FAXmaker for Exchange Manual
Contents
1. GFI FAXmaker for Exchange SMTP 12 Client User Manual By GFI Software Ltd This manual was produced by GFI SOFTWARE Ltd GFI SOFTWARE Ltd http www gfi com E mail info gfi com Information in this document is subject to change without notice Companies names and data used in examples herein are fictitious unless otherwise noted No part of this document may be reproduced or transmitted in any form or by any means electronic or mechanical for any purpose without the express written permission of GFI SOFTWARE Ltd FAXmaker is copyright of GFI SOFTWARE Ltd 1995 2005 GFI SOFTWARE Ltd All rights reserved FAXmaker is a registered trademark and GFI SOFTWARE and the GFI SOFTWARE logo are trademarks of GFI SOFTWARE Ltd in Europe the United States and other countries Version 3 03 Last updated 10 February 2005 Contents Sending and receiving faxes Introduction to sending AtAX ooococonnccconococoncccnonnnonona rca nn cc nn carac Specifying email address 240urs00unnnnnnnnnnnnnnnnnnnnnnnnnnennnnnnnn nn Send adas nio cra Hesendinga taX ia iaa Previewing a A Receiving a tak Sasara a sea Aaea aioe Sending and receiving SMS Introduction to the SMS gateway uuunseennsennnnnnnnnnnnnnnnnnnnnnnnnnnnn nn Sending an SMS using the FAXmaker SMS form cccssceeeeesteeeeeeees Sending faxes amp sms from Microsoft Outlook Nro ducti Mrr 2228 eel Ag een a Sending a fax using th2. _To gt 5 Bloggs E mail 2 Ed al Pa Bcc gt a Fu z 4 New Properties Find Send Options _ox Cancel Help Note The contact will not show up if you have not entered either an email address OR a fax number So you have to enter an email address or fax number for each contact 4 When you are ready click on the Send button Keyboard CTRL S FAXmaker will now send the SMS Soon after you will receive a transmission report in your inbox including information on whether the SMS was sent successfully or not Joe Bloggs E mail FAXmaker for Exchange Manual Sending and receiving SMS e 11 Sending faxes amp sms from Microsoft Outlook Introduction If your company has Exchange Server 2000 or 2003 then you can send and receive faxes directly from Microsoft Outlook using the methods described in this chapter If your company does not have Exchange Server 2000 or 2003 then you can still send and receive faxes directly from Microsoft Outlook however you have use the method described in Sending and receiving faxes amp sms from email clients Refer to this chapter also if you want to send and receive faxes from Microsoft Outlook Express via Exchange Server 2000 2003 Sending a fax using the Microsoft Outlook Message form 1 Print to the FAXmaker printer driver requires that your administrator has configured the Outlook New Message form to appear automatically after prin
3. fax and send it back as an attachment to your e mail inbox The subject will have a code similar to send pbc123ff 3 If you want to actually send the fax hit reply and click send The fax will be sent immediately by the server A fax sent for preview must be sent within 1 day otherwise it will be deleted Receiving a fax Incoming faxes are received in the Microsoft Outlook Inbox The message will read Fax received To view the fax double click on the message The message will open up with fax details Then doubleclick on the fax attachment to display the fax Inbox Microsoft Outlook oh Ble Edt view Go Tools Actions Help Ia BBS X Borepy Reply to al Y Forward GA send and Receive Sorin Sgorganze 2 Gi Inbox A Folder List x 1D 9 8 From Subject Received Mailbox John Smith FAXNUMBER Fax received from FAXNUMBER Tue 4 1 Deleted Items S FAXNUMBER Fax received from FAXNUMBER Tue 4 1 Ga Inbox A FAXNUMBER Fax received from FAXNUMBER Tue 4 1 SS Outbox et FAXNUMBER Fax received from FAXNUMBER Tue 4 1 he Sent Items El FAXNUMBER Fax received from FAXNUMBER Tue 4 1 E e U Personal Fold FA FAXNUMBER Fax received from FAXNUMBER Tue 4 1 alendar Contacts Deleted Items Drafts Ga Inbox 5 a Zone From FAXNUMBER To Administrator John Smith om 0 minist Or in Es bora Subject Fax received from FAXNUMBER G A Sent I
4. not include the transmission report in the fax If needed you can edit the recipient number in the to field However do not edit the subject field because it contains a code to find your fax GFI FAXmaker stores failed faxes for 1 week on the server and succesfull faxes for 2 days on the server Beyond that you can resend a fax in 2 ways 1 From the transmission report e mail hit the reply button and edit out the transmission report GFl FAXmaker will set the reply to address to the fax number of the original recipient The original text of the fax will be in the body of the reply mail Click Send to resend the fax 2 If your original fax had attachments not included in the cover page text you have to use the forward function of your e mail client since replying to a mail will not attach the original fax files In this case from the transmission report e mail hit the forward button Now copy and paste the fax number from the from field of the transmission report Hit the send button to resend the fax 16 e Sending faxes amp sms from Microsoft Outlook FAXmaker for Exchange Manual Previewing a fax For some very important faxes you may want to see how the fax will look before you send it In this case you can ask the fax server to send you a preview 1 In the subject include this tag preview 2 The fax server will find that tag in the subject convert the fax and send it back as an attachment The subject will have
