GFI Product Manual. Client Manual

Transcription

1 GFI Product Manual Client Manual

2 The information and content in this document is provided for informational purposes only and is provided "as is" with no warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability, fitness for a particular purpose, and non-infringement. GFI Software is not liable for any damages, including any consequential damages, of any kind that may result from the use of this document. The information is obtained from publicly available sources. Though reasonable effort has been made to ensure the accuracy of the data provided, GFI makes no claim, promise or guarantee about the completeness, accuracy, recency or adequacy of information and is not responsible for misprints, out-of-date information, or errors. GFI makes no warranty, express or implied, and assumes no legal liability or responsibility for the accuracy or completeness of any information contained in this document. If you believe there are any factual errors in this document, please contact us and we will review your concerns as soon as practical. All product and company names herein may be trademarks of their respective owners. GFI FaxMaker is copyright of GFI SOFTWARE Ltd GFI Software Ltd. All rights reserved. Document Version: Last updated (month/day/year): 8/11/2014

3 Contents 1 Introduction About this manual 4 2 Installing GFI FaxMaker Client System requirements Installation procedure Unattended installation 11 3 Sending faxes with GFI FaxMaker Client Printing content to GFI FaxMaker Client Send faxes directly from GFI FaxMaker Fax Message form Composing faxes in Microsoft Outlook Composing faxes from client 16 4 How to send SMS GFI FaxMaker SMS Message form Sending SMS from client 20 5 Receiving faxes 21 6 The GFI FaxMaker Fax Viewer Fax management Editing faxes 23 7 Using the GFI FaxMaker Fax Message form Previewing faxes before transmission Resending faxes and SMS GFI FaxMaker Fax Message form address book Connecting to GFI FaxMaker Specify address 31 8 Index 33

4 1 Introduction GFI FaxMaker Client is an application installed on users' machines, used for sending faxes and sending SMS. The application routes faxes and SMS to GFI FaxMaker for transmission. There are various methods that can be used for sending fax and SMS, depending on the environment and installation of the application. 1.1 About this manual This manual is specifically tailored for GFI FaxMaker Client application users and assumes that users have basic knowledge of sending and receiving s using an client such as Microsoft Outlook. It is also assumed that GFI FaxMaker server is configured and functioning correctly before using the GFI FaxMaker Client Terms and conventions used in this manual Table 1: Terms and conventions used in this manual Term > Step by step navigational instructions to access a specific function. Bold text Italics text Code Items to select such as nodes, menu options or command buttons. Parameters and values that you must replace with the applicable value, such as custom paths and file names. Indicates text values to key in, such as commands and addresses. GFI FaxMaker 1 Introduction 4

5 2 Installing GFI FaxMaker Client This chapter describes how to install GFI FaxMaker Client on users machines. 2.1 System requirements Installation procedure Unattended installation System requirements Supported operating systems for installing GFI FaxMaker Client. Windows 8 & 8.1 Windows 7 Windows Vista Windows XP Windows Small Business Server 2003 Windows Server Standard or Enterprise editions Windows Server Standard or Enterprise editions 2.2 Installation procedure Important notes 1. Check that the machine you are installing GFI FaxMaker Client on, meets the system requirements. 2. Ensure that you are logged on as Administrator or using an account with administrative privileges. 3. Save any pending work and close all open applications on the machine. 4. Download the latest version of GFI FaxMaker Client from: Installation 1. Run installation file on the client machine. 2. Click Next in the Welcome screen. GFI FaxMaker 2 Installing GFI FaxMaker Client 5

6 Screenshot 1: Select the type of fax server 3. Select the software that is used to send/receive faxes and click Next. Table 2: Client installation - message forms options Server type GFI FaxMaker Server GFI FaxMaker Online Select this option when the organization uses GFI FaxMaker as an on-premise solution to send and receive faxes and SMS. For more information go to: Select this option when the organization uses GFI FaxMaker Online to send and receive faxes. GFI FaxMaker Online is an online faxing solution. For more information go to: GFI FaxMaker 2 Installing GFI FaxMaker Client 6

7 Screenshot 2: Choosing message form 4. Select the type of message form to install and click Next. Table 3: Client installation - message forms options Message form Use GFI FaxMaker Fax Message form Use Microsoft Outlook Use Outlook but also install GFI FaxMaker Fax form Use Outlook address book with GFI FaxMaker Fax Message form Send faxes using the GFI FaxMaker Fax Message form. This is a custom form built purposely for sending faxes when using GFI FaxMaker. Send faxes using Microsoft Outlook. When content is printed to the GFI FaxMaker printer driver, it is converted to.fax format and attached to a new Microsoft Outlook message. The Outlook Message form requires that Microsoft Outlook is installed locally. Install both the GFI FaxMaker Fax Message form and the Outlook Message form. The Outlook Message form requires that Microsoft Outlook is installed locally. Import the list of Microsoft Outlook contacts in GFI FaxMaker Fax Message form. Microsoft Outlook is required to be the default client to use this option. NOTE If not installing the GFI FaxMaker Fax Message form, skip to step 8. GFI FaxMaker 2 Installing GFI FaxMaker Client 7

