Sending a Fax using the CS Fax

 

Faxing in Outlook XP (version 2002)


Outlook: Send a Fax

This section explains how to send a new fax message by properly formatting a fax number in the “To” line of a message.

Step 1

First create a new message. This can be done by going to File -> New -> Mail Message or by clicking the drop down arrow next to “New” on the toolbar and selecting Mail Message. See Figure 1.

Step 2

In the “To” field (highlighted in Figure 2), type a fax address using the following format:

[fax:####]

Replace #### with the fax number. To dial outside of BU, numbers must be proceeded with a 9, then a 1, followed by the area code. Example:

916173334444

If the number is long distance, you must append your 5 digit long distance code. Example:

916173334444,55555

Note the comma in between the 4 and the 5.

An example is provided in Figure 3.

You may enter additional addresses (email or fax numbers) in the two field by separating addresses with a semicolon. Refer to Figure 4 for an example.

When you change keyboard focus to another window or text box (for example, by clicking in the Subject field), Outlook will check for properly entered addresses and convert them to a format shown in Figure 5. At this point, you may double click a fax number to bring up the window shown in Figure 6. From this window you may edit the number and display name.

Step 3

You have finished entering information relevant to sending a fax and may proceed to enter the rest of your message. Attachments may be added and are faxed if Exchange recognizes them as printable files.

After sending the message, you will receive a confirmation email verifying that your fax was sent or an email in error explaining any problems that may have occurred.

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Outlook: Add a Fax Number to a Contact

This section explains how to add a fax number to a new or existing contact and how to send a fax to that contact.

Step 1

If you are creating a new contact, in the Outlook menu, go to File -> New -> Contact (shown in Figure 1).

If you are adding a fax number to an existing contact, please open the contact page for the existing contact. One way of doing this is by clicking View -> Go To -> Contacts in the menu bar, then double clicking the contact entry.

Step 2

The window shown in Figure 2 will now be displayed. In this window there is a text box labeled “Business Fax.” In this box, enter in the fax number in the following format:

(111) 222-3333

Replace 111 with the area code, and 222-3333 with the local number (example Figure 3). If the number is long distance, please enter your 5 digit long distance code after the number using the following format:

(111) 222-3333, 55555

Note the comma in between the fax number and the 5 digit long distance code. Now fill out any other items for the contact. Be sure to at least enter a name for the contact. See the example in Figure 4.

Once you have finished entering information, click “Save and Close” (highlighted in Figure 5). The contact will be now be listed as having a business fax (shown in Figure 6).

Step 3

We will now send a fax to the contact.

First create a new message (see Send a Fax, Step 1).

Click the “To” button shown in Figure 7. You will now see the window in Figure 8. In this window select the drop down list and select “Contacts” under “Outlook Address Book” (Figure 9).

There are now two John Smiths shown in the list on the left (Figure 10). One of these is John Smith’s email address and one is his Business Fax. Since we want his Business Fax, we must scroll the list to the right to view the “Display Name” for each entry. In Figure 11 we see that the second entry is the fax number. To add John Smith’s fax to our recipient list, click the fax entry, then click the “To” button. We now have something similar to Figure 12. Click OK to accept John Smith’s fax number as a new recipient.

We are now back to the message window (Figure 13). Please proceed to enter the rest of your message. Attachments may be added and are faxed if Exchange recognizes them as printable files.

After sending the message, you will receive a confirmation email verifying that your fax was sent or an email in error explaining any problems that may have occurred.

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Faxing in the Exchange Server Web Interface


Web: Logging into Exchange

Step 1

Open a new Internet browser window and navigate to the page www.cs.bu.edu/exchange (clicking this link will open a new window for you). If you are prompted with the screen in Figure 1, please click yes.

Step 2

A login box will appear. Please enter your username in the following format:

cs-nt\username

Replace “username” with your username. Then enter your password and click OK.

You will now see a screen similar to the one shown in Figure 2. Please click “Inbox” at the top to be taken to your Inbox. A page similar to Figure 3 will be shown. From here you can send and receive messages, edit your contacts, etc.

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Web: Send a Fax

This section explains how to send a new fax message by properly formatting a fax number in the “To” line of a message.

Before starting this section, please navigate to your Inbox using the method describe in Logging into the web interface.

Step 1

First create a new message. This can be done by clicking the drop down arrow next to “New” on the toolbar and selecting “Message.” See Figure 1.

Step 2

In the “To” field, type a fax address using the following format:

[fax:####]

Replace #### with the fax number. To dial outside of BU, numbers must be proceeded with a 9, then a 1, followed by the area code. Example:

916173334444

If the number is long distance, you must append your 5 digit long distance code. Example:

916173334444,55555

Note the comma in between the 4 and the 5.

An example is provided in Figure 2.

You may enter additional addresses (email or fax numbers) in the “To” field by separating addresses with a semicolon.

Step 3

You have finished entering information relevant to sending a fax and may proceed to enter the rest of your message. Attachments may be added and are faxed if Exchange recognizes them as printable files.

After sending the message, you will receive a confirmation email verifying that your fax was sent or an email in error explaining any problems that may have occurred.

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