5. the toolbar Billing code The billing code is used for accounting purposes to apportion the cost of the fax Optional Scheduling If you wish the fax to be sent at a later date or time tick this option and select the date and time you wish the fax to be sent 6 Now specify a subject for the fax this will allow you to recognize the fax when you receive notification regarding the status of the fax 7 When you are ready click on the Send button Keyboard CTRL S FAXmaker will now fax out your document Soon after you will receive a transmission report in your inbox including information on whether the fax was sent successfully how many pages were faxed and at what time If your fax failed it will contain information about why the fax failed To send a fax from FAXmaker directly 1 Start up the FAXmaker Fax Message form from the FAXmaker client program group 2 Follow the procedure Sending a fax from a Windows application described above from step 4 onwards Resending a fax Resending faxes is easy simply reply to the failed or success transmission report sent by the FAXmaker server GFI FAXmaker stores a copy of the fax on the server so that it can immediately resend the fax It will also ensure that the reply to address is the fax number of the original recipient This way you can simply hit reply to resend the exact same fax to the same recipient Of course GFI FAXmaker will not include the transmission report
6. The imported Records will be then displayed in the main Phonebook window The ASCII file must contain a record on each line of the file with the fields delimited by and separated by a comma If you don t have any data for a particular field you must still include followed by a comma This will indicate that the field is empty The format should be as follows Firstname Lastname Company Department Email Fax number Voice number FAXmaker for Exchange Manual
7. a code similar to send pbc1 23ff 3 If you want to actually send the fax hit reply and click send The fax will be sent immediately by the server A fax sent for preview must be sent within 1 day otherwise it will be deleted FAXmaker for Exchange Manual Sending faxes amp sms from Microsoft Outlook e 17 Sending and receiving faxes amp SMS from email clients Introduction If your company does not have Exchange Server 2000 or 2003 or if you are not using Microsoft Outlook then you can send and receive faxes and SMS s using the method described in this chapter Sending a fax To fax from your e mail client 1 Launch the New Message form from your e mail client Type in the fax message If you do not enter a message no cover page will be faxed If you enter a subject this will appear in the lt Subject gt field in your cover page You can also attach any Microsoft Office PDF or HTML documents 2 Specify the recipient of your fax Enter the fax number in the To field in the following format number faxmaker com e g 0234123918 faxmaker com W This method of addressing requires that your mail server has been configured to forward all mail sent to faxmaker com to the GFI FAXmaker fax server The procedure to do this has been described for Lotus Notes and for Microsoft Exchange Server 5 5 and is similar for all other mail servers 3 You can attach files to your message using the Attach file function 4 W
8. ated by double clicking on the FAXmaker attachment displayed in the message dialog of the incoming or outgoing fax FAXmaker Fax Viewer test fax File Edit View Window Help lelx leelo 8 E52 Else 9 6 a lt frewe AE BSS SS 22 O h ow 22 250 va po Joint Partners Group Kloosterstraat 9 6093 CT Heythuysen Tel 0475 497551 a X Fax 0475 497552 E Mail info jjpg nl Hitp fwww jpg nl Aan GFT Fax Nummer 0035621382419 Van Adrienne Teley El Da a For Help press F1 Page1of3 Fit To Width 04 13 02 09 53AM The FAXmaker fax viewer In the Viewer itself you can a Preview pages one by one using the Next Page or Previous Page command from the Page menu For a single page fax this function will be greyed out b Re size the document on your screen by choosing either the Fit to width or the Fit to height from the Zoom menu c Zoom in or out whilst viewing the document from a number of viewpoints by choosing an appropriate zoom value from the Zoom menu d Invert the image by choosing the Invert command from the Page menu e Rotate the image if the fax was received upside down f Print the document to your local printer by choosing the Print command from the File menu FAXmaker for Exchange Manual FAXmaker tools Fax Viewer amp Phonebook e 23 g Save the fax as an attachment by choosing the Save As function in the FAXmaker viewer h Exp
9. ax nnimm For example 23 15 nn equals hours and mm equals minutes If you want to send a fax at a scheduled date or time this option can be used To specify a billing code B nnnn For example B 5 nnn can be replaced by any number This number will be added in the log file and can then be used to apportion costs To specify priority p low high l h or priority low high l h For example p low P stands for priority You can enter low high or or h This option is handy when you have submitted a large fax mailing and you wish to send out this fax immediately Multiple options When you are using multiple options in a message you must type them on the same line separated by a comma For example 1 c cover1 23 15 B 5 Sending an SMS To send an SMS from your e mail client 20 e Sending and receiving faxes amp SMS from email clients FAXmaker for Exchange Manual 1 Create a new mail message and enter the text to SMS An SMS message can contain a maximum of 160 characters if you enter more characters the text will be truncated on multiple SMS messages YY Note Remove your email signature Otherwise the email signature will be included with your SMS message 2 Now enter the recipient of the SMS message in the To field using SMTP addressing in the following format number smsmaker com e g 234123918 smsmaker com W This method of addressing requires that your mail server
