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Phone.com
Faxes
Setting a Number to Receive Faxes ●
Fax Notification
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Email Notification
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Text Message (SMS) notification
❍ Managing Faxes ● Viewing a Fax ❍ Downloading a Fax ❍
Viewing a Fax via Email
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Deleting a Fax
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Sending a Fax
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Setting a Number to Receive Faxes
To receive faxes to an extension in your account, you must assign a phone number to receive faxes using the Call Handling Rules.
Your main business line cannot double as a fax line; a separate number will need to be purchased to have a main business line plus a line for receiving faxes.
Select the “Numbers” option from the navigation bar.
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Select “Edit” to the right of your number.
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Select “Edit” once more for Number Action.
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Select how calls should be handled by selecting “Receive Fax”.
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Select the extension in which to deliver the faxes.
Then click “Save Rule Settings”.
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Now, when faxes are sent to your number, they will be delivered to the Inbox for that extension and stored for 90 days.
Voicemail and Fax Notification
Choose your preferred method of notification for voicemail and fax messages. Your options include receiving notification via email and/or your mobile phone. Check the notification method you prefer and enter the corresponding destination email address and/or mobile number to receive the notification.
Select the “Settings” icon to the right of the Extension.
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In the Extension Settings, scroll down to locate the “Notification Settings”.
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Selecting the “When I receive a new voicemail or fax*” option will allow you to check your faxes via email.
Email Notification
Send an Email notification to:
For two email addresses, separate by a comma. This option will only apply if you have
selected one of the email notification options above. Faxes will be attached as PDF documents.
Please remember to “Save Changes” when you are finished.
Faxes are kept in your Phone.com account for 90 days. We recommend downloading the messages to your computer to save for a longer amount of time. The email message will also contain the time, date, length and Caller ID information for the message.
Text Message (SMS) notification
By checking the Send a text notification** option, a short text will be sent to your mobile device when you receive a new voicemail and/or fax message. Enter your mobile number in the field provided (no spaces or hyphens needed).
To begin:
Select “Extensions” from the navigation bar.
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Select the “Settings” icon to the right of the Extension.
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In the Extension Settings, scroll down to locate the “Notification Settings”.
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Select the check box to “Send a Text Message Notification”. Enter your cellular telephone number.
Save your changes.
Managing Faxes
Viewing a Fax
Select the“Extensions” option from the navigation bar.
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Select the Inbox icon to the right of the Extension.
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To view a fax message, simply click the “View” icon and the message will open as a PDF
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Downloading a Fax
Download a PDF fax document and save to your computer. Select the “Extensions” option from the navigation bar.
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Select the Inbox icon to the right of the Extension.
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To download a fax message as a PDF file, simply click the icon for the message you wish
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You will be prompted by your browser to save the file.
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Viewing a Fax via Email
To view a fax via email, please make sure that the option to receive Voicemail and Fax Notifications via email is selected.
If you are unable to locate the faxes in your email, please check your Spam folder.
Also, please make sure to add “[email protected]” to your email address book to ensure the messages are received to your Inbox.
Deleting a Fax
Select the “Extensions” option from the navigation bar.
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Select the Inbox icon to the right of the Extension.
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Select the corresponding check box to the left of your fax then choose the Delete button.
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Or, select the trash can icon to the right of the fax to delete.
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Sending a Fax
Please note that fax is an old technology. Sending a fax digitally via VoIP to a destination with physical FAX machine connected to the old telephony network could be less reliable than sending it using a physical fax machine connected to the old telephony network. This is specifically important if you are sending to international destinations. If your business depends on sending faxes to international destinations we recommend that you use physical fax connected to the plain old telephony network (POTS). Or simply use e-mail.
To send a fax, please follow these instructions:
Select the “Extensions” option from the navigation bar.
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Select the Settings icon to the right of the Extension.
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Select the option to “Send a Fax” on the side navigation bar.
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1. Enter the fax number you are sending to.
2. Enter the Cover Page information including the name of the person who will retrieve
3. Enter the email address to receive notification your fax has arrived at the destination.
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5. To add an attachment to your fax, click the “Browse…” button under the “Add
Attachments” section.
When the file has been successfully uploaded, it will appear in the “File List”:
5. When you’re ready, click “Preview Fax”.
