FONVILLE MORISEY FAX SERVICE USER GUIDE

FONVILLE MORISEY FAX SERVICE USER GUIDE

TABLE OF CONTENTS INTRODUCTION... 1 Faxes and Email... 1 Email Clients... 1 Benefits and Advantages... 1 RECEIVING FAXES... 2 Viewing A Fax... 2 Alternative Fax Viewers... 4 SENDING FAXES... 4 Sending A Single-Page Fax... 4 Sending A Multi-Page Fax... 6 Transmission Notification... 7 Faxing To Multiple Recipients... 8 Specifying The Recipient s Name... 9 Specifying The Recipient s Company... 9 MANAGING FAXES... 10 Saving Faxes... 10 Deleting Faxes... 10 Forwarding Faxes Via Email... 10 Forwarding Faxes Via Fax... 11 FREQUENTLY ASKED QUESTIONS... 12 Rev 1.0, 2/5/2007 i

INTRODUCTION The Fonville Morisey Fax Service is an easy and convenient way to send and receive faxes. Using this service, you can send and receive faxes anywhere you can access your Fonville Morisey email account. Faxes and Email With this service, faxes are sent and received as email messages. When you send an email message as a fax, the message body and any attachments become pages in the fax. Received faxes are delivered as attachments to a conventional email message. Once received, you can save, print, email, and even fax the attachment to another person. Email Clients The fax service works with your existing Fonville Morisey email account using your current email reader. If you are using Outlook, Outlook Express, or Outlook Web Access to read your Fonville Morisey email, you can use the fax service without installing any additional software on your PC. Benefits and Advantages Fonville Morisey Fax Service offers a number of benefits and advantages when compared to conventional paper faxes: Read your faxes from anywhere that you would normally read your email: at home, in the office, or on the road Each user has a unique fax number assigned that they can give to clients or vendors that is only routed to their own account. Confidentiality of incoming faxes is enhanced since they are only available through your secure email account, instead of sitting on a fax machine in a common area. Send faxes from anywhere that you would normally send an email: at home, in the office, or on the road. Once received, you can save faxes to your hard drive for future use, making it easy to sort and manage all your faxes. Every sent and received fax generates a separate email tracking notification, including a time stamp, providing positive confirmation that your fax was sent or received correctly. Like an email message sent to several recipients, you can send a fax to several people at once. Once received, you can email a fax to others, just like any other email attachment. Rev 1.0, 2/5/2007 1

Faxes can be refaxed to others, without the annoying fax of a fax loss of detail and resolution. RECEIVING FAXES To receive a fax, you need to do nothing more than provide your new fax number to anyone wishing to send you a fax. When someone transmits a fax to that number, it is received by a centralized fax server in the Fonville Morisey data center. After receipt, the fax is automatically and immediately routed to your regular Fonville Morisey email account. It appears in your Inbox along with all of your other email messages: Viewing A Fax To view a fax, open the email message. In the body of the message, you ll see information confirming when the fax was sent, where it came from, and how many pages are in the fax: Rev 1.0, 2/5/2007 2

The email message will have a single attachment that contains the actual fax. This attachment is in a standard format, called TIFF, which is used to transmit and receive faxes. Accordingly, the name of the attachment will end in.tif. This tells your PC how to open the attachment so that you can view it. Click on the attachment to view the fax. On most machines, the Microsoft Image Viewer will open and display the first page of the fax: You can use the controls at the bottom of the Image Viewer window to move between pages, print the fax, zoom in and out, and save the fax to your hard drive: Click this button to move to the previous page in the fax Click this button to move to the next page in the fax Click this button to print the fax Rev 1.0, 2/5/2007 3

Click this button to enlarge ( zoom in ) the fax Click this button to reduce ( zoom out ) the fax Click this button to save the fax to your hard drive When you have finished viewing the fax, close the Image Viewer just as you would any other Windows application by clicking the X box in the upper right corner of the window. This only closes the viewer; it does not delete the fax from your Inbox. You can open and view the fax from within your Inbox any number of times, just like any other email message. You may wish to save, forward, or manage your faxes, as described later in this document in XManaging FaxesX. Like any other email message, you should store and manage your faxes to conserve disk space and make them easy to find in the future. Alternative Fax Viewers On some PCs, especially personally owned machines, a different fax viewing tool may be used to display the fax. If your PC uses a different viewing tool, consult the online help for that tool to learn how to view, print, and save the fax from within that tool. You can also contact the Fonville Morisey Help Desk for assistance in viewing faxes on your PC. SENDING FAXES Sending faxes is just like sending an email message. Using your email client, you simply compose a new message, add a subject and message body, insert the recipient s fax number using a special format, and click Send. The sections below cover all the details of sending faxes. Sending A Single-Page Fax A single page fax has both the recipient information and your message on the cover page. It is useful for sending quick messages via fax. You can send a simple fax in just a few easy steps: 1 Compose a new message in your email client Follow the same procedure you use to create a new email message. In most cases, click the New button, or choose New or New Message from the File menu. 2 Add the recipient s fax number in a special format Just like email messages use a special format for the address of the recipient, fax messages use a special format to specify the recipient s fax number. Rev 1.0, 2/5/2007 4