10. driver Setting to default is reco age range Copies All Number of copies a Current page Selection Pages I collate Enter page numbers and or page ranges separated by commas For example 1 3 5 12 Print what Document Ti Pages per sheet fi page Print All pages in range v Scale to paper size no Scaling ca 2 2 gt Rage Sec 1 lat 1 ini cas REC TRK ExT PvR English u s y Screenshot 2 Selected FAXmaker printer driver 2 Print your document to the FAXmaker printer For example in Microsoft Word choose Print from the File menu In the Print dialog click on the Printer gt Name dropdown box and select FAXmaker Click OK If you have selected that the Outlook New Message form should appear after printing to the FAXmaker printer driver go to the chapter Sending a fax using the Microsoft Outlook Message form for the remaining steps 2 FAXmaker Sendfax Client MAPI Postoffice x File Edit Insert Fax View Help send B Orie 2 U amp 4 options fo feoasse20s lt a Subject Proforma Invoice attached O Invoice attached Attach E fasean tex fax8EESO fax en Hi Thank you for your order Please find the Proforma invoice attached regards ick Galea Ready NUM Ui Screenshot 3 The FAXmaker Fax Message form 3 The FAXmaker Fax Message form will pop up with your document attached as a fax file If y
11. e you can select the option Use Only this places the stamp on the screen and does not save the name in the most recently used stamps list Alternately you can select Use And Save for stamps which you use frequently the names of these stamps will appear on the menu which pops up when you have selected the region for the stamp Arrow Line Tool The Arrow Line tool is used to create straight lines and single and double headed arrow annotations You can select the width and color of the lines to draw and whether the line has simple or filled arrow heads on one or both ends from the line style and color menu To add an arrow or a line to the image click at one end of the line where you wish the line or arrow to appear and drag to the other end of the line or arrow A dotted line will show you where the line or arrow will be placed When you release the left mouse button the arrow will be drawn In all the single headed arrow types the first point you select will be the tail of the arrow and the point at which you release the left mouse button will be the arrow s head FAXmaker for Exchange Manual FAXmaker tools Fax Viewer amp Phonebook e 25 Rectangle Tool This tool is used to draw a hollow rectangle annotation You can select both the line color and the width to draw the rectangle Circle Tool This tool is used to draw a hollow circle or ellipse annotation You can select the line color and line width to draw the circle or el
12. e Microsoft Outlook Message form Sending a fax using the send COMMANGA ccceeceeseeeeeeeeteteeeeeeeeeneeeaes Sending an SMS from Microsoft Outlook uerssseerseennnnennnnnnnnnennnnenn Resending a faX cidad Previewing a faxi e eaa adi Sending and receiving faxes amp SMS from email clients Introduetion ss fins ee Nate ales T T AA A artes nennen ninehareisrhei are FAX options when using your email application ueenneenn Sending an SMS iii id aia FAXmaker tools Fax Viewer amp Phonebook The FAXmaker viewer nessssnnenenensnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn ann Fax annota acacia ea e radican The FAXmaker Address Book ooooocccoonocccccconocccccononccccnnonccnnnnncnnnnnnoncncnnnns Managing Individual recipientS ooonnocccnnnnnicinnnnccccnnneccccnn arrancar Managing roUPS sidonia a dera Managing Address Books oooonoccccnnncccccnonoccccnonnannncnnnnnn nc no nnnn nc nr nnnn narran FAXmaker for Exchange Manual Sending and receiving faxes e i Sending and receiving faxes Introduction to sending a fax Faxes can be sent in the following ways 1 Create or open a document in any Windows application and print it to the FAXmaker printer The document will be converted to fax attached to the FAXmaker Fax Message form or Outlook New Message form 2 Startup the FAXmaker Fax Message form from the FAXmaker program group and send a fax directly f
13. elected You can delete an annotation by selecting it and then pressing the Delete key Select Region Tool The region selection tool is used to mark an area of the image for later action Click and drag to create a rectangle to be acted on Once you have the rectangle defined you may click the right mouse button to pop up a menu of things that can be done with this region such as Zoom in zoom out or copy to clipboard Sticky Note Tool The sticky note tool is used to put a text note on the fax You may select the font font size and effects from the formatting toolbar Click and drag on the image to define the size of the note you want to write then type the text you want to appear in that note You may type any text that you wish into this note you also have the option of editing it later If you have selected a font font size or special effect it is in force for the entire note If you change any of these items while editing a note or while the note is selected it changes all the text in the note Sticky notes are always black text on a yellow background 24 e FAXmaker tools Fax Viewer amp Phonebook FAXmaker for Exchange Manual NOTE If there is no text in the note and you switch away from the note to do something else such as change the text size or switch to a different tool the note will be removed This is to prevent the generation of accidental blank notes Whiteout Tool This tool allows you to white ou