8 Screenshot 3: Connecting to GFI FaxMaker 5. When installing the GFI FaxMaker Fax Message form, choose how to connect to GFI FaxMaker. Table 4: Mail server settings Option SMTP mail server Direct connection to GFI FaxMaker Choose this option when connecting to GFI FaxMaker via a mail server. In the next step configure the mail server details. Forward sent faxes directly to GFI FaxMaker, without the need of a mail server. Enter the following details: GFI FaxMaker server address: Key in your GFI FaxMaker server address. It is recommended to use the server's fully qualified domain name (rather than the IP address, since the IP may change). For example: myfaxserver.mydomain.com. Contact your administrator to help you determine the server's address. address: Specify the address to use when sending faxes. When choosing this option, skip to step 8. GFI FaxMaker 2 Installing GFI FaxMaker Client 8

9 Screenshot 4: Specifying mail server 6. When connecting to GFI FaxMaker via , configure the mail server details. Table 5: Mail server settings Option Exchange 2013/2010/2007/2003/2000/5.5 Lotus Notes or SMTP/POP3 Mail server ISP or SMTP/POP3 Mail server My mail server requires authentication Select when connecting to a Microsoft Exchange mail server. Key in the mail server name or IP address in Mail server name. Select if connecting to a Lotus Notes or SMTP/POP3 Mail server. Key in: Mail server name - the mail server name or IP address Fax mailbox - the dedicated GFI FaxMaker mailbox name. Select if mail server is configured to forward faxes to GFI FaxMaker. Key in the mail server name or IP address in Mail server name. Select if the mail server requires authentication when sending . If mail server does not require authentication, skip to step 8. GFI FaxMaker 2 Installing GFI FaxMaker Client 9

10 Screenshot 5: Mail server authentication 7. If the mail server requires authentication, configure the following options and click Next. Table 6: SMTP authentication options Option Use SSL Use SMTP Authentication Instructs GFI FaxMaker Client to connect and communicate with the mail server using SSL. Instructs GFI FaxMaker Client to connect to the mail server using particular user credentials. Enter credentials in the Account and password text boxes. Select Logon using Secure Password Authentication if required by the mail server. 8. Click Next to continue installing GFI FaxMaker Client to the default folder, or Browse to select a new installation path. 9. Click Next to start installation. NOTE If a printer driver warning is displayed, click option to install anyway. 10. Click Finish when installation is complete. NOTE If GFI FaxMaker Fax Message form cannot obtain the user s address from Active Directory, manually key in user s address. GFI FaxMaker 2 Installing GFI FaxMaker Client 10

11 2.3 Unattended installation GFI FaxMaker Client can also be installed via an unattended installation. 1. Use a compression tool (such as Winrar) to extract the GFI FaxMaker Client setup. NOTE Ensure to extract the appropriate 32 or 64-bit version of the setup. 2. From the list of extracted files, move faxclient.msi to the client machine. 3. Open command prompt and change directory to the location of faxclient.msi. 4. Key in the following command: msiexec /i /qb "faxclient.msi" followed by the required parameters as follows: Table 7: Unattended client installation parameters Action Specify which message form to use when user prints to GFI FaxMaker printer. Use one of the following parameters: USEOUTLOOKFORM=0 - Use the GFI FaxMaker Fax Message form method. USEOUTLOOKFORM=1 - Use the Outlook Message form method. USEOUTLOOKFORM=2 - Use Outlook Message form, but also install the GFI FaxMaker Fax Message form. Choose type of connection Define how to connect to the GFI FaxMaker server : GFI FaxMaker server details (When connecting directly to GFI FaxMaker via Web Services only) Specify type of mail server (When connecting to GFI FaxMaker via SMTP mail server only) USEWSAPI=0 - Connects to GFI FaxMaker via an SMTP mail server. USEWSAPI=1 - Connects directly to GFI FaxMaker server via Web Services. Specify the GFI FaxMaker server address and user's address: WSAPISERVER=myfaxserver.mydomain.com - specify the GFI FaxMaker server FQDN address or IP address. ONLINE =john.does@mydomain.com - the user's address to use when sending faxes. Enter parameter DETAILSTYPE=value. Replace value with the type of mail server: DETAILSTYPE=1 - Microsoft Exchange server DETAILSTYPE=2 - Lotus Notes/Domino or SMTP/POP3 Mail server DETAILSTYPE=3 - ISP or SMTP/POP3 Mail server GFI FaxMaker 2 Installing GFI FaxMaker Client 11