You must type the recipient s fax number into the To field of the message using this special format: [fax:number] Replace number with the actual number. You must include the square brackets. For example, if you were sending a fax to 555-1212, you would type [fax:555-1212] If needed, you can add the area code for long distance faxes: [fax:919-555-1212] For a fax to be sent successfully, you must include the square brackets and include fax: before the number. 3 Fill in the Subject of the fax Put your fax s subject in the Subject field of the email message. Everything you type in the Subject field will be included in the subject of your fax on the cover page. 4 Add your message Put your message in the body of email message. This message will be placed on the fax cover page, below the recipient information. For simple faxes, this is your entire message. 5 Click Send When you re ready to send the fax, click the Send button. The message is sent to the Fonville Morisey fax server, which translates the various fields into a fax that is transmitted to the phone number you provided in the To field. Like most things, sending a simple fax is easier than it sounds. Here is a simple fax, created using Outlook Web Access, just before being sent: Rev 1.0, 2/5/2007 5

You can practice sending faxes by sending a fax to yourself. Follow the steps above to send a fax, using your assigned fax number in the To field (don t forget the square brackets and special fax: prefix!) When you send the fax, it will be transmitted back to your fax line and will be delivered to your Inbox a few minutes later. You can then view the fax, as described in XReceiving FaxesX. Sending A Multi-Page Fax Most faxes consist of a cover page followed by one or more pages of information. In the Fonville Morisey Fax Service, you can add additional pages to your fax by adding one or more attachments to your fax message. To create a multi-page fax, follow the first four steps outlined in XSending A Single-Page FaxX, above. Before you click Send, add additional pages to your fax by adding an attachment to the message you are composing. Each page of your attached document becomes a page in the transmitted fax. The fax service can handle a number of different file types as attachments to a fax, including Word documents (files whose name ends in.doc) Excel documents (files whose name ends in.xls) PDF documents (files whose name ends in.pdf) Text documents (files whose name ends in.txt) Faxes (files whose name ends in.tif) As an example, suppose you have a property appraisal in Word format that you need to fax to a loan officer. Previously, you would have to print the appraisal, create a cover page, and then use a fax machine to send it. With the fax service, you can attach the appraisal document to a fax message and fax it directly from your PC. The fax message might look like this just before you send it: Rev 1.0, 2/5/2007 6

When you send this message, the fax service creates a cover page with the recipient information and your message on it, and then adds all the pages of your attachment. The recipient receives a single fax with several pages in it. You can add several attachments to a message. They will all be added to the fax message in the order you attached them to the message. Attachments need not all be the same kind of document or document type. For example, you could attach a Word document and a PDF document to a single fax message. Transmission Notification Each time you send a fax using the Fonville Morisey Fax Service, you will receive an email confirmation that the fax was transmitted correctly. This confirmation includes the recipient s fax number, the time and date of transmission, and the number of pages transmitted. It also includes, as an attachment, a complete copy of the fax that was sent. A typical fax confirmation message might look like this: You may wish to save this message as a record that you sent the fax. Since faxes are sent just like email messages, you will also have a copy of the fax in your Sent Items folder. You should periodically delete these from the Sent Items folder, just as you would any other email message. You will also receive an email notification when a fax cannot be sent: Rev 1.0, 2/5/2007 7

This is most often occurs when the recipient s phone number does not connect to a fax machine, although other errors may prevent a fax from being successfully transmitted. You should correct the errors and try to send your fax again. Faxing To Multiple Recipients In the same way that you can send a single email to multiple recipients, you can send a single fax to multiple recipients. Using the special fax: notation, add an entry for each recipient to the To field. Separate the entries with semicolons. For example, to send a fax to three different people simultaneously, you might type [fax:555-1212];[fax:555-1234];[fax:555-9876] A fax with two attachments to be sent to three people would look like this just before being sent: Rev 1.0, 2/5/2007 8

Each fax is sent individually, and you will receive a separate transmission notification message for each fax sent. Remember: Sending unsolicited faxes is against federal and state regulations and laws. Severe penalties up to and including large fines can result. Please be sure you are complying with these laws and regulations when sending faxes to multiple recipients. Specifying The Recipient s Name In most cases, you ll want to include the recipient s name on the cover page of your fax. You do this by adding the recipient s name to the fax: address in the To field of your fax message. For example, to send a fax to John Smith at 555-1234, you would use [fax:john Smith@555-1234] in the To field of your message. The recipient s name is separated from the fax number using the @ character. The fax system uses all the characters between the : and the @ as the name that is placed on the cover page of your fax. Specifying The Recipient s Company You can also specify the recipient s company name on your fax cover page. You can only specify a company name if you also specify a recipient name. To add the company name, just add it before the recipient name, followed by the @ character. For example, to send a fax to John Smith at Smith & Associates, you would use [fax:smith & Associates@John Smith@555-1234] in the To field of your message. Everything between the : and the first @ character is used as the company name, and everything between the first and second @ characters is used as the recipient s name. Rev 1.0, 2/5/2007 9