14. er tools Fax Viewer amp Phonebook e 29 30 e FAXmaker tools Fax Viewer amp Phonebook Deleting Address Books To delete an Address Book 1 Select the Address Book you want to delete from the Address Book drop down list in the FAXmaker Address Book 2 Click on the Options button and select Delete Address Book Exporting Address Books You can export FAXmaker Address Books to ASCII file formats 1 Select the Records you want to export When you want to select more than one Record hold down the Shift key whilst clicking on the Records with the mouse 2 Click on the Options button and select Export to ASCII file 3 In the Export to ASCII File dialog box select the directory where you want to export the data to Type in a file name and click Save Importing ASCII files To import Records from another application 1 In the FAXmaker Address Book dialog select the Address Book that you wish to import the records to New record Delete record s Cit 4 F COILTECOTO y Import From Outlook contacts Import from ASCII file Export to ASCII file Select all Add Eo graup New phonebook Delete phonebook The options menu 2 Click on the Options button and select Import from ASCII file 3 In the Import dialog box select the directory that contains the ASCIl file you want to import Choose the file and click on Open Wait a few seconds until the Phonebook processes the new Records
15. es e Sending messages from Outlook is much faster than from a mobile phone e Sending messages from a computer allows you to use the Outlook contacts list e Sending messages from a computer allows you to keep a copy of SMS messages sent e A web based SMS provider means additional administration costs and means users will have to login to the service with their user account Additional steps for the user and additional administration for the administrator e If you don t have a company mobile the user would have to pay for SMS messages sent privately Sending an SMS using the FAXmaker SMS form To send an SMS use the FAXmaker Send SMS Message Form This form gives you the option of selecting the SMS recipient from your Outlook contacts list You have to ensure that the recipients mobile field is filled in FAXmaker for Exchange Manual Sending and receiving SMS e 9 Z FAXmaker SMS Message Form ife x Fie Edit View Insert Help Bend 2 4 S S a m 0 This is a test message Screenshot 8 The SMS message form 1 Start up the FAXmaker SMS Message form from the FAXmaker client program group GS Joe Bloggs Contact 0 x File Edit Yiew Insert Format Tools Actions Help save and close BS 0 e DRAS e v General Details Activities Certificates All Fields l e Full Name Joe Blogas is Ey Business y os ac AS C Company Business Fax y gt File as Blog
16. group list at the top of the FAXmaker Address Book dialog 2 Select all the recipients by clicking Options and then Select all or by using the mouse 3 Hit the Delete key or click Options and select Delete record Deleting all the recipients in a group will also automatically delete the group Sending a fax to a group After you have created a group you can send the same fax to the whole group in the following way 1 Select the group from the Group list box at the top of the FAXmaker Address Book dialog 2 All the members of the group will be displayed and automatically selected You can deselect one or more members if you wish 3 Click Select this will add all the members of the group to the recipient list Note A recipient can only be a member of a single group Address Books FAXmaker allows you to create multiple Address Books This makes managing your recipients easier Creating a new Address Book To create a new Address Book 1 In the FAXmaker Address Book click on the Options button and select New Address Book New phonebook x OK Phonebook name Personal Address Book Cancel Phonebook location Personal directory Global directory Creating a new Address Book 2 In the New Address Book dialog box under the File Name field type a file name To create a shared Address Book select Global directory in Address Book location FAXmaker for Exchange Manual FAXmak
17. gs 2e y Mobile ir 76959621 A Address a Jg gt fineblo s joebloggs com Business x yy page address This is the mailing address a B Contacts Categories Private Screenshot 9 Entering a mobile number for a contact 2 You can specify the recipient in 2 ways by typing in the number in the To field or by selecting a recipient from the Outlook address book In this case you have to ensure that the recipient has a mobile number entered in the mobile field before you click on the To button To enter a mobile number for a contact go to the contacts list contacts node and double click on the recipient Now enter the GSM mobile number in the mobile field just below business fax Click on Save and Close to save the mobile number Note If you are using an SMS web service ensure that you enter the mobile number in international format i e add the country code in front of the number For example 35699407512 3 Now you can select the recipient by clicking on the To button The Outlook contacts list will show up Select the recipient e mail will be written behind the contact however the SMS form will retrieve the mobile number all the same You can select multiple recipients Click OK when done 10 e Sending and receiving SMS FAXmaker for Exchange Manual Select Names Eg Show Names from the Personal Folder Contacts Type Name or Select from List Message Recipients l
