Portable Network Graphics (PNG) Rich Text Format (RTF) TIFF Visio v4.0 to 2003 WinZip 3

4 There are a few things you can do to maximize your success when faxing attachments: 1. Don t send password-protected documents. The Broadview Network 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 Networks Fax Service receives a document in your message that refers to a file, picture or a graphic that 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 Networks Fax Service doesn t have, and the font isn t otherwise embedded inside your document, Broadview will substitute as similar a font as possible. 4. Hit Send. You will receive a delivery confirmation in your inbox once the Broadview Network Fax Service has delivered your fax. Tips & Tricks 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: @broadviewfax.com. When you want to fax to this person, just compose an to their fax address ( Janet s Fax ). Note: Remember that the fax number must start with the recipient s country code and city/area code even if it s a local number. Tip: You can send your message to both a fax number and an address in the same message. Simply select the addresses you want to send to and enter them in the To: line of your message. Those destined for delivery to a fax machine will be routed to the Broadview Network Fax Service for fax delivery while those destined to an address will be delivered by your company s server. 4

5 Languages Other than English The current version of Broadview Networks Fax Service supports text and documents in English, plus: Arabic Central European Chinese Traditional French Greek Italian Korean Turkish Vietnamese Baltic Chinese--Simplified Cyrillic German Hebrew Japanese Portuguese Unicode Western European Fax Retry Schedules Broadview Networks Fax Service will try to deliver your fax several times, if necessary, to overcome common delivery obstacles like busy signals, fax machines that ring but do not answer, etc. This is done automatically by the Broadview Network Fax Service at no extra cost to you. On its standard retry schedule, the Broadview Network Fax Service will attempt to reach the recipient fax machine for about 10 minutes before ceasing its attempts and immediately ing you a non-delivery notice describing the problem the network encountered. For additional help with Broadview Fax, call BROADVIEW. 5