MANAGING FAXES Like any other document on your computer, you should manage your faxes to save space, organize your files, and make sharing easier. Saving Faxes Once you have received a fax you want to keep, you should save it on your computer and remove it from your email Inbox. This keeps your Inbox from becoming cluttered with fax messages, makes it easier to find faxes that you have saved, and frees up space in the Fonville Morisey email system. To save a fax from within your email client, open the fax message in your Inbox. Follow the appropriate procedure for your email client to select the attachment and save it to your hard drive. This may involve right-clicking on the attachment and choosing Save target as or some similar action. When you save the fax attachment, you should change the name to something more descriptive. The fax system assigns an arbitrary name to each fax it receives; you ll want to use a name that reminds you of who sent the fax or why you are saving it. If you do rename your fax, be sure to keep the.tif suffix. This suffix tells your computer how to display the fax. If you change it, you will not be able to display your fax later. Once you have saved the fax, you do not need to save the original email message containing the fax. Delete this message to remove it from your Inbox and free up space in the email system. Deleting Faxes You can delete a fax just like you would delete any other email message: select the message and click the Delete icon in your mail reader. The email system will delete both the notification message and attached fax document. Every time you send a fax, you get a confirmation copy of the fax. While you may choose to save these confirmation messages until you know your fax has been received, you should not allow them to accumulate over time. In general, you should delete fax confirmation messages on a regular basis to save space within the email system. Forwarding Faxes Via Email A received fax is just like any other email message with an attachment. You can forward the message, and the attached fax, to anyone you wish. When they receive the forwarded message, they can open and view the fax, provided that they have the appropriate image viewing software on their computer. Rev 1.0, 2/5/2007 10

Forwarding Faxes Via Fax You can send a fax to someone by forwarding it to his or her fax number. Open the fax message and click the Forward icon in your email client. In the resulting new email message, put the recipient s fax number in the To field as described in XSending A Single-Page FaxX. Be sure to add a subject and message body explaining why you are sending the fax. You may want to delete the original fax delivery information from the body of the new message. This new email message will become the cover page of the new fax you are sending. The original fax will be sent after this cover page. A forwarded fax, ready to send, might look like this: You can also forward a fax you have saved. Create a new fax email message and attach the saved fax to the message. An appropriate cover page, followed by the saved fax, will be sent to the desired recipients. Rev 1.0, 2/5/2007 11

FREQUENTLY ASKED QUESTIONS How do I activate my new fax number? Your fax number was activated when it was given to you. To start receiving faxes, give your new fax number to anyone who needs to send you a fax. How will I know when I receive a fax? You will receive a message announcing the fax in your Fonville Morisey email Inbox. Can I use the fax service from any PC? If you are using Outlook Web Access as your email client, you can access the Fonville Morisey fax service from any place you would normally access your email. If you are using Outlook or Outlook Express as your email client, you may only access the fax service using a PC connected directly to the Fonville Morisey computer network. Why do some of my attachments fail to fax successfully? If you attach a Word or Excel document containing macros to a fax, it may not send correctly. If you experience repeated failures with a particular attachment, please contact the Help Desk at 595-2525 for assistance. What should I do when a fax fails? Begin by confirming that you used the correct fax number, and that you specified it in the To field of your message using the special fax: notation. If you repeated problems with a number you know to be a valid fax line, please contact the Help Desk at 595-2525 for assistance. Why does the fax: notation occasionally disappear from my email message s To field? After you type a number into the To field in a fax message, your email client may process that number and remove the special fax: notation. This may happen when you add an attachment to a message. When this happens, the fax number remains in the To field, underlined. In these cases, your fax number will still be used correctly and your fax will be sent successfully. Do I need to add a 9 to my fax number when sending a fax? No. The Fonville Morisey fax service is connected directly to an outside line, so you do not need to add a 9 to the number. Rev 1.0, 2/5/2007 12

Can I send a fax to a long distance number? Yes. Please add a 1 and the area code to the fax number, just as you would when dialing the number directly. You do not need to add a 9 before the number. How can I forward a misdirected fax? If you receive a fax that was intended for someone else, you can forward it to the intended recipient just like any other fax. Click the Forward button in your email client, enter the correct fax number in the To field using the special fax: notation, and send the fax. Is there a limit to the number of recipients for a single fax? You may include up to 100 recipients in a single fax message. But remember that there are state and federal laws that prohibit the transmission of faxes to people who do not request them. Fines up to $1500 per fax can be assessed. To be safe no more then five people should be sent to at a time. Is there a limit to the number of attachments I can add to a fax? You may attach any number of files to a single fax, provided that their total size is less than 20 megabytes. Can I send color faxes? No. You may add attachments to a fax containing color images, but they will be converted to black and white images before being sent. Similarly, if someone sends you a color image in a fax, it will be converted to black and white when you receive it. Can I edit the contents of a received fax? No. The received fax is a series of digital images. Although the images may contain text, you cannot highlight, edit, or change the text within a fax. If I send a Word document attached to a fax, is it received as a Word document? No. All attachments are converted to fax images before being sent. The recipient receives them as images. It is not possible to send someone a Word or Excel file as part of a fax. Rev 1.0, 2/5/2007 13