18. has been configured to forward all mails sent to smsmaker com to the GFI FAXmaker fax server The procedure to do this has been described for Lotus Notes and for Microsoft Exchange Server 5 5 and is similar for all other mail servers FAXmaker SUCCESS SMS sent to 99427171 Message Plain Text Oy x File Edit Yiew Insert Format Tools Actions Help Co Reply Freplytoal y rowad Bos Y AX a w Al You forwarded this message on 5 14 2003 4 38 PM Click here to find all related messages From SMS Sent Wed 5 14 2003 4 36 PM To Nick Galea Cc Subject FAXmaker SUCCESS SMS sent to 99427171 RARAS SENT SMS REPORT AAA Status Success Date Time 5 14 2003 4 36 20 PM Description Success SMS posted to destination Text length 4 1 Message test AAA Screenshot 13 Transmission report of an SMS 3 When you are ready click on the Send button FAXmaker will now send the SMS Soon after you will receive a report on whether the SMS was sent successfully or not FAXmaker for Exchange Manual Sending and receiving faxes amp SMS from email clients e 21 FAXmaker tools Fax Viewer amp Phonebook The FAXmaker viewer Note If your administrator has configured that faxes are to be received in PDF format then the fax viewer will be of no use to you With the FAXmaker Viewer you can view print and save fax files The FAXmaker Viewer can be activ
19. hen you are ready click on the Send button FAXmaker will send the fax and it will notify you on the status of the fax by sending you a transmission report by e mail FAX options when using your email application If you want to send a fax using fax options that differ from the default settings set by either your administrator or yourself you can do this by using the fax options described in this paragraph The fax options should be typed in at the top of the body of the e mail message preceded by a double colon Please note that the recipients of the fax will not be able to see these specifications in the received text The following options can be used To specify a cover page C cover page name For example C cover1 FAXmaker for Exchange Manual Sending and receiving faxes amp SMS from email clients 19 Cover page name stands for the name of your cover page If you do not want to send a coverpage but by default a coverpage is added you can override this option temporarily by specifying none instead of a cover page name This will cause FAXmaker not to add a coverpage W Remember that the cover page must be stored and configured on the server first To specify high or low resolution Hor N For example H WH stands for high resolution 200 200 dpi and N for normal resolution 200 100 dpi To specify a front cover page F cover page name For example F cover2 To schedule a f
20. ich the FAXmaker fax server has access This is because Microsoft Outlook will not include the recipients company name in the e mail message For more information please contact your administrator Sending a fax using the send command Microsoft Office applications include a Send command enabling you to send a document via email You can use this same command to send a document via fax To do this 1 Create your document and select the Send To gt Mail Recipient As Attachment command from the menu 2 Outlook will now start a New message form with the document as an attachment Now follow the steps 2 onwards outlined in Sending a fax using a Microsoft Outlook Message form The procedure is identical Sending an SMS from Microsoft Outlook You can send an SMS directly from Microsoft Outlook using the One off addressing format It is not possible to select the recipient from the Outlook contacts list To do this you need to use the FAXmaker SMS Message form To send an SMS from Microsoft Outlook 1 Start up Outlook and create a new mail message and enter the text to SMS An SMS message can contain a maximum of 160 characters if you enter more text the text will be truncated on multiple SMS messages Y Note Remove your email signature Otherwise the email signature will be included with your SMS message 2 Now enter the recipient of the SMS message in the To field using the sms lt number gt fo
21. in the fax If needed you can edit the recipient number in the to field However do not edit the subject field because it contains a code to find your fax GFI FAXmaker stores failed faxes for 1 week on the server and succesful faxes for 2 days on the server Beyond that you can resend a fax in 2 ways 1 From the transmission report e mail hit the reply button and edit out the transmission report GFl FAXmaker will set the reply to address to the fax number of the original recipient The original text of the fax will be in the body of the reply mail Click Send to resend the fax 2 If your original fax had attachments not included in the cover page text you have to use the forward function of your e mail client since replying to a mail will not attach the original fax files In this case from the transmission report e mail hit the forward button Now copy and paste the fax number from the from field of the transmission report Hit the send button to resend the fax FAXmaker for Exchange Manual Sending and receiving faxes e 7 Previewing a fax For some very important faxes you may want to see how the fax will look before you send it In this case you can ask the fax server to send you a preview d o 5 Request preview Screenshot 6 Request preview 1 In the toolbar of the FAXmaker New fax form click the Request Preview button located to the right from the Send button 2 The fax server will convert the