12 Action Specify the mail server details (When connecting to GFI FaxMaker via SMTP mail server only) Mail server authentication details (When connecting to GFI FaxMaker via SMTP mail server only) Enter the parameters depending on the type of mail environment: Microsoft Exchange server Use parameter: MAILSERVER=mailserver Replace mailserver with the name or IP address of the Microsoft Exchange server Lotus Notes/Domino or other SMTP/POP3 mail servers Use parameters: MAILSERVER=mailserver FAXMAILBOX= address Replace mailserver with the name or IP address of the mail server. Replace address with the address of the POP3 mailbox that GFI FaxMaker retrieves s from. Route faxes/sms directly to GFI FaxMaker server (For example when using an ISP hosted mail server) Use parameter: FAXSERVER=faxserver Replace faxserver with the name or IP address of the GFI FaxMaker server If the mail server requires authentication, use the following parameter: MAILAUTHENTICATION=1 Add the following parameters as required: USESSL=1 - Connect and communicate with the mail server using SSL. USEAUTH=1 - Enables SMTP authentication. When using this option, add username and password parameters. SMTPACCOUNT=username - Replace username with the account name to use to access the mail server. SMTPPASSWORD=password - Replace password with the password of the account to use to access the mail server. USESPA=1 - Login to mail server using Secure Password Authentication. For example: Sample unattended install command msiexec /i /qb "faxclient.msi" USEWSAPI=0 DETAILSTYPE=1 MAILSERVER=mymailserver.mydomain.com MAILAUTHENTICATION=1 USESSL=1 USEAUTH=1 SMTPACCOUNT=jsmith SMTPPASSWORD=password msiexec /i /qb "faxclient.msi" USEWSAPI=1 WSAPISERVER=myfaxserver.mydomain.com ONLINE =john.does@mydomain.com Installing the GFI FaxMaker Client to connect to the GFI FaxMaker server via a Microsoft Exchange mail server. The mail server requires authentication, and uses SSL. User credentials are specified for authentication. Installing the GFI FaxMaker Client to connect directly to the GFI FaxMaker server via Web Services. The GFI FaxMaker server FQDN is myfaxserver.mydomain.com and the user's address is john.does@mydomain.com GFI FaxMaker 2 Installing GFI FaxMaker Client 12

13 3 Sending faxes with GFI FaxMaker Client There are 3 ways to send a fax. Choose your preferred faxing method: GFI FaxMaker Printer Driver 1. Print content to the GFI FaxMaker printer from any application of your choice. Go to File > Print and choose FAXmaker. 2. GFI FaxMaker Client automatically converts the content to fax format. 3. Use the GFI FaxMaker Fax Message Form or Microsoft Outlook to specify the fax recipient, subject and fax body. 4. Click Send to send fax. More information Create a new message. 2. Add the recipient's fax number in the To field, in the form: faxnumber@faxmaker.com, for example @faxmaker.com. 3. Add a subject. 4. Key in a fax message. This is displayed in the fax coverpage. 5. Attach content to fax. 6. Click Send to send fax. More information... GFI FaxMaker Fax Message Form 1. Go to Start > Programs > GFI FaxMaker Client > GFI FaxMaker Fax Message form. 2. Add the recipient's fax number in the To field. Alternatively select a recipient from the Address book. 3. Add a fax subject. 4. Key in a fax message. This is displayed in the fax coverpage. 5. Attach content to fax. 6. Click Send to send fax. More information Printing content to GFI FaxMaker Client After installing GFI FaxMaker Client application, a printer driver is automatically added to the list of printers. This enables users to "print" content to transmit via fax using this driver. To do this: 1. Create content to fax in any application of choice that allows printing. For example, Microsoft Word, an Accounting package, a Content management system or a Customer relationship management system. GFI FaxMaker 3 Sending faxes with GFI FaxMaker Client 13

14 Screenshot 6: Printing to FaxMaker printer driver 2. Select content to fax and print it to FaxMaker printer driver. Content is automatically converted to fax format (*.fax extension) and attached to a Microsoft Outlook message or a GFI FaxMaker Message form (depending on option chosen during installation). Specify fax recipients, fax subject and key in a message to show on the fax coverpage. 3.2 Send faxes directly from GFI FaxMaker Fax Message form GFI FaxMaker Client includes a Fax Message form that enables creation of faxes and their content. This is an alternative to sending faxes via and is useful when user has no client installed. 1. Navigate to Start > Programs > GFI FaxMaker Client > GFI FaxMaker Fax Message form to load the GFI FaxMaker Fax Message form. 2. Specify all fax parameters such as recipients, subject and attachment. A list of features available in the GFI FaxMaker Fax Message form are available in this manual. For more information, refer to Using the GFI FaxMaker Fax Message form (page 25). 3. Click Send to transmit fax. GFI FaxMaker 3 Sending faxes with GFI FaxMaker Client 14

