Modular Messaging – Fax Server
Quick Reference Guide (QRG)
Any Telephone – Modular Messaging
♦ This Guide provides administration
instructions for Receiving, Printing, Forwarding, & Sending Faxes using the Modular Messaging System
♦ Any Mailbox may be enabled to receive and forward faxes. Fax origination and sending requires that you have the Avaya Outlook Thick Client (OTC)
Receiving, Printing, & Forwarding a Fax
• When administered for Fax, Modular Messaging receives an incoming fax sent to a telephone number designated for your fax receipt and then places it as an email attachment in your Exchange email Inbox along with your other emails and voicemails
• Since faxes are received as an email attachment, you may print or forward a fax to someone else as you would any email
• When retrieving messages using your telephone, you will be notified at login as to the number of emails, voicemails, and faxes you have in your inbox • Press (1, 3) to review your fax message headers • Press 2 to access print choices
• Press 1 to print to your default fax destination (a) This is the extension of a regular fax
machine in your office
(b) You may change this extension number using Outlook or Modular Messaging Web Subscriber Options
• Press 2 to print to an alternate fax destination (a) This is the extension of either a regular fax
machine in your office other than your default or a Modular Messaging Fax subscriber
• Press 3 if you are calling from a fax machine and wish to print the fax at that machine. This is useful when located away from the office
• Fax Server Services require an additional (fax) telephone number and a Fax Class-of-Service which can be administered for you by the Customer Care Center
Notifications
Message Wating Indicator (MWI):
• By default, the message waiting lamp on your phone activates for both new voice mail as well as fax
• You may administer the lamp to activate for voice mail only, fax only, or other options using either Outlook Tools/Options/Voice Mail/Telephone User Interface Options or Modular Messaging Web Subscriber Options
• For Web Subscriber Options, navigate to
Notifications/MWI as shown below and select the
Message Type and Importance/Priority level for
MWI
Originating & Sending Faxes
Overview:
• Any document that you can print can be sent as a fax. Instead of printing a document to a regular printer, you print it at the Modular Messaging Fax Printer
(\\MMVRU3-EUV\Fax). This launches a Send Fax
Wizard that prompts you for the faxing information
details for the cover page and the telephone number of the destination fax
• Before you can send a fax, you must first run the Fax Printer Wizard to administer the Fax Printer
Office of Information Technology (OIT) University Technology Services (UTS)
Originating & Sending Faxes (continued)
Fax Network Printer Setup:
• Desktop Support can assist in setting this up for you. However, if you would like to administer it yourself, please follow the procedure below
• Select START: Printers and Faxes: Add a Printer
• Complete the Wizard screens as shown below
• Enter \\mmvru3-euv\fax
• Select I386
Originating & Sending Faxes (continued)
Fax Network Printer Setup: (concluded)
Fax Default Printer Setup:
• The Fax Default Printer is typically a fax machine in your office that you would use to print faxes you received in Outlook rather than at your PC printer • Open Outlook, Select Tools: Options: Voice Mail
• Click Telephone User Interface Options
• Select the Fax Access tab
• Enter the 5-digit extension of your departmental Fax machine, if any
• Write-down the case-sensitive Fax Authorization Code shown in the gray area
• This code is unique to each user and will be needed later the 1st time you send a fax • Click Apply and exit Outlook Options
Originating & Sending a Fax:
• Open the document to be faxed and start the print process as you normally would, e.g. File: Print
• In the Printer List box, scroll-to and select the
Originating & Sending Faxes (continued)
Originating & Sending a Fax: (continued)
• Complete the Send Fax Wizard screens as shown below
• Provide the name of the fax recipient or click Address Book to select someone from your Outlook Contacts • Enter the destination Fax Telephone Number
• For numbers outside the Enterprise Telephone System and for Toll Call destinations as shown below, enter (9) and the number as you would normally dial it with a comma followed by your 6-digit Authorization Code
• Click Add
• Click Select a cover page template with… and a cover page template (Confident recommended)
• If you don’t select a cover page template, the system default cover page will be used which does not have the information that will be needed by the receiver to identify the sender
• Enter the Subject
Originating & Sending Faxes (concluded)
Originating & Sending a Fax: (concluded]
• Once setup is completed, the information below will be used each time you send a fax unless you change it • Enter your name and the telephone number where you can receive Faxes (Fax number) and any other information you would like included in the cover page
• Enter the Fax Authorization Code that you wrote down when administering your Outlook Options, Default Fax printer in the Billing Code field • Click OK
• You will receive a fax confirmation similar to the one below when the fax has been sent successfully