22. ker Address Book Here you can select a fax recipient If you wish to add a new fax contact click Add This will bring up the Edit Record dialog in which you can add a recipient Click OK when you have selected the fax recipient This will add the recipient to the fax 5 After you have specified the recipient you can specify the fax options The Fax options dialog is available from the menu Fax gt Options from the options button in the tool bar or via the CTRL O key combination The following options are available FAXmaker for Exchange Manual Sending and receiving faxes e 5 Fax Options Screenshot 5 FAX format options Format options Resolution Select which resolution you wish to send this fax in Send cover page Selecting this option will add a cover page to the fax Cover page name If you want to send a different cover page other than the default cover page enter the name of the custom cover page you wish to send This cover page has to be configured on the server by the administratator Note that the list of coverpages does not automatically list the available coverpages on the server Fax Options Normal Fax delivery options 6 e Sending and receiving faxes FAXmaker for Exchange Manual Fax delivery options Importance Setting the importance level to high or normal will only effect the delivery time if there are a lot of faxes in the queue You can specify this option directly from
23. lipse Color Selection The color selection toolbar can be found in the view menu Enable it in order to select different colors for your annotations The color selection applies to line rectangle and circle annotations and to highlights You cannot change the color of other annotations Line Thickness Selection The line thickness selection toolbar can be found in the view menu Enable it in order to select different line thickness for your annotations Y Save your annotations Your annotations are only made permanent if you select save from the menu The FAXmaker Address Book Note If you have Microsoft Outlook the Outlook Address Book rather then the FAXmaker Address Book is the default phone book By using the Outlook address book you can have one Address Book for both your e mail and your fax contacts However if you dont have Outlook or if you prefer to use the FAXmaker address book the FAXmaker Address Book enables you to store and manage lists of recipients and their particulars Each entry person in the phonebook is called a record You can add an unlimited amount of records to your phonebook and you can group recipients together using the group function You can import and export data easily to and from the Address Book either from an ASCII file or from Microsoft Outlook To start the Phonebook click on the To button in the FAXmaker Fax Message form or click on the Address Book button in the FAXmaker FAX Message f
24. n the Business Fax field If he she does he will appear in the outlook address book with Business Fax behind his her name Click on the To gt to add the recipient You can add multiple recipients Click OK when ready Show Names from the Contacts O Type Name or Select from List Message Recipients aE ags Business Fax E A I off Pp 4 New Properties Find Send Options Joe Bloggs E mail Joe Bloggs Business Fax Cancel Help Screenshot 11 Selectinga recipient for the fax Tip How to create a one off address using SMTP addressing If you are sending a fax to a one off recipient and don t want to enter them into your contacts list enter the fax number in the To field in the following format fax lt number gt for example fax 0234123918 4 When you are ready click on the Send button FAXmaker will now fax out your document Soon after you will receive a transmission report in your inbox including information on whether the fax was sent successfully how many pages were faxed and at what time If your fax failed it will contain information about why the fax failed 14 e Sending faxes amp sms from Microsoft Outlook FAXmaker for Exchange Manual Note about company field in cover pages If you want the recipients company name to appear in the cover page you must use the FAXmaker Fax Message form OR select a recipient from a public contacts list to wh
25. orm toolbar 5 The FAXmaker Address Book icon in the toolbar 26 e FAXmaker tools Fax Viewer amp Phonebook FAXmaker for Exchange Manual Managing Individual recipients Adding records xl General Current book amp Personal Address Book al New Current group lt none gt 2 Joe Bloggs 87987987 Find First name hi Add Edit Options Remove Screenshot 14 The FAXmaker Address Book 1 You can add a recipient to the FAXmaker Address Book by clicking Add in the FAXmaker Address Book dialog Bei First name Last name oe Company Consultants Inc Email address Department Fax number Voice number 2342423423 Cancel Screenshot 15 Edit record dialog 2 Enter the recipient details in the Edit Record dialog 3 When you type in phone or fax numbers make sure you enter the complete number including country codes and dial out codes for overseas faxing These should be followed by an appropriate separator such as a comma 4 Click on OK to create the recipient The new record will now be displayed in the Address Book FAXmaker for Exchange Manual FAXmaker tools Fax Viewer amp Phonebook e 27 Finding Records You can search for recipients by entering the first few letters of the name or company in the Find box at the bottom of the FAXmaker Address Book dialog FAXmaker will automatically highlight the corresponding recipients You can al