15 Screenshot 7: Composing a fax in GFI FaxMaker Fax Message form Important notes: 1. This transmission method converts faxes to fax format (*.fax) on the GFI FaxMaker server. GFI FaxMaker cannot convert faxes sent in formats or using fonts that are not installed on the fax server. It is therefore recommended to convert content to fax format directly from the user machine. For more information, refer to Printing content to GFI FaxMaker Client (page 13). 2. Other fax sending options can be specified in the message, such as the coverpage to use, fax resolution, schedule fax to be sent on a particular date/time or billing code. To do this, add TextAPI commands to the first line of the message. A full list of TextAPI command is available in the GFI FaxMaker API Manual, available from: Composing faxes in Microsoft Outlook Faxes can be sent directly from Microsoft Outlook. Create a new message and enter fax details, such as recipient, subject and attachment. Microsoft Outlook allows use of local and network address books. Select recipients that have a configured fax number. Alternatively, add recipient fax number in the form: <faxnumber>@faxmaker.com, for example @faxmaker.com. Click Send to transmit fax. GFI FaxMaker 3 Sending faxes with GFI FaxMaker Client 15

16 Screenshot 8: Sending a fax from Microsoft Outlook Important notes: 1. This transmission method converts faxes to fax format (*.fax) on the GFI FaxMaker server. GFI FaxMaker cannot convert faxes sent in formats or using fonts that are not installed on the fax server. It is therefore recommended to convert content to fax format directly from the user machine. For more information, refer to Printing content to GFI FaxMaker Client (page 13). 2. Other fax sending options can be specified in the message, such as the coverpage to use, fax resolution, schedule fax to be sent on a particular date/time or billing code. To do this, add TextAPI commands to the first line of the message. A full list of TextAPI command is available in the GFI FaxMaker API Manual, available from: Composing faxes from client Faxes can be sent directly from your client application. 1. Create a new message. 2. Add recipient's fax number in the To field, in the form: faxnumber@faxmaker.com, for example @faxmaker.com. Multiple recipients can be added, separated by a semi-colon (;). GFI FaxMaker 3 Sending faxes with GFI FaxMaker Client 16

17 NOTE When using Microsoft Outlook, you can use the local or domain address books. For more information, refer to Composing faxes in Microsoft Outlook (page 15). 3. Add subject in the Subject field. This is shown in the fax coverpage. 4. Key in a fax message. This is also displayed in the fax coverpage. 5. Attach content to fax. 6. Click Send to transmit fax. Important notes: 1. This transmission method converts faxes to fax format (*.fax) on the GFI FaxMaker server. GFI FaxMaker cannot convert faxes sent in formats or using fonts that are not installed on the fax server. It is therefore recommended to convert content to fax format directly from the user machine. For more information, refer to Printing content to GFI FaxMaker Client (page 13). 2. Other fax sending options can be specified in the message, such as the coverpage to use, fax resolution, schedule fax to be sent on a particular date/time or billing code. To do this, add TextAPI commands to the first line of the message. A full list of TextAPI command is available in the GFI FaxMaker API Manual, available from: GFI FaxMaker 3 Sending faxes with GFI FaxMaker Client 17

18 4 How to send SMS There are 2 ways to send SMS. Choose your preferred method: Via client 1. Create a new message. 2. Add the recipient's SMS number in the To field, in the form: smsnumber@<sms domain>.com, for example @smsmaker.com. 3. Key in SMS text in body. 4. Click Send to send SMS. More information... Use the GFI FaxMaker SMS Message Form 1. Go to Start > Programs > GFI FaxMaker Client > GFI FaxMaker SMS Message form. 2. Add the recipient's SMS number in the To field, in the form: smsnumber@<sms domain>.com, for example @smsmaker.com. Alternatively select a recipient from the Address book. 3. Key in SMS message. 4. Click Send to send fax. More information GFI FaxMaker SMS Message form GFI FaxMaker Client includes a form that enables sending SMS. To send an SMS using the GFI FaxMaker SMS Message form: 1. Navigate to Start > Programs > GFI FaxMaker Client > GFI FaxMaker SMS Message form. Screenshot 9: Composing an SMS in GFI FaxMaker SMS Message form 2. Specify the following SMS parameters: GFI FaxMaker 4 How to send SMS 18

