Online Fax Quick Start Guide from Portal

Transcription

1 Online Fax Quick Start Guide from Portal How to send a Fax Click Send A Fax. Add the fax number you want to send to. Select the fax number you want to send from (if you have multiple numbers use the drop-down menu). Add the file you want to fax. Create an option cover page. Click Send Fax. How to view a received fax Click View Faxes. From the View Faxes folder you can view all received faxes with the following: Date and time received Number fax was sent from # of pages Click to download the fax in PDF format Click to forward the fax Move a single fax to a folder Click to delete a single fax How to view a sent fax From the Sent faxes folder you can view all sent faxes with the following: Date & time sent Number fax was sent to Number fax was sent from # of pages Status of fax Click to download the fax Click to delete a single fax to Fax How to send a fax 1. Compose an message addressed to the fax number you are sending Example: @ yourfax.com Make sure the number is in the form of area/city code + number (10 digits only no dashes). In the Subject line you will need to put in your Online Fax number (10 digits only no dashes) and add a semicolon (;). You can also add the text Cover Page as well if you wish to have the message body serve as a cover page. 2. Type in your message (Cover Page) If you type any text in your message, the Online Fax service will put it on a cover page. 3. Attach any documents to be sent. 4. Hit Send. Once sent you will receive a confirmation or rejection notice with explanation. How to receive a fax Provide your Online Fax service fax number to all of your contacts. When people send a fax to your Online Fax number, your fax will arrive in your . Just double-click on the attachment contained in the to read your fax. With either the Online Fax Portal or to Fax you can send up to 5 attachments. Below is a list of the document types Online Fax Service supports: JPG, PDF, Adobe PostScript, TIFF, Microsoft Word, Excel, CSV, HTML & Plain Text formats.

2 Online Fax Portal The Online Fax Portal allows the ability to send, view and receive faxes. To login please visit Login with your Login & Password The navigation bar at the top of the page will allow you to navigate through the Online Fax Portal Below is an explanation of all actions: Home This will take you back to the home page View Faxes View all faxes received Send a Fax Send a fax Sent Faxes View all sent faxes Fax Numbers View all fax numbers assigned to you My Contacts Create/edit/delete contacts Support FAQs, change password To quickly send a fax from the Home folder John Smith jsmith@company.com Add fax number in the To: field or select from the drop-down if contact was created Select file to fax Check box if you want notification Click go! When in the View Faxes folder you will have the ability to view all of the faxes that you have received. Faxes are stored for 90 days. If you need them longer you can save them offline.

3 Below is an explanation of all headers/actions: Received Date and time fax was received Caller ID Number that fax was sent from Fax Number Number fax was sent to Pages Total # of fax pages received Click to download the fax Click to forward the fax Move a single fax to a folder Click to delete a single fax To delete or move multiple faxes check the faxes you want to delete and select the action from the drop-down menu. When in the Sent Faxes folder you will have the ability to view all of the faxes that you have sent. Faxes are stored for 90 days. If you need them longer you can save them offline. Below is an explanation of all headers/actions: Sent Date and time fax was sent Fax Number Number fax was sent from Destination Fax Number fax was sent to Pages Total # of fax pages sent Status Shows the status of the sent fax Processing, Failed, or Success Click to download the fax Click to delete a single fax To search for a fax input either the fax number or destination fax number in the box and select go! When in the Send a Fax folder you will have the ability to send a fax.

4 To send a fax please perform the following: Add destination fax number and click the green add button. Select the number you wish to fax from. If you have multiple numbers select the number from the drop-down menu. Click continue. Add the document to be faxed by selecting Upload your own file. If you wish to create a cover page you can also select the Cover Page Creator. Click Send Fax. If you wish to receive notification then check the Post Processing Notification box.

5 The Fax Numbers folder will allow you to change the address associated with the fax number. To add a new address select Set Addresses from the drop-down menu. To delete an address select Remove. The My Contacts folder allows you to add contacts for quick faxing. To add a new contact Add name and fax number. Select Add New Entry. The Support section allows the ability to change your password, change the outgoing name on your faxes, set time zone and view FAQs. To quickly naviate throughout the portal there are also Quick Links available at the top left hand side of the portal as well as on the right hand side. Select which folder you want to go to and select go! Sending Faxes ( to Fax) 1. Addressing Faxes Compose an message addressed to the fax number you are sending Example: @ yourfax.com Make sure the number is in the form of area/city code + number (10 digits only no dashes) In the Subject line you will need to put in your Online Fax number (10 digits only no dashes) and add a semicolon(;). You can also add the text Cover Page as well if you wish to have the message body serve as a cover page. 2. Type in your message (Cover Page) If you type any text in your message, the Online Fax service will put it on a cover page. 3. Attach any documents to be sent You can attach up to 5 documents to be faxed. Attachment types include JPG, PDF, Adobe PostScript, TIFF, Microsoft Word, Excel, CSV, HTML & Plain Text formats. 4. Hit Send Once sent you will receive a confirmation or rejection notice with explanation.

6 Receiving Faxes To receive faxes in your , give out your Online Fax service fax number to all of your contacts. When people send a fax to your Online 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 . Additional information: Sending Faxes: The cover page includes addressing information, including: The recipient Your address Date and time Message subject 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. Below is a list of the document types Online Fax Service supports: JPG, PDF, Adobe PostScript, TIFF, Microsoft Word, Excel, CSV, HTML & Plain Text formats Using Your Address Book for Faxing With your Online 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: @ yourfax.com When you want to fax to this person, just compose an to their fax address ( Janet s Fax ).

7 There are a few things you can do to maximize your success when faxing attachments: 1. Don t send password-protected documents. The Online 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 Online Fax Service receives a document in your message that refers to a file, picture or a graphicthat 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 Online Fax Service doesn t have, and the font isn t otherwise embedded inside your document, The Online Fax Service will substitute as similar a font as possible.