26. ort the fax to various formats using the Save as function Fax annotation You can annotate faxes in the FAXmaker viewer The annotation tools can be found in the annotation menu or annotation toolbar The following annotation tools are at your disposal Annotation Selection Tool This tool is used to select an individual annotation Once an annotation is selected it appears on the screen with a rectangle and eight black handles around it it may be re sized or moved using these handles Drag a handle to re size the annotation dragging a corner handle will allow you to change both width and height while dragging a handle on an edge will allow you to change either width or height but not both If the handles of an annotation are displayed you can move the annotation by clicking and dragging any part of the annotation other than the handles When an annotation is selected you can change the style of the annotation from the formatting line style or color toolbars For instance if you select a text annotation the formatting toolbar will change to show fields for font name size and character effects You may select multiple annotations using this tool While holding down the Control key click on each annotation you wish to select You may then drag all the selected annotations at once by clicking on any of the selected annotations and dragging them to a new location Note that you cannot re size annotations if more than one is s
27. ou want a cover page to appear in front of your document you can enter the cover text in the form You can also attach Office documents using the insert attachment function in the menu or CTRL T 4 e Sending and receiving faxes FAXmaker for Exchange Manual Note When attaching files other than FAXmaker fax files make sure that all fonts and objects included in your document are also available to the server 4 Now specify the recipient s of the fax Click on the To button The Outlook address book will appear Now select the Outlook Contact List and choose a recipient You have to ensure that the recipient has a fax number entered in the Business Fax field If he she does he will appear in the outlook address book with Business Fax behind his her name Click on the To gt to add the recipient You can add multiple recipients Click OK when ready If you are sending a fax to a one off recipient and don t want to enter them into your contacts lists you can specify the fax number directly in the To field Show Names from the Contacts y Type Name or Select from List Message Recipients Joe Bloggs E mail E Joe Blogas Business Fax a Joe Bloggs Business Fax Ce OY El _ Bes o Fu z 4 New Properties Find Send Options Cancel Help Screenshot 4 Selecting a recipient for the fax If you use the FAXmaker Address Book Click on To to bring up the FAXma
28. rmat for example sms 99785623 FAXmaker for Exchange Manual Sending faxes amp sms from Microsoft Outlook e 15 FAXmaker SUCCESS SMS sent to 99427171 Message Plain Text OO x Eile Edit Yiew Insert Format Tools Actions Help Co Reply Ba Reply to Al 48 Forward 8 y S x aro A E a You forwarded this message on 5 14 2003 4 38 PM Click here to Find all related messages From SMS Sent Wed 5 14 2003 4 36 PM To Nick Galea Ec Subject FAXmaker SUCCESS SMS sent to 99427171 ERARARRA RR ARA RRA RRA RARA RARA RRA RARA RRA RARA RRA RARA SENT SMS REPORT EAS Status Success Date Time 5 14 2003 4 36 20 PM Description Success SMS posted to destination Text length 4 1 Message test AAA Screenshot 12 Transmission report of an SMS 3 When you are ready click on the Send button FAXmaker will now send the SMS Soon after you will receive a report stating whether the SMS was sent successfully or not Resending a fax Resending faxes is easy simply reply to the failed or success transmission report sent by the FAXmaker server GFI FAXmaker stores a copy of the fax on the server so that it can immediately resend the fax It will also ensure that the reply to address is the fax number of the original recipient This way you can simply hit reply to resend the exact same fax to the same recipient Of course GFI FAXmaker will
29. rom it 3 Open Microsoft Outlook create a new message enter the text to send add attachments if needed and send the fax from Microsoft Outlook directly 4 From any Microsoft Office application Use the Send To command which can be found in the file menu This will attach the document you created to a new Microsoft Outlook mail message The FAXmaker client software consists of a fax printer driver fax viewer and the optional FAXmaker Fax message form The FAXmaker fax message form supports the Outlook address book although it includes its own address book for users who do not have Microsoft Outlook Specifying email address Email Address xi amp This is the first time you are using the GFI FAXmaker Message Form Please enter your email address faxmakeruser tmdellmp faxmaker local corrl Cancel Screenshot 1 Specifying the email address The first time you start the FAXmaker Fax Message form you will be prompted for your email address This will be used to mail you delivery reports Sending a fax To send a fax from a Windows application 1 Create a new Windows document or open an existing one FAXmaker for Exchange Manual Sending and receiving faxes e 3 Y Document Microsoft Word lolx File Edit View Insert Format Tools Table Window Helo E ER Name SS FAXmaker y Properties TES Status Idle Type FAXmaker where GFIFAX T Print to file Comment FAXmaker main printer