19 Table 8: SMS sending options Parameter SMS Recipient Key in recipient SMS number in To.. or CC.. fields. Alternatively enter a recipient from address book by clicking: Insert Address Book recipient - Add recipient from the local GFI FaxMaker address book. For more information, refer to GFI FaxMaker Fax Message form address book (page 27). SMS text Insert Outlook Contact - Load list of Microsoft Outlook contacts. Select user to send SMS to. Key in the text to SMS. 3. Click Send to transmit SMS. NOTE SMS messages can contain a maximum of 160 characters. Messages exceeding 160 characters are sent as multiple messages. For non-latin characters, such as Arabic and Chinese characters, the maximum is 70 characters. GFI FaxMaker 4 How to send SMS 19

20 4.2 Sending SMS from client SMS can be sent directly from your client. To do this: 1. From your client application, select option to compose a new Specify the following SMS parameters: Table 9: SMS sending options Parameter SMS Recipient Key in recipient SMS number in the following format: <smsnumber>@<sms domain>.com - for example @smsmaker.com SMS text Ask your network administrator for your environment's SMS domain. Type SMS message text in the body area. 3. Click Send to transmit SMS. Important notes 1. SMS messages can contain a maximum of 160 characters. Messages exceeding 160 characters are sent as multiple messages. For non-latin characters, such as Arabic and Chinese characters, the maximum is 70 characters. 2. Default signatures will be included with your SMS message. Consider removing signatures as these contribute to character count. 3. It is not possible to select recipients from Microsoft Outlook address book. To do this, use the GFI FaxMaker SMS Message form. For more information, refer to GFI FaxMaker SMS Message form (page 18). GFI FaxMaker 4 How to send SMS 20

21 5 Receiving faxes All incoming faxes are received in your mailbox as s with subject New fax message from: <faxnumber>. The body contains information about the fax. Double-click attachment to view received fax content. Screenshot 10: Received faxes in Microsoft Outlook GFI FaxMaker 5 Receiving faxes 21

22 6 The GFI FaxMaker Fax Viewer The GFI FaxMaker Fax Viewer enables management of fax files (*.fax extension) and viewing, editing, printing and storing of faxes. Load the GFI FaxMaker Fax Viewer from Start > Programs > GFI FaxMaker Client > GFI FaxMaker Viewer or by double-clicking a fax file (*.fax extension). Screenshot 11: Fax loaded in GFI FaxMaker Fax Viewer GFI FaxMaker Fax Viewer options: 6.1 Fax management Editing faxes Fax management The following table shows the functions for managing faxes in GFI FaxMaker Fax Viewer. GFI FaxMaker 6 The GFI FaxMaker Fax Viewer 22

23 Table 10: Managing faxes in GFI FaxMaker Fax Viewer Function Viewing faxes Saving faxes Printing faxes Creating faxes Zoom Navigating pages Double-click a fax file (*.fax extension) to view fax in GFI FaxMaker Fax Viewer. Navigate to File > Save as... Specify location, filename and extension. Navigate to File > Printand select printer. Configure printing options from File > Print setup... Navigate to File > New... to open a new fax sheet. NOTE: It is recommended that faxes are created in another tool and converted to fax format by printing content to GFI FaxMaker printer driver. For more information, refer to Printing content to GFI FaxMaker Client (page 13). From the Zoom menu, select the zooming level for viewing fax content. A number of zooming options are available, such as zooming in and out, fitting page to window width or height, or zooming to a specific percentage or ratio. If a fax contains multiple pages, you can navigate through the pages. From the Page menu, select Next Page or Previous Page to go to the next or previous pages respectively. Click Page > Goto Page to navigate to a particular page number. Alternatively, select the page to navigate to from the Pages toolbar. Toolbars Previewing faxes Page information You can also view all pages in Thumbnails format. Navigate to View > Thumbnail view. Double-click on page to view. Select the toolbars to show/hide from the View menu. Toolbars provide quick access to various functions. After editing a fax, preview how it is viewed when transmitted in black & white format. Navigate to Annotation > B&W Preview. To close preview and continue editing fax, navigate to Annotation > Show. Navigate to View > Image info... to load information about the current page. 6.2 Editing faxes The following table shows the functions available for editing faxes in GFI FaxMaker Fax Viewer. Table 11: Editing faxes in GFI FaxMaker Fax Viewer Function Rotating pages Navigate to Page menu and select: Rotate left - Rotate page 90 degrees anti-clockwise Rotate right - Rotate page 90 degrees clockwise Deleting content Hiding content Inserting shapes Flip - Rotate page 180 degrees Navigate to Annotation > Eraser and select area to erase. This feature allows hiding of sensitive information prior to transmitting a fax. Navigate to Annotation > Selection pointer and select area to hide. Navigate to Edit > Black out region to hide the selected area. A number of shapes can be inserted from the Annotations toolbar or Annotation menu: Rectangle Circle Lines - Use mouse to insert and size line. From the Line style toolbar, set line weight. Arrows - From the Line style toolbar select the arrow style to use. Selected arrow style is automatically added when inserting a new line. GFI FaxMaker 6 The GFI FaxMaker Fax Viewer 23

