Phone.com. Communicate Better

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1 1 Communicate Better - 1 / 16 -

2 2 Faxes Setting a Number to Receive Faxes Fax Notification Notification Text Message (SMS) notification Managing Faxes Viewing a Fax Downloading a Fax Viewing a Fax via Deleting a Fax Sending a Fax Setting a Number to Receive Faxes To receive faxes to an extension in your account, you must assign a phone number to receive faxes using the Call Handling Rules. Your main business line cannot double as a fax line; a separate number will need to be purchased to have a main business line plus a line for receiving faxes. Select the Numbers option from the navigation bar. Select Edit to the right of your number. Select Edit once more for Number Action. - 2 / 16 -

3 3 Select how calls should be handled by selecting Receive Fax. Select the extension in which to deliver the faxes. - 3 / 16 -

4 4 Then click Save Rule Settings. Now, when faxes are sent to your number, they will be delivered to the Inbox for that extension and stored for 90 days. Voic and Fax Notification Choose your preferred method of notification for voic and fax messages. Your options include receiving notification via and/or your mobile phone. Check the notification method you prefer and enter the corresponding destination address and/or mobile number to receive the notification. Select the Settings icon to the right of the Extension. - 4 / 16 -

5 5 In the Extension Settings, scroll down to locate the Notification Settings. Selecting the When I receive a new voic or fax* option will allow you to check your faxes via . Notification Send an notification to: Enter the address you would like message notifications to go to. - 5 / 16 -

6 6 For two addresses, separate by a comma. This option will only apply if you have selected one of the notification options above. Faxes will be attached as PDF documents. Please remember to Save Changes when you are finished. Faxes are kept in your account for 90 days. We recommend downloading the messages to your computer to save for a longer amount of time. The message will also contain the time, date, length and Caller ID information for the message. Text Message (SMS) notification By checking the Send a text notification** option, a short text will be sent to your mobile device when you receive a new voic and/or fax message. Enter your mobile number in the field provided (no spaces or hyphens needed). To begin: Select Extensions from the navigation bar. Select the Settings icon to the right of the Extension. In the Extension Settings, scroll down to locate the Notification Settings. - 6 / 16 -

7 7 Select the check box to Send a Text Message Notification. Enter your cellular telephone number. Save your changes. Managing Faxes Viewing a Fax Select the Extensions option from the navigation bar. Select the Inbox icon to the right of the Extension. To view a fax message, simply click the View icon and the message will open as a PDF file in your browser. - 7 / 16 -

8 8 Downloading a Fax Download a PDF fax document and save to your computer. Select the Extensions option from the navigation bar. Select the Inbox icon to the right of the Extension. To download a fax message as a PDF file, simply click the icon for the message you wish to download. - 8 / 16 -

9 9 You will be prompted by your browser to save the file. Viewing a Fax via To view a fax via , please make sure that the option to receive Voic and Fax Notifications via is selected. When a fax is delivered to your Inbox, you will receive an containing the following information: - 9 / 16 -

10 10 If you are unable to locate the faxes in your , please check your Spam folder. Also, please make sure to add to your address book to ensure the messages are received to your Inbox. Deleting a Fax Select the Extensions option from the navigation bar. Select the Inbox icon to the right of the Extension. Select the corresponding check box to the left of your fax then choose the Delete button. Or, select the trash can icon to the right of the fax to delete / 16 -

11 11 Sending a Fax Please note that fax is an old technology. Sending a fax digitally via VoIP to a destination with physical FAX machine connected to the old telephony network could be less reliable than sending it using a physical fax machine connected to the old telephony network. This is specifically important if you are sending to international destinations. If your business depends on sending faxes to international destinations we recommend that you use physical fax connected to the plain old telephony network (POTS). Or simply use . To send a fax, please follow these instructions: Select the Extensions option from the navigation bar. Select the Settings icon to the right of the Extension. Select the option to Send a Fax on the side navigation bar / 16 -

12 12 6-Step Send a Fax Process - 12 / 16 -

13 13 1. Enter the fax number you are sending to. 2. Enter the Cover Page information including the name of the person who will retrieve your fax and their company if applicable, the subject of your message, your name and a memo. The date and time field will be automatically displayed. (Cover page is optional) - 13 / 16 -

14 14 3. Enter the address to receive notification your fax has arrived at the destination. 4. Caller ID to Show Select the Caller ID of an active number in your account to use as the outgoing caller ID on your send fax. Please Note: Faxes cannot be sent from toll free numbers to other toll free numbers. Setting this to either a toll free number or private will disable the ability to send faxes from this extension / 16 -

15 15 5. To add an attachment to your fax, click the Browse button under the Add Attachments section. When the file has been successfully uploaded, it will appear in the File List : 5. When you re ready, click Preview Fax. 6. Preview your fax before sending. Then, click Send to send your fax. Please note we only accept the following file types: - 15 / 16 -

16 16 doc, docx, html, jpg, pdf, ppt, pptx, rtf, tif, txt, xls, xlsx - 16 / 16 -