30. so search for names and companies by sorting the records first to sort on name click Name to sort on company click Company Sorting Records You can sort records alphabetically either according to name or by company by clicking on the Name or Company columns at the top of the FAXmaker Address Book dialog Deleting Records To delete a recipient highlight the recipient and hit the delete key Managing Groups 28 e FAXmaker tools Fax Viewer amp Phonebook Groups are collections of recipients They can be used to create fax broadcasts to a group of people Groups are associated with a particular address book Adding Groups To add a group 1 In the FAXmaker Address Book select the recipients you wish to add to the group To select multiple records simply use the SHIFT or CTRL button New record Delete record s Eqibrecord Import From Outlook contacts Import from ASCII file Export to ASCII file Add to group New phonebook Delete phonebook The options menu 2 Click on the Options button and select Add to group Select an existing group or type in a name to add OK anew group Distributors Cancel lt none gt a Adding records to a group FAXmaker for Exchange Manual Managing 3 In the Select Group window enter a name of a new group or select an existing group 4 Click OK Deleting Groups To delete a Group 1 Select the group from the Current
31. t a region of the image This can be used to hide certain areas of the text which you don t wish to have visible Note that the area whited out is always a rectangle Hilite Tool The annotation highlighter tool is used to highlight a section of the fax All highlight colors are transparent When you print the image or save it as a merged file the highlighted regions will be changed to gray shadings Stamp Tool The stamp tool is used to place bitmap or stamp images on the displayed image These images are initially contained in files outside of the image you are working on Stamp files are by default type STP but the program can read many other file formats When you select this tool you will be allowed to select a region of the image where you wish to place a bitmap or stamp annotation Click and drag to define the region where you want the stamp to be placed When you release the left mouse button a menu containing the names of the stamps you used most recently will appear to place one of these stamps on your image simply select the name of the stamp from the menu You also have the option of defining a new stamp If you select New Stamp from the menu you will be asked to select a file for the new stamp Select a file to insert using the menu displayed Then you will be asked for a name to use for the stamp This is the name that will show up on the menu the next time you select a stamp If you only wish to use this stamp onc
32. tems ES Eo pag da D Tasks INCOMING FAX REPORT amp Public Folders Status received Date Time 4 13 99 12 13 22 PM Speed 14400 bps Connection time 00 27 Pages 1 4 J Resolution normal gt 6 Items 6 Unread Screenshot 7 Outlook with a new fax message The mail message shows the fax report and the inbox shows the sender s fax ID 8 e Sending and receiving faxes FAXmaker for Exchange Manual Sending and receiving SMS Introduction to the SMS gateway FAXmaker includes an e mail to SMS gateway allowing users to send SMS messages SMS is very popular and is increasingly used for business purposes as well What is SMS The Short Message Service SMS also referred to as texting is the ability to send and receive text messages to and from mobile telephones The text can comprise of words or numbers or an alphanumeric combination SMS was created as part of the GSM Phase 1 standard The first short message is believed to have been sent in December 1992 from a Personal Computer PC to a mobile phone on the Vodafone GSM network in the UK Each short message is up to 160 characters is length when Latin alphabets are used and 70 characters in length when non Latin alphabets such as Arabic and Chinese are used Why use an SMS gateway SMS messages can be sent from any GSM mobile phone as well as from several internet based service providers However using a central company SMS gateway has many advantag
33. ting to the FAXmaker printer driver or create a new mail message in Outlook 2 If you have printed to the FAXmaker printer driver your document will be attached to the new message form The text you enter in the e mail message will be formatted onto the default company cover page You can also attach Office documents and HTML or PDF files The message itself can be formatted using HTML Y If you want to attach a file that has an object in it or uses fonts not found in a standard installation print the document locally rather then attaching it since the Fax server will not have access to your fonts or embedded objects FAXmaker for Exchange Manual Sending faxes amp sms from Microsoft Outlook e 13 Price list Message elx Tahoma weste 8 B TU B i an S E Eile Edit View Insert Format Tools Compose Help Message Options Tou Zohn Smith BusinessFad Subject Pricelist Dear Mr Smith As promised please find attached our price list Do not hesitate to contact me if you have further questions Kind regards Natasha O Reilly w UKpricelist DOC Screenshot 10 Outlook Send message dialog with Microsoft Word attachment 3 Now specify the recipient s of the fax Click on the To button in the Outlook New Message form The Outlook address book will appear Now select the Outlook Contact List and choose a recipient You have to ensure that the recipient has a fax number entered i
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