24 Function Shape colors Inserting text Resizing shapes Aligning content Use the picker tool (Annotation > Picker tool) to select shapes. Select the color to apply from the Colors/shades toolbar. NOTE: Colors are converted to grayscale on saving fax file. Navigate to Annotation > Typed text. Use mouse to insert and size a text box. Key in text. Text can be formatted from the Formatting toolbar. Use the picker tool (Annotation > Picker tool) to select shape to resize. Use mouse to change shape size. Select one or more objects using the Picker tool and use the Alignment toolbar to set the following positioning properties: Align left / right / top / bottom / centers - Align two or more shapes to a common side or center margin. Shapes are aligned to the shape that was selected first. Bring to front - When there are multiple shapes on fax, use this function to show selected shape on top of other shapes. Inserting images or stamps Inverting colors Image enhancements Highlighting content Send to back - When there are multiple shapes on fax, use this function to send selected shape below other shapes. Navigate to Annotation > Rubber stamps. Select shape to insert and click Accept. By default, GFI FaxMaker includes a number of commonly used stamps. Click Add to add more images to the list of stamps. Image must be in *.bmp format. Navigate to Page > Invert to invert all fax colors. Fax files cannot contain colored content. Use the image enhancement feature to specify the darkness level that colored shapes should be stored in. Navigate to View > Image enhancement and select the light/dark level to store fax. Navigate to Annotation > Highlighter and use mouse to insert a highlighted rectangle. GFI FaxMaker 6 The GFI FaxMaker Fax Viewer 24

25 7 Using the GFI FaxMaker Fax Message form The GFI FaxMaker Fax Message form provides a number of options when sending faxes. Screenshot 12: Composing a fax in GFI FaxMaker Fax Message form Table 12: GFI FaxMaker Fax Message form options Option Create new fax message Fax recipients Recipients in CC Subject Fax message Attachment Preview fax before transmission Signature Navigate to Start > Programs > GFI FaxMaker Client > GFI FaxMaker Fax Message Form. In the To text box, key in one or more recipient fax numbers. Alternatively, click To to insert recipients from address book. Key in one or more recipient fax numbers to include in CC. Alternatively, click Cc to insert recipients from address book. Key in the fax subject in the Subject text box. This is inserted in the fax coverpage. Type message in the text area of the form. This is inserted in the fax coverpage. Click File... button or navigate to Insert > File attachment... to select attachment to fax. NOTE: This transmission method converts faxes to fax format (*.fax) on the GFI FaxMaker server. GFI FaxMaker cannot convert faxes sent in formats or using fonts that are not installed on the fax server. It is therefore recommended to convert content to fax format directly from the user machine. For more information, refer to Printing content to GFI FaxMaker Client (page 13). GFI FaxMaker Client allows faxes to be previewed before these are transmitted. To do this, select Request preview. For more information, refer to Previewing faxes before transmission (page 26). To append a signature to all faxes: 1. Click Options. 2. In the Format tab, select Append signature. 3. Click Edit signature... to key in or modify signature text. 4. Click OK. 5. Close and restart the GFI FaxMaker Fax Message form. GFI FaxMaker 7 Using the GFI FaxMaker Fax Message form 25

26 Option Fax resolution Importance Coverpage Specify the fax resolution from the Format menu. Alternatively, click Options and set High or Normal from the Resolution drop-down list. Set fax importance from the Format menu. Alternatively, click Options and from the Delivery tab, set High, Normal or Low from the Importance drop-down list. Enable coverpages to include a covering page to the fax. 1. Click Options. 2. In the Format tab, select Send coverpage. 3. Select which coverpage to use: Default coverpage: To use the default coverpage as configured by your administrator, leave Coverpage name field empty. Custom coverpage: Key in the name of the coverpage to use. Check with GFI FaxMaker administrator about the names of configured coverpages. Billing code Scheduling 4. Click OK. If administrator enforces use of billing codes, click Options and from the Delivery tab, specify your Billing code. A fax can be transmitted at a particular date or time. To specify when to transmit a fax: 1. Click Options. 2. In the Delivery tab, select Send the fax at the following scheduled time. 3. Specify the time and date when to transmit fax. 4. Click OK. When all content is added and settings configured, click Send to transmit fax. NOTE If Request preview is enabled, the fax is not transmitted until the preview is approved. For more information, refer to Previewing faxes before transmission (page 26). 7.1 Previewing faxes before transmission After composing faxes in the GFI FaxMaker Fax Message form, you can preview fax before this is transmitted. The preview consists of all content converted to fax format and including other changes configured on GFI FaxMaker server, such as addition of coverpage and headers/footers. To preview a fax before transmission: 1. Click File > Request Preview. 2. After finalizing the fax, click Send. 3. Fax is processed by GFI FaxMaker but not transmitted. GFI FaxMaker sends back the fax as an attachment to your mailbox. The will have a subject that contains an identification code, for example [::send=pbc123ff]. 4. Review the attached fax content. 5. To confirm fax content and proceed to transmission, reply to the message received from GFI FaxMaker. GFI FaxMaker 7 Using the GFI FaxMaker Fax Message form 26

27 NOTE 1. Do not alter any content of the message, such as the To or Subject fields. 2. Any changes required in the fax content should be done from the GFI FaxMaker Fax Message form. 2. A fax sent for preview must be confirmed within 1 day, otherwise it is deleted. 7.2 Resending faxes and SMS GFI FaxMaker stores copies of sent faxes and SMS on the server - failed items are stored for 1 week and successful items for 2 days. This enables quick resending of these faxes/sms. NOTE To resend failed items that are older than 1 week and successful items that that are older than 2 days, recompose the fax/sms. To resend a fax/sms, reply to the transmission report that GFI FaxMaker sends after transmission. In the reply Do not edit the subject field. It contains code for GFI FaxMaker to locate your fax/sms. The recipient of the is automatically set to the recipient's number. If required, this can be edited. The transmission report is not included in the fax/sms. GFI FaxMaker resends the fax/sms identically as the original. 7.3 GFI FaxMaker Fax Message form address book The GFI FaxMaker Client address book enables you to store and manage lists of recipients, contact details and their particulars. NOTE When using Microsoft Outlook, you can use and manage contacts directly from the Microsoft Outlook address book. Click Insert > Recipients from Outlook Contacts... to launch the Microsoft Outlook address book. Load the GFI FaxMaker address book from Insert > Recipients from FaxMaker address book... GFI FaxMaker 7 Using the GFI FaxMaker Fax Message form 27

28 Screenshot 13: The GFI FaxMaker address book The GFI FaxMaker address book contains: Address books - Store of contacts and groups. Multiple address books can be created. Groups - Contacts can be classified together in groups. Groups can be used to create fax broadcasts to all contacts within the group. Individual recipients - One contact within the address book that contains a single recipient details. Address books Table 13: Managing address books Function Creating a new address book Deleting address books Exporting address books 1. From the GFI FaxMaker Address Book, click Options and select New Address Book. 2. Key in Address book name. 3. To create a shared address book, select Global directory. 4. Click OK. 1. From the GFI FaxMaker Address Book, select the address book delete. 2. Select Options > Delete address book. 3 Click Yes to confirm. Contacts in address book can be exported to a comma seperated file. 1. Select the records to export. Press and hold Shift to select multiple recipients. 2. Click Options > Export to ASCII file. 3. Select directory and specify file name for ascii file. 4. Click Save. GFI FaxMaker 7 Using the GFI FaxMaker Fax Message form 28

29 Function Importing address books Groups Contacts can be imported from a comma seperated file with a.txt extension. Each record must be on a separate line and in the following format: First Name, Last Name, Company, Department, address, Fax Number, Voice Number NOTE: If a field is empty, this must still be included. Key in two double quotes ("") followed by comma. 1. From the GFI FaxMaker Address Book, select the address book where to store imported contacts. 2. Click Options > Import from ASCII file Select the file to import and click Open. Table 14: Managing groups Function Adding groups Viewing contacts in groups Deleting groups Sending a fax to a group Individual recipients 1. From the GFI FaxMaker Address Book, select the recipients to add to a group. Press and hold Shift to select multiple recipients. 2. Click Options and select Add to group Select an existing group or key in a new group name. 4. Click OK. From the GFI FaxMaker Address Book, select the group to display contacts for in the Current group drop down list. Contacts within that group are displayed in the viewing area. To delete a group and all contacts within the group: 1. Select the group to delete from the Current group drop down list. 2. Click Remove. 3. Click Yes. To send a fax to all contacts within a group: 1. From the GFI FaxMaker Address Book, select the group from the Current group drop down list. 2. Click OK. Table 15: Manging individual recipients Function Adding new Edit Delete 3. All members within the group are automatically added to the list of fax recipients. 1. From the GFI FaxMaker Address Book, select the address book and group where to create the new recipient. 2. Click Add. 3. Key in recipient details. 4. Click OK. 1. From the GFI FaxMaker Address Book, select the user to edit. 2. Click Edit Edit recipient details and click OK. 1. From the GFI FaxMaker Address Book, select the user to remove. 2. Click Remove. 3. Click Yes. 7.4 Connecting to GFI FaxMaker The GFI FaxMaker Client provides two different ways to connect with GFI FaxMaker when sending faxes; namely via HTTP or SMTP. From the GFI FaxMaker Fax Message form, click Options and go to the Connection tab. GFI FaxMaker 7 Using the GFI FaxMaker Fax Message form 29

30 Key in your address in the address field. When sending faxes, this address is shown as the sender. In Connection type, select a connection method: HTTP With this approach a direct link with GFI FaxMaker is established. Configure the following options: GFI FaxMaker server name: Key in your GFI FaxMaker server FQDN or IP address. If in doubt, contact your administrator to help you determine the server's name. It is recommended to use the server's fully qualified domain name (rather than the IP address, since the IP may change). For example: myfaxserver.mydomain.com Port: The GFI FaxMaker Web Services port which by default is Change the port only when instructed by the GFI FaxMaker administrator. SSL: Select if a secure connection is configured for GFI FaxMaker Web Services. By default this option is off. Change this option only when instructed by the GFI FaxMaker administrator. SMTP mail server Click Test Connection to check the configured settings. If the test fails, contact your administrator to verify the server settings and retry the test. Faxes are sent to GFI FaxMaker via SMTP ( format) using an server. Key in your mail server details: Mail server name/ip: Enter the name or IP address of the mail server Port: The SMTP port used by the mail server. Default value is 25. SSL: Instructs Client to connect and communicate with the mail server using SSL. Requires Authentication: Instructs Client to connect to the mail server using particular user credentials. Username and Password: Enter credentials. Secure Password Authentication: Select this option if Secure Password Authentication is required by the mail server. GFI FaxMaker 7 Using the GFI FaxMaker Fax Message form 30

31 Screenshot 14: Connecting to GFI FaxMaker via HTTP 7.5 Specify address Your address is important when using the GFI FaxMaker Fax Message form as this will be used to define the sender of faxes and for transmission reports. if an address is not automatically detected from your logged in account, when launching thegfi FaxMaker Fax Message form the first time, key in your address. Screenshot 15: Specifying address GFI FaxMaker 7 Using the GFI FaxMaker Fax Message form 31

32 7.5.1 Changing address To change address: 1. From GFI FaxMaker Fax Message form, click Options button or navigate to View > Options. 2. From Connection tab, edit the text of the address field. 3. Click OK. GFI FaxMaker 7 Using the GFI FaxMaker Fax Message form 32

33 8 Index * *.fax 14-17, 22, 25 A Address book 7, 13, 18-19, 25, 27 Authentication 9, 12, 30 B Billing 15-17, 26 C Coverpages 26 D Default coverpage 26 E address 8, 11, F Fax resolution 26 faxmaker.com 13, G Previewing faxes 23, 26 Printers 13 Printing to GFI FaxMaker 13 R Request Preview 26 Resending SMS 27 S Secure Password Authentication 10, 12, 30 Sending faxes 4, 7, 11, 13-14, 25, 29 Signature 25 smsmaker.com 18, 20 SMTP/POP3 mail servers 12 SSL 10, 30 Supported operating systems 5 System Requirements 5 U Use SMTP Authentication 10 Use SSL 10 GFI FaxMaker Client 18 GFI FaxMaker Fax Message form 14, 25, 27 GFI FaxMaker Fax Viewer 22 GFI FaxMaker SMS Message form 18 H Hide content 23 Highlighting content 24 I Image enhancements 24 Installation 4-5, 11, 14 ISP hosted mail server 12 M Mail server settings 8 Microsoft Outlook 4, 7, 13-15, 17, 19-21, 27 P POP3 9, 11 Port 30 GFI FaxMaker Index 33

34 USA, CANADA AND CENTRAL AND SOUTH AMERICA 4309 Emperor Blvd, Suite 400, Durham, NC 27703, USA Telephone: +1 (888) Fax: +1 (919) UK AND REPUBLIC OF IRELAND Magna House, London Road, Staines-upon-Thames, Middlesex, TW18 4BP, UK Telephone: +44 (0) Fax: +44 (0) EUROPE, MIDDLE EAST AND AFRICA GFI House, Territorials Street, Mriehel BKR 3000, Malta Telephone: Fax: AUSTRALIA AND NEW ZEALAND 83 King William Road, Unley 5061, South Australia Telephone: Fax: sales@